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Home My WebLink About2022-02 CC Resolution RESOLUTION NO. 2022-02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMECULA APPROVING REVISIONS TO THE ESTABLISHED CITYWIDE RECORDS RETENTION SCHEDULE, THEREBY AMENDING AND RESTATING THE RECORDS RETENTION POLICY, AND APPROVING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS,the Records Retention Schedule is a key element of the Records Management Program for the City of Temecula in administering and preserving records vital to the operation of the City and for legally disposing of records that have served their usefulness; and WHEREAS, the Records Retention Schedule, attached hereto as Exhibit A, is a living, breathing document changing periodically based on the ongoing operational needs of the City. WHEREAS, Section 34090 et seq. of the California Government Code authorizes the destruction of City records upon approval of the legislative body of the City and with written consent of the City Attorney, provided that the records do not fall within certain specified categories, and are not less than two years old; and WHEREAS, the records identified to be destroyed in Exhibit A, incorporated herein by this reference, are more than two years old,are not subject to litigation hold,and are not otherwise required to be kept by the City by statute and therefore meet the criteria for destruction set forth in Government Code Section 34090 et seq.; and WHEREAS,in addition to the description of records provided in Exhibit A,bar code scans identify each record retained and/or destroyed by the City. THE CITY COUNCIL OF THE CITY OF TEMECULA DOES HEREBY RESOLVE AS FOLLOWS: Section 1. The "City of Temecula Uniform Filing System Guide Records Retention Schedule"is hereby amended and restated as set forth on Exhibit A. Section 2. The City Clerk or her designee is authorized to destroy the records described on Exhibit A. Section 3. The City Attorney's signature on this resolution shall serve as evidence of his written consent to the destruction of records as identified in Exhibit A. Pe er M. Thorson City Attorney Section 4. The City Clerk shall certify to the passage and adoption of this resolution. i PASSED, APPROVED, AND ADOPTED by the City Council of the City of Temecula this 18th day of January, 2022. Matt Rahn, Mayor ATTEST: Randi hl ' y Clerk [SEAL] 2 STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss CITY OF TEMECULA ) I, Randi Johl, City Clerk of the City of Temecula, do hereby certify that the foregoing Resolution No. 2022-02 was duly and regularly adopted by the City Council of the City of Temecula at a meeting thereof held on the 181h day of January, 2022,by the following vote: AYES: 5 COUNCIL MEMBERS: Alexander, Edwards, Rahn, Schwank, Stewart NOES: 0 COUNCIL MEMBERS: None ABSTAIN: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None Randi Johl, City Clerk 3 In accordance with the City of Temecula Records Retention Schedule approved by City Council (CC Resolution No.2022-02),the City records,documents,instruments, books or papers,described and listed above, have reached or exceeded the legal retention period,are permanently imaged,do not have a litigation hold,are not related to a CEQA project in which the statute of limitations to challenge the project has not expired,and are otherwise no longer required to be retained by the City.The department records are retained in accordance with applicable federal and state laws as set forth in the City of Temecula's current retention schedule. In accordance with the City's Records Management Program,with the consent of the Department Head,and upon written approval of the City Clerk and the City Attorney,these records will be properly destroyed or disposed of. Note that documents should be categorized in the most retrictive records retention category to which they belong. RECORDS WITH A PERMANENT RETENTION: Authorization to destroy permanent records after imaging as listed on the current retention schedule: (Historical documents,vital records,documents involved in litigation or pending audit will not be destroyed). V Imaging and indexing of these records have been quality checked V Images have been stored in the City's Imaging System d The imaged record becomes the official original record of the City and will be held in accordanc of the City's Retention Schedule DEPARTMENT DIRECTOR APPROVAL: Signatur Date Aaron Adams, City Manager r 7 _ Erica Russo, Interim Director of Community Services Jennifer Hennessey, Director of Finance Patrick Thomas, / ^ Director of Public Works/City Engineer Luke Watson, Deputy City Manager Issac Garibay, / Director of Human Resources& Risk Management jj/?i2 ZZ Michael Heslin, -W (I r 2/Z y 2 Z, Director of Information Technology/Support Services //" John Crater, Fire Division Chief CITY ATTORNEY/CITY CLERK APPROVAL: Signat Date Randi Johl, Director of Legislative Affairs/City Clerk Peter Thorson, 7 City Attorney hereby cer i y that the records described above have been destroyed in accordance with e City's current a en ion Schedule. cords villiere destroyed by a third party vendor and the Certificate of Destruction is attached. DESTRUCTION COMPLETED BY: Signature Date Lanny Krage Records Manager Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 100 GENERAL ADMINISTRATIVE FILES 100-01 Mission Statement ALL US Hard CopyDeclaration of City's purpose Until Superseded GC 34090 Hard Drives 100-02 City Wide Policies and Administrative Guidelines HR US Hard Copy Policies,procedures,manuals developed by the Until Superseded GC 34090 HR Drive City to govern it's internal functions 101 CORRESPONDENCE CONTROL FILES C+2 Hard Copy Incoming/outgoing correspondence-letters,email, prior unless part 101-01 Chronological and General Correspondence Files ALL memorandums,requests,notices,etc. of ongoing project,within GC 34090 Office 365 Q CEQA statute of limitations C+2 Hard Copy 101-06 Calendars,Appointment Books,Scheduling,Call Logs and Visitor Logs ALL Office 365 General correspondence, logs,books 2019 and prior GC 34090 Outlook 200 PLANNING,BUDGET&PROGRAMMING FILES 201 EMERGENCY PLANNING&DISASTER REPORTING FILES 201-01 Emergency Planning Files HR US+2 Hard Copy Notices,lists,reference papers,general Until Superseded+2 GC 34090 EM/RM Drive correspondence and supporting documents P Hard Copy Declarations of Local Emergency,Receipt of Funds 201-02 Emergency Reporting Files HR Certification,reports documenting actions and Permanent GC 34090 AD EM/RM Drive operations-incident reports,reports of resolution 201-04 Disaster Reporting Files CC P Hard Copy Reports documenting actions and operations- Permanent GC 34090 AD incident reports,reports of resolution P Hard Copy Reports documenting actions and operations 201-06 Emergency Communications Files HR incident reports,reports of resolution Permanent GC 34090 AD EM/RM Drive US+2 Target 201-08 Emergency Management Training HR Solutions Attendance logs,certificates,etc. Until Superseded+2 GC 34090 EM/RM Drive Page 1 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18, 2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 202 ORGANIZATION PLANNING FILES US HR Drive 202-01 Workforce Planning HR GC 34090 Organization charts,lists,reports,etc. Until Superseded 203 CITY PLANNING FILES P Hard Copy GC 34090 AD; EnerGov Project files,applications,notices,correspondence 203-01 Tentative Map Files/Tentative Tract Maps CD,PW H&S 19850; PW Drive related to project,exhibits,environmental Permanent GC 4003; X Drive documents,etc. GC 4004 Laserfiche P Hard Copy GC 34090 AD; EnerGov Project files,applications,notices,correspondence 203-02 Tentative Parcel Map Files CD,PW H&S 19850; PW Drive related to project,exhibits,environmental Permanent GC 4003; X Drive documents,etc. GC 4004 Laserfiche P EnerGov GC 34090 AD; X Drive Project files,applications,notices,correspondence 203-03 Zone Change Files CD H&S 19850; related to project,exhibits,environmental Permanent GC 4003; documents,etc. GC 4004 P EnerGov GC 34090 AD; X Drive Project files,applications,notices,correspondence 203-04 Variance Files CD H&S 19850; related to project,exhibits,environmental Permanent GC 4003; documents,etc. GC 4004 Page 2 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) C+2 EnerGov Project files,applications,notices,correspondence 203-07 Minor Temporary Use Permit CSD,CD related to project,exhibits,environmental 2019 and prior GC 34090 X Drive documents,etc.(Refer to Series 203-48 for Master and Major TUP's) P Hard Copy GC 34090 AD; EnerGov Project files,applications,notices,correspondence 203-08 Conditional Use Permit Files CD H&S 19850, X Drive related to project,exhibits,environmental Permanent GC 4003; documents,etc. GC 4004 P EnerGov GC 34090 AD; X Drive Project files,applications,notices,correspondence 203-10 Modifications(includes minor,major,review) CD H&S 19850; related to project,exhibits,environmental Permanent GC 4003; documents,etc. GC 4004 P EnerGov Project files,applications,notices,correspondence 203-11 General Plan/Development Code and Amendments CD,CM related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents,etc. P Hard Copy Project files,applications,notices,correspondence 203-12 Lot Line Adjustment CC,CD,PW Laserfiche related to project,exhibits,environmental Permanent GC 34090 AD EnerGov documents,etc. X Drive Environmental Initial Study, Environmental Impact P EnerGov Project files,applications,notices,correspondence 203-13 Report and Environmental Assessments CD related to project,exhibits,environmental Permanent P GC 34090 AD X Drive documents etc. P EnerGov Project files,applications,notices,correspondence 203-15 Comprehensive Sign Program CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents,etc. Page 3 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) US+2 EnerGov Project files,applications,notices,correspondence 203-16 Temporary Signs CD related to project,exhibits,environmental Until Superseded+2 GC 34090 AD X Drive documents etc. P EnerGov Project files,applications,notices,correspondence 203-17 Sign Permit CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents etc. P Hard Copy CC,CD, PW Drive Project files,applications,notices,correspondence 203-19 Parcel Merger PW EnerGov related to project,exhibits,environmental Permanent GC 34090 AD Laserfiche documents,etc. X Drive P EnerGov Project files,applications,notices,correspondence 203-20 Home Occupation Permit CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents,etc. P Hard Copy Project files,applications,notices,correspondence 203-21 Specific Plans/Specific Plan Amendments CD,CM EnerGov related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents,etc. P ar Copy CC,CD, PW Drive Project files,applications,notices,correspondence 203-22 Certificate of Compliance PW EnerGov related to project,exhibits,environmental Permanent GC 34090 AD Laserfiche documents,etc. X Drive P EnerGov Project files,applications,notices,correspondence 203-23 Waivers of Final Map CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents etc. P Hard Copy CD,CM, PW Drive Project files,applications,notices,correspondence 203-24 Development Plans PW EnerGov related to project,exhibits,environmental Permanent GC 34090 AD Laserfiche documents,etc. X Drive P EnerGov Covenants&Agreements,Project files, 203-25 Second Dwelling Unit Permit CC,CD X Drive applications,notices,correspondence related to Permanent GC 34090 AD Hard Copy project,exhibits,environmental documents,etc. Page 4 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) P Hard Copy Project files,applications,notices,correspondence 203-28 Development Agreements CD,CM EnerGov related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents,etc. P Hard Copy Project files,applications,notices,correspondence 203-31 Landscape Agreements/Bonds/Plans CD EnerGov related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents,etc. P Hard Copy Project files,applications,notices,correspondence 203-32 Appeals CD EnerGov related to project,exhibits,environmental Permanent GC 34090 X Drive documents,etc. P EnerGov Project files,applications,notices,correspondence 203-35 Massage Establishment/Technician CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents,etc. P EnerGov Project files,applications,notices,correspondence 203-36 Findings of Public Convenience or Necessity CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents etc. P EnerGov Project files,applications,notices,correspondence 203-37 Development Impact Fee Reduction CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents etc. P EnerGov Project files,applications,notices,correspondence 203-38 Extension of Time CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents etc. P EnerGovProject filet,applications,notices,correspondence 203-39 Habitat Acquisition Negotiations Strategy(HANS) CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents etc. P EnerGov Project files,app ications,notices,correspondence 203-40 Minor Exception CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents etc. P EnerGov Project files,applications,notices,correspondence 203-41 Model Home Complex CD related to project,exhibits,environmental Permanent GC 34090 AD I X Drive Idocuments,etc. P EnerGov ro/ec i es,applications,notices,correspondence 203-42 Pre-Application Review CD I related to project,exhibits,environmental Permanent GC 34090 AD I X Drive documents etc. Page 5 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) P EnerGov Project files,applications,notices,correspondence 203-43 Residential Tract Product Review CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents etc. P EnerGov Project files,applications,notices,correspondence 203-44 Vendors License CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents,etc. P EnerGov Project files,applications,notices,correspondence 203-45 Wireless Antenna Facility CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents,etc. P EnerGov Noticing documents,project correspondence, 203-46 Long Range Planning Projects CD invoices,receipts,exhibits, EIR documents, Permanent GC 34090 AD X Drive required forms P EnerGov Project files,applications,notices,correspondence 203-47 Certificate of Historical Appropriateness CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents etc. Master/Major Temporary Use Permits and Special P EnerGov Project files,applications,notices,correspondence 203-48 Events CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents,etc. P EnerGov Project files,applications,notices,correspondence 203-49 Special Studies CD related to project,exhibits,environmental Permanent GC 34090 AD X Drive documents etc. Hard Copy 203-50 Zoning Letter CD GC 34090 EnerGov Zoning letters and relevant information Permanent Planninq Drive 204 INFORMATION TECHNOLOGY COMPUTER APPLICATIONS AUDIO/VIDEO&DIRECTORIES P P Drive 204-06 Council Meeting Media CC, ITSS GC 34090.7 DVD Audio,visual recordings Permanent AD Meeting Audio Recordings(Boards&Commissions, C+2 P Drive 204-07 Directors Hearing,etc.) ITSS GC 34090 Audio recordings 2019 and prior 204-08 Surveillance Video Recordings(Routine Video ITSS 1 Year Genetec Regular and ongoing operations 2020 and prior Monitorin GC 34090.6 System 204-09 Surveillance Video Recordings(Traffic Intersections) ITSS 2 Years Genetec Traffic and road condition surveys 2019 and prior GC 34090 System Page 6 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) Public Record Emails- 2019 and prior unless part 2 Years Retain land use and PW project emails until the of ongoing project,within 204-10 Electronic Mail ITSS GC 34090 Outlook project is approved and the CEQA statute of CEQA statute of limitations limitations period expires without litigation. or subject to other statutory protection 204-11 Proximity Card Log/List ITSS GC 34090 AD Onguard Tracking Log Permanent 204-12 Help Desk Tickets ITSS GC 34090 Spiceworks Employee service requests 2018 and prior 205 BUDGET FILES 205-01 Budget Working Paper Files FIN C+2 Hard CopyAnnual Operating Budget back up documents 2019 and prior GC 34090 Finance Drive C+2 Hard Copy Annual Operating Budget(City Council 205-02 Proposed Budget FIN 2019 and prior GC 34090 Questica Workshop/Report) p Finance Drive Final Adopted City Budget& P Hard Copy 205-03 FIN GC 34090 AD, Laserfiche Adopted-Final Annual Operating Budget Permanent Mid-year Budget 40802 and Questica documents and Midyear Budget documents 53901 Finance Drive 4 AA Hard Copy 205-04 Budget Adjustments FIN Tyler Eden Journals,budget adjustment requests FY 16/17 and prior GC 34090 Finance Drive P Hard Copy Adopted-Annual Capital Improvement Program 205-09 Capital Improvement Program Budget FIN GC 34090 AD Questica Budget Permanent Finance Drive C+2 Finance Drive State of California yearly budget information with 205 13 State Budget Information FIN GC 34090 population 2019 and prior Page 7 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18, 2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 206 REPORTING FILES Comprehensive Annual Financial Reports P Hard Copy 206-02 (CAFR/Annual Financial Statements) FIN GC 34090 AD Tyler Eden Final CAFR Permanent Finance Drive P Hard Copy Final State Controllers Report submitted to State of 206-04 State Controller's Report FIN Permanent GC 34090 AD Finance Drive California 206-05 Street Report FIN P Hard Copy Final Street Report submitted to the State of Permanent GC 34090 AD Finance Drive California P Hard Copy Final RDA Financial Statements(SOI)submitted to 206-06 Statement of Indebtedness(RDA) FIN the State of California GC 34090 AD Finance Drive 207 COST ANALYSIS STUDIES 207-01 Cost Analysis Studies Files FIN P Hard GC 34090 AD Finance opy Final Fee Studies(City Council Report) Permanent 208 REDEVELOPMENT(RDA)&SUCCESSOR AGENCY THE REDEVELOPMENT AGENCY(SARDA) P Hard Copy Project files,applications,notices,correspondence 208-01 Redevelopment Plan CD RDA Drive related to project,exhibits,environmental Permanent GC 34090 AD documents,etc. P Hard Copy rolec i es,applications,notices,correspon ence 208-02 Redevelopment Projects CD related to project,exhibits,environmental Permanent GC 34090 AD RDA Drive documents etc. P Hard Copy Project files,applications,notices,correspondence 208-03 Redevelopment Programs CD related to project,exhibits,environmental Permanent GC 34090 AD RDA Drive documents,etc. P Hard Copy rotect i es,applications,notices,correspon ence 208-04 Housing Programs CD related to project,exhibits,environmental Permanent GC 34090 AD RDA Drive documents etc. Page 8 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) C+2 Hard Copy Operating Budget, Unit Status Report,Statement of 208-05 Affordable Housing Compliance CD Monthly Income and Backup Documentation(proof 2019 and prior GC 34090 RDA Drive of income,tax returns,bank statements,proof of insurance,etc.) US Hard Copy Project files,applications, notices,correspondence 208-06 Owner Participation Rules CD related to project,exhibits,environmental Until Superseded GC 34090 RDA Drive documents,etc. US Hard Copy rolect i es,applications,notices,correspondence 208-07 Relocation Assistance,Rules&Guidelines CD related to project,exhibits,environmental Until Superseded GC 34090 RDA Drive documents etc. P Hard Copy Project i es,app ications,notices,correspondence 208-08 Special Studies-RDA/SARDA CD related to project,exhibits,environmental Permanent GC 34090 AD RDA Drive documents etc. 209 FUNDING PROGRAMS 209-01 Community Services Funding Program CM T+4 Hard CopyApplications,supporting documents 2017 and prior if terminated GC 34090 Hard Drive 3 Office+5 Hard Copy Project files,contracts,proposals,statements, 209-02 CDBG Public Service Admin Files CD,CM GC 34090; Planning Drive reports,environmental review,grant documents, 2014 and prior applications,inventory,plans,regulations(see also 409-18) P Hard Copy Electronic—Includes Consolidate Plan,Annual Action Plans,Analysis of Impediments, 209-03 CDBG Planning Documents CD Assessment of Fair Housing,Consolidated Action Permanent GC 34090 AD Planning Drive and Performance Evaluation Report(CAPER), Amendments(i.e.notices,actual substantial amendments,agreements,etc.) Page 9 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18, 2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 2+3 Hard Copy Project files,contracts,proposals,statements, 209-04 CDBG Funding Applications CD reports,environmental review,grant documents, 2 Office+3 GC 34090 Planning Drive selected applications,inventory,plans,regulations 209-05 CDBG Policy Manuals CD US Hard CopyProcedures and policies Until Superseded GC 34090 Planning Drive 300 MANAGEMENT FILES 301 DEPARTMENTAL MANAGEMENT FILES 301-02 Conference and Meetings ALL US Hard CopyAgendas,outlines,lists,notes,etc. Until Superseded GC 34090 Hard Drive 301-03 Departmental Procedures ALL US Hard CopyProcedures Until Superseded GC 34090 Hard Drive US 301-04 Signature Authority&Notices of Appointment CC GG 34090 Hard Copy Delegation of signature authority Until Superseded 302 REPORTS MANAGEMENT FILES 303 FORMS MANAGEMENT FILES US Hard Drive 303-01 Forms(Masters) ALL GC 34090 Laserfiche Shell forms Until Superseded 304 RECORDS MANAGEMENT FILES US Hard Drive 304-01 Filing Systems&Procedures(Includes TUFFS) CC GC 34090 Lists Until Superseded P CC Drive 304-02 Department Inventories and Worksheets CC GC 34090 AD Yearly inventory sheets,worksheets Permanent L304-03Records Destruction Authorization Files and P Hard Drive Certificates CC Certificates of Destruction Permanent GC 34090 AD Page 10 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 304-06 Department Transfer Lists CC P Hard CopyListings of documents transferred to Records Permanent GC 34090 AD Laserfiche P CC Drive 304-07 Retention Schedules CC Retention schedule(City Council Report) Permanent GC 34090 AD 305 RISK MANAGEMENT P Hard Copy 305-01 Insurance Policies ALL Laserfiche City Owned Policies Permanent GC 34090 AD EM/RM Drive 305-02 Claims Filed by the City HR 3 AS Hard Copy Refer to Series 704-13 for Claims Against the City 2018 and prior years after GC 34090 EM/RM Drive settled 305-03 Accident Reports—City Assets HR CL+7 Hard CopyAccidenUlncident Reports 2014 and prior closed GC 34090 EM/RM Drive Risk Management Reports—Loss Analysis,Safety, CL+7 EM/RM Drive 305-04 etc. HR AccidenUlncident Reports 2014 and prior closed GC 34090 AS+3 EM/RM Drive 305-05 Self-Insured Documentation HR Insurance Policies;Certificate of Consent 2018 and prior after settled GC 34090 CL+3 EM/RM Drive 305-06 Incident Reports(Non-employee) HR GC 34090 Accident/Incident Reports 2018 and prior closed 400 ACCOUNTING,PAYROLL&RETIREMENT 401 ACCOUNTING&REVENUE FILES Also see Section 409 4 AA Hard Copy 401-03 General Ledger File/AJE/BJE FIN GC 34090 Tyler Eden Journal and budget adjustments FY 16/17 and prior CCP337 Finance Drive 4 AA Hard Copy 401-06 Accounts Payable FIN Tyler Eden Vendor invoices with check copies,draw files FY 16/17 and prior GC 34090 Finance Drive Page 11 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 4 AA Hard Copy 401-07 Accounts Receivable FIN Finance Drive Billing invoices with backup documents FY 16/17 and prior GC 34090 Tyler Eden 4 AA Hard Copy 401-10 Demands&Warrants(checks) FIN Tyler Eden Copies ofA/P checks FY 16/17 and prior GC 34090 Finance Drive 4 AA Laserfiche 401-13 List of Demands FIN GC 34090 Check listing issued monthly(City Council Report) FY 16/17 and prior 401-14 Petty Cash Files FIN 4 AA Hard CopyPetty cash receipts with backup documents FY 16/17 and prior GC 34090 401-16 Sales Tax(Also see 409-11) FIN 4 AA Hard CopySales tax backup documents FY 16/17 and prior GC 34090 Finance Drive 4 AA Hard Copy 401-19 Quarterly Financial Statements FIN GC 34090& Laser-fiche Reports of quarterly financials(City Council Report) FY 16/17 and prior CCP 337 Finance Drive 401-20 State Revenues FIN 4 AA Hard CopyState of California revenue information FY 16/17 and prior GC 34090 Finance Drive Hard Copy 4 AA Questica 401-21 Fiscal Analysis FIN Finance Drive Income,balance,cash flow statements FY 16/17 and prior GC 34090 4 AA Hard Copy 401-25 Vouchers and Voucher Register(Cash Disbursement FIN CCP 337 Tyler Daily cash receipt backup documents FY 16/17 and prior Journal) Cashiering GC 34090 Finance Drive 401-35 Internal Service Funds FIN 4 AA Hard CopyTracking of services and goods FY 16/17 and prior GC 34090 Finance Drive Page 12 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 4 AA Hard Copy 401-37 Asset Management Inventory FIN Tyler Eden Fixed assets inventory FY 16/17 and prior GC 34090 Finance Drive 402 RECEIPTS&BILLING FILES 4 AA Hard Copy 402-02 Daily Cash Receipts FIN Tyler Daily cash backup documents FY 16/17 and prior GC 34090 Cashiering Finance Drive 4 AA Hard Copy 402-05 Permits and Permit Fees FIN EnerGov Listing of permit fees FY 16117 and prior GC 34090 Finance Drive 5 AC Hard Copy Business license applications,changes and 402-06 Business Licenses FIN renewals 2017 and prior after closed GC 34090 EnerGov Finance Drive 403 CITY BANKING FILES 4 AA Hard Copy Copies of Bank Deposits,checks,deposit slips, 403-01 Bank Deposit Files FIN direct deposits FY 16/17 and prior GC 34090 Finance Drive 403-02 Bank Statements FIN 4 AA Hard CopyCopies of Bank Statements FY 16/17 and prior GC 34090 Finance Drive 403-03 Check Stubs,Cancelled/Voided Checks FIN 4 AA Hard CopyCopies of A/P checks and voids FY 16117 and prior GC 34090 Finance Drive 403-05 Banking Service Files FIN 3 AT Hard Copy Bank fees file 2019 and prior after GC 34090 termination 4 AA Finance Drive 403-06 Bank Reconciliation FIN Monthly bank reconciliation documents FY 16/17 and prior GC 34090 403-08 A/P Checks(Numerical Listing) FIN 4 AA Hard CopyA/P checks FY 16/17 and prior GC 34090 Page 13 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 404 PAYROLL FILES C+4 Hard Copy 404-01 IRS Forms(W2's,W-4's, EDD,941, 1099,etc.) FIN GC 34090 Finance Drive Copies of W-2,W-4,payroll reports,941 reports 2017 and prior sent to IRS CFR 1627.3 C+4 Hard Copy 404-02 Payroll Deductions/Benefit Reports FIN GC 34090 Tyler Eden Payroll reports 2017 and prior P29 CFR 1627.3 404-03 Payroll System Reports FIN 4 AA Tyler EdenPayroll reports FY 16/17 and prior GC 34090 404-04 Time Sheets FIN 4 AA Tyler EdenPayroll timesheets,Time Off Requests FY 16/17 and prior GC 34090 4 AA Hard Copy 404-06 Vacation&Sick Leave FIN Finance Drive Payroll leave report FY 16/17 and prior GC 34090 Tyler Eden 404-09 Unemployment Compensation Files FIN 4 AA Tyler EdenPayroll unemployment forms FY 16/17 and prior GC 34090 404-14 PERS—Payroll Deduction Reports FIN P Tyler EdenPayroll pension reports sent to CalPers Permanent 29 CFR 1627.3 404-16 Workers Compensation FIN 4 AA Tyler EdenWorkers Compensation yearly audit files FY 16/17 and prior GC 34090 Page 14 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 405 BOND FILES M+10 Hard Copy 405-01 Bond Issue Maintenance Files CC,PW 53921 & Certificates of participation,distribution lists, M + 10 agreements,amendments,maps CCP 337.5 P Hard Copy 405-09 Bonds, Development and Performance CC,PW 53921 & Bonds,correspondence,tracking lists Permanent CCP 337.5 M+10 Hard Copy 405-16 Bonds Other CC 53921 & Bonds,correspondence,tracking lists M+ 10 CCP337.5 406 AUDIT FILES 406-07 City Annual Audit FIN P Hard CopyCity Annual Financial Reports Audited Permanent GC 34090 AD Finance Drive 406-08 Single Audit FIN P Hard CopyCity Annual Financial Reports Audited Permanent GC 34090 AD Finance Drive 406-09 Redevelopment Agency Audit FIN P Hard CopyRDA Annual Financial Report Audited Permanent GC 34090 AD Finance Drive Riverside County Transportation Commission/Measure P Finance Drive 406-10 A Audit FIN Measure A Annual Audit Permanent GC 34090 AD P Finance Drive 406-11 Other Audits FIN GC 34090 AD Annual Financial Reports Audited Permanent Page 15 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 407 RETIREMENT FILES 4 AA Hard Copy 407-01 Individual Vested Interest Records FIN Laserfiche City investment portfolio records FY 16/17 and prior GC 34090 Sempro Finance Drive 407-02 Deferred Compensation Plans HR P Hard Copy457 Plan Documents Permanent GC 34090 HR Drive 407-04 Retirement Correspondence and Information(PERS) HR P Hard CopyRetirement contract,amendments Permanent GC 34090 AD HR Drive 408 INVESTMENTS FILES 408-04 Certificates of Deposit Information FIN P Hard Copy CIDdeposit information Permanent GC 34090 AD 4 AA Hard Copy 408-06 Monthly Treasurer's Report FIN Laserfiche City monthly bank reconciliation FY 16/17 and prior GC 34090 Sempro Finance Drive 408-07 Administration FIN 4 AA Hard CopyInvestment administration FY 16/17 and prior GC 34090 Sempro State of California Local Agency Investment Fund 4 AA Hard Copy 408-10 (LAIF) FIN Sempro Investment information FY 16/17 and prior GC 34090 Finance Drive Page 16 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18, 2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 409 REVENUE&TAXATION(Also refer to Section 401) 4 AA Hard Copy Finance Drive 409-01 Administration FIN Tyler Eden City revenue administration FY 16/17 and prior GC 34090 Tyler Cashiering P Hard Copy Finance Drive 409-04 User Fee Studies FIN Tyler Eden Permanent GC 34090 AD Tyler Cashiering City User Fee studies P Hard Copy 409-05 Development Impact Fees(DIF) FIN Finance Drive City Impact Fee studies Permanent GC 34090 AD Tyler Eden Tyler Cashiering 4 AA Hard Copy Finance Drive 409-06 Franchise Fees FIN Tyler Eden City Franchise Fees information FY 16/17 and prior GC 34090 Tyler Cashierin 409-07 Fee Schedules FIN P Hard CopyCity Fees Schedule Permanent GC 34090 AD Finance Drive 4 AA Hard Copy Tyler Eden 409-10 Property Tax FIN GC 34090 Tyler City property tax information FY 16/17 and prior Cashiering Finance Drive Page 17 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 409-11 Sales Tax(Also refer to series 401-16) FIN P Hard CopyCity sales tax information,HDL Reports Permanent GC 34090 AD Finance Drive 4 AA Hard Copy 409-12 Transient Occupancy Tax(TOT) FIN Tyler City TOT information FY 16/17 and prior GC 34090 Cashiering Finance Drive P Hard Copy 409-15 TCSD Fees FIN Tyler Eden TCSD Fees Permanent GC 34090 AD Rec 1 Finance Drive 4 AA Hard Copy 409-16 Documentary Transfer Tax FIN Tyler Eden City tax information FY 16/17 and prior GC 34090 Finance Drive P Hard Copy 409-17 Temecula Public Financing Corporation(TPFA) FIN Laserfiche TPFA(City Council Report) Permanent GC 34090 AD Finance Drive P-Successful C+2 Hard Copy Grants information,applications,project proposals, Permanent-Successful 409-18 Grants ALL Unsuccessful notification of grant,objectives,reports,exhibits Unsuccessful-2019 and GC 34090 AD Finance Drive (see also 209-02) prior 4 AA Hard Copy 409-23 Gas Tax FIN Tyler Eden Gas tax revenues FY 16/17 and prior GC 34090 Finance Drive 4 AA Hard Copy 409-24 Vehicle Impound Fee FIN Tyler Eden Vehicle fee information FY 16/17 and prior GC 34090 Finance Drive P Hard Copy 409-25 Development Agreement Fees FIN Tyler Eden Development Agreement Permanent GC 34090 AD Finance Drive Page 18 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 409-27 Jarvis Prop 218 FIN P Hard CopyProp 218 information Permanent GC 34090 AD 4 AA Hard Copy 409-28 County Revenues,Other FIN Tyler Eden County revenue information FY 16/17 and prior GC 34090 Finance Drive 4 AA Hard Copy 409-29 State Revenues,Other FIN Tyler Eden State Revenues information FY 16/17 and prior GC 34090 Finance Drive Data Ticket 4 AC Tyler Eden 409-31 Parking Legal Citations FIN Finance Drive Parking citations information 2017 and prior after closed GC 34090 410 ECONOMIC DEVELOPMENT 410-01 Loans&Incentives ED P Hard CopyLoan information Permanent GC 34090 AD P ED Drive 410-02 Studies/Research/Demographics&Census ED Claritas reports,QLMP Permanent GC 34090 AD C+2 ED Drive Agendas,notices,CALED, ICSC,PIO Lunch, 410-03 Meetings/Seminars/Conferences/Showcases ED Broker's Breakfast,Temecula Trekkers 2019 and prior GC 34090 Us ED Drive 410-05 Temecula Businesses ED Creative Spaces Project,correspondence Until Superseded GC 34090 US ED Drive 410-06 Business Development/Projects ED Business information Until Superseded GC 34090 US Hard Copy Application guidelines,applications,funding charts, 410-07 Sponsorship&Funding Requests ED final sponsorship binder Until Superseded GC 34090 ED Drive P CM Drive Script,event information,audio/visual recordings, 410 08 State of the City Address CM,ED GC 34090 AD Video photos,PowerPoint Presentation Permanent Page 19 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) PERSONNEL,SALARY&BENEFITS, 500 CLASSIFICATION,RECRUITMENT,TESTING, TRAINING,MEDICAL,COMPLIANCE,SAFETY, INCENTIVES&AWARDS 501 PERSONNEL RECORDS S+50 Pre-employment and new hire documentation, personnel actions,performance evaluations, training documents,general employment 501-01 Individual Personnel File HR GC 34090, Hard Copy correspondence,benefits,confidential information Separation+50 12946 HR Drive (medical information,leave of absence documentation),grievances,administrative complaints,investigations 501-02 Personnel Policy File HR US Hard CopyPersonnel policy Until Superseded GC 34090 HR Drive 502 SALARY&BENEFITS P HR Drive 502-01 Employee Benefit Plans HR Cafeteria Plan documents Permanent GC 34090 AD US HR Drive 502-02 Salary Studies HR GC 34090 Salary Studies Until Superseded P HR Drive 502-04 Salary Schedules HR GC 34090 AD Salary Schedules Permanent P HR Drive Management Compensation Plan(City Council 502-07 Management Compensation Plan HR Permanent Report) GC 34090 AD p ) P HR Drive City Council Compensation Plan(City Council 502-08 Council Compensation Plan HR Permanent Report)GC 34090 AD p ) Page 20 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 503 PERSONNEL CLASSIFICATION FILES P NeoGov 503-01 Classification Specifications HR Class Specifications Permanent GC 34090 AD HR Drive US HR Drive 503-02 Classification Studies HR GC 34090 Classification Study results Until Superseded 505 RECRUITMENT 505 01 Recruitment File(including job application) HR AC+3 NeoGov Job applications,position announcements,interview ratings,eligibility 2019 and prior after closed GC 34090 9 9 y list 507 TRAINING FILES 507-03 Employee Career Development Training Rosters HR T+2 HR Drive Training Participant Rosters 2019 and prior after GC 34090 termination T+2 Target 507-04 Safety Training Rosters HR Solutions Training Participant Rosters 2019 and prior after GC 34090 HR Drive termination T+2 Target 507-05 Mandated Training Rosters HR Solutions Training Participant Rosters 2019 and prior after termination GC 34090 HR Drive 508 WORKERS COMP AT+50 Hard Copy CCR 14311; HR D Individual Workers'Compensation file(Work 508-02 Employee Workers Compensation Claims HR 15400.2; rive Status Reports,DWC-1 Form and 50 Years After Termination CA LC 110- Acknowledgement) 139.E Page 21 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 509 COMPLIANCE FILES Hard Copy P HR Drive OSIP Report;Section 111 Reporting,CHP 509-05 Compliance Reports(EED,SCO,OSHA,etc.) HR,PW PW Drive Inspection(DOT),Material Safety Data Sheets Permanent GC 34090 AD (MDS) 510 SAFETY FILES P EM/RM Drive 510-01 Safety Committee Meeting/Minutes HR GC 34090 AD Agenda,meeting minutes Permanent P EM/RM Drive 510-02 Accident/Safety Investigation Files(OSHA,etc.) HR GC 34090 AD Accident/Incident Reports Permanent P EM/RM Drive 510-03 Safety Manual HR GC 34090 AD Safety Manuals Permanent 510-05 Department of Transportation DOT Program HR P Hard Copy Individual DOT Driver File(Test results, DMV Permanent GC 34090 AD EM/RM Drive Reports,Pull Program Authorization,Medical Card) 511 INCENTIVE AND SERVICE AWARDS P HR Drive 511-01 Employee Recognition HR Service award tracking Permanent GC 34090 AD 511-02 City Sponsored Employee Activities(Team PACE) HR C+2 Team PACE event plans,meeting minutes 2019 and prior GC 34090 HR Drive Page 22 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 600 PURCHASING,CONTRACTING,EQUIPMENT AND SERVICE FILES 601 PURCHASING FILES 4 AA SQL Reports 601-01 Purchase Orders FIN Tyler Eden Purchase orders,purchase order reports,backup FY 15/16 and prior GC 34090 M Drive documents P Successful Hard Copy Hard Drive Successful Permanent; 601-03 Bid Files ALL Planet Bids Notice of Inviting Bid(NIB)and unsuccessful bid Unsuccessful 2018 and 4 Unsuccessful bonds(CC retains paper) prior(Successful bid bond CCP 337.5 Finance Drive filed with contract) 601-04 Authorization to Purchase other than Bid FIN US Tyler EdenBid authorization Until Superseded GC 6254 601-05 Department Requisition File FIN 3 AA Tyler EdenRequisition file,backup documents FY 17/18 and prior GC 34090 US Finance Drive 601-06 Purchasing Policy and Procedures FIN Purchasing policies and procedures Until Superseded GC 6254 601-08 Vendors Lists FIN 3 AA Listing of vendors FY 17/18 and prior GC 34090 Tyler Eden 3 AA Finance Drive 601-13 Credit Applications FIN GC 34090 Credit application FY 16/17 and prior Successful: Hard Copy AA+5 Successful:2016 and prior 601-15 RFQs,RFPs and RFI's ALL 2 Unsuccessful Hard Drive Quotes,proposals,exhibits,correspondence if closed;Unsuccessful: GC 34090 Planet Bids 2019 Page 23 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 602 CONTRACTS&AGREEMENTS Hard Copy Contracts,Agreements,Amendments,Contract CC P Finance Drive Agreements,contracts,amendments and contract 602-00 Change Orders and Leases ,PW change orders Permanent GC 34090 AD Laserfiche Hard Copy P Finance Drive 602-01 Franchises CC Agreements,Contracts,Amendments Permanent GC 34090 AD Laserfiche 602-02 Contracts and Agreements General Correspondence CC C+2 Hard CopyGeneral Correspondence 2019 and prior GC 34090 Finance Drive US+4 Hard Copy 602-05 Vendor Certificates of Insurance ALL Tyler Eden Certificates e Insurance(Departments maintain Until Superseded+4 GC 34090 copies for their records) 603 INVENTORY SUPPLY FILES&FIXED ASSETS US+2 Hard Drive 603-01 Master Inventory of Equipment FIN,ITSS GC 34090 Listing of inventory Until Superseded 603-02 Fuel Records File(Gasoline,Oil,etc.) FIN C+2 Hard CopyCity revenue administration 2019 and prior GC 34090 L+4 Hard Copy 603-03 Vehicle Registration Records CC, FIN GC 34090 City vehicle title records,registrations,sales Life/Sale of Vehicle+4 contract and release correspondence VC 9900 603-05 Vehicle Maintenance Policy PW US Hard CopyVehicle maintenance policy Until Superseded GC 34090 PW Drive 603-06 Fleet/Vehicle Maintenance Records PW L Hard Copy All Fleet/Vehicle maintenance records Life/Sale of Vehicle PW Drive Page 24 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 604 SALVAGE AND SURPLUS SALES C+2 After Tyler Eden 604-01 Salvage and Surplus Sales FIN,PW Disposal Asset surplus 2019 and prior after GC 34090 Finance Drive disposal PW Drive 605 PUBLICATION AND PRINTING FILES 605-01 Proof of Publication CC C+2 Hard CopyPublication Approval,Proof of Publication 2019 and prior GC 34090 606 EQUIPMENT LOG,SERVICE RECORDS and WORK ORDERS C+2 After Hard Drive 2019 606-01 Equipment Instruction, Information and Warranties ALL Disposal Equipment information pamphlets,books,manuals disposal and prior after GC 34090 disposal C+2 After Hard Drive 606-03 Equipment Service Records&Equipment Maintenance ALL Disposal Service/Maintenance documentation,logs 2019 and prior after GC 34090 disposal C+2 Hard Copy 606-04 Work Orders and Service Requests PW Laserfiche Citizen Requests,Service Order Requests 2019 and prior GC 34090 PW Drive 607 SERVICES CONTRACTED P Hard Copy 607-02 Misc.Mechanics Lien&Stop Notices PW Laserfiche Preliminary Notices,Stop Notices Permanent GC 34090 AD PW Drive 700 LEGISLATIVE, ELECTIONS&LEGAL FILES 701 LEGISLATIVE FILES 701-02 City Council,Agency, Board,Commission& CC P Hard Copy Agendas,staff reports,exhibits,departmental Permanent Committee Agendas GC 34090 AD Laserfiche reports 701-03 Request to Speak Forms CC P Hard Copy Speaker Slips, Emails submitted for the record Permanent-Read into Electronic Record C+2 C+2-Not read into the record Public Comment 701.nn r;f.,r.,-'d n"I;-- rr P Hard Copy Permanent-Originals may Page 25 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) GC 34090(e) Laserfiche not be destroyed Page 26 w � � Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 701-05 City Council,Agency, Board,Commission& CC P Hard Copy Resolutions,exhibits,logs Permanent-Originals may Committee Resolutions GC 34090(e) Laserfiche not be destroyed 701-10 City Council,Agency, Board,Commission and CC P Hard Copy Minutes Permanent-Originals may Committee Minutes GC 34090(e) Laserfiche not be destroyed Selected:T+4 City Council, Board,Committee,Commission& Selected:Termination+4 701 11 Agency Reference Papers,Applications,Appointments CC Not Selected: Hard Copy Applications,correspondence Not Selected:2019 and &Resignations C+2 prior GC 34090 Federal&State Legislative Information& CC P Hard Copy Correspondence Permanent 701-12 Correspondence GC 34090 AD P Hard Copy Replace superseded pages; 701-14 Municipal Code CC GC 34090(e) Municipal Code,updates Code and Insertion Guides AD Website Permanent 701-15 Signed Meeting Cancellation Notices CC GC 34090 AD Hase ard Cop Notices Permanent 701-16 Public Hearing Notices CC C+4 Hard CopyNotices 2017 and prior GC 34090 701-18 City Seal/Logo CC P Hard CopyCommittee documents,seal,correspondence Permanent GC 34090 AD 701-19 City of Temecula Articles of Incorporation CC P Hard Copy LAFCO documents,county resolution,studies, Permanent GC 34090 AD exhibits P34090 AD CC Drive 701-22 History of Elected/Appointed Officials CC GC List of elected/appointed officials Permanent Page 27 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 702 ELECTION FILES P Hard Copy 702-02 Election Historical/Operational Files CC Primary/General election correspondence, Permanent GC 34090 AD CC Drive publications,resolutions,results,etc. 702-04 Miscellaneous Election Ballots CC GC 34090 AD Hard Copy Proposition 218 Permanent Successful: Hard Copy 702-06 Nomination Files CC T+4 Nomination Papers Successful:Term +4 Unsuccessful: Unsuccessful: Election+2 E+2 Elected Mayor,City Council Campaign Statements P/E+5/E+7 Hard Copy FPPC documents members and suppporting committees:Permanent FPPC Form 400 Series&501 GC 81009(b) Laserfiche Non-Elected(Election+5)- 702-08 CC 2016 and prior Misc. GC 81009(c) Net File Individuals/Committees(E +7)—2014 and prior (Must Retain in Paper Form for 2 Years 702-09 Campaign Disclosure Log CC GC 340 AD CC Drive Log Permanent P Hard Copy LAFCO documents,reports,recorded maps,notice 702-10 Annexation,Consolidation&Boundary Files CC GC 34090(a) of intent,correspondence Permanent AD C+8 months Hard Copy Petition,correspondence,ballot turn in,ballot title, or petition: months after 702-11 Initiatives, Referendums and Recalls CC notice of intent certification of election if on C+2 ballot or after final Page 28 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 702-12 Misc.Petitions CC GC 34090 Hard Copy Neighborhood petitions 2019 and prior 5 ATR Hard Copy AB 1234 Ethics Training&AB 1661 Harassment GC 53235.2- 702-13 Prevention Training CC Ethics GC Certificate of Proof,Proof of Participation List 2016 and prior 12950.1, 53237,53237.5 HP GC 17950.1, 703 LEGAL 53237 and 53237.5-HP CL+2 Web CIA PRA Requests,correspondence,documents 703-01 Public Records Act Requests(PRA's) CC produced 2019 and prior after closed GC 34090 Requests for Copies of Building Plans/Structural Hard Copy Request,Architect Consent Correspondence, 703-02 Drawings CC H&S 19851 Web CIA Owner Declaration,Postal Cards,Proof of Receipt Approved-P and B&S Letter via CC Dept. P Hard Copy Permanent-Final 703-03 Litigation Against City CC,HR Individual Working Files(Claim,Litigation Notices, documents transferred to GC 34090 EM/RM Drive Depositions,Case Status Reports) City Clerk and retained with litigation file 703-06 Bankruptcy Filings/Foreclosure Notices CC C+4 Hard CopyNotices related to contracts 2017 and prior GC 34090 Laserfiche 703-08 Subpoenas CC C+2 Hard CopySubpoena,correspondence,log 2019 and prior GC 34090 Web CIA Portal P Hard Copy Permanent-Final 703-09 Litigation by City CC,HR Individual Working Files(Claim,Litigation Notices, documents transferred to GC 34090 AD EM/RM Drive Depositions,Case Status Reports) City Clerk and retained with litigation file 704 LEGAL AFFAIRS FILES 704-04 Affidavits Files CC CL+5 Hard Copy Mailings&Postings 2016 and prior GC 34090 Page 29 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 704-05 Judgment Files CC P Hard CopyLegal documents,correspondence Permanent GC 34090 AD Statements of Economic Interest C+7 Laserfiche FPPC documents 2014 and prior FPPC Form 700 704-07 CC GC 81009(e)(f) (Must Retain in Paper Form (g) for 2 Years) GC 87200 704-08 Conflict of Interest Code CC P Hard Copy Permanent P Hard Copy 704-09 Wage Garnishment&Levies FIN Payroll employee garnishment information Permanent GC 34090 AD CL+2 Hard Copy Citations,complaints,officer comments/notes, photos,notices,violation lists/reports, 704-10 Code Enforcement Case Files CE GC 34090(d) B&S Drive nuisance/vehicle/weed abatement records, 2019 and prior closed AD Energov warrants,demand for payment,invoices and related records P Hard Copy Code cases,reports,correspondence,invoices, 704-11 Code Enforcement Liens CC,CE GC 34090(a) EnerGov photos,liens,warrants,demand payment letters Permanent AD Laserfiche resolutions and noticing B&SDrive Hard Copy City Attorney Correspondence(General)/Closed C+2 Office 365 704-12 Session Materials ALL Hard Drives Correspondence,exhibits,reports 2019 and prior GC 34090 Page 30 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18, 2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 704-13 Claims Against the City CC 3 AS Hard Copy Claim,exhibits,general correspondence(Refer to 2018 and prior after settled 305-02 for claims filed by the City) GC 34090 P 704-15 Notary Public CC GC 8209, Hard Copy Notary Bond,Errors&Omissions Policy Permanent GC34090 d Miscellaneous Petitions/Protests(See 702-12 for C+2 Hard Copy 704-19 election petitions) CC GC 34090, Petitions 2019 and prior 50115 C+7 Hard Copy 2014 and prior-Must retain 704-22 FPPC Form 800 Series CC GC 34090,GC FPPC documents,backup documents form for 2 ears 81009 Laserfiche paper Y 705 ASSESSMENT/SPECIAL DISTRICTS P Hard Copy C+2 Ballots Permanent 705-01 Assessment/Special Districts CC GC 34090 Reports,correspondence,ballots Ballots-C+2 GC 53753(e) 2 P Hard Copy 705-05 Temecula Community Services District FIN Finance Drive TCSD Levy Permanent GC 34090 AD Tyler Eden P Hard Copy 705-12 Industrial Development Authority(IDA) FIN Finance Drive IDA Levy Permanent GC 34090 AD Tyler Eden 800 ENGINEERING,CONSTRUCTION, BUILDING AND CAPITAL PROJECTS 801 GENERAL ENGINEERING P Hard Copy Plans,reports,studies,bonds,agreements, 801-03 Improvement Plans—Storm Drain PW Laserfiche easements,legal descriptions Permanent GC 34090 AD PW Drive g Page 31 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) P Hard Copy Plans,reports,studies,bonds,agreements, 801-04 Improvement Plans—Street(All Weather Access) PW PW Drive easements,legal descriptions Permanent GC 34090 AD Laserfiche 9 p P Hard Copy Plans,reports,studies,bonds,agreements, 801 05 Grading Plans PW Laserfiche Permanent GC 34090 AD easements,legal descriptions PW Drive 802 ENGINEERING AND CONSTRUCTION PERMITS P Hard Copy Plans,reports,studies,bonds,agreements, 802-02 Grading Permits PW Laserfiche Permanent GC 34090 AD easements,legal descriptions PW Drive P Hard Copy Plans,reports,studies,bonds,agreements, 802-05 Encroachment Permits PW Laserfiche Permanent GC 34090 AD easements,legal descriptions PW Drive P Hard Copy Document files,court filings,noticing, 802-07 Right of Entry CD,PW Laserfiche Permanent GC 34090 AD correspondence PW Drive P Hard Copy Plans,reports,studies,bonds,agreements, 802-08 Flood Plain Development Permits PW Laserfiche easements,legal descriptions Permanent GC 34090 AD PW Drive 803 MAP FILES P Hard Copy Plans,reports,studies,bonds,agreements, 803-01 Final Tract Maps PW Laser-fiche GC 34090 AD easements,legal descriptions PW Drive P Hard Copy Plans,reports,studies,bonds,agreements, 803-02 Final Parcel Maps PW Laserfiche Permanent GC 34090 AD easements,legal descriptions PW Drive Page 32 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 805 BUILDING PLANS,PERMITS AND SPECIFICATION P EnerGov 805-01 Sewer Specifications CD Procedures and policies Permanent GC 34090 AD Permits Plus P EnerGov 805-03 Landscape Specifications CD,PW Permits Plus Procedures and policies Permanent GC 34090 AD Hard Copy PW Drive P Hard Copy 805-04 Regional Standard Drawings and Specifications for PW Laserfiche Standard drawings,standard specifications,plans, Permanent Public Works GC 34090 AD PW Drive reports,studies,calculations Website P EnerGov 805-06 Building Codes BS GC 34090 AD Permits Plus Procedures and policies Permanent P EnerGov Building permits,plans,applications,contact Permanent-For life of 805-07 Building Permits BS information,related permit documents and structure GC 34090 AD Permits Plus database records P EnerGov 805-08 Building Plans BS GC 34090 AD Permits Plus Architectural/structural drawings,Title 24's, Permanent- For life of Structural Calculations,tenant improvement plans structure H&S 19850 806 CAPITAL PROJECTS 806-01 5-Year Plan ALL P Hard CopyProject files,plans,reports Permanent GC 34090 AD Hard Drive P Hard Copy Project files,documents,plans,specifications, 806-04 Projects in Progress PW Permanent GC 34090 AD PW Drive reports,logs P Hard Copy Project files,documents,plans,specifications, 806-05 Completed Projects PW GC 34090 AD Laserfiche reports Permanent PW Drive Page 33 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 807 INSPECTION FILES Hard Copy B&S Drive P EnerGov Permits Plus 807-01 Inspectors Daily Reports CD,PW Drive Inspection reports Permanent Permits Plus Hard Copy GC 34090 AD B&S Drive Laserfiche PW Drive P EnerGov 807-02 Billboard and Sign Files CD Permits Plus Building permits,plans,applications,contact Permanent GC 34090 AD Hard Copy information,related permit documents B&S Drive P EnerGov 807-03 Deputy Inspectors/City Fee Required CD Permits Plus Contact information,fee information,reports Permanent GC 34090 AD Hard Copy B&S Drive 900 LABOR RELATIONS FILES P HR Drive 901-00 Labor Relations HR Employee relations documentation Permanent GC 34090 AD P HR Drive 901-01 Meet and Confer HR Negotiation,resolution documentation Permanent GC 34090 AD Memorandum of Understanding,Management P HR Drive 901-02 Compensation Plan HR Employee MOU,Management Compensation Plan Permanent P GC 34090 AD 901-05 Bargaining Unit Organization Files HR P I HR Drive Bargaining Unit documentation Permanent GC 34090 AD Page 34 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 1000 RIGHT-OF-WAY,BOUNDARY AND PROPERTY FILES 1001 RIGHT-OF-WAY FILES 1001-01 Easements Granted BY City CC P Hard CopyDeeds,agreements,grants,legal description Permanent GC 34090 AD 1001-02 Easements Granted BY County CC P Hard CopyDeeds,agreements,grants,legal description Permanent GC 34090 AD 1001-03 Irrevocable Offers of Dedication(I.O.D.) CC P Hard CopyIOD,legal description Permanent GC 34090 AD 1001-04 Encroachment Files CC P Hard CopyAgreements Permanent GC 34090 AD 1001-05 Quitclaims CC P Hard CopyQuitclaim Deed Permanent GC 34090 AD 1001-06 Easement Grant TO City CC P Hard CopyDeeds,agreements,grants,legal description Permanent GC 34090 AD 1002 PROPERTY FILES 1002-01 Property Acquisition Files CC P Hard CopyGrant Deeds,agreements Permanent GC 34090 AD 1002-02 Property Lease Files CC P Hard CopyLease agreements Permanent GC 34090 AD 1002-03 Property Sale Files CC P Hard CopyAgreements,escrow documents,correspondence Permanent GC 34090 AD P Hard Copy 1002-06 Vacations CC Recorded resolution,reports Permanent GC 34090 AD Page 35 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) P EnerGov 1002-07 Annexations CC,CD,CM Permits Plus Project files,applications,notices,correspondence Permanent GC 34090 AD X Drive related to project,plans,etc. Hard Copy 1002-08 Property Management CC P Hard CopyRecorded resolution,reports Permanent GC 34090 AD 1002-10 Eminent Domain Acquisition CC P Hard CopyFinal Order of Condemnation,deeds Permanent GC 34090 AD 1002-11 Appraisals CC P Hard CopyReports Permanent GC 34090 AD 1003 BOUNDARY FILES P EnerGov Project files,applications,notices,correspondence 1003-01 Boundary Description CD Permits Plus Permanent GC 34090 AD related to project,plans,etc. X Drive P EnerGov 1003-02 Sphere of Influence CD Permits Plus Project files,applications,notices,correspondence Permanent GC 34090 AD X Drive related to project,plans,etc. Hard Copy 1100 PUBLIC SERVICES AND PUBLIC RELATIONS 1110 STREET MAINTENANCE AND IMPROVEMENT FILES P Hard Copy Plans,reports,studies,bonds,agreements, 1110-01 Street Improvement PW Laserfiche easements,legal descriptions Permanent GC 34090 AD PW Drive P Hard Copy Plans,reports,studies,bonds,agreements, 1110 02 Off-Site Plans(Ramps,Sidewalks,Curbs,etc.) PW Laserfiche easements,legal descriptions Permanent GC 34090 AD PW Drive g Page 36 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) P Hard Copy Plans,reports,studies,bonds,agreements, 1110-03 Bridges PW GC Permanent GC 34090 AD easements,legal descriptions PW Drive P Hard Copy Plans,reports,studies,bonds,agreements, 1110-04 Street Planning PW Laserfiche Permanent GC 34090 AD easements,legal descriptions PW Drive P 1110-05 Street Maintenance and Repairs PW Hard Copy Maintenance and inventory records Permanent GC 34090 AD PW Drive Lucity P Hard Copy Plans,reports,studies,bonds,agreements, 1110-06 Striping(Crosswalks,Bike Lanes,etc.) PW Laserfiche easements,legal descriptions Permanent GC 34090 AD PW Drive g p P Hard Copy 1110-07 Street Names and Signs PW Lucity GIS data base,street sign inventory Permanent GC 34090 AD PW Drive P Hard Copy 1110-08 Street Furniture(Bus Benches,etc.) PW Lucity Street maintenance/inventory records Permanent GC 34090 AD PW Drive P Hard Copy plans,reports,studies,bonds,agreements, 1110 09 State Highways&Freeways PW Laserfiche Permanent GC 34090 AD easements,legal descriptions PW Drive P Hard Copy 1110-10 Street Inventory PW, ITSS GIS System GIS data base Permanent GC 34090 AD Lucity PW Drive P Hard Copy 1110-11 Medians PW, ITSS GIS System GIS data base,maintenance/inventory records Permanent GC 34090 AD Lucity PW Drive Page 37 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) P Hard Copy 1110-12 Slopes PW, ITSS GIS System GIS data base,maintenance/inventory records Permanent GC 34090 AD Lucity PW Drive P EnerGov 1110-13 Street Numbering&Naming CD GIS data base,lists,maps Permanent GC 34090 AD Permits Plus X Drive P Hard Copy Plans,reports,studies,bonds,agreements, 1110-14 Detour Plans PW Laserfiche Permanent GC 34090 AD easements,legal descriptions PW Drive 1120 STREET LIGHTING FILES C+2 Hard Copy Service Order Requests(SOR's)and SCE 2019 and prior-Originals 1120-02 Street Lighting Maintenance Files PW GC 34090 Lucity maintenance are sent to SCE PW Drive 1130 SPECIAL SERVICES FILES 1130-01 Volunteer Program Applications(Community Service, CSD C+2 Hard Copy Applications,Minor Consent Forms,TB Test,Live 2019 and prior etc.) GC 34090 Volgistics Scan C+2 ar opy 1130-04 Special Events Permits CSD EnerGov Permits 2019 and prior GC 34090 1141 SPECIAL STUDIES FILES P Hard Copy Plans,reports,studies,easements,legal 1141 01 Flood Control Studies PW Laserfiche descriptions Permanent GC 34090 AD PW Drive 1141-02 Demographic&Statistical Studies ED P Hard CopyStudies,supporting documents Permanent GC 34090 AD ED Drive Page 38 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 1150 ANIMAL CONTROL FILES C+2 EnerGov 1150-01 Animal Control Correspondence CE GC 34090 Permits Plus Code cases,reports,correspondence,noticing 2019 and prior B&S Drive 1160 TRAFFIC CONTROL AND PARKING P Hard Copy Plans,reports,studies,bonds,agreements, 1160-01 Traffic Control Files PW Laserfiche Permanent GC 34090 AD easements,legal descriptions PW Drive C+2 Hard Copy 1160-02 Traffic Studies and Surveys PW Laserfiche Reports,studies 2019 and prior GC 34090 PW Drive P Hard Copy Plans,reports,studies,bonds,agreements, 1160-04 Traffic Requests—Public Inquiry PW Lucity easements,legal descriptions Permanent GC 34090 AD 9 P PW Drive C+5 Hard Copy 1160-06 Traffic Consultants PW GC 34090 Laserfiche Reports,studies 2016 and prior PW Drive 1161 TRAFFIC MAPS P Hard Copy 1161-02 Street Maps ITSS/PW GIS System GIS data base,street improvement plans Permanent GC 34090 AD Laserfiche PW Drive P Hard Copy 1161-03 Speed Survey PW Laserfiche Traffic documents,reports,studies Permanent GC 34090 AD PW Drive Page 39 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 1162 TRAFFIC SIGNAL FILES L Hard Copy 1162-01 Traffic Signals ITSS, PW GC 34090 Lucity GIS data base,traffic signal plans Life PW Drive L Hard Copy 1162-02 Traffic Signal Maintenance PW GIS System Reports,service maintenance records, PM,Service Life GC 34090 Lucity Order Requests PW Drive 1163 PARKING FILES 1163-01 Park and Rides CC GC 34090 Hard Copy Correspondence 2019 and prior 1170 SANITATION,SEWERS&STORMDRAINS 1170-09 Storm Drains and Flood Control CC US Hard Copy General correspondence,updates Until Superseded GC 34090 1180 PUBLIC RELATIONS FILES 1180-02 Historical Documents ALL P Hard Copy Incorporation news clippings,historical press Permanent GC 34090 Hard Drive releases C+2 MyCivic 1180-03 Public Inquiry and Complaints(Except Consumer) ALL GC 34090, Office 365 General correspondence 2019 and prior 945.6 CCP 338,342 Hard Copy 1180-06 Public Ceremony Files CM P Hard CopyAgendas,outlines Permanent GC 34090 AD 1180-08 Public Questionnaires/Surveys CM,CSD C+2 Hard CopySurveys,summaries,results,reports 2019 and prior GC 34090 Hard Drive 1180-09 Municipal Newsletter CM Hard Copy Newsletters Permanent GC 34P090 AD Hard Drive Page 40 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 1180-10 Donations TO the City CC P Hard CopyListings of donated items Permanent GC 34090 AD 1180-11 Organizations and Clubs,General CM,CSD C+2 Hard CopyGeneral correspondence 2019 and prior GC 34090 1180-12 Community Education CSD C+2 Hard CopyCopies of print collateral,media files 2019 and prior GC 34090 Hard Drive 1180-13 Special Events and City Sponsored Events CM,CSD C+2 Hard CopyPress releases,permits,supporting documentation 2019 and prior GC 34090 Hard Drive 1180-14 City Promotional Campaign CM,CSD C+2 Hard CopyPress releases,collateral 2019 and prior GC 34090 Hard Drive 1180-16 Sister City Program CM,CSD P Hard CopyLetters,itinerary,items of historical significance Permanent GC 34090 AD Hard Drive 1180-18 City Publications&Brochures ALL US+2 Hard CopyPublications,brochures,postal cards,etc. Until Superseded+2 GC 34090 Hard Drive P Hard Copy Reports delivered in conjunction with City business 1180-20 Speeches CM speech outlines(retain items of historical Permanent GC 34090 AD Hard Drive significance) 1200 PUBLIC UTILITIES,COMMUNICATIONS,AND TRANSPORTION FILES 1201 GENERAL UTILITIES FILES 1201-01 Public Utilities Commission CC P Hard CopyAgreement Permanent GC 34090 AD Page 41 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18, 2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 1202 GAS AND ELECTRIC FILES 1202-01 Franchise Files CC P Hard CopyFranchise documentation Permanent GC 34090 AD Laserfiche 1202-03 Easements Granted TO Southern California Edison CC P Hard CopyCorrespondence,recorded documents,exhibits Permanent GC 34090 AD Laserfiche 1203 RADIO FILES AE+2 1203-01 Radio Station License CC GC 34090 Hard Copy License AE+2 1205 TELEPHONE FILES 1205-01 General Telephone ITSS C+2 Hard CopyCorrespondence 2019 and prior GC 34090 1205-02 Cellular Telephone ITSS C+2 Hard CopyCorrespondence 2019 and prior GC 34090 1205-04 Communication Facilities ITSS C+2 Hard CopyCorrespondence 2019 and prior GC 34090 1206 CABLE TELEVISION FILES 1206-01 Cable TV Reference Papers ITSS C+2 Hard CopyCorrespondence 2019 and prior GC 34090 P Laserfiche 1206-02 Cable TV Franchise ITSS GC 34090 AD Hard Copy Correspondence,agreements,exhibits Permanent 1207 TRANSPORTATION FILES 1207-05 Regional Issues CM PW C+2 Hard CopyMeeting agendas 2019 and prior GC 34090 PW Drive Page 42 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No.2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 1300 PUBLIC SAFETY FILES 1301 PUBLIC SAFETY 1301-01 Law Enforcement CM C+2 Hard CopyCorrespondence,enforcement documentation 2019 and prior GC 34090 C+2 EnerGov 1301-02 Public Safety,General CD,CM Permits Plus Code cases,reports,correspondence,noticing 2019 and prior GC 34090 B&S Drive C+2 EnerGov AVA Quarterly Reports,reimbursement 1301-08 Abandoned Vehicles&Houses CD Permits Plus documents,correspondence,noticing 2019 and prior GC 34090 B&S Drive 1301-13 Border Patrol CC,CM C+2 Hard CopyCorrespondence,enforcement documentation 2019 and prior GC 34090 1302 FIRE DEPARTMENT P Hard Copy Project files,applications,notices,correspondence 1302 O6 Fire Department Facilities FP Laserfiche related to project,plans,etc. Permanent GC 34090 AD FP Drive p P Hard Copy Project files,applications,notices,correspondence 1302-OS Fire Permit Files FP Permanent EnerGov GC 34090 AD related to project,plans and database records Permits Plus Laserfiche 1400 PARKS,RECREATION, ENVIRONMENTAL AND EDUCATION FILES 1401 PARKS AND FACILITIES 1401-00 Community Service Rules&Regulations(Council CSD P Hard Copy Ordinances,resolutions Permanent Adopted) GC 34090 AD Page 43 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 1401-01 City Facilities and Parks Reports,Studies& CC,CSD P Hard Copy Reports,studies,summaries and regulations Permanent Regulations GC 34090 AD 1401-10 Recreation Forms(Activity Registrations,Park/Facility CSD C+2 Hard Copy Forms,rosters 2019 and prior Rentals,Sign-In Sheets,Rosters,etc.) GC 34090 Civic Rec 1402 CULTURAL RECREATION FILES 1403 ENVIRONMENTAL FILES P Hard Copy 1403-01 Community Design Manual CD Planning Drive Manual Permanent GC 34090 AD X Drive P Hard Copy 1403-02 Landscaping Guidelines CD Planning Drive Guidelines Permanent GC 34090 AD X Drive P Hard Copy Reports,studies,surveys,environmental 1403-03 Air Pollution/Air Element CD Planning Drive documents Permanent GC 34090 AD X Drive 1403-04 Archaeological Surveys CD P Hard Copy Reports,studies,surveys,environmental Permanent GC 34090 AD Planning Drive documents P Hard Copy Reports,studies,surveys,environmental 1403-07 Resource Conservation Areas CD Planning Drive documents Permanent GC 34090 AD X Drive P Hard Copy Reports,studies,surveys,environmental 1403-08 Energy Conservation CD Planning Drive documents Permanent GC 34090 AD X Drive Page 44 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) P Hard Copy Reports,studies,surveys,environmental 1403-09 City-Wide Clean-up Campaigns CD Planning Drive documents Permanent GC 34090 AD X Drive Hard Copy P Planning Drive Reports,studies,surveys,environmental 1403 10 Noise Pollution CD X Drive documents Permanent GC 34090 AD P Hard Copy Reports,studies,surveys,environmental 1403 11 Tree Trimming and Removal PW Lucity documents Permanent GC 34090 AD PW Drive P Hard Copy Reports,studies,surveys,environmental 1403-12 Recycling CD PlanningDrive Permanent GC 34090 AD documents X Drive P Hard Copy 1403-13 Safe Drinking Water Act CD Hard Copy Reports,studies,surveys,environmental Permanent GC 34090 AD Planning Drive documents X Drive P Hard Copy 1403-14 Congestion Management CD Hard Copy Reports,studies,surveys,environmental Permanent GC 34090 AD Planning Drive documents X Drive Page 4S Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) P Hard Copy Reports,studies,surveys,environmental 1403-15 Stephen's Kangaroo Rat Mitigation CD Planning Drive documents Permanent GC 34090 AD X Drive P 1403-16 Multi-Species Habitat Conservation Plan CD Hard Copy Reports,studies,surveys,environmentalPlanning Drive documents Permanent GC 34090 AD X Drive P Hard Copy Reports,studies,surveys,environmental 1403-17 CEQA CD GC 34090 AD Planning Drive documents Permanent X Drive P Hard Copy Reports,studies,surveys,environmental 1403-18 Landfills CD GC 34090 AD Planning Drive documents Permanent X Drive P Hard Copy Reports,studies,surveys,environmental 1403-19 Erosion Control Plans CD Planning Drive documents Permanent GC 34090 AD X Drive P Hard Copy Reports,studies,surveys,environmental 1403-20 Earthquake Standards/Hazardous Buildings CD Planning Drive documents Permanent GC 34090 AD X Drive P Hard Copy Reports,studies,surveys,environmental 1403-21 Mining Projects CD GC 34090 AD Planning Drive documents Permanent X Drive Page 46 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) P Hard Copy Reports,studies,surveys,environmental 1403-22 Federal Endangered Species Act(FESA) CD Planning Drive documents Permanent GC 34090 AD X Drive P X Drive 1403-23 Santa Ana Watershed Project Authority CD Planning R Reports,studies,surveys,environmental Permanent GC 34090 AD Drive documents Paper P Hard Copy Reports,studies,surveys,environmental 1403-24 Environmental Pests CD GC 34090 AD Planning Drive documents Permanent X Drive 1405 EDUCATION FILES 1405-01 Temecula Valley Unified School District CM C+2 Hard CopyGeneral correspondence 2019 and prior GC 34090 1405-02 Universities,College&Higher Education CM C+2 Hard CopyGeneral correspondence 2019 and prior GC 34090 1405-03 Charter, Private, Public&Christian Schools CM C+2 Hard CopyGeneral correspondence 2019 and prior GC 34090 Page 47 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2022-02 Approved January 18,2022 RECORD SERIES OFFICE OF RETENTION& FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER & LOCATION DESTRUCTION DATES O RECORDS LEGAL CITATION (Updated each January) 1500 GOVERNMENT ORGANIZATIONS AND OFFICES: INTERNATIONAL NATIONAL AND LOCAL 1500-01 International,National and Local Government ALL C+2 Hard Copy General correspondence 2019 and prior Organizations&Offices GC 34090 1501 UNITED STATES OFFICES AND ORGANIZATIONS 1501-01 United States Offices&Organizations ALL C+2 Hard CopyGeneral correspondence 2019 and prior GC 34090 1502 CALIFORNIA OFFICES AND ORGANIZATIONS 1502-01 California Offices&Organizations ALL C+2 Hard CopyGeneral correspondence 2019 and prior GC 34090 1503 REGIONAL ORGANIZATIONS 1503-01 Regional Organizations ALL C+2 Hard CopyGeneral correspondence 2019 and prior GC 34090 1504 RIVERSIDE COUNTY FILES 1504-01 Riverside County Offices ALL C+2 Hard CopyGeneral correspondence 2019 and prior GC 34090 Page 48 Legends: Departments: AA After Audit City Wide ALL AC After Closed City Clerk CC AD Administrative Decision City Manager CM AE After Expiration Community Development CD AS After Settlement Community Services Department CSD AT After Termination Finance FIN ATR After Training Fire Prevention FP CL Closed Human Resources/Risk Mgmt. HR C Current Information Technology Support Srvs ITSS D/NR Destroy When No Longer Relevant Public Works PW E Election L Life M Maturity O Office P Permanent S Separation T Term LID Until Disposed US Until Superseded