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HomeMy WebLinkAbout2024-04 CC Resolution RESOLUTION NO. 2024-04 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. Peter 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 T mecula this 9th day of January, 2024. James Stewart, Mayor ATTE . Randi Johl, City Clerk [SEAL] I I 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. 2024-04 was duly and regularly adopted by the City Council of the City of Temecula at a meeting thereof held on the 9th day of January, 2024, by the following vote: AYES: 4 COUNCIL MEMBERS: Alexander, Kalfus, Schwank, Stewart NOES: 0 COUNCIL MEMBERS: None ABSTAIN: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None F Randi Johl, City Clerk I I In accordance with the City of Temecula Records Retention Schedule approved by City Council (CC Resolution No. 2024-04),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 V The imaged record becomes the official original record of the City and will be held in accordance of the City's Retention Schedule DEPARTMENT DIRECTOR APPROVAL: Signatur,e r Date Aaron Adams, f City Manager (ZQ L Z4 Erica Russo, Director of Community Services r (;(\(h V-kY SCE 2012.L-1 Jennifer Hennessey, 3I 10 /0,` Director of Finance7 Patrick Thomas, Director of Public Works/City Engineer / � �wr�`1� 7117/;c1—,e 1-- Luke Watson, Deputy City Manager Od/lorZY Y, Isaac Gariba ,/� Director of Human Resources& Risk Management . A.44,1N 3I /3`-'w 2.7r Michael Heslin, Director of Information Technology/Support Services — 1i 65t4P-) 34.7/z 1 John Crater, Fire Division Chief 3 /.;76 zy CITY ATTORNEY/CITY CLERK APPROVAL: Signs Date Randi Johl, Director of Legislative Affairs/City Clerk 3 Peter Thorson, City Attorney cf Ve r TMikrso". 3 12(.1 Z`1 I hereby certity that the records described above have been destroy in cor wi the y's current Retention Schedule. Records were destroyed by a third party vendor and the Certificate of Destruction is attached. DESTRUCTION COMPLETED BY: Signature Date Lanny Krage /1 r Records Manager7c„ Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 100 GENERAL ADMINISTRATIVE FILES US Hard Copy GC 34090 Hard Drives US Hard Copy GC 34090 HR Drive 101 CORRESPONDENCE CONTROL FILES C + 2 Hard Copy GC 34090 Office 365 C + 2 Hard Copy Office 365 GC 34090 Outlook 200 PLANNING, BUDGET & PROGRAMMING FILES 201 EMERGENCY PLANNING & DISASTER REPORTING FILES US + 2 Hard Copy GC 34090 EM Drive P Hard Copy GC 34090 AD EMDrive 201-04 Disaster Reporting Files CC P GC 34090 AD Hard Copy Reports documenting actions and operations - incident reports, reports of resolution Permanent P Hard Copy GC 34090 AD EM Drive US + 2 Neogov GC 34090 EMDrive 201-09 Local Hazard Mitigation Plan (LHMP)EM US 44 CFR 201.6 Disaster Mitigation Act 2000, Sec. 322 Hard Copy EM Drive Hazard Mitigation Planning Until Superseded 201-08 Emergency Management Training EM Attendance logs, certificates, etc.Until Superseded + 2 201-06 Emergency Communications Files EM Reports documenting actions and operations - incident reports, reports of resolution Permanent Permanent 201-01 Emergency Planning Files EM Notices, lists, reference papers, general correspondence and supporting documents Until Superseded + 2 201-02 Emergency Reporting Files EM Declarations of Local Emergency, Receipt of Funds Certification, reports documenting actions and operations - incident reports, reports of resolution 100-01 Mission Statement ALL Declaration of City's purpose Until Superseded 101-06 Calendars, Appointment Books, Scheduling, Call Logs and Visitor Logs ALL General correspondence, logs, books 2020 and prior 101-01 Chronological and General Correspondence Files ALL Incoming/outgoing correspondence - letters, email, memorandums, requests, notices, etc. 2021 and prior unless part of ongoing project, within CEQA statute of limitations 100-02 City Wide Policies and Administrative Guidelines HR Policies, procedures, manuals developed by the City to govern it's internal functions Until Superseded Page 1 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 201-10 Emergency Operations Plan (EOP)EM US GC 8550 Hard Copy EMDrive Emergency plan Until Superseded 201-11 Grant Files EM US 2 CFR 200 GC 8550 Hard Copy EM Drive State and Emergency Management grants 10 yrs Page 2 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 202 ORGANIZATION PLANNING FILES 322 US HR Drive GC 34090 203 CITY PLANNING FILES P Hard Copy GC 34090 AD; EnerGov H & S 19850;PW Drive GC 4003;X Drive GC 4004 Laserfiche P Hard Copy GC 34090 AD; EnerGov H & S 19850;PW Drive GC 4003;X Drive GC 4004 Laserfiche P EnerGov GC 34090 AD; X Drive H & S 19850;Laserfiche GC 4003; GC 4004 P EnerGov GC 34090 AD; X Drive H & S 19850;Laserfiche GC 4003; GC 4004 203-04 Variance Files CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-03 Zone Change Files CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent Permanent 202-01 Workforce Planning HR Organization charts, lists, reports, etc.Until Superseded Permanent 203-02 Tentative Parcel Map Files CD, PW 203-01 Tentative Map Files/Tentative Tract Maps CD, PW Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Page 3 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) C + 2 EnerGov GC 34090 X Drive P Hard Copy GC 34090 AD;EnerGov H & S 19850;X Drive GC 4003;Laserfiche GC 4004 P EnerGov GC 34090 AD;X Drive H & S 19850;Laserfiche GC 4003; GC 4004 P EnerGov GC 34090 AD X Drive P Hard Copy Laserfiche GC 34090 AD EnerGov X Drive P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive 203-15 Comprehensive Sign Program CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-13 Environmental Initial Study, Environmental Impact Report and Environmental Assessments CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-12 Lot Line Adjustment CC, CD,PW Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-11 General Plan/Development Code and Amendments CD, CM Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-10 Modifications (includes minor, major, review) CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-08 Conditional Use Permit Files CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-07 Minor Temporary Use Permit CSD, CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. (Refer to Series 203-48 for Master and Major TUP’s) 2021 and prior Page 4 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) US + 2 EnerGov GC 34090 AD X Drive P EnerGov Laserfiche GC 34090 AD X Drive P Hard Copy PW Drive GC 34090 AD EnerGov Laserfiche X Drive P EnerGov GC 34090 AD X Drive P Hard Copy GC 34090 AD EnerGov X Drive P Hard Copy PW Drive GC 34090 AD EnerGov Laserfiche X Drive P EnerGov GC 34090 AD X Drive P Hard Copy PW Drive GC 34090 AD EnerGov Laserfiche X Drive P EnerGov GC 34090 AD X Drive Hard Copy 203-25 Second Dwelling Unit Permit CC, CD Covenants & Agreements, Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-24 Development Plans CD, CM, PW Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-23 Waivers of Final Map CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-22 Certificate of Compliance CC, CD, PW Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-21 Specific Plans/Specific Plan Amendments CD, CM Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-20 Home Occupation Permit CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-19 Parcel Merger CC, CD, PW Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-17 Sign Permit CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-16 Temporary Signs CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Until Superseded + 2 Page 5 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Hard Copy GC 34090 AD EnerGov X Drive P Hard Copy GC 34090 AD EnerGov X Drive P Hard Copy GC 34090 EnerGov X Drive 203-34 Massage License Supplemental CD 2 Years GC 34090 Hard Copy License application supplemental documents, passport, drivers licese, etc 2021 and prior P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive203-42 Pre-Application Review CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-41 Model Home Complex CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-40 Minor Exception CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-39 Habitat Acquisition Negotiations Strategy (HANS)CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-38 Extension of Time CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-37 Development Impact Fee Reduction CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-36 Findings of Public Convenience or Necessity CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-35 Massage License/Application CD Application, license certicate in Energov, correspodence Permanent 203-32 Appeals CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-31 Landscape Agreements/Bonds/Plans CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-28 Development Agreements CD, CM Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent Page 6 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive P EnerGov GC 34090 AD X Drive 203-50 Zoning Letter CD P GC 34090 Hard Copy EnerGov Planning Drive Zoning letters and relevant information Permanent 204 INFORMATION TECHNOLOGY COMPUTER APPLICATIONS, AUDIO/VIDEO & DIRECTORIES P P Drive GC 34090.7 AD C + 2 P Drive GC 34090 204-08 Security Video Recordings (Routine Video Recording, including street intersections)ITSS 1 Year GC 34090.6 Video Management System Regular and ongoing operations 2022 and prior 204-07 Meeting Audio Recordings (Boards & Commissions, Directors Hearing, etc.) ITSS Audio recordings 2021 and prior 204-06 Public Meeting Media CC, ITSS Audio, visual recordings Permanent 203-49 Special Studies CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-48 Master/ Major Temporary Use Permits and Special Events CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-47 Certificate of Historical Appropriateness CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-46 Long Range Planning Projects CD Noticing documents, project correspondence, invoices, receipts, exhibits, EIR documents, required forms Permanent 203-45 Wireless Antenna Facility CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-44 Vendors License CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 203-43 Residential Tract Product Review CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent Page 7 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 204-09 Video used in traffic studies ITSS 2 Years GC 34090 Video Management System Traffic and road condition surveys 2021 and prior 204-10 Electronic Mail ITSS 3 Years GC 34090 Outlook Public Record Emails - Retain land use and PW project emails until the project is approved and the CEQA statute of limitations period expires without litigation. 2021 and prior unless part of ongoing project, within CEQA statute of limitations or subject to other statutory protection 204-11 Proximity Card Log/List ITSS P GC 34090 AD Access Control Tracking Log Permanent 204-12 Help Desk Tickets ITSS C + 3 GC 34090 IT Ticket System Employee service requests 2020 and prior 205 BUDGET FILES C + 2 Hard Copy GC 34090 Finance Drive C + 2 Hard Copy GC 34090 Questica Finance Drive Final Adopted City Budget & P Hard Copy Mid-year Budget GC 34090 AD, 40802 and 53901 Laserfiche Questica Finance Drive 4 AA Hard Copy GC 34090 Tyler Eden/Munis Finance Drive P Hard Copy GC 34090 AD Questica Finance Drive C + 2 Finance Drive GC 34090205-13 State Budget Information FIN State of California yearly budget information with population 2021 and prior FY 18/19 and prior 205-09 Capital Improvement Program Budget FIN Adopted - Annual Capital Improvement Program Budget Permanent 205-03 FIN Adopted-Final Annual Operating Budget documents and Midyear Budget documents Permanent 205-04 Budget Adjustments FIN Journals, budget adjustment requests 205-02 Proposed Budget FIN Annual Operating Budget (City Council Workshop/Report)2021 and prior 205-01 Budget Working Paper Files FIN Annual Operating Budget back up documents 2021 and prior Page 8 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 206 REPORTING FILES P Hard Copy GC 34090 AD Tyler Eden/Munis Finance Drive P Hard Copy GC 34090 AD Finance Drive P Hard Copy GC 34090 AD Finance Drive P Hard Copy GC 34090 AD Finance Drive 207 COST ANALYSIS STUDIES 207-01 Cost Analysis Studies Files FIN P GC 34090 AD Hard Copy Finance Drive Final Fee Studies (City Council Report)Permanent 208 REDEVELOPMENT (RDA) & SUCCESSOR AGENCY THE REDEVELOPMENT AGENCY (SARDA) P Hard Copy RDA Drive GC 34090 AD P Hard Copy GC 34090 AD RDA Drive P Hard Copy GC 34090 AD RDA Drive P Hard Copy GC 34090 AD RDA Drive208-04 Housing Programs CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 208-03 Redevelopment Programs CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 208-02 Redevelopment Projects CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 208-01 Redevelopment Plan CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 206-06 Statement of Indebtedness (RDA)FIN Final RDA Financial Statements (SOI) submitted to the State of California Permanent 206-05 Street Report FIN Final Street Report submitted to the State of California Permanent 206-04 State Controller’s Report FIN Final State Controllers Report submitted to State of California Permanent 206-02 Comprehensive Annual Financial Reports (CAFR/Annual Financial Statements)FIN Final CAFR Permanent Page 9 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) C + 2 Hard Copy GC 34090 RDA Drive Compliance Software US Hard Copy GC 34090 RDA Drive US Hard Copy GC 34090 RDA Drive P Hard Copy GC 34090 AD RDA Drive 209 FUNDING PROGRAMS T + 4 Hard Copy GC 34090 Hard Drive 3 Office + 5 Hard Copy GC 34090;Planning Drive P Hard Copy GC 34090 AD Planning Drive209-03 CDBG Planning Documents CD Electronic – Includes Consolidate Plan, Annual Action Plans, Analysis of Impediments, Assessment of Fair Housing, Consolidated Action and Performance Evaluation Report (CAPER), Amendments (i.e. notices, actual substantial amendments, agreements, etc.) Permanent 209-02 CDBG Public Service Admin Files CD, CM Project files, contracts, proposals, statements, reports, environmental review, grant documents, applications, inventory, plans, regulations (see also 409-18) 2016 and prior 209-01 Community Services Funding Program CM Applications, supporting documents 2019 and prior if terminated 208-08 Special Studies - RDA/SARDA CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Permanent 208-07 Relocation Assistance, Rules & Guidelines CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Until Superseded 208-06 Owner Participation Rules CD Project files, applications, notices, correspondence related to project, exhibits, environmental documents, etc. Until Superseded 208-05 Affordable Housing Compliance CD Operating Budget, Unit Status Report, Statement of Monthly Income Permanent Page 10 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 2 + 3 Hard Copy GC 34090 Planning Drive US Hard Copy GC 34090 Planning Drive 300 MANAGEMENT FILES 301 DEPARTMENTAL MANAGEMENT FILES US Hard Copy GC 34090 Hard Drive US Hard Copy GC 34090 Hard Drive 301-04 Signature Authority & Notices of Appointment CC US GG 34090 Hard Copy Delegation of signature authority Until Superseded 302 REPORTS MANAGEMENT FILES 303 FORMS MANAGEMENT FILES US Hard Drive GC 34090 Laserfiche 304 RECORDS MANAGEMENT FILES US Hard Drive GC 34090 P CC Drive GC 34090 AD Hard copy P Hard Drive GC 34090 AD304-03 Records Destruction Authorization Files and Certificates CC Certificates of Destruction Permanent 304-02 Department Inventories and Worksheets CC Yearly inventory sheets, worksheets Permanent 304-01 Filing Systems & Procedures (Includes TUFFS)CC Lists Until Superseded 303-01 Forms (Masters)ALL Shell forms Until Superseded 301-03 Departmental Procedures ALL Procedures Until Superseded 301-02 Conference and Meetings ALL Agendas, outlines, lists, notes, etc.Until Superseded 209-05 CDBG Policy Manuals CD Procedures and policies Until Superseded 209-04 CDBG Funding Applications CD Project files, contracts, proposals, statements, reports, environmental review, grant documents, selected applications, inventory, plans, regulations 2018 and prior Page 11 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Hard Copy GC 34090 AD Laserfiche P CC Drive GC 34090 AD 305 RISK MANAGEMENT P GC 34090 AD Laserfiche RM Drive 3 AS Hard Copy GC 34090 RM Drive CL + 7 Hard Copy GC 34090 RM Drive CL + 7 RM Drive GC 34090 AS + 3 RM Drive GC 34090 CL + 3 RM Drive GC 34090 400 ACCOUNTING, PAYROLL & RETIREMENT 401 ACCOUNTING & REVENUE FILES Also see Section 409 4 AA Hard Copy GC 34090 Tyler Eden/Munis CCP337 Finance Drive 4 AA Hard Copy GC 34090 Tyler Eden/Munis Finance Drive 401-06 Accounts Payable FIN Vendor invoices with check copies, draw files FY 18/19 and prior 401-03 General Ledger File/AJE/BJE FIN Journal and budget adjustments FY 18/19 and prior 305-06 Incident Reports (Non-employee)HR Accident/Incident Reports 2020 and prior closed 305-05 Self-Insured Documentation HR Insurance Policies; Certificate of Consent 2020 and prior after settled 305-04 Risk Management Reports – Loss Analysis, Safety, etc.HR Accident/Incident Reports 2016 and prior closed 305-03 Accident Reports – City Assets HR Accident/Incident Reports 2016 and prior closed 305-02 Claims Filed by the City HR Refer to Series 704-13 for Claims Against the City 2020 and prior years after settled 305-01 Insurance Policies ALL City Owned Policies Permanent 304-07 Retention Schedules CC Retention schedule (City Council Report)Permanent 304-06 Department Transfer Lists CC Listings of documents transferred to Records Permanent Page 12 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 4 AA Hard Copy GC 34090 Finance Drive Tyler Eden/Munis 4 AA Hard Copy GC 34090 Tyler Eden/Munis Finance Drive 4 AA Laserfiche GC 34090 4 AA Hard Copy GC 34090 4 AA Hard Copy GC 34090 Finance Drive 4 AA Hard Copy GC 34090 & Laserfiche CCP 337 Finance Drive 4 AA Hard Copy GC 34090 Finance Drive 4 AA Hard Copy Questica Finance Drive GC 34090 4 AA Hard Copy CCP 337 GC 34090 Tyler Cashiering Finance Drive 4 AA Hard Copy GC 34090 Finance Drive FIN Sales tax backup documents FY 18/19 and prior 401-35 Internal Service Funds FIN Tracking of services and goods FY 18/19 and prior 401-25 Vouchers and Voucher Register (Cash Disbursement Journal)FIN Daily cash receipt backup documents FY 18/19 and prior 401-14 Petty Cash Files FIN Petty cash receipts with backup documents FY 18/19 and prior 401-13 List of Demands FIN Check listing issued monthly (City Council Report)FY 18/19 and prior 401-10 Demands & Warrants (checks)FIN Copies of A/P checks FY 18/19 and prior 401-21 Fiscal Analysis FIN Income, balance, cash flow statements FY 18/19 and prior 401-20 State Revenues FIN State of California revenue information FY 18/19 and prior 401-19 Quarterly Financial Statements FIN Reports of quarterly financials (City Council Report)FY 18/19 and prior 401-16 Sales Tax (Also see 409-11) 401-07 Accounts Receivable FIN Billing invoices with backup documents FY 18/19 and prior Page 13 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 4 AA Hard Copy GC 34090 Tyler Eden/Munis Finance Drive 402 RECEIPTS & BILLING FILES 4 AA Hard Copy GC 34090 Tyler Cashiering Finance Drive 4 AA Hard Copy GC 34090 EnerGov Finance Drive P Hard Copy Business license applications, changes and renewals GC 34090 EnerGov Finance Drive 403 CITY BANKING FILES 4 AA Hard Copy GC 34090 Finance Drive 4 AA Hard Copy GC 34090 Finance Drive 4 AA Hard Copy GC 34090 Finance Drive 3 AT Hard Copy GC 34090 4 AA Finance Drive GC 34090 4 AA Hard Copy GC 34090 403-08 A/P Checks (Numerical Listing)FIN A/P checks FY 18/19 and prior 403-06 Bank Reconciliation FIN Monthly bank reconciliation documents FY 18/19 and prior 403-05 Banking Service Files FIN Bank fees file 2021 and prior after termination 403-03 Check Stubs, Cancelled/Voided Checks FIN Copies of A/P checks and voids FY 18/19 and prior FY 18/19 and prior 403-02 Bank Statements FIN Copies of Bank Statements FY 18/19 and prior 402-06 Business Licenses FIN Permanent 403-01 Bank Deposit Files FIN Copies of Bank Deposits, checks, deposit slips, direct deposits 402-05 Permits and Permit Fees FIN Listing of permit fees FY 18/19 and prior 402-02 Daily Cash Receipts FIN Daily cash backup documents FY 18/19 and prior 401-37 Asset Management Inventory FIN Fixed assets inventory FY 18/19 and prior Page 14 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 404 PAYROLL FILES C + 4 Hard Copy GC 34090 Finance Drive CFR 1627.3 C + 4 Hard Copy GC 34090 Tyler Eden/Munis P29 CFR 1627.3 4 AA Tyler Eden/Munis GC 34090 4 AA Tyler Eden/Munis GC 34090 4 AA Hard Copy GC 34090 Finance Drive Tyler Eden/Munis 4 AA Tyler Eden/Munis GC 34090 P Tyler Eden/Munis 29 CFR 1627.3 4 AA Tyler Eden/Munis GC 34090 404-16 Workers Compensation FIN Workers Compensation yearly audit files FY 18/19 and prior 404-14 PERS – Payroll Deduction Reports FIN Payroll pension reports sent to CalPers Permanent 404-09 Unemployment Compensation Files FIN Payroll unemployment forms FY 18/19 and prior 404-06 Vacation & Sick Leave FIN Payroll leave report FY 18/19 and prior 404-04 Time Sheets FIN Payroll timesheets, Time Off Requests FY 18/19 and prior 404-03 Payroll System Reports FIN Payroll reports FY 18/19 and prior 404-02 Payroll Deductions/Benefit Reports FIN Payroll reports 2019 and prior 404-01 IRS Forms (W2’s, W-4’s, EDD, 941, 1099, etc.)FIN Copies of W-2, W-4, payroll reports, 941 reports sent to IRS 2019 and prior Page 15 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 405 BOND FILES M + 10 Hard Copy 53921 & CCP 337.5 P Hard Copy 53921 & CCP 337.5 M + 10 Hard Copy 53921 & CCP337.5 406 AUDIT FILES P Hard Copy GC 34090 AD Finance Drive P Hard Copy GC 34090 AD Finance Drive P Hard Copy GC 34090 AD Finance Drive P Finance Drive GC 34090 AD P Finance Drive GC 34090 AD406-11 Other Audits FIN Annual Financial Reports Audited Permanent 406-10 Riverside County Transportation Commission/Measure A Audit FIN Measure A Annual Audit Permanent 406-09 Redevelopment Agency Audit FIN RDA Annual Financial Report Audited Permanent 406-08 Single Audit FIN City Annual Financial Reports Audited Permanent 406-07 City Annual Audit FIN City Annual Financial Reports Audited Permanent 405-16 Bonds Other CC Bonds, correspondence, tracking lists M + 10 405-09 Bonds, Development and Performance CC, PW Bonds, correspondence, tracking lists Permanent 405-01 Bond Issue Maintenance Files CC, PW Certificates of participation, distribution lists, agreements, amendments, maps M + 10 Page 16 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 407 RETIREMENT FILES 4 AA Hard Copy GC 34090 Laserfiche Sempro Finance Drive P Hard Copy GC 34090 HR Drive P Hard Copy GC 34090 AD HR Drive 408 INVESTMENTS FILES FY Puchase + 6 Hard Copy GC 34090 AD 4AA Hard Copy GC 34090 Laserfiche Sempro Finance Drive 4AA Hard Copy GC 34090 Sempro 4 AA Hard Copy GC 34090 Sempro Finance Drive 408-10 State of California Local Agency Investment Fund (LAIF)FIN Investment information FY 18/19 and prior 408-07 Administration FIN Investment administration FY 18/19 and prior 408-06 Monthly Treasurer’s Report FIN City monthly bank reconciliation FY 18/19 and prior 408-04 Investments FIN Investments, CD deposit information, bonds FY 15/16 and Prior 407-04 Retirement Correspondence and Information (PERS)HR Retirement contract, amendments Permanent 407-02 Deferred Compensation Plans HR 457 Plan Documents Permanent 407-01 Individual Vested Interest Records FIN City investment portfolio records FY 18/19 and prior Page 17 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 409 REVENUE & TAXATION (Also refer to Section 401) 4 AA Hard Copy GC 34090 Finance Drive Tyler Eden/Munis Tyler Cashiering P Hard Copy GC 34090 AD Finance Drive Tyler Eden/Munis Tyler Cashiering City User Fee studies P Hard Copy GC 34090 AD Finance Drive Tyler Eden/Munis Tyler Cashiering 4 AA Hard Copy GC 34090 Finance Drive Tyler Eden/Munis Tyler Cashiering P Hard Copy GC 34090 AD Finance Drive 4 AA Hard Copy GC 34090 Tyler Eden/Munis Tyler Cashiering Finance Drive City revenue administration FY 18/19 and prior 409-10 Property Tax FIN City property tax information FY 18/19 and prior 409-07 Fee Schedules FIN City Fees Schedule Permanent 409-06 Franchise Fees FIN City Franchise Fees information FY 18/19 and prior 409-05 Development Impact Fees (DIF)FIN Permanent 409-04 User Fee Studies FIN City Impact Fee studies Permanent 409-01 Administration FIN Page 18 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Hard Copy GC 34090 AD Finance Drive 4 AA Hard Copy GC 34090 Tyler Cashiering Finance Drive P Hard Copy GC 34090 AD Tyler Eden/Munis Rec 1 Finance Drive 4 AA Hard Copy GC 34090 Tyler Eden/Munis Finance Drive P Hard Copy GC 34090 AD Laserfiche Finance Drive P - Successful C + 2 Unsuccessful Hard Copy GC 34090 AD Finance Drive 4 AA Hard Copy GC 34090 Tyler Eden/Munis Finance Drive 4 AA Hard Copy GC 34090 Tyler Eden/Munis Finance Drive 409-24 Vehicle Impound Fee FIN Vehicle fee information FY 18/19 and prior 409-23 Gas Tax FIN Gas tax revenues FY 18/19 and prior 409-18 Grants ALL Grants information, applications, project proposals, notification of grant, objectives, reports, exhibits (see also 209-02) Permanent - Successful Unsuccessful - 2021 and prior 409-17 Temecula Public Financing Corporation (TPFA) FIN TPFA (City Council Report)Permanent 409-16 Documentary Transfer Tax FIN City tax information FY 18/19 and prior 409-15 TCSD Fees FIN TCSD Fees Permanent 409-12 Transient Occupancy Tax (TOT)FIN City TOT information FY 18/19 and prior 409-11 Sales Tax (Also refer to series 401-16)FIN City sales tax information, HDL Reports Permanent Page 19 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Hard Copy GC 34090 AD Tyler Eden/Munis Finance Drive 409-25 Development Agreement Fees FIN Development Agreement Permanent Page 20 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Hard Copy GC 34090 AD 4 AA Hard Copy GC 34090 Tyler Eden/Munis Finance Drive 4 AA Hard Copy GC 34090 Tyler Eden/Munis Finance Drive 4 AC Data Ticket Tyler Eden/Munis Finance Drive GC 34090 410 ECONOMIC DEVELOPMENT P Hard Copy GC 34090 AD P ED Drive GC 34090 AD C + 2 ED Drive GC 34090 US ED Drive GC 34090 US ED Drive GC 34090 US Hard Copy GC 34090 ED Drive ED Business information Until Superseded 410-05 Temecula Businesses ED Creative Spaces Project, correspondence Until Superseded 410-03 Meetings/Seminars/Conferences/ Showcases ED Agendas, notices, CALED, ICSC, PIO Lunch, Broker's Breakfast, Temecula Trekkers 2021 and prior 410-02 Studies/Research/Demographics & Census ED Claritas reports, QLMP Permanent 410-07 Sponsorship & Funding Requests ED Application guidelines, applications, funding charts, final sponsorship binder Until Superseded 410-06 Business Development/Projects 410-01 Loans & Incentives ED Loan information Permanent 409-31 Parking Legal Citations FIN Parking citations information 2019 and prior after closed 409-29 State Revenues, Other FIN State Revenues information FY 18/19 and prior 409-28 County Revenues, Other FIN County revenue information FY 18/19 and prior 409-27 Jarvis Prop 218 FIN Prop 218 information Permanent Page 21 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 410-08 State of the City Address CM, ED P GC 34090 AD CM Drive Video Script, event information, audio/visual recordings, photos, PowerPoint Presentation Permanent 410-09 Film Permits CM, ED C + 2 GC 34090 CM Drive Hard Copy Film permits received from vendor 2021 and prior 500 PERSONNEL, SALARY & BENEFITS, CLASSIFICATION, RECRUITMENT, TESTING, TRAINING, MEDICAL, COMPLIANCE, SAFETY, INCENTIVES & AWARDS 501 PERSONNEL RECORDS S + 50 GC 34090, 12946 Hard Copy HR Drive US Hard Copy GC 34090 HR Drive 502 SALARY & BENEFITS P HR Drive GC 34090 AD US HR Drive GC 34090 P HR Drive GC 34090 AD P HR Drive GC 34090 AD P HR Drive GC 34090 AD502-08 Council Compensation Plan HR City Council Compensation Plan (City Council Report)Permanent 502-07 Management Compensation Plan HR Management Compensation Plan (City Council Report)Permanent 502-04 Salary Schedules HR Salary Schedules Permanent 502-02 Salary Studies HR Salary Studies Until Superseded 502-01 Employee Benefit Plans HR Cafeteria Plan documents Permanent 501-02 Personnel Policy File HR Personnel policy Until Superseded 501-01 Individual Personnel File HR Pre-employment and new hire documentation, personnel actions, performance evaluations, training documents, general employment correspondence, benefits, confidential information (medical information, leave of absence documentation), grievances, administrative complaints, investigations Separation + 50 Page 22 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 503 PERSONNEL CLASSIFICATION FILES P NeoGov GC 34090 AD HR Drive US HR Drive GC 34090 505 RECRUITMENT AC + 3 NeoGov GC 34090 507 TRAINING FILES T + 2 HR Drive GC 34090 T + 2 NeoGov GC 34090 HR Drive T + 2 NeoGov GC 34090 HR Drive 508 WORKERS COMP AT + 50 Hard Copy CCR 14311; 15400.2;HR Drive CA LC 110- 139.6 508-02 Employee Workers Compensation Claims HR Individual Workers' Compensation file (Work Status Reports, DWC-1 Form and Acknowledgement)50 Years After Termination 507-05 Mandated Training Rosters HR Training Participant Rosters 2021 and prior after termination 507-04 Safety Training Rosters HR Training Participant Rosters 2021 and prior after termination 507-03 Employee Career Development Training Rosters HR Training Participant Rosters 2021 and prior after termination 505-01 Recruitment File (including job application)HR Job applications, position announcements, interview ratings, eligibility list 2021 and prior after closed 503-02 Classification Studies HR Classification Study results Until Superseded 503-01 Classification Specifications HR Class Specifications Permanent Page 23 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 509 COMPLIANCE FILES P Hard Copy HR Drive PW Drive GC 34090 AD 510 SAFETY FILES P RM Drive GC 34090 AD P RM Drive GC 34090 AD P RM Drive GC 34090 AD P Hard Copy GC 34090 AD RM Drive 511 INCENTIVE AND SERVICE AWARDS P HR Drive GC 34090 AD C + 2 HR Drive GC 34090511-02 City Sponsored Employee Activities (Team PACE)HR Team PACE event plans, meeting minutes 2021 and prior 511-01 Employee Recognition HR Service award tracking Permanent 510-05 Department of Transportation DOT Program HR Individual DOT Driver File (Test results, DMV Reports, Pull Program Authorization, Medical Card)Permanent 510-03 Safety Manual HR Safety Manuals Permanent 510-02 Accident/Safety Investigation Files (OSHA, etc.)HR Accident/Incident Reports Permanent 510-01 Safety Committee Meeting/Minutes HR Agenda, meeting minutes Permanent 509-05 Compliance Reports (EED, SCO, OSHA, etc.)HR, PW OSIP Report; Section 111 Reporting, CHP Inspection (DOT), Material Safety Data Sheets (MDS) Permanent Page 24 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 600 PURCHASING, CONTRACTING, EQUIPMENT AND SERVICE FILES 601 PURCHASING FILES 4 AA SQL Reports Tyler Eden/Munis GC 34090 M Drive P Successful Hard Copy Hard Drive 4 Unsuccessful Planet Bids CCP 337.5 Finance Drive US Tyler Eden/Munis GC 6254 3 AA Tyler Eden/Munis GC 34090 US Finance Drive GC 6254 3 AA GC 34090 Tyler Eden/Munis 3 AA Finance Drive GC 34090 Successful: AA +5 Hard Copy 2 Unsuccessful Hard Drive GC 34090 Planet Bids FIN Bid authorization Until Superseded 601-15 RFQs, RFPs and RFI's ALL Quotes, proposals, exhibits, correspondence Successful: 2018 and prior if closed; Unsuccessful: 2021 601-13 Credit Applications FIN Credit application FY 18/19 and prior 601-03 Bid Files ALL Notice of Inviting Bid (NIB) and unsuccessful bid bonds (CC retains paper) Successful Permanent; Unsuccessful 2019 and prior (Successful bid bond filed with contract) 601-01 Purchase Orders FIN Purchase orders, purchase order reports, backup documents FY 17/18 and prior 601-08 Vendors Lists FIN Listing of vendors FY 18/19 and prior 601-06 Purchasing Policy and Procedures FIN Purchasing policies and procedures Until Superseded 601-05 Department Requisition File FIN Requisition file, backup documents FY 19/20 and prior 601-04 Authorization to Purchase other than Bid Page 25 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 602 CONTRACTS & AGREEMENTS P Hard Copy Finance Drive GC 34090 AD Laserfiche P Hard Copy Finance Drive GC 34090 AD Laserfiche C + 2 Hard Copy GC 34090 Finance Drive US + 4 Hard Copy Tyler Eden/Munis GC 34090 Offsite Vendor 603 INVENTORY SUPPLY FILES & FIXED ASSETS US + 2 Hard Drive GC 34090 C + 2 Hard Copy GC 34090 L + 4 Hard Copy GC 34090 VC 9900 US Hard Copy GC 34090 PW Drive 603-06 Fleet/Vehicle Maintenance Records PW L Hard Copy Lucity All Fleet/Vehicle maintenance records Life/Sale of Vehicle Permanent - Database info in Lucity FIN City revenue administration 2021 and prior 603-01 Master Inventory of Equipment FIN, ITSS Listing of inventory Until Superseded 602-05 Vendor Certificates of Insurance ALL Certificates of Insurance (Departments maintain copies for their records)Until Superseded + 4 602-02 Contracts and Agreements General Correspondence CC General Correspondence 2021 and prior 603-05 Vehicle Maintenance Policy PW Vehicle maintenance policy Until Superseded 603-03 Vehicle Registration Records CC, FIN City vehicle title records, registrations, sales contract and release correspondence Life/Sale of Vehicle +4 603-02 Fuel Records File (Gasoline, Oil, etc.) 602-01 Franchises CC Agreements, Contracts, Amendments Permanent 602-00 Contracts , Agreements, Amendments, Contract Change Orders and Leases CC, PW Agreements, contracts, amendments and contract change orders Permanent Page 26 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 603-07 Zero Emission Fleet Vehicles PW, FIN 5 CCR 2013.3 Hard Copy PW Drive Tyler Munis CARB reporting (VIN, Make and Model, license plate number, GVWR, body type, fule and powertrain type, date of purchase, odomoter, engine family and engoine model), purchase lease agreements, sales information, transer of liability forms, out of state registration form, DMV filing 2029 Page 27 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 604 SALVAGE AND SURPLUS SALES C + 2 After Disposal Tyler Eden GC 34090 Finance Drive PW Drive 605 PUBLICATION AND PRINTING FILES C + 2 Hard Copy GC 34090 606 EQUIPMENT LOG, SERVICE RECORDS and WORK ORDERS C + 2 After Disposal Hard Drive GC 34090 C + 2 After Disposal Lucity GC 34090 C + 2 Hard Copy GC 34090 Lucity PW Drive 607 SERVICES CONTRACTED P Hard Copy GC 34090 AD Laserfiche PW Drive 700 LEGISLATIVE, ELECTIONS & LEGAL FILES 701 LEGISLATIVE FILES P Hard Copy GC 34090 AD Laserfiche701-02 City Council, Agency, Board, Commission & Committee Agendas CC Agendas, staff reports, exhibits, departmental reports Permanent 607-02 Misc. Mechanics Lien & Stop Notices PW Preliminary Notices, Stop Notices Permanent 606-04 Work Orders and Service Requests PW Citizen Requests, Service Order Requests 2021 and Prior - Hard Copies Permanent - Database info in Lucity 606-03 Equipment Service Records & Equipment Maintenance ALL Service/Maintenance documentation, logs 2021 and prior after disposal Permanent - Database info in Lucity 606-01 Equipment Instruction, Information and Warranties ALL Equipment information pamphlets, books, manuals 2021 and prior after disposal 605-01 Proof of Publication CC Publication Approval, Proof of Publication 2021 and prior 604-01 Salvage and Surplus Sales FIN, PW Asset surplus 2021 and prior after disposal Page 28 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Permanent - Read into Record C + 2 C + 2 - Not read into the record (Public Comment) P Hard Copy GC 34090(e)Laserfiche P Hard Copy GC 34090(e)Laserfiche P Hard Copy GC 34090(e)Laserfiche Selected: T + 4 Not Selected: C + 2 Hard Copy GC 34090 P Hard Copy GC 34090 AD P Hard Copy GC 34090(e) AD Website 701-15 Signed Meeting Cancellation Notices CC P GC 34090 AD Hard Copy Laserfiche Notices Permanent C + 4 Hard Copy GC 34090 P Hard Copy GC 34090 AD P Hard Copy GC 34090 AD 701-14 Municipal Code CC Municipal Code, updates Replace superseded pages; Code and Insertion Guides Permanent 701-19 City of Temecula Articles of Incorporation CC LAFCO documents, county resolution, studies, exhibits Permanent 701-11 City Council, Board, Committee, Commission & Agency Reference Papers, Applications, Appointments & Resignations CC Applications, correspondence Selected: Termination +4 Not Selected: 2021 and prior 701-05 City Council, Agency, Board, Commission & Committee Resolutions CC Resolutions, exhibits, logs Permanent - Originals may not be destroyed 701-18 City Seal/Logo CC Committee documents, seal, correspondence Permanent 701-16 Public Hearing Notices CC Notices 2019 and prior Request to Speak Forms701-03 Hard Copy Electronic Speaker Slips, Emails submitted for the recordCC 701-04 City Council Ordinances CC Ordinances, exhibits, logs Permanent - Originals may not be destroyed 701-12 Federal & State Legislative Information & Correspondence CC Correspondence Permanent 701-10 City Council, Agency, Board, Commission and Committee Minutes CC Minutes Permanent - Originals may not be destroyed Page 29 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P CC Drive GC 34090 AD701-22 History of Elected/Appointed Officials CC List of elected/appointed officials Permanent Page 30 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 702 ELECTION FILES P Hard Copy GC 34090 AD CC Drive 702-04 Miscellaneous Election Ballots CC P GC 34090 AD Hard Copy Proposition 218 Permanent Successful: T + 4 Hard Copy Unsuccessful: E + 2 Campaign Statements P/E + 5/E+7 Hard Copy Elected Mayor, City Council members and suppporting committees: Permanent FPPC Form 400 Series & 501 GC 81009 (b)Laserfiche Non-Elected (Election + 5) - 2018 and prior GC 81009 (c)Net File Misc. Individuals/Committees (E + 7) – 2016 and prior (Must Retain in Paper Form for 2 Years) 702-09 Campaign Disclosure Log CC P GC 34090 AD CC Drive Log Permanent P Hard Copy GC 34090(a) AD C + 8 months Hard Copy C + 2 LAFCO documents, reports, recorded maps, notice of intent, correspondence Permanent 702-11 Initiatives, Referendums and Recalls CC Petition, correspondence, ballot turn in, ballot title, notice of intent For petition: 8 months after certification of election if on ballot or after final 702-10 Annexation, Consolidation & Boundary Files CC 702-08 CC 702-06 Nomination Files CC Nomination Papers Successful:Term + 4 Unsuccessful: Election +2 702-02 Election Historical/Operational Files CC Primary/General election correspondence, publications, resolutions, results, etc.Permanent FPPC documents Page 31 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 702-12 Misc. Petitions CC C + 2 GC 34090 Hard Copy Neighborhood petitions 2021 and prior 5 ATR Hard Copy GC 53235.2 - Ethics GC 12950.1, 53237, 53237.5 HP 703 LEGAL GC 12950.1, 53237 and 53237.5 - HP CL + 2 Web QA GC 34090 CC CL + 2 GC 34090 P Hard Copy GC 34090 RM Drive C + 4 Hard Copy GC 34090 Laserfiche C + 2 Hard Copy GC 34090 Web QA Portal P Hard Copy GC 34090 AD RM Drive 704 LEGAL AFFAIRS FILES CL + 5 Hard Copy GC 34090704-04 Affidavits Files CC Mailings & Postings 2018 and prior 703-09 Litigation by City CC, HR Individual Working Files (Claim, Litigation Notices, Depositions, Case Status Reports) Permanent - Final documents transferred to City Clerk and retained with litigation file 703-08 Subpoenas CC Subpoena, correspondence, log 2021 and prior 703-06 Bankruptcy Filings/Foreclosure Notices CC Notices related to contracts 2019 and prior 703-03 Litigation Against City CC, HR Individual Working Files (Claim, Litigation Notices, Depositions, Case Status Reports) Permanent - Final documents transferred to City Clerk and retained with litigation file 703-01 Public Records Act Requests (PRA's)CC PRA Requests, correspondence, documents produced 2021 and prior after closed 702-13 AB 1234 Ethics Training & AB 1661 Harassment Prevention Training CC Certificate of Proof, Proof of Participation List 2018 and prior Requests for Copies of Building Plans/Structural Drawings703-02 2021 and prior Request, Architect Consent Correspondence, Owner Declaration, Postal Cards, Proof of Receipt and B & S Letter via CC Dept. Hard Copy Web QA Page 32 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P GC 34090 AD Statements of Economic Interest C + 7 Laserfiche FPPC documents 2016 and prior FPPC Form 700 GC 81009(e)(f) (g) (Must Retain in Paper Form for 2 Years) GC 87200 P Hard Copy P GC 34090 AD CL + 2 Hard Copy GC 34090 (d) AD B & S Drive Energov 704-11 Code Enforcement Liens CC, CE P GC 34090 (a) AD Hard Copy EnerGov Laserfiche B & S Drive Code cases, reports, correspondence, invoices, photos, liens, warrants, demand payment letters resolutions and noticing Permanent C + 2 Hard Copy Office 365 Hard Drives GC 34090 704-07 CC 704-08 Conflict of Interest Code CC 704-05 Judgment Files CC Legal documents, correspondence Permanent 704-12 City Attorney Correspondence (General) /Closed Session Materials ALL Correspondence, exhibits, reports 2021 and prior 704-10 Code Enforcement Case Files CE Citations, complaints, officer comments/notes, photos, notices, violation lists/reports, nuisance/vehicle/weed abatement records, warrants, demand for payment, invoices and related records Permanent - Database Info in Energov 2021 and prior closed for non energov records Permanent 704-09 Wage Garnishment & Levies FIN Payroll employee garnishment information Permanent Hard Copy Hard Copy Page 33 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 3 AS GC 34090 P 704-15 Notary Public GC 34090 (d) CC GC 8209 C + 2 Hard Copy GC 34090, 50115 C + 7 Hard Copy GC 34090, GC 81009 Laserfiche 705 ASSESSMENT/SPECIAL DISTRICTS P C + 2 Ballots GC 34090 GC 53753 (e) (2) P Hard Copy GC 34090 AD Finance Drive Tyler Eden/Munis P Hard Copy GC 34090 AD Finance Drive Tyler Eden/Munis 800 ENGINEERING, CONSTRUCTION, BUILDING AND CAPITAL PROJECTS 801 GENERAL ENGINEERING P Hard Copy GC 34090 AD Laserfiche PW Drive 801-03 Improvement Plans – Storm Drain PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 705-12 Industrial Development Authority (IDA)FIN IDA Levy Permanent 705-05 Temecula Community Services District FIN TCSD Levy Permanent 705-01 Assessment/Special Districts CC Reports, correspondence, ballots Permanent Ballots - C + 2 704-22 FPPC Form 800 Series CC FPPC documents, backup documents 2016 and prior - Must retain paper form for 2 years 704-19 Miscellaneous Petitions/Protests (See 702-12 for election petitions)CC Petitions 2021 and prior 704-13 Claims Against the City CC Claim, exhibits, general correspondence (Refer to 305-02 for claims filed by the City)2020 and prior after settled Hard Copy Hard Copy Hard Copy Notary Bond, Errors & Omissions Policy Permanent Page 34 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Hard Copy GC 34090 AD PW Drive Laserfiche P Hard Copy GC 34090 AD Laserfiche PW Drive 802 ENGINEERING AND CONSTRUCTION PERMITS P Hard Copy GC 34090 AD Laserfiche PW Drive P Hard Copy GC 34090 AD Laserfiche PW Drive P Hard Copy GC 34090 AD Laserfiche PW Drive P Hard Copy GC 34090 AD Laserfiche PW Drive 803 MAP FILES P Hard Copy GC 34090 AD Laserfiche PW Drive P Hard Copy GC 34090 AD Laserfiche PW Drive 803-02 Final Parcel Maps PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 803-01 Final Tract Maps PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 802-08 Flood Plain Development Permits PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 802-07 Right of Entry CD, PW Document files, court filings, noticing, correspondence Permanent 802-05 Encroachment Permits PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 802-02 Grading Permits PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 801-05 Grading Plans PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 801-04 Improvement Plans – Street (All Weather Access)PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent Page 35 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 805 BUILDING PLANS, PERMITS AND SPECIFICATIONS P EnerGov GC 34090 AD Permits Plus P EnerGov GC 34090 AD Permits Plus Hard Copy PW Drive P Hard Copy GC 34090 AD Laserfiche PW Drive Website P Hard Copy GC 34090 AD B & S Drive P EnerGov Laserfiche GC 34090 AD Permits Plus P EnerGov GC 34090 AD Laserfiche H & S 19850 Hard Copy 806 CAPITAL PROJECTS P Hard Copy GC 34090 AD Hard Drive P Hard Copy GC 34090 AD PW Drive P Hard Copy GC 34090 AD Laserfiche PW Drive 806-05 Completed Projects PW Project files, documents, plans, specifications, reports Permanent 806-04 Projects in Progress PW Project files, documents, plans, specifications, reports, logs Permanent 806-01 5-Year Plan ALL Project files, plans, reports Permanent 805-08 Building Plans BS Architectural/structural drawings, Title 24's, Structural Calculations, tenant improvement plans Permanent - For life of structure 805-07 Building Permits BS Building permits, plans, applications, contact information, related permit documents and database records Permanent - For life of structure 805-06 Building Codes BS Procedures and policies Permanent 805-04 Regional Standard Drawings and Specifications for Public Works PW Standard drawings, standard specifications, plans, reports, studies, calculations Permanent 805-03 Landscape Specifications CD, PW Procedures and policies Permanent 805-01 Sewer Specifications CD Procedures and policies Permanent Page 36 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 807 INSPECTION FILES P Hard Copy B & S Drive EnerGov Permits Plus GC 34090 AD Laserfiche PW Drive P EnerGov GC 34090 AD Permits Plus Hard Copy B & S Drive P EnerGov GC 34090 AD Permits Plus Hard Copy B & S Drive 900 LABOR RELATIONS FILES P HR Drive GC 34090 AD P HR Drive GC 34090 AD P HR Drive GC 34090 AD P HR Drive GC 34090 AD901-05 Bargaining Unit Organization Files HR Bargaining Unit documentation Permanent 901-02 Memorandum of Understanding, Management Compensation Plan HR Employee MOU, Management Compensation Plan Permanent 901-01 Meet and Confer HR Negotiation, resolution documentation Permanent 901-00 Labor Relations HR Employee relations documentation Permanent 807-03 Deputy Inspectors/City Fee Required CD Contact information, fee information, reports Permanent 807-02 Billboard and Sign Files CD Building permits, plans, applications, contact information, related permit documents Permanent 807-01 Inspectors Daily Reports CD, PW Inspection reports Permanent Page 37 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 1000 RIGHT-OF-WAY, BOUNDARY AND PROPERTY FILES 1001 RIGHT-OF-WAY FILES P Hard Copy GC 34090 AD P Hard Copy GC 34090 AD P Hard Copy GC 34090 AD P Hard Copy GC 34090 AD P Hard Copy GC 34090 AD P Hard Copy GC 34090 AD 1002 PROPERTY FILES P Hard Copy GC 34090 AD P Hard Copy GC 34090 AD P Hard Copy GC 34090 AD P Hard Copy GC 34090 AD1002-06 Vacations CC Recorded resolution, reports Permanent 1002-03 Property Sale Files CC Agreements, escrow documents, correspondence Permanent 1002-02 Property Lease Files CC Lease agreements Permanent 1002-01 Property Acquisition Files CC Grant Deeds, agreements Permanent 1001-06 Easement Grant TO City CC Deeds, agreements, grants, legal description Permanent 1001-05 Quitclaims CC Quitclaim Deed Permanent 1001-04 Encroachment Files CC Agreements Permanent 1001-03 Irrevocable Offers of Dedication (I.O.D.)CC IOD, legal description Permanent 1001-02 Easements Granted BY County CC Deeds, agreements, grants, legal description Permanent 1001-01 Easements Granted BY City CC Deeds, agreements, grants, legal description Permanent Page 38 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P EnerGov GC 34090 AD Permits Plus X Drive Hard Copy P Hard Copy GC 34090 AD P Hard Copy GC 34090 AD P Hard Copy GC 34090 AD Laserfiche 1003 BOUNDARY FILES P EnerGov GC 34090 AD Permits Plus X Drive P EnerGov GC 34090 AD Permits Plus X Drive Hard Copy 1100 PUBLIC SERVICES AND PUBLIC RELATIONS 1110 STREET MAINTENANCE AND IMPROVEMENT FILES P Hard Copy GC 34090 AD Laserfiche PW Drive P Hard Copy GC 34090 AD Laserfiche PW Drive 1110-02 Off-Site Plans (Ramps, Sidewalks, Curbs, etc.)PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 1110-01 Street Improvement PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 1003-02 Sphere of Influence CD Project files, applications, notices, correspondence related to project, plans, etc.Permanent 1003-01 Boundary Description CD Project files, applications, notices, correspondence related to project, plans, etc.Permanent 1002-11 Appraisals CC Reports Permanent 1002-10 Eminent Domain Acquisition CC Final Order of Condemnation, deeds Permanent 1002-08 Property Management CC Recorded resolution, reports Permanent 1002-07 Annexations CC, CD, CM Project files, applications, notices, correspondence related to project, plans, etc.Permanent Page 39 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Hard Copy GC 34090 AD Laserfiche PW Drive P Hard Copy GC 34090 AD Laserfiche PW Drive P GC 34090 AD Hard Copy PW Drive Lucity P Hard Copy GC 34090 AD Laserfiche PW Drive P Hard Copy GC 34090 AD Lucity PW Drive P Hard Copy GC 34090 AD Lucity PW Drive P Hard Copy GC 34090 AD Laserfiche PW Drive P Hard Copy GC 34090 AD GIS System Lucity PW Drive P Hard Copy GC 34090 AD GIS System Lucity PW Drive 1110-11 Medians PW, ITSS GIS data base, maintenance/inventory records Permanent 1110-10 Street Inventory PW, ITSS GIS data base Permanent 1110-09 State Highways & Freeways PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 1110-08 Street Furniture (Bus Benches, etc.)PW Street maintenance/inventory records Permanent 1110-07 Street Names and Signs PW GIS data base, street sign inventory Permanent 1110-06 Striping (Crosswalks, Bike Lanes, etc.)PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 1110-05 Street Maintenance and Repairs PW Maintenance and inventory records Permanent 1110-04 Street Planning PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 1110-03 Bridges PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent Page 40 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Hard Copy GC 34090 AD GIS System Lucity PW Drive P EnerGov GC 34090 AD Permits Plus X Drive P Hard Copy GC 34090 AD Laserfiche PW Drive 1120 STREET LIGHTING FILES C + 2 Hard Copy GC 34090 Lucity PW Drive 1130 SPECIAL SERVICES FILES C + 2 Hard Copy GC 34090 Volgistics P Hard Copy EnerGov GC 34090 CSD Drive 1141 SPECIAL STUDIES FILES P Hard Copy GC 34090 AD Laserfiche PW Drive P Hard Copy GC 34090 AD ED Drive1141-02 Demographic & Statistical Studies ED Studies, supporting documents Permanent 1141-01 Flood Control Studies PW Plans, reports, studies, easements, legal descriptions Permanent 1130-04 Special Events Permits CSD Permits Permanent 1130-01 Volunteer Program Applications (Community Service, etc.)CSD Applications, Minor Consent Forms, TB Test, Live Scan 2021 and prior 1120-02 Street Lighting Maintenance Files PW Service Order Requests (SOR's) and SCE maintenance 2021 and prior - Originals are sent to SCE 1110-14 Detour Plans PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 1110-13 Street Numbering & Naming CD GIS database, lists, maps Permanent 1110-12 Slopes PW, ITSS GIS database, maintenance/inventory records Permanent Page 41 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 1150 ANIMAL CONTROL FILES C + 2 EnerGov GC 34090 Permits Plus B&S Drive 1160 TRAFFIC CONTROL AND PARKING P Hard Copy GC 34090 AD Laserfiche PW Drive C + 2 Hard Copy GC 34090 Laserfiche PW Drive P Hard Copy GC 34090 AD Lucity PW Drive C + 5 Hard Copy GC 34090 Laserfiche PW Drive 1161 TRAFFIC MAPS P Hard Copy GC 34090 AD GIS System Laserfiche PW Drive P Hard Copy GC 34090 AD Laserfiche PW Drive 1161-03 Speed Survey PW Traffic documents, reports, studies Permanent 1161-02 Street Maps ITSS/PW GIS database, street improvement plans Permanent 1160-06 Traffic Consultants PW Reports, studies 2018 and prior 1160-04 Traffic Requests – Public Inquiry PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 1160-02 Traffic Studies and Surveys PW Reports, studies 2021 and prior 1160-01 Traffic Control Files PW Plans, reports, studies, bonds, agreements, easements, legal descriptions Permanent 1150-01 Animal Control Correspondence CE Code cases, reports, correspondence, noticing 2021 and prior Page 42 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 1162 TRAFFIC SIGNAL FILES L Hard Copy GC 34090 Lucity PW Drive L Hard Copy GC 34090 GIS System Lucity PW Drive 1162-03 Traffic Signal Timing PW C+2 GC 34090 Enterprise software Signal timing C+2 (retention started 2024) 1163 PARKING FILES 1163-01 Park and Rides CC C + 2 GC 34090 Hard Copy Correspondence 2021 and prior 1170 SANITATION, SEWERS & STORMDRAINS US Hard Copy GC 34090 1180 PUBLIC RELATIONS FILES 1180-02 Historical Documents ALL P GC 34090 Hard Copy Hard Drive Incorporation news clippings, historical press releases Permanent C + 2 MyCivic GC 34090, 945.6 Office 365 CCP 338, 342 Hard Copy P Hard Copy GC 34090 AD C + 2 Hard Copy GC 34090 Hard Drive P Hard Copy GC 34090 AD Hard Drive 1180-06 Public Ceremony Files CM Agendas, outlines Permanent 1180-03 Public Inquiry and Complaints (Except Consumer)ALL General correspondence 2021 and prior 1180-09 Municipal Newsletter CM Newsletters Permanent 1180-08 Public Questionnaires/Surveys CM, CSD Surveys, summaries, results, reports 2021 and prior 1170-09 Storm Drains and Flood Control CC General correspondence, updates Until Superseded 1162-02 Traffic Signal Maintenance PW Reports, service maintenance records, PM, Service Order Requests Life 1162-01 Traffic Signals ITSS, PW GIS database, traffic signal plans Life Page 43 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Hard Copy GC 34090 AD C + 2 Hard Copy GC 34090 C + 2 Hard Copy GC 34090 Hard Drive C + 2 Hard Copy GC 34090 Hard Drive C + 2 Hard Copy GC 34090 Hard Drive P Hard Copy GC 34090 AD Hard Drive US + 2 Hard Copy GC 34090 Hard Drive P Hard Copy GC 34090 AD Hard Drive 1200 PUBLIC UTILITIES, COMMUNICATIONS, AND TRANSPORTION FILES 1201 GENERAL UTILITIES FILES P Hard Copy GC 34090 AD 1201-01 Public Utilities Commission CC Agreement Permanent 1180-20 Speeches CM Reports delivered in conjunction with City business speech outlines (retain items of historical significance) Permanent 1180-18 City Publications & Brochures ALL Publications, brochures, postal cards, etc.Until Superseded + 2 1180-16 Sister City Program CM, CSD Letters, itinerary, items of historical significance Permanent 1180-14 City Promotional Campaign CM, CSD Press releases, collateral 2021 and prior 1180-13 Special Events and City Sponsored Events CM, CSD Press releases, permits, supporting documentation 2021 and prior 1180-12 Community Education CSD Copies of print collateral, media files 2021 and prior 1180-11 Organizations and Clubs, General CM, CSD General correspondence 2021 and prior 1180-10 Donations TO the City CC Listings of donated items Permanent Page 44 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 1202 GAS AND ELECTRIC FILES P Hard Copy GC 34090 AD Laserfiche P Hard Copy GC 34090 AD Laserfiche 1203 RADIO FILES 1203-01 Radio Station License CC AE + 2 GC 34090 Hard Copy License AE + 2 1207 TRANSPORTATION FILES C + 2 Hard Copy GC 34090 PW Drive1207-05 Regional Issues CM, PW Meeting agendas 2021 and prior 1202-03 Easements Granted TO Southern California Edison CC Correspondence, recorded documents, exhibits Permanent 1202-01 Franchise Files CC Franchise documentation Permanent Page 45 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 1300 PUBLIC SAFETY FILES 1301 PUBLIC SAFETY C + 2 Hard Copy GC 34090 C + 2 EnerGov GC 34090 Permits Plus B&S Drive C + 2 EnerGov GC 34090 Permits Plus B&S Drive C + 2 Hard Copy GC 34090 1302 FIRE DEPARTMENT P Hard Copy GC 34090 AD Laserfiche FP Drive P GC 34090 AD Hard Copy EnerGov Permits Plus Laserfiche 1400 PARKS, RECREATION, ENVIRONMENTAL AND EDUCATION FILES 1401 PARKS AND FACILITIES P Hard Copy GC 34090 AD FP Project files, applications, notices, correspondence related to project, plans, etc.Permanent 1301-13 Border Patrol CC, CM Correspondence, enforcement documentation 2021 and prior 1301-08 Abandoned Vehicles & Houses CD AVA Quarterly Reports, reimbursement documents, correspondence, noticing 2021 and prior 1301-02 Public Safety, General CD, CM Code cases, reports, correspondence, noticing 2021 and prior 1401-00 Community Service Rules & Regulations (Council Adopted)CSD Ordinances, resolutions Permanent 1302-08 Fire Permit Files FP Project files, applications, notices, correspondence related to project, plans and database records Permanent 1302-06 Fire Department Facilities 1301-01 Law Enforcement CM Correspondence, enforcement documentation 2020 and prior Page 46 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Hard Copy GC 34090 AD P Hard Copy GC 34090 CivicRec 1402 CULTURAL RECREATION FILES 1403 ENVIRONMENTAL FILES P Hard Copy GC 34090 AD Planning Drive X Drive P Hard Copy GC 34090 AD Planning Drive X Drive P Hard Copy GC 34090 AD Planning Drive X Drive P Hard Copy GC 34090 AD Planning Drive P Hard Copy GC 34090 AD Planning Drive X Drive P Hard Copy GC 34090 AD Planning Drive X Drive 1403-08 Energy Conservation CD Reports, studies, surveys, environmental documents Permanent 1403-07 Resource Conservation Areas CD Reports, studies, surveys, environmental documents Permanent 1403-04 Archaeological Surveys CD Reports, studies, surveys, environmental documents Permanent 1403-03 Air Pollution/Air Element CD Reports, studies, surveys, environmental documents Permanent 1403-02 Landscaping Guidelines CD Guidelines Permanent 1403-01 Community Design Manual CD Manual Permanent 1401-10 Recreation Forms (Activity Registrations, Park/Facility Rentals, Sign-In Sheets, Rosters, etc.)CSD Forms, rosters Permanent 1401-01 City Facilities and Parks Reports, Studies & Regulations CC, CSD Reports, studies, summaries and regulations Permanent Page 47 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Hard Copy GC 34090 AD Planning Drive X Drive P Hard Copy Planning Drive X Drive GC 34090 AD P Hard Copy GC 34090 AD Lucity PW Drive P Hard Copy GC 34090 AD Planning Drive X Drive P Hard Copy GC 34090 AD Hard Copy Planning Drive X Drive P Hard Copy GC 34090 AD Hard Copy Planning Drive X Drive CD Reports, studies, surveys, environmental documents Permanent 1403-14 Congestion Management CD Reports, studies, surveys, environmental documents Permanent 1403-13 Safe Drinking Water Act CD Reports, studies, surveys, environmental documents Permanent 1403-12 Recycling CD Reports, studies, surveys, environmental documents Permanent 1403-11 Tree Trimming and Removal PW Reports, studies, surveys, environmental documents Permanent 1403-10 Noise Pollution CD Reports, studies, surveys, environmental documents Permanent 1403-09 City-Wide Clean-up Campaigns Page 48 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Hard Copy GC 34090 AD Planning Drive X Drive P Hard Copy GC 34090 AD Planning Drive X Drive P Hard Copy GC 34090 AD Planning Drive X Drive P Hard Copy GC 34090 AD Planning Drive X Drive P Hard Copy GC 34090 AD Planning Drive X Drive P Hard Copy GC 34090 AD Planning Drive X Drive P Hard Copy GC 34090 AD Planning Drive X Drive 1403-21 Mining Projects CD Reports, studies, surveys, environmental documents Permanent 1403-20 Earthquake Standards/Hazardous Buildings CD Reports, studies, surveys, environmental documents Permanent 1403-19 Erosion Control Plans CD Reports, studies, surveys, environmental documents Permanent 1403-18 Landfills CD Reports, studies, surveys, environmental documents Permanent 1403-17 CEQA CD Reports, studies, surveys, environmental documents Permanent 1403-16 Multi-Species Habitat Conservation Plan CD Reports, studies, surveys, environmental documents Permanent 1403-15 Stephen’s Kangaroo Rat Mitigation CD Reports, studies, surveys, environmental documents Permanent Page 49 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) P Hard Copy GC 34090 AD Planning Drive X Drive P X Drive GC 34090 AD Planning R Drive Paper P Hard Copy GC 34090 AD Planning Drive X Drive 1405 EDUCATION FILES C + 2 Hard Copy GC 34090 C + 2 Hard Copy GC 34090 C + 2 Hard Copy GC 340901405-03 Charter, Private, Public & Christian Schools CM General correspondence 2021 and prior 1405-02 Universities, College & Higher Education CM General correspondence 2021 and prior 1405-01 Temecula Valley Unified School District CM General correspondence 2021 and prior 1403-24 Environmental Pests CD Reports, studies, surveys, environmental documents Permanent 1403-23 Santa Ana Watershed Project Authority CD Reports, studies, surveys, environmental documents Permanent 1403-22 Federal Endangered Species Act (FESA)CD Reports, studies, surveys, environmental documents Permanent Page 50 Exhibit A City of Temecula Records Retention Destruction Schedule Adopted by City Council Resolution No. 2024-04, January 9, 2024 RECORD SERIES FILE NUMBER RECORD CATEGORY OFFICE OF RECORD RETENTION RECORDS DOCUMENT/RECORD TYPE(S)RETENTION & APPROVED &LOCATION DESTRUCTION DATES OF RECORDS LEGAL CITATION (Updated each January) 1500 GOVERNMENT ORGANIZATIONS AND OFFICES: INTERNATIONAL, NATIONAL AND LOCAL C + 2 Hard Copy GC 34090 1501 UNITED STATES OFFICES AND ORGANIZATIONS C + 2 Hard Copy GC 34090 1502 CALIFORNIA OFFICES AND ORGANIZATIONS C + 2 Hard Copy GC 34090 1503 REGIONAL ORGANIZATIONS C + 2 Hard Copy GC 34090 1504 RIVERSIDE COUNTY FILES C + 2 Hard Copy GC 34090 1504-01 Riverside County Offices ALL General correspondence 2021 and prior 1503-01 Regional Organizations ALL General correspondence 2021 and prior 1502-01 California Offices & Organizations ALL General correspondence 2021 and prior 1501-01 United States Offices & Organizations ALL General correspondence 2021 and prior 1500-01 International, National and Local Government Organizations & Offices ALL General correspondence 2021 and prior Page 51 Legends:Departments: AA After Audit Citywide ALL AC After Closed City Clerk CC AD Administrative Decision City Manager CM AE After Expiration Community Development CD AS After Settlement Code Enforcement CE AT After Termination Community Services Department CSD ATR After Training Emergency Management EM CL Closed Finance FIN C Current Fire Prevention FP D/NR Destroy When No Longer Relevant Human Resources/Risk Mgmt.HR E Election Information Technology Support Srvs ITSS L Life Public Works PW M Maturity O Office P Permanent S Separation T Term UD Until Disposed US Until Superseded RECORDS WITH A PERMANENT RETENTION: √ Imaging and indexing of these records have been quality checked √ Images have been stored in the City's Imaging System √ The imaged record becomes the official original record of the City and will be held in accordance of the City’s Retention Schedule DEPARTMENT DIRECTOR APPROVAL:Signature Date Aaron Adams, City Manager Erica Russo, Director of Community Services Jennifer Hennessey, Director of Finance Patrick Thomas, Director of Public Works/City Engineer Luke Watson, Deputy City Manager Isaac Garibay, Director of Human Resources & Risk Management Michael Heslin, Director of Information Technology/Support Services John Crater, Fire Division Chief CITY ATTORNEY/CITY CLERK APPROVAL:Signature Date Randi Johl, Director of Legislative Affairs/City Clerk Peter Thorson, City Attorney DESTRUCTION COMPLETED BY: Signature Date Lanny Krage Records Manager 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). I hereby certify that the records described above have been destroyed in accordance with the City’s current Retention Schedule. Records were destroyed by a third party vendor and the Certificate of Destruction is attached. In accordance with the City of Temecula Records Retention Schedule approved by City Council (CC Resolution No. 2024-04), 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.