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Home My WebLink About2023-02 CC ResolutionRESOLUTION NO. 2023-02 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. eter M. Thorson City Attorney Section 4. The City Clerk shall certify to the passage and adoption of this resolution. PASSED, APPROVED, AND ADOPTED by the City Council of the City of Temecula this I O'h day of January, 2023. Zak Schwank, Mayor ATTEST: i J Clerk [SEAL] 1 1 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. 2023-02 was duly and regularly adopted by the City Council of the City of Temecula at a meeting thereof held on the I O'h day of January, 2023, by the following vote: AYES: 5 COUNCIL MEMBERS: Alexander, Brown, Kalfus, Schwank, Stewart NOES: 0 COUNCIL MEMBERS ABSTAIN: 0 COUNCIL MEMBERS: ABSENT: 0 COUNCIL MEMBERS 1 1 None None None Randi Johl, City Clerk 3 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 100 GENERAL ADMINISTRATIVE FILES US Hard CopyDeclaration 100-01 Mission Statement ALL 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 overn it's internal functions y 9 101 CORRESPONDENCE CONTROL FILES C + 2 Hard Copy Incoming/outgoing correspondence - letters, email, 2020 and prior unless part 101-01 Chronological and General Correspondence Files ALL memorandums, requests, notices, etc. 4 of ongoing project, within GC 34090 Office 365 CEQA statute of limitations 101-06 Calendars, Appointment Books, Scheduling, Call Logs ALL C + 2 Hard Copy Office 365 General correspondence, logs, books 2020 and prior and Visitor Logs GC 34090 Outlook 200 PLANNING, BUDGET & PROGRAMMING FILES EMERGENCY PLANNING & DISASTER REPORTING 201 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 201-06 Emergency Communications Files HR P Hard Copy Reports documenting actions and operations - Permanent GC 34090 AD EM/RM Drive incident reports, reports of resolution US + 2 Neogov 201-08 Emergency Management Training HR Attendance logs, certificates, etc. Until Superseded + 2 GC 34090 EM/RM Drive US 44 CFR 201.6 Hard Copy 201-09 Local Hazard Mitigation Plan (LHMP) HR Disaster EM/RM Drive support plans Until Superseded Mitigation Act 2000,Sec 322 Page 1 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 201-10 Emergency Operations Plan (EOP) I HR us and CopyDriv Emergency plan Until Superseded GC 8550 E Page 2 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 202 ORGANIZATION PLANNING FILES 322 US HR Drive 202-01 Workforce Planning i IR Organization charts, lists, reports, etc. Until Superseded GC 34090 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 documents, etc. GC 4003; X Drive 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 documents, etc. GC 4003; X Drive GC 4004 Laserfiche P EnerGov GC 34090 AD; X Drive Project files, applications, notices, correspondence 203-03 Zone Change Files CD H & S 19850; Laserfiche related to project, exhibits, environmental Permanent documents, etc. GC 4003; GC 4004 P EnerGov GC 34090 AD; X Drive Project files, applications, notices, correspondence 203-04 Variance Files CD H & S 19850; Laserfiche related to project, exhibits, environmental Permanent documents, etc. GC 4003; GC 4004 Page 3 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OFRECORDS LEGAL (Updated each January) CITATION C + 2 EnerGov Project files, applications, notices, correspondence 203-07 Minor Temporary Use Permit CSD, CD related to project, exhibits, environmental 2020 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 documents, etc. GC 4003; Laserfiche 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; Laserfiche related to project, exhibits, environmental Permanent documents, etc. GC 4003; 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. Hard Copy P Laserfiche Project files, applications, notices, correspondence 203-12 Lot Line Adjustment CC, CD,PW relatedto 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 CD related to project, exhibits, environmental Permanent Report and Environmental Assessments 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 4 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 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 Laserfiche related to project, exhibits, environmental Permanent GC 34090 AD X Drive documents, etc. Hard Copy P PW Drive Project files, applications, notices, correspondence 203-19 Parcel Merger CP W�' 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 opy PW Drive Project files, applications, notices, correspondence 203-22 Certificate of Compliance �P W�' 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. Hard Copy P PW Drive Project files, applications, notices, correspondence 203-24 Development Plans C EnerGov EnerGov related to project, exhibits, environmental Permanent PW GC 34090 AD Laserfiche documents, etc. X Drive P EnerGov Covenants & Agreements, Project files, 203-25 Second Dwelling Unit Permit CC, CD I X Drive applications, notices, correspondence related to Permanent GC 34090 AD Hard Copy project, exhibits, environmental documents, etc. Page 5 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 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. 203-34 Massage License Supplemental CD 2 Years Hard Copy License application supplemental documents, 2020 + Prior GC 34090 passport, drivers licese, etc P EnerGov 203-35 Massage License/Application CD Application, license certicate in Energov, Permanent GC 34090 AD X Drive correspodence 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, app ications, notices, correspondence 203-38 Extension of Time CD related to project, exhibits, environmental Permanent GC 34090 AD X Drive documents etc. P EnerGov Projecttiles, 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, applications, notices, correspondence 203-40 Minor Exception CD related to project, exhibits, environmental Permanent GC 34090 AD X Drive documents etc. P EnerGov Project tiles, applications, notices, correspon ence 203-41 Model Home Complex CD related to project, exhibits, environmental Permanent GC 34090 AD X Drive documents etc. P EnerGov Project files, applications, notices, correspondence 203-42 Pre -Application Review CD related to project, exhibits, environmental Permanent GC 34090 AD I X Drive documents etc. Page 6 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 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, app ications, notices, correspondence 203-48 CD related to project, exhibits, environmental Permanent Events GC 34090 AD X Drive documents etc. P EnerGov Projecttiles, 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 Planning Drive INFORMATION TECHNOLOGY COMPUTER 204 APPLICATIONS, AUDIONIDEO & DIRECTORIES P P Drive 204-06 Public Meeting Media CC ITSS GC 34090.7 Audio, visual recordings Permanent QVID AD 204-07 Meeting Audio Recordings (Boards & Commissions, ITSS C + 2 P Drive Audio recordings 2020 and prior Directors Hearing, etc.) GC 34090 Video 204-08 Surveillance Video Recordings (Routine Video ITSS 1 Year Management Regular and ongoing operations 2021 and prior Recording, including street intersections) GC 34090.E System Page 7 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER DESTRUCTION DATES & LOCATION OFRECORDS LEGAL (Updated each January) CITATION Video 204-09 Video used in traffic studues ITSS 2 Years Management Traffic and road condition surveys 2020 and prior GC 34090 System 2020 and prior unless part Public Record Emails - of ongoing project, within 204-10 Electronic Mail ITSS 3 Years Outlook Retain land use and PW project emails until the CEQA statute of limitations GC 34090 project is approved and the CEQA statute of or subject to other statutory limitations period expires without litigation. protection 204-11 Proximity Card Log/List ITSS Access Control Tracking Log Permanent GC 34090 AD 204-12 Help Desk Tickets ITSS C + 3 IT Ticket Employee service requests 2019 and prior GC 34090 System 205 BUDGET FILES C + 2 Hard CopyAnnual 205-01 Budget Working Paper Files FIN Operating Budget back up documents 2020 and prior GC 34090 Finance Drive C + 2 Hard Copy 205 02 Proposed Budget FIN Questioa Annual Operating Budget (City Council 2020 and prior GC 34090 Workshop/Report) 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 17/18 and prior GC 34090 Finance Drive P Hard Copy 205-09 Capital Improvement Program Budget FIN Questica Adopted - Annual Capital Improvement Program Permanent GC 34090 AD Budget g Finance Drive C + 2 Finance Drive State of California yearly budget information with 205-13 State Budget Information FIN 2020 and prior GC 34090 population Page 8 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 206 REPORTING FILES P Hard Copy 206-02 Comprehensive Annual Financial Reports FIN Tyler Eden Final CAFR Permanent (CAFR/Annual Financial Statements) GC 34090 AD Finance Drive P Hard Copy Final State Controllers Report submitted to State of Permanent 206-04 State Controller's Report FIN California GC 34090 AD Finance Drive P Hard Copy Final Street Report submitted to the State of 206-05 Street Report FIN California Permanent GC 34090 AD Finance Drive P Hard Copy Final RDA Financial Statements (SOI) submitted to 206-06 Statement of Indebtedness (RDA) FIN Permanent GC 34090 AD Finance Drive the State of California 207 COST ANALYSIS STUDIES 207-01 Cost Analysis Studies Files FIN Copy Final Fee Studies (City Council Report) Permanent GC 34090 AD F Hardce Drive REDEVELOPMENT (RDA) & SUCCESSOR AGENCY 208 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 Project files, applications, notices, correspondence 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 ts, etc. P Hard Copyes, applications, notices, correspondence 208-04 Housing Programs CD project, exhibits, environmental rdocuments, Permanent GC 34090 AD RDA Drive etc. Page 9 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER & LOCATION DESTRUCTION DATES OF RECORDS LEGAL (Updated each January) CITATION C + 2 Hard Copy 208-05 Affordable Housing Compliance CD RDA Drive Operating Budget, Unit Status Report, Statement of Permanent GC 34090 Compliance Monthly Income Software 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 files, applications, 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 T + 4 Hard CopyApplications, 209-01 Community Services Funding Program CM supporting documents 2018 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, 2015 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 10 0 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 2 + 3 Hard Copy Project files, contracts, proposals, statements, 209-04 CDBG Funding Applications CD reports, environmental review, grant documents, 2017 and prior GC 34090 Planning Drive selected applications, inventory, plans, regulations US Hard Copy 209-05 CDBG Policy Manuals CD Procedures and policies Until Superseded GC 34090 Planning Drive 300 MANAGEMENT FILES 301 DEPARTMENTAL MANAGEMENT FILES US Hard CopyAgendas, 301-02 Conference and Meetings ALL outlines, lists, notes, etc. Until Superseded GC 34090 Hard Drive US Hard CopyProcedures 301-03 Departmental Procedures ALL 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 Shell forms Until Superseded GC 34090 Laserfiche 304 RECORDS MANAGEMENT FILES US Hard Drive 304-01 Filing Systems & Procedures (Includes TUFFS) CC Lists Until Superseded GC 34090 P CC Drive 304-02 Department Inventories and Worksheets CC Yearly inventory sheets, worksheets Permanent GC 34090 AD Hard copy 304-03 Records Destruction Authorization Files and CC P Hard Drive Certificates of Destruction Permanent Certificates GC 34090 AD Page 11 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION P Hard CopyListings 304-06 Department Transfer Lists CC 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 3 AS Hard Copy 2019 and prior years after 305-02 Claims Filed by the City FIR Refer to Series 704-13 for Claims Against the City GC 34090 EM/RM Drive settled + 7 Hard CopyR 305-03 Accident Reports — City Assets FIRCL Accident/Incident Reports 2015 and prior closed GC 34090 EM/RM Drive Risk Management Reports — Loss Analysis, Safety, CL + 7 EM/RM Drive 305-04 FIRAccident/Incident Reports 2015 and prior closed etc. GC 34090 AS + 3 EM/RM Drive 305-05 Self -Insured Documentation FIR Insurance Policies; Certificate of Consent 2019 and prior after settled GC 34090 CL + 3 EM/RM Drive 305-06 Incident Reports (Non -employee) FIR AccidenUlncident Reports 2019 and prior closed GC 34090 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 17/18 and prior CCP337 Finance Drive 4 AA Hard Copy 401-06 Accounts Payable FIN Tyler Eden Vendor invoices with check copies, draw files FY 17/18 and prior GC 34090 Finance Drive Page 12 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 4 AA Hard Copy 401-07 Accounts Receivable FIN Finance Drive Billing invoices with backup documents FY 17/18 and prior GC 34090 Tyler Eden 4 AA Hard Copy 401-10 Demands & Warrants (checks) FIN Tyler Eden Copies of A/P checks FY 17/18 and prior GC 34090 Finance Drive 4 AA Laserfiche 401-13 List of Demands FIN Check listing issued monthly (City Council Report) FY 17/18 and prior GC 34090 4 AA Hard CopyPetty 401-14 Petty Cash Files FIN cash receipts with backup documents FY 17/18 and prior GC 34090 4 AA Hard CopySales 401-16 Sales Tax (Also see 409-11) FIN tax backup documents FY 17/18 and prior GC 34090 Finance Drive 4 AA Hard Copy 401-19 Quarterly Financial Statements FIN GC 34090 & Laserfiche Reports of quarterly financials (City Council Report) FY 17/18 and prior CCP 337 Finance Drive 4 AA Hard CopyState 401-20 State Revenues FIN of California revenue information FY 17/18 and prior GC 34090 Finance Drive Hard Copy 4 AA Questica 401-21 Fiscal Analysis FIN Finance Drive Income, balance, cash flow statements FY 17/18 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 17/18 and prior Journal) Cashiering GC 34090 Finance Drive 4 AA Hard CopyTracking 401-35 Internal Service Funds FIN of services and goods FY 17/18 and prior GC 34090 Finance Drive Page 13 r l Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 4 AA Hard Copy 401-37 Asset Management Inventory FIN Tyler Eden Fixed assets inventory FY 17/18 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 17/18 and prior GC 34090 Cashiering Finance Drive 4 AA Hard Copy 402-05 Permits and Permit Fees FIN EnerGov Listing of permit fees FY 17/18 and prior GC 34090 Finance Drive P Hard Copy Business license applications, changes and 402-06 Business Licenses FIN renewals Permanent 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 FY 17/18 and prior GC 34090 Finance Drive direct deposits 4 AA Hard CopyCopies 403-02 Bank Statements FIN of Bank Statements FY 17/18 and prior GC 34090 Finance Drive 4 AA Hard CopyCopies 403-03 Check Stubs, Cancelled/Voided Checks FIN of A/P checks and voids FY 17/18 and prior GC 34090 Finance Drive 3 AT Hard Copy 2020 and prior after 403-05 Banking Service Files FIN Bank fees file GC 34090 termination 4 AA Finance Drive 403-06 Bank Reconciliation FIN Monthly bank reconciliation documents FY 17/18 and prior GC 34090 4 AA Hard CopyA/P 403-08 A/P Checks (Numerical Listing) FIN checks FY 17/18 and prior GC 34090 Page 14 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF 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 2018 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 2018 and prior P29 CFR 1627.3 4 AA Tyler EdenPayroll 404-03 Payroll System Reports FIN reports FY 17/18 and prior GC 34090 4 AA Tyler EdenPayroll 404-04 Time Sheets FIN timesheets, Time Off Requests FY 17/18 and prior GC 34090 4 AA Hard Copy 404-06 Vacation & Sick Leave FIN Finance Drive Payroll leave report FY 17/18 and prior GC 34090 Tyler Eden 4 AA Tyler EdenPayroll 404-09 Unemployment Compensation Files FIN unemployment forms FY 17/18 and prior GC 34090 P Tyler Eden 404-14 PERS — Payroll Deduction Reports FIN Payroll pension reports sent to CalPers Permanent 29 CFR 1627.3 4 AA Tyler EdenWorkers 404-16 Workers Compensation FIN Compensation yearly audit files FY 17/18 and prior GC 34090 Page 15 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OFRECORDS LEGAL (Updated each January) CITATION 405 BOND FILES M + 10 Hard Copy Certificates of participation, distribution lists, 405-01 Bond Issue Maintenance Files CC, PW 53921 & 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 P Hard CopyCity 406-07 City Annual Audit FIN Annual Financial Reports Audited Permanent GC 34090 AD Finance Drive P Hard CopyCity 406-08 Single Audit FIN Annual Financial Reports Audited Permanent GC 34090 AD Finance Drive P Hard CopyRDA 406-09 Redevelopment Agency Audit FIN Annual Financial Report Audited Permanent GC 34090 AD Finance Drive Riverside County Transportation Commission/Measure P Finance Drive 406-10 FIN Measure A Annual Audit Permanent A Audit GC 34090 AD P Finance Drive 406-11 Other Audits FIN Annual Financial Reports Audited Permanent GC 34090 AD Page 16 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 407 RETIREMENT FILES 4 AA Hard Copy 407-01 Individual Vested Interest Records FIN Laserfiche City investment portfolio records FY 17/18 and prior GC 34090 Sempro Finance Drive P Hard Copy457 407-02 Deferred Compensation Plans HR Plan Documents Permanent GC 34090 HR Drive P Hard CopyRetirement 407-04 Retirement Correspondence and Information (PERS) HR contract, amendments Permanent GC 34090 AD HR Drive 408 INVESTMENTS FILES FY Puchase + Hard Copy 408-04 Investments FIN 6 Investments, CD deposit information, bonds FY 14/15 and Prior GC 34090 AD 4AA Hard Copy 408-06 Monthly Treasurer's Report FIN Laserfiche City monthly bank reconciliation FY 17/18 and prior GC 34090 Sempro Finance Drive 4AA Hard CopyInvestment 408-07 Administration FIN administration FY 17/18 and prior GC 34090 Sempro 4 AA Hard Copy 408-10 State of California Local Agency Investment Fund FIN Sempro Investment information FY 17/18 and prior (LAIF) GC 34090 Finance Drive Page 17 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER DESTRUCTION DATES & LOCATION OFRECORDS LEGAL (Updated each January) CITATION 409 REVENUE & TAXATION (Also refer to Section 401) 4 AA Hard Copy Finance Drive 409-01 Administration FIN Tyler Eden City revenue administration FY 17/18 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 Finance DriveTyler 409-05 Development Impact Fees (DIF) FIN Eden City Impact Fee studies Permanent GC 34090 AD Tyler Cashiering 4 AA Hard Copy Finance Drive 409-06 Franchise Fees FIN Tyler Eden City Franchise Fees information FY 17/18 and prior GC 34090 Tyler Cashiering P Hard CopyCity 409-07 Fee Schedules FIN Fees Schedule Permanent GC 34090 AD Finance Drive 4 AA Hard Copy Tyler Eden 409-10 Property Tax FIN Tyler City property tax information FY 17/18 and prior GC 34090 Cashiering Finance Drive Page 18 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION P Hard CopyCity 409-11 Sales Tax (Also refer to series 401-16) FIN 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 17/18 and prior GC 34090 Cashiering Finance Drive P Hard Copy 409-15 TCSD Fees FIN Tyler Eden TCSD Fees Permanent GC 34090 AD Reel Finance Drive 4 AA Hard Copy 409-16 Documentary Transfer Tax FIN Tyler Eden City tax information FY 17/18 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 - 2020 and (see also 209-02) prior GC 34090 AD Finance Drive 4 AA Hard Copy 409-23 Gas Tax FIN Tyler Eden Gas tax revenues FY 17/18 and prior GC 34090 Finance Drive 4 AA Hard Copy 409-24 Vehicle Impound Fee FIN Tyler Eden Vehicle fee information FY 17/18 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 19 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OFRECORDS LEGAL (Updated each January) CITATION P Hard CopyProp 409-27 Jarvis Prop 218 FIN 218 information Permanent GC 34090 AD 4 AA Hard Copy 409-28 County Revenues, Other FIN Tyler Eden County revenue information FY 17/18 and prior GC 34090 Finance Drive 4 AA Hard Copy 409-29 State Revenues, Other FIN Tyler Eden State Revenues information FY 17/18 and prior GC 34090 Finance Drive Data Ticket 4 AC Tyler Eden 409-31 Parking Legal Citations FIN Finance Drive Parking citations information 2018 and prior after closed GC 34090 410 ECONOMIC DEVELOPMENT P Hard CopyLoan 410-01 Loans & Incentives ED 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 2020 and prior GC 34090 Broker's Breakfast, Temecula Trekkers 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 410-07 Sponsorship &Funding Requests ED US Hard Copy Application guidelines, applications, funding charts, Until Superseded GC 34090 ED Drive final sponsorship binder 410-08 State of the City Address CM, ED P CM Drive Script, event information, audio/visual recordings, Permanent GC 34090 AD Video photos, PowerPoint Presentation 410-09 Film Permits CM, ED C + 2 CM Drive Film permits received from vendor 2020 and prior GC 34090 Hard Copy Page 20 I Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION PERSONNEL, SALARY & BENEFITS, CLASSIFICATION, RECRUITMENT, TESTING, 500 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 US Hard CopyPersonnel 501-02 Personnel Policy File HR 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 Salary Studies Until Superseded GC 34090 P HR Drive 502-04 Salary Schedules HR Salary Schedules Permanent GC 34090 AD P HR Drive Management Compensation Plan (City Council 502-07 Management Compensation Plan HR Permanent GC 34090 AD Report) p ) P HR Drive City Council Compensation Plan (City Council 502-08 Council Compensation Plan HR Permanent GC 34090 AD Report) p ) Page 21 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 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 ClassificationStudy results Until Superseded GC 34090 505 RECRUITMENT AC + 3 NeoGov Job applications, position announcements,interview 505 01 Recruitment File (including job application) HR 2020 and prior after closed GC 34090 ratings, eligibility list g 9 y 507 TRAINING FILES T + 2 HR Drive 2020 and prior after 507-03 Employee Career Development Training Rosters HR Training Participant Rosters GC 34090 termination T + 2 NeoGov 2020 and prior aftertermination 507-04 Safety Training Rosters HR Training Participant Rosters GC 34090 HR Drive T + 2 NeoGov 2020 and prior after 507-05 Mandated Training Rosters HR Training Participant Rosters termination GC 34090 HR Drive 508 WORKERS COMP AT + 50 Hard Copy CCR 14311; HR Drive Individual Workers' Compensation file (Work Status 508-02 Employee Workers Compensation Claims HR 15400.2; 50 Years After Termination Reports, DWC-1 Form and Acknowledgement) CA LC 110- 139.6 Page 22 � � s Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 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 (MDS) GC 34090 AD 510 SAFETY FILES P EM/RM Drive 510-01 Safety Committee Meeting/Minutes HR Agenda, meeting minutes Permanent GC 34090 AD P EM/RM Drive 510-02 Accident/Safety Investigation Files (OSHA, etc.) HR AccidenUlncident Reports Permanent GC 34090 AD P EM/RM Drive 510-03 Safety Manual HR Safety Manuals Permanent GC 34090 AD P Hard Copy Individual DOT Driver File (Test results, DMV 510-05 Department of Transportation DOT Program HR GC 34090 AD EM/RM Drive Reports, Pull Program Authorization, Medical Card) Permanent 511 INCENTIVE AND SERVICE AWARDS P HR Drive 511-01 Employee Recognition HR Service award tracking Permanent GC 34090 AD C + 2 HR Drive 511-02 City Sponsored Employee Activities (Team PACE) HR Team PACE event plans, meeting minutes 2020 and prior GC 34090 Page 23 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION PURCHASING, CONTRACTING, EQUIPMENT AND 600 SERVICE FILES 601 PURCHASING FILES SQL Reports 601-01 Purchase Orders FIN 4 AA Tyler Eden Purchase orders, purchase order reports, backup FY 16/17 and prior documents GC 34090 M Drive Hard Copy P Successful 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 filed with contract) CCP 337.5 Finance Drive US Tyler EdenBid 601-04 Authorization to Purchase other than Bid FIN authorization Until Superseded GC 6254 3 AA Tyler EdenRequisition 601-05 Department Requisition File FIN file, backup documents FY 18/19 and prior GC 34090 US Finance Drive 601-06 Purchasing Policy and Procedures FIN Purchasing policies and procedures Until Superseded GC 6254 3 AA 601-08 Vendors Lists FIN Listing of vendors FY 18/19 and prior GC 34090 Tyler Eden 3 AA Finance Drive 601-13 Credit Applications FIN Credit application FY 17/18 and prior GC 34090 Successful: AA +5 Hard Copy Successful: 2017 and prior 601-15 RFQs, RFPs and RFI's ALL 2 Unsuccessful Hard Drive Quotes, proposals, exhibits, correspondence if closed, Unsuccessful: 2020 GC 34090 Planet Bids Page 24 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER & LOCATION DESTRUCTION DATES OF RECORDS LEGAL (Updated each January) CITATION 602 CONTRACTS & AGREEMENTS Hard Copy Contracts , Agreements, Amendments, Contract P Finance Drive Agreements, contracts, amendments and contract 602-00 Change Orders and Leases CC. 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 C + 2 Hard CopyGeneral 602-02 Contracts and Agreements General Correspondence CC Correspondence 2020 and prior GC 34090 Finance Drive US + 4 Hard Copy 602-05 Vendor Certificates of Insurance ALL Tyler Eden Certificates of Insurance (Departments maintain Until Superseded + 4 copies for their records) GC 34090 Offsite Vendor 603 INVENTORY SUPPLY FILES & FIXED ASSETS US + 2 Hard Drive 603-01 Master Inventory of Equipment FIN, ITSS Listing of inventory Until Superseded GC 34090 C + 2 Hard CopyCity 603-02 Fuel Records File (Gasoline, Oil, etc.) FIN revenue administration 2020 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 US Hard CopyVehicle 603-05 Vehicle Maintenance Policy PW maintenance policy Until Superseded GC 34090 PW Drive Hard Copy 603-06 Fleet/Vehicle Maintenance Records PW L All Fleet/Vehicle maintenance records Life/Sale of Vehicle PW Drive Page 25 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 604 SALVAGE AND SURPLUS SALES C + 2 After Disposal Tyler Eden 2020 and prior after 604-01 Salvage and Surplus Sales FIN, PW Asset surplus disposal GC 34090 Finance Drive PW Drive P 605 PUBLICATION AND PRINTING FILES C + 2 Hard CopyPublication 605-01 Proof of Publication CC Approval, Proof of Publication 2020 and prior GC 34090 EQUIPMENT LOG, SERVICE RECORDS and WORK 606 ORDERS 606-01 Equipment Instruction, Information and Warranties ALL C + 2 After Disposal Hard Drive Equipment information pamphlets, books, manuals and prior after disposal disp d GC 34090 C + 2 After 606-03 Equipment Service Records & Equipment Maintenance ALL Disposal Hard Drive Service/Maintenance documentation, logs 2020 and prior after disposal disp d GC 34090 C + 2 Hard Copy 2020 and Prior - Hard Copies 606-04 Work Orders and Service Requests PW Lucity Citizen Requests, Service Order Requests Permanent - Database info GC 34090 PW Drive in Lucity 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 Permanent - Read into P Hard Copy Record 701-03 Request to Speak Forms CC Speaker Slips, Emails submitted for the record Electronic C + 2 - Not read into the C + 2I record (Public Comment) Page 26 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION P Hard Copy Permanent - Originals may r701-014city Council Ordinances Co Ordinances, exhibits, logs GC 34090(e) Laserfiche not be destroyed Page 27 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION City Council, Agency, Board, Commission & P Hard Copy Permanent - Originals may 701-05 Committee Resolutions CC GC 34090(e) Laserfiche Resolutions, exhibits, logs not be destroyed City Council, Agency, Board, Commission and P Hard Copy Permanent - Originals may 701-10 CC Minutes 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: 2020 and & Resignations C + 2 prior GC 34090 Federal & State Legislative Information & P Hard Copy CC 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 Hase ard Cop Notices Permanent GC 34090 AD C + 4 Hard CopyNotices 701-16 Public Hearing Notices CC 2018 and prior GC 34090 P Hard CopyCommittee 701-18 City Seal/Logo CC documents, seal, correspondence Permanent GC 34090 AD P Hard Copy LAFCO documents, county resolution, studies, 701-19 City of Temecula Articles of Incorporation CC Permanent GC 34090 AD exhibits P CC Drive 701-22 History of Elected/Appointed Officials CC List of elected/appointed officials Permanent GC 34090 AD Page 28 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 702 ELECTION FILES P Hard Copy Primary/General election correspondence, 702-02 Election Historical/Operational Files CC GC 34090 AD CC Drive publications, resolutions, results, etc. Permanent 702-04 Miscellaneous Election Ballots CC Hard Copy Proposition 218 Permanent GC 34090 AD Successful: Hard Copy T+4 Successful:Term + 4 702-06 Nomination Files CC Unsuccessful: Nomination Papers Unsuccessful: Election +2 E+2 Elected Mayor, City Council Campaign Statements P/E + 5/E+7 Hard Copy members and suppporting committees: Permanent Non -Elected (Election + 5) - 702-08 FPPC Form 400 Series & 501 CC GC 81009 (b) Laserfiche FPPC documents 2017 and prior Misc. GC 81009 (c) Net File Individuals/Committees (E + 7) — 2015 and prior (Must Retain in Paper Form for 2 Years) Campaign Disclosure Log P CC Drive 702 09 CC GC 34090 AD Log Permanent P Hard Copy 702-10 Annexation, Consolidation & Boundary Files CC GC 34090(a) LAFCO documents, reports, recorded maps, notice Permanent of intent, correspondence AD C + 8 months Hard Copy Petition, correspondence, ballot turn in, ballot title, or petition: 8 months after 702-11 Initiatives, Referendums and Recalls CC certification of election if on C + 2 notice of intent ballot or after final Page 29 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 702-12 Misc. Petitions CC Hard Copy Neighborhood petitions 2020 and prior GC 34090 5 ATR Hard Copy GC 53235.2 - 702-13 AB 1234 Ethics Training & AB 1661 Harassment CC Ethics GC Certificate of Proof, Proof of Participation List 2017 and prior Prevention Training 12950.1, 53237, 53237.5 HP GC 12950.1, 703 LEGAL 53237 and 53237.5 - HP CL + 2 Web QA PRA Requests. correspondence, documents 703-01 Public Records Act Requests (PRA's) CC 2020 and prior after closed GC 34090 produced Requests for Copies of Building Plans/Structural CC CL + 2 Hard Copy Request, Architect Consent Correspondence, 703-02 Owner Declaration, Postal Cards, Proof of Receipt 2020 and prior Drawings GC 34090 Web QA and B & S Letter via CC Dept. P Hard Copy Permanent - Final Individual Working Files (Claim, Litigation Notices, documents transferred to 703-03 Litigation Against City CC, HR GC 34090 EM/RM Drive Depositions, Case Status Reports) City Clerk and retained with litigation file C + 4 Hard CopyNotices 703-06 Bankruptcy Filings/Foreclosure Notices CC related to contracts 2018 and prior GC 34090 Laserfiche C + 2 Hard Copy 703-08 Subpoenas CC Subpoena, correspondence, log 2020 and prior GC 34090 Web QA Portal P Hard Copy Permanent - Final Individual Working Files (Claim, Litigation Notices, documents transferred to 703-09 Litigation by City CC, HR GC 34090 AD EM/RM Drive Depositions, Case Status Reports) City Clerk and retained with litigation file 704 LEGAL AFFAIRS FILES CL + 5 Hard CopyMailings 704-04 Affidavits Files CC & Postings 2017 and prior GC 34090 Page 30 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION P 704-05 Judgment Files CC Hard Copy Legal documents, correspondence Permanent GC 34090 AD Statements of Economic Interest C + 7 Laserfiche FPPC documents 2015 and prior FPPC Form 700 704-07 CC GC 81009(e)(f) (Must Retain in Paper Form (g) for 2 Years) GC 87200 P Hard Copy 704-08 Conflict of Interest Code CC Permanent P 704-09 Wage Garnishment & Levies FIN Hard Copy Payroll employee garnishment information Permanent GC 34090 AD CL + 2 Hard Copy Citations, complaints, officer comments/notes, Permanent - Database Info photos, notices, violation lists/reports, in Energov 704-10 Code Enforcement Case Files CE GC 34090 d () B & S Drive nuisance/vehicle/weed abatement records, 2020 and prior closed for AD Energov warrants, demand for payment, invoices and non energov records 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 Laserfiche AD B&SDrive resolutions and noticing Hard Copy City Attorney Correspondence (General) /Closed C + 2 Office 365 704-12 Session Materials ALL Hard Drives Correspondence, exhibits, reports 2020 and prior GC 34090 Page 31 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 3 AS Claim, exhibits, general correspondence (Refer to 704-13 Claims Against the City CC Hard Copy 305-02 for claims filed by the City) 2019 and prior after settled GC 34090 P 704-15 Notary Public GC 34090 W Hard Copy Notary Bond, Errors & Omissions Policy Permanent CC GS A20 C + 2 Hard Copy 704-19 Miscellaneous Petitions/Protests (See 702-12 for CC GC 34090, Petitions 2020 and prior election petitions) 50115 C + 7 Hard Copy 704-22 FPPC Form 800 Series CC GC 34090, GC FPPC documents, backup documents 2015 and prior - Must retain form for 2 ears paper y 81009 Laserfiche 705 ASSESSMENT/SPECIAL DISTRICTS P C + 2 Ballots Permanent 705-01 Assessment/Special Districts CC GC 34090 Hard Copy 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 ENGINEERING, CONSTRUCTION, BUILDING AND 800 CAPITAL PROJECTS 801 GENERAL ENGINEERING P Hard Copy 801-03 Improvement Plans — Storm Drain PW Laserfiche Plans, reports, studies, bonds, agreements, 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. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION P Hard Copy 801-04 Improvement Plans — Street (All Weather Access) PW PW Drive Plans, reports, studies, bonds, agreements, Permanent GC 34090 AD easements, legal descriptions g p Laserfiche P Hard Copy 801-05 Grading Plans PW Laserfiche Plans, reports, studies, bonds, agreements, Permanent GC 34090 AD easements, legal descriptions PW Drive 802 ENGINEERING AND CONSTRUCTION PERMITS P Hard Copy 802-02 Grading Permits PW Laserfiche Plans, reports, studies, bonds, agreements, Permanent GC 34090 AD easements, legal descriptions PW Drive P Hard Copy 802-05 Encroachment Permits PW Laserfiche Plans, reports, studies, bonds, agreements, Permanent GC 34090 AD easements, legal descriptions PW Drive P Cop Hard Copy 802-07 Right of Entry CD, PW ase Document files, court filings, noticing, Permanent GC 34090 AD correspondence PW Drive P Hard Copy 802-08 Flood Plain Development Permits PW Plans, reports, studies, bonds, agreements, Permanent GC 34090 AD Laserfiche easements, legal descriptions PW Drive 803 MAP FILES P Hard Copy 803-01 Final Tract Maps PW Laserfiche Plans, reports, studies, bonds, agreements, Permanent GC 34090 AD easements, legal descriptions PW Drive P Hard Copy 803-02 Final Parcel Maps PW Laserfiche Plans, reports, studies, bonds, agreements, Permanent GC 34090 AD easements, legal descriptions PW Drive Page 33 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION BUILDING PLANS, PERMITS AND 805 SPECIFICATIONS 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 Hard CopyProcedures 805-06 Building Codes BS and policies Permanent GC 34090 AD B & S Drive P EnerGov Building permits, plans, applications, contact Permanent For life of 805-07 Building Permits BS Laserfiche information, related permit documents and structure GC 34090 AD Permits Plus database records P EnerGov Architectural/structural drawings, Title 24's, Permanent - For life of 805-08 Building Plans BS GC 34090 AD Laserfiche Structural Calculations, tenant improvement plans structure H & S 19850 Hard Copy 806 CAPITAL PROJECTS P Hard CopyProject 806-01 5-Year Plan ALL 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 806 05 Completed Projects PW Laserfiche Project files, documents, plans, specifications, Permanent GC 34090 AD re ports PW Drive Page 34 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 807 INSPECTION FILES Hard Copy B&SDrive P EnerGov Permits Plus Drive 807-01 Inspectors Daily Reports CD, PW 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 HR Employee MOU, Management Compensation Plan Permanent Compensation Plan GC 34090 AD P HR Drive 901-05 Bargaining Unit Organization Files HR Bargaining Unit documentation Permanent GC 34090 AD Page 35 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION RIGHT-OF-WAY, BOUNDARY AND PROPERTY 1000 FILES 1001 RIGHT-OF-WAY FILES P Hard CopyDeeds, 1001-01 Easements Granted BY City CC agreements, grants, legal description Permanent GC 34090 AD P Hard CopyDeeds, 1001-02 Easements Granted BY County CC agreements, grants, legal description Permanent GC 34090 AD P Hard CopyIOD, 1001-03 Irrevocable Offers of Dedication (I.O.D.) CC legal description Permanent GC 34090 AD CC p Hard Copy 1001-04 Encroachment Files Agreements Permanent GC 34090 AD P Hard CopyQuitclaim 1001-05 Quitclaims CC Deed Permanent GC 34090 AD P Hard CopyDeeds, 1001-06 Easement Grant TO City CC agreements, grants, legal description Permanent GC 34090 AD 1002 PROPERTY FILES P Hard CopyGrant 1002-01 Property Acquisition Files CC Deeds, agreements Permanent GC 34090 AD P Hard CopyLease 1002-02 Property Lease Files CC agreements Permanent GC 34090 AD P Hard CopyAgreements, 1002-03 Property Sale Files CC escrow documents, correspondence Permanent GC 34090 AD P Hard CopyRecorded 1002-06 Vacations CC resolution, reports Permanent GC 34090 AD Page 36 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 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 P Hard CopyRecorded 1002-08 Property Management CC resolution, reports Permanent GC 34090 AD P Hard CopyFinal 1002-10 Eminent Domain Acquisition CC Order of Condemnation, deeds Permanent GC 34090 AD P Hard CopyReports 1002-11 Appraisals CC Permanent GC 34090 AD Laserfiche 1003 BOUNDARY FILES P EnerGov 1003-01 ption BoundaryDescription CD Permits Plus Project files, applications, notices, correspondence 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 STREET MAINTENANCE AND IMPROVEMENT 1110 FILES P Hard Copy 1110 01 Street Improvement PW Plans, reports, studies, bonds, agreements, Permanent GC 34090 AD Laserfiche easements, legal descriptions PW Drive P Hard Copy 1110-02 Off -Site Plans Ram s, Sidewalks, Curbs, etc. ( p ) PW Lasefiche Plans, reports, studies, bonds, agreements, Permanent GC 34090 AD easements, legal descriptions PW Drive Page 37 � s � Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION P Hard Copy y 1110-03 Bridges PW Laserfiche Plans, reports, studies, bonds, agreements, Permanent 34090 AD easements, legal descriptions PW Drive P Hard Copy 1110-04 Street Planning PW Lasefiche Plans, reports, studies, bonds, agreements, 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 1110-06 Striping Crosswalks, Bike Lanes, etc. p g ( ) PW Lasefiche Plans, reports, studies, bonds, agreements, Permanent GC 34090 AD easements, legal descriptions PW Drive 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 1110-09 State Highways & Freeways PW Laserfiche Plans, reports, studies, bonds, agreements, 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 38 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 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 1110-14 Detour Plans PW Laserfiche Plans, reports, studies, bonds, agreements, permanent GC 34090 AD easements, legal descriptions PW Drive 1120 STREET LIGHTING FILES C + 2 Hard Copy 1120-02 Street Lighting Maintenance Files PW Service Order Requests (SOR's) and SCE 2020 and prior -Originals GC 34090 Lucit y 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 2020 and prior etc.) GC 34090 Volgistics Scan P ar Copy 1130-04 Special Events Permits CSD EnerGov Permits Permanent GC 34090 CSD Drive 1141 SPECIAL STUDIES FILES P Hard Copy 1141-01 Flood Control Studies PW Plans, reports, studies, easements, legal Permanent GC 34090 AD Laserfiche descriptions PW Drive P Hard CopyStudies, 1141-02 Demographic & Statistical Studies ED supporting documents Permanent GC 34090 AD I ED Drive Page 39 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 1150 ANIMAL CONTROL FILES C + 2 EnerGov 1150-01 Animal Control Correspondence CE Permits Plus Code cases, reports, correspondence, noticing 2020 and prior GC 34090 B&S Drive 1160 ITRAFFIC CONTROL AND PARKING P Hard Copy 1160-01 Traffic Control Files PW Laserfiche Plans, reports, studies, bonds, agreements, Permanent GC 34090 AD easements, legal descriptions PW Drive C + 2 Hard Copy 1160-02 Traffic Studies and Surveys PW Laserfiche Reports, studies 2020 and prior GC 34090 PW Drive P C Hard Copy 1160-04 Traffic Requests —Public Inquiry PW Ly Plans, reports, studies, bonds, agreements, Permanent GC 34090 AD easements, legal descriptions PW Drive C + 5 Hard Copy 1160-06 Traffic Consultants PW Laserfiche Reports, studies 2017 and prior GC 34090 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 40 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 1162 TRAFFIC SIGNAL FILES L Hard Copy 1162-01 Traffic Signals ITSS, PW Lucity GIS data base, traffic signal plans Life GC 34090 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 2020 and prior 1170 SANITATION, SEWERS & STORMDRAINS US Hard CopyGeneral 1170-09 Storm Drains and Flood Control CC 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 2020 and prior 945.6 CCP 338, 342 Hard Copy P Hard CopyAgendas, 1180-06 Public Ceremony Files CM outlines Permanent GC 34090 AD C + 2 Hard CopySurveys, 1180-08 Public Questionnaires/Surveys CM, CSD summaries, results, reports 2020 and prior GC 34090 Hard Drive P Hard CopyNewsletters 1180-09 Municipal Newsletter CM Permanent GC 34090 AD Hard Drive Page 41 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION P Hard CopyListings 1180-10 Donations TO the City CC of donated items Permanent GC 34090 AD C + 2 Hard CopyGeneral 1180-11 Organizations and Clubs, General CM, CSD correspondence 2020 and prior GC 34090 C + 2 Hard CopyCopies 1180-12 Community Education CSD of print collateral, media files 2020 and prior GC 34090 Hard Drive C + 2 Hard CopyPress 1180-13 Special Events and City Sponsored Events CM, CSD releases, permits, supporting documentation 2020 and prior GC 34090 Hard Drive C + 2 Hard CopyPress 1180-14 City Promotional Campaign CM, CSD releases, collateral 2020 and prior GC 34090 Hard Drive P Hard CopyLetters, 1180-16 Sister City Program CM, CSD itinerary, items of historical significance Permanent GC 34090 AD Hard Drive US + 2 Hard CopyPublications, 1180-18 City Publications & Brochures ALL 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) PUBLIC UTILITIES, COMMUNICATIONS, AND 1200 TRANSPORTION FILES 1201 GENERAL UTILITIES FILES P Hard CopyAgreement 1201-01 Public Utilities Commission CC Permanent GC 34090 AD Page 42 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 1202 GAS AND ELECTRIC FILES P Hard Copy 1202-01 Franchise Files CC Franchisedocumentation Permanent GC 34090 AD Laserfiche P Hard Copy 1202-03 Easements Granted TO Southern California Edison CC Correspondence, 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 1207 TRANSPORTATION FILES C + 2 Hard CopyMeeting 1207-05 Regional Issues CM, PW agendas 2020 and prior GC 34090 PW Drive Page 43 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION 1300 PUBLIC SAFETY FILES 1301 PUBLIC SAFETY C + 2 Hard CopyCorrespondence, 1301-01 Law Enforcement CM enforcement documentation 2020 and prior GC 34090 C + 2 EnerGov 1301-02 Public Safety, General CD, CM Permits Plus Code cases, reports, correspondence, noticing 2020 and prior GC 34090 B&S Drive C + 2 EnerGov 1301-08 Abandoned Vehicles &Houses CD AVA Quarterly Reports, reimbursement 2020 and prior GC 34090 Permits Plus documents, correspondence, noticing B&S Drive C + 2 Hard CopyCorrespondence, 1301-13 Border Patrol CC, CM enforcement documentation 2020 and prior GC 34090 1302 FIRE DEPARTMENT P Cop Hard Copy 1302-06 Fire Department Facilities FP ase Project files, applications, notices, correspondence Permanent GC 34090 AD related to project, plans, etc. FP Drive P Hard Copy Project files, applications, notices, correspondence 1302-08 Fire Permit Files FP GC 34090 AD EnerGov related to project, plans and database records Permanent Permits Plus Laserfiche PARKS, RECREATION, ENVIRONMENTAL AND 1400 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 44 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & RECORD CATEGORY RETENTION RECORDS DOCUMENT/RECORD TYPE(S) FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION City Facilities and Parks Reports, Studies & P Hard Copy 1401-01 Regulations CC, CSD Reports, studies, summaries and regulations Permanent GC 34090 AD Recreation Forms (Activity Registrations, Park/Facility P Hard Copy 1401-10 Rentals, Sign -In Sheets, Rosters, etc.) CSD GC 34090 CivicRec Forms, rosters Permanent 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 1403-03 Air Pollution/Air Element CD Reports, studies, surveys, environmental Permanent GC 34090 AD Planning Drive documents X Drive P Hard Copy 1403-04 Archaeological Surveys CD Reports, studies, surveys, environmental Permanent GC 34090 AD Planning Drive documents P Hard Copy 1403-07 Resource Conservation Areas CD Reports, studies, surveys, environmental Permanent GC 34090 AD Planning Drive documents X Drive P Hard Copy 1403 08 Energy Conservation CD Reports, studies, surveys, environmental Permanent GC 34090 AD Planning Drive documents X Drive Page 45 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION P Hard Copy 1403-09 City -Wide Clean-up Campaigns CD Reports, studies, surveys, environmental Permanent GC 34090 AD Planning Drive documents 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 1403-11 Tree Trimming and Removal PW Ly Reports, studies, surveys, environmental Permanent GC 34090 AD documents PW Drive P Hard Copy 1403-12 Recycling CD Planning Drive Reports, studies, surveys, environmental documents Permanent GC 34090 AD 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 46 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION P Hard Copy 1403-15 Stephen's Kangaroo Rat Mitigation CD Planning Drive Reports, studies, surveys, environmental documents Permanent GC 34090 AD X Drive P Hard Copy 1403 16 Multi -Species Habitat Conservation Plan p CD Planning Drive Reports, studies, surveys, environmental documents Permanent GC 34090 AD X Drive P Hard Copy 1403-17 CEQA CD Planning Drive Reports, studies, surveys, environmental documents Permanent GC 34090 AD X Drive P Hard Copy 1403-18 Landfills CD Planning Drive Reports, studies, surveys, environmental documents Permanent GC 34090 AD X Drive P Hard Copy 1403 19 Erosion Control Plans CD Reports, studies, surveys, environmental Permanent GC 34090 AD Planning Drive documents X Drive P Hard Copy 1403-20 Earthquake Standards/Hazardous Buildings q 9 CD Planning Drive Reports, studies, surveys, environmental documents Permanent GC 34090 AD X Drive P Hard Copy 1403-21 Mining Projects CD Planning Drive Reports, studies, surveys, environmental documents Permanent GC 34090 AD X Drive Page 47 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES OFFICE OF RETENTION & FILE RECORD CATEGORY RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S) APPROVED NUMBER DESTRUCTION DATES & LOCATION OF RECORDS LEGAL (Updated each January) CITATION f' Hard Copy 1403 22 Endangered Species Act FESA Federal Endan 9 p ( ) CD Planning Drive Reports, studies, surveys, environmental 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 1403-24 Environmental Pests CD Planning Drive Reports, studies, surveys, environmental documents Permanent GC 34090 AD X Drive 1405 EDUCATION FILES C + 2 Hard CopyGeneral 1405-01 Temecula Valley Unified School District CM correspondence 2020 and prior GC 34090 C + 2 Hard CopyGeneral 1405-02 Universities, College & Higher Education CM correspondence 2020 and prior GC 34090 C + 2 Hard Copy 1405-03 Charter, Private, Public & Christian Schools CM General correspondence 2020 and prior GC 34090 Page 48 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2023-02 RECORD SERIES RECORD CATEGORY OFFICE OF RETENTION RECORDS DOCUMENT/RECORD TYPE(S) RETENTION & FILE RECORD APPROVED NUMBER & LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) GOVERNMENT ORGANIZATIONS AND OFFICES: 1500 INTERNATIONAL, NATIONAL AND LOCAL International, National and Local Government C + 2 Hard Copy 1500-01 Organizations & Offices ALL General correspondence 2020 and prior GC 34090 1501 UNITED STATES OFFICES AND ORGANIZATIONS C + 2 Hard CopyGeneral 1501-01 United States Offices & Organizations Alt correspondence 2020 and prior GC 34090 1502 CALIFORNIA OFFICES AND ORGANIZATIONS C + 2 Hard CopyGeneral 1502-01 California Offices & Organizations ALL correspondence 2020 and prior GC 34090 1503 REGIONAL ORGANIZATIONS C + 2 Hard CopyGeneral 1503-01 Regional Organizations ALL correspondence 2020 and prior GC 34090 1504 RIVERSIDE COUNTY FILES C + 2 Hard CopyGeneral 1504-01 Riverside County Offices ALL correspondence 2020 and prior GC 34090 Page 49 Legends: AA After Audit AC After Closed AD Administrative Decision AE After Expiration AS After Settlement AT After Termination ATR After Training CL Closed C Current D/NR Destroy When No Longer Relevant E Election L Life M Maturity O Office P Permanent S Separation T Term UD Until Disposed US Until Superseded Departments: City Wide ALL City Clerk CC City Manager CM Community Development CD Community Services Department CSD Finance FIN Fire Prevention FP Human Resources/Risk Mgmt. HR Information Technology Support Srvs ITSS Public Works PW In accordance with the City of Temecula Records Retention Schedule approved by City Council (CC Resolution No. 2023-02), 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). Imaging and indexing of these records have been quality checked Images have been stored in the City's Imaging System V The imaged record becomes the official original record of the City and wil eh in accor nce o the City's Retention Schedule DEPARTMENT DIRECTOR APPROVAL: Si gna re Date Aaron Adams, City Manager /Lq Z Erica Russo, Director of Community Services Jennifer Hennessey, 43 Director of Finance Patrick Thomas, Director of Public Works/City Engineer 15/" k? Luke Watson, Deputy City Manager 9 Issac Garibay, Director of Human Resources & Risk Management Michael Heslin, Director of Information Technology/Support Services (zjr7_ Z �/ 23 John Crater, Fire Division Chief CITY ATTORNEY/CITY CLERK APPROVAL: Signatu Date Randi Johl, Director of Legislative Affairs/City Clerk Peter Thorson, l� City Attorney I hereby certlty that the records clescrloeq above nave been aestroycro In accordance with the Uty"S current Ketention Schedule. Kec?ros were destroyed by a third party vendor and the Certificate of Destruction is attached. DESTRUCTION COMPLETED BY: Signature Date Lanny s ageMa / L I 13 Records Manager Q'1 ( '\/`