city of signal hill

CITY OF SIGNAL HILL

2175 Cherry Avenue Signal Hill, California 90755-3799 June 4, 2013 AGENDA ITEM TO: HONORABLE MAYOR

AND MEMBERS OF THE CITY COUNCIL FROM: KENNETH C. FARFSING

CITY MANAGER SUBJECT: RESOLUTION AMENDING RECORDS RETENTION SCHEDULES Summary: The City’s 2012 Records Retention process has been completed. Two changes have been submitted by the City Clerk to the Records Retention Schedule, which has been approved by the City Attorney and now requires City Council approval. This action would amend the records retention schedules of the Finance Department and Police Department. Recommendation: Waive further reading and adopt the following resolution, entitled:

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SIGNAL HILL, CALIFORNIA, AMENDING THE CITY’S RECORDS RETENTION SCHEDULE PREVIOUSLY ADOPTED BY RESOLUTION NO. 2012-09-5975, AND REPEALING ALL PRIOR RESOLUTIONS

Fiscal Impact: None. Background & Analysis: Records management is an administrative technique that provides management and control over the files and records of the City to enhance efficiency and effectiveness. It includes activities associated with the creation, movement, retention, retrieval, duplication,

Resolution Amending Records Retention Schedules June 4, 2013 of 2 safekeeping, and destruction of records. The City’s records retention schedule ensures the preservation of records of permanent value and establishes archival criteria to maintain and assure continued access to appropriate historical records. In January 1988, a Records Management Program was initiated requiring every department to review their Records Retention Schedules annually for potential amendments. This review is now completed for 2012. Two proposed amendments are being made to the Record Retention Schedule, which has been reviewed and approved by the City Attorney. This amendment to the Finance Department retention schedule is to amend Series 49, Comprehensive Annual Financial Reports (CAFR) from scanning the document to document imaging and destroying the original document after 10 years to scanning the document to document imaging and permanently retaining the originals in off-site storage. The records retention schedule for the Police Department has not been amended since 2006 and is being amended in its entirety.

Resolution No. ____________ June 4, 2013

Page 1 of 3

RESOLUTION NO. _____________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SIGNAL HILL, CALIFORNIA, AMENDING THE CITY’S RECORDS RETENTION SCHEDULE PREVIOUSLY ADOPTED BY RESOLUTION NO. 2012-09-5975, AND REPEALING ALL PRIOR RESOLUTIONS WHEREAS, the City of Signal Hill is committed to managing its records

according to best practices to ensure business, audit, legal, historical, and regulatory

requirements are met; and

WHEREAS, on January 19, 1988, the City adopted Resolution No. 88-01-

3879 establishing a Records Retention Schedule for the City of Signal Hill, California;

and

WHEREAS, California Government Code Section 34090 provides for a

procedure whereby any City record which has served its purpose and is no longer

required may be destroyed; and

WHEREAS, records retention schedules are not fixed; and must

continually be updated as business processes, legal requirements, and regulatory

changes dictate, and it has become necessary to amend the Records Retention

Schedule established by Resolution No. 2012-09-5975; and

WHEREAS, this Schedule (“Attachment A”) has been approved by the

respective Department Directors and the City Attorney; and

WHEREAS, City Council approval is required to amend the Records

Retention Schedule.


Page 2 of 3

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SIGNAL HILL, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS:

Section 1. That Series 49 of the Records Retention Schedule for the

Finance Department is amended as follows: Amendment to Series 49 – Comprehensive Annual Financial Reports (CAFR) from scanning the document to document imaging and destroying the original document after 10 years, to scanning the document to document imaging and permanently retaining the originals in off-site storage.

Section 2. The Records Retention Schedule for the Police Department is amended in its entirety.

Section 3. Resolution No. 2012-09-5975 is hereby repealed.

PASSED, APPROVED, AND ADOPTED at a regular meeting of the City

Council of the City of Signal Hill, California, this 4th day of June 2013.

_____________________________ MICHAEL J. NOLL MAYOR ATTEST: ___________________________ KATHLEEN L. PACHECO CITY CLERK


Page 3 of 3

STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITYOF SIGNAL HILL ) I, KATHLEEN L. PACHECO, City Clerk of the City of Signal Hill, California, hereby certify that Resolution No. ____________ was adopted by the City Council of the City of Signal Hill, California, at a regular meeting held on the 4th day of June 2013, and that the same was adopted by the following vote:

AYES:

NOES: ABSENT: ABSTAIN: ________________________________ KATHLEEN L. PACHECO CITY CLERK

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CITY OF SIGNAL HILL

RECORDS MANAGEMENT PROGRAM/ RECORDS RETENTION SCHEDULE Department: ADMINISTRATION Date of Approval: June 4, 2013 Department Head: City Manager/Deputy City Clerk

Series No. Title Of Series

Total Retention Period

Document Imaging

Confidential Record

Reference Code

Comments

Active In Office

Inactive In Storage

Destroy

10 Correspondence Files - Chronological CUR 1 2 CGOV 34090

11 Litigation Files AS 10AR 10

X CGOV 6254(b)

Confidential Record until settlement. City Attorney to review before destruction.

17 Photographs P P P CGOV 34090/

Admin. Decision

18 City Views Newsletters 5 P P CGOV 34090/

Admin. Decision

19 Historical Material P P P CGOV 34090/

Admin. Decision

20 Council/Citizens Request Forms CUR 1 2 X CGOV 34090 21 Surveys COM 2 2 CGOV 34090 22 Administrative Files 2AR 2AR CGOV 34090

23 Cable Complaints CUR 1 2 CGOV 34090 24 Cable TV Franchise Agreements COM P PDID Civil Proc. 337.2 25 City Manager’s Newsletters CUR 1 2 CGOV 34090 26 Special Projects COM AR 2 CGOV 34090

Retention Codes (Retention Begins After Current Year) AR = Annual Review COM = Completion

E/C = Expired or Canceled PDIA = Permanent/Document

Imaging/Archive T= Termination

AS = After Settlement CUR =Current

P = Permanent PDID = Permanent/Document

Imaging/Destroy V/H = Vital/Historical

AU = After Audit

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CITY OF SIGNAL HILL

RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE Department: CITY CLERK/ELECTION MATERIALS Date of Approval: June 4, 2013 Department City Manager/Deputy City Clerk

Series No.

Title of Series


Document Imaging

Confidential

Record Reference

Code

Comments

Active In

Office Inactive

In Storage

Destroy

1 Code of Fair Campaign Practices

30 days from date of election

X E.C. 20442

2 Ballots – voted and non voted

6 months from date of election

X E.C. 17302

3 Ballots – after official recount


X E.C. 15610,

16520, 15623, 17306

4

Paper Records Election Night – logic & accuracy tests, ballot counter print outs, ballot counter program cards, ballot statements, manual tally sheets


X E.C. 17302

5

Paper Records Election Day (polls) – tally sheets, street indices, challenge lists, assisted voters lists


X E.C. 17304

6 Inspector receipts for ballots 6 months from date of election

X E.C. 17302

7 Precinct Officer appointment forms


X E.C. 17503

8

Polling place list, precinct board members, languages assisted in each polling place


X E.C. 12105.5

9 Vote by mail applications 6 months from date of election

X E.C. 17505

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CITY OF SIGNAL HILL

RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE Department: CITY CLERK/ELECTION MATERIALS Date of Approval: June 4, 2013 Department City Manager/Deputy City Clerk

Series No.

Title of Series


Document Imaging

Confidential

Record Reference

Code

Comments

Active In

Office Inactive

In Storage

Destroy

10 Vote by mail ID envelopes and provisional ballot ID envelopes


X EC 17302

11 Petitions (initiative, referendum, charter amendment, recall)

8months from date of election

X E.C. 17200, 17400

After certification of results of the election for which the petition qualified, or if no election is held, 8 months after the election official’s final examination of the petition.

12 Application for voter registration information

5 years from date

of application

X E.C. 2188(f)

14 Nomination petitions Term of office +4 X

E.C. 17100

15 Roster of Voters 5 5 E.C. 17300

Retention Codes (Retention Begins After Current Year)

AR = Annual Review COM = Completion E/C = Expired or Canceled PDIA = Permanent/Document Imaging/Archive T= Termination

AS = After Settlement CUR =Current P = Permanent PDID = Permanent/Document Imaging/Destroy V/H = Vital/Historical

AU = After Audit

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CITY OF SIGNAL HILL

RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE Department: CITY CLERK Date of Approval: June 4, 2013 Department City Manager/Admin

Series No. Title of Series


Document Imaging

Confidential

Record Reference

Code

Comments

Active In

Office Inactive

In Storage

Destroy 1 Minutes - City Council

Meetings 1 P PDIA CGOV 34090 V/H record.

2 Public Records Requests 2 2 CGOV 34090

3 Audio/Video Recordings - CC/RDA Meetings 5 5

CGOV 34090 See Series 12.

4 Ordinances CUR P PDIA CGOV 34090 V/H record.

5 Resolutions - City Council CUR P PDIA CGOV 34090 V/H record.

6 Bids Rejected 2 2* CGOV 34090 *Retention 5 years if federal contract (ARRA)

7 Election History P CGOV 34090

8 Contracts/Agreements COM COM+3 CGOV 34090 Transferred from Finance

9 Notices 2 2 CGOV 34090

10 Election Ballots 6M0 6MO

EC 17302

11 Certificates of Election and Oaths of Office

P PDIA EC 10265 CG 34090

12 Streamed City Council/RDA/ SA Meetings 5 5 CGOV 34090

15 Commission Recruitments (Non-Appointed) COM 2

CGOV 34090

16 Minutes – RDA/SA Meetings CUR P PDIA CGOV 34090 17 Resolutions – RDA/SA CUR P PDIA

CGOV 34090

19 Campaign Statements (Elected) 2 P P PDID

CEC 81009 (B)&(G)

20 Proof of Publication Files CUR 4 5 CGOV 34090

21

City Council/RDA/Housing Authority/Public Financing Authority Agenda and staff reports

1 4 5

CGOV 34090

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CITY OF SIGNAL HILL




Document Imaging

Confidential

Record Reference

Code

Comments

Active In

Office Inactive

In Storage

Destroy 24 Campaign Statements (Not-

Elected) 5 5 CGOV 81009(b)

25 Certificate of Incorporation P X CGOV 34090 V/H record.

26 Statement of Economic Interest (Form 700) CUR 6 7 CGOV 81009(e)

27 Council/Agency/HA/PFA Meeting Speaker Identification Cards

CUR 4 5

CGOV 34090

28 Commission/Committee Recruitment Files CUR T T+4

CGOV 34090

29 Housing Authority Resolutions CUR P PDIA CGOV 34090

30 Commission/Committee Rosters P P

CGOV 34090

31 Housing Authority Agendas CUR 4 5 CGOV 34090

32 Housing Authority Minutes CUR P PDIA CGOV 34090

33 Off-Site Inventory Forms P P CGOV 34090

34 Public Hearing Notices CUR 4 5

CGOV 34090

Notices are filed away with CC/RDV agendas in storage. Have five year retention.

35 Records Destruction Forms P P PDIA CGOV 34090

36 Records Inventory Schedules 10 P PDID

CGOV 34090

37 Records Off-Site Transactions P P

CGOV 34090

38 Records Retention Amendment Forms P P PDID

CGOV 34090

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CITY OF SIGNAL HILL




Document Imaging

Confidential

Record Reference

Code

Comments

Active In

Office Inactive

In Storage

Destroy 39 Records Retention

Schedules 10 P PDID CGOV 34090

40 Spring Street Corridor Joint Powers Authority Agendas CUR 4 5 CGOV 34090

41

Spring Street Corridor Joint Powers Authority Minutes

CUR P PDIA

CGOV 34090

42 Roster of Voters 5 5 Destroy after date of election.

43 Nomination Papers CUR 5 5 EC 17100 Retain term of office plus 4 years.

45 Public Financing Authority Agendas 5 5 CGOV 34090

46 Public Financing Authority Minutes CUR P PDIA CGOV 34090

47 Public Financing Authority Resolutions CUR P PDIA CGOV 34090

48 Oversight Board Agenda

and Staff Reports 5 5 CGOV 34090

49 Oversight Board Minutes

and Resolutions

CUR P PDIA CGOV 34090

Retention Codes (Retention Begins After Current Year) AR = Annual Review COM = Completion E/C = Expired or Canceled PDIA = Permanent/Document


AS = After Settlement CUR =Current P = Permanent PDID = Permanent/Document Imaging/Destroy

V/H = Vital/Historical

AU = After Audit

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CITY OF SIGNAL HILL RECORDS RETENTION PROGRAM/RECORDS RETENTION SCHEDULE

Department: PERSONNEL DEPARTMENT Date of Approval: June 4, 2012 Department Head: City Manager/Assistant to the City Manager-Personnel Series No.

Title of Series Total Retention Period Document

Imaging Confidential

Record Reference

Code

Comments

Active In Office

Inactive In Storage

Destroy

1 CAL OSHA/Log & Summary of Occupational Injuries & Illnesses (Form 200)

5 5

4 Job Applicant/Recruitment Files CUR 1 2 X CGOV 34090

5 Memorandum of Understanding Files P CGOV 34090

6 Personnel Files T+5 5 10 X 29CFR

1910.20 Documents are to be shredded.

9 Workers Comp. Claim Files T+1 9 10 X 29CFR

1910.20

Keep court documents permanently, including Form 5020 in file.

10 Employment Eligibility Verification Form (1-9) 3 3

X

Must be retained for 3 years or one year after termination which ever comes first.

11 Civil Service Commission Agendas CUR+4 - 5 CGOV 34090

12 Civil Service Commission Minutes CUR P PDIA X CGOV 34090 13 Civil Service Appeal Hearings AS+2 3 5

CGOV 34090

14 Cal OSHA - SB 198 Program/Safety Training 5 5


AR = Annual Review COM = Completion E/C = Expired or Canceled PDIA = Permanent/Document Imaging/Archive

T= Termination



AU = After Audit

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Retention Codes (Retention Begins After Current Year)AR = Annual Review COM = Completion E/C = Expired or Canceled PDIA = Permanent/Document Imaging/Archive T= Termination AS = After Settlement CUR =Current P = Permanent PDID = Permanent/Document Imaging/Destroy V/H = Vital/Historical AU = After Audit


Department: ECONOMIC DEVELOPMENT & HOUSING Date of Approval: June 4, 2013 Department Head: Redevelopment Manager Series

No.

Title of Series Total Retention

Period Document Imaging

Confidential Record

Reference Code Comments

Active In Office

Inactive In Storage Destroy

1 Appraisal Reports 5+AR 5 CGOV 34090

2 Budget Files 2 2 CGOV 34090

3 Real Property Files (includes environmental reports, relocation files, maps, and photos)

2 8 10 No CGOV 34090

4 RDA Plan/Project Area No. 1 with Amendments P P PDIA CGOV 34090

5 Project Files COM+2AR 8 10 No CGOV 34090

6 Public Notices & Mail Receipts 2 2 CGOV 34090 7 Subject & Correspondence 2AR 2 CGOV 34090

8 Disposition & Development Agreements (DDA’s) P P PDIA CGOV 34090

9 Owner Participation Agreements (OPA’s) P P PDIA CGOV 34090

10 Implementation Plan P P PDIA CGOV 34090 11 Soils Reports 10 AR 10 CGOV 34090

12 First Time Home Buyers Programs 2 AR 28 30 CGOV 34090

13 Original Grant Deeds P P PDIA CGOV 34090

14 Soil Manifests CUR 9 CGOV 34090 Retain 10 years or until site closure.

15 Bond Documents P P PDIA CGOV 34090

16 Agency Leases T+5 T+5 CGOV 34090

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Department: COMMUNITY DEVELOPMENT Date of Approval: June 4, 2013 Department Head: Community Development Director/Administrative Assistant Series

No. Title of Series Total Retention


Confidential Record

Reference Code

Active In Office


1 Address Files P P CGOV 34090

V/H Record. These records are from Series #35 – These documents are as follows: building permits; geotechnical/soils reports, letters from the following: Division of Oil & Gas; Toxic Substances Control, Los Angeles County Fire Dept., Architect or Engineer of record and building height, building location and grading certifications.

3 Building Activity Reports P P CGOV 34090 7 Code Enforcement Files C+2 2 4 CGOV 34090 9 Environmental Impact Reports COM 5 P PDIA CGOV 34090

11 General Plan Amendment Files 10AR P

CGOV 34090

Review for V/H material and keep in subject files permanently.

14 Oil Operator Files P P CGOV 34090 Review for V/H record & keep permanently.

16 Building Construction Files C P

CGOV 34090

V/H Record. Incorporate important documents into permanent address files (Series 1).

17 Minutes - Planning Commission P PDIA CGOV 34090 V/H Record.

18 Resolutions - Planning Commission P PDIA CGOV 34090 V/H Record.

19 General Correspondence 4 4 CGOV 34090 Incorporate important documents into address files.

23

Subject Files - Miscellaneous

1AR

CGOV 34090

27 Institution Permit Files P P CGOV 34090

28 Building Construction Plans – Common Interest COM + 1 P

H & S Code Sec 19850 Only keep large projects off-site.

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Department: COMMUNITY DEVELOPMENT Date of Approval: June 4, 2013 Department Head: Community Development Director/Administrative Assistant Series



Confidential Record

Reference Code

Active In Office


31 Oil Field Landscaping P P CGOV 34090 Review for vital history record and keep permanently.

33 Planning Commission Agenda Packets 2 3 5 CGOV 34090

35 Planning Files +3 3 CGOV 34090 Review for vital history.

36 Building Construction Plans – Other than common interest 90 Days 90 Days

CA Bldg. Code 106.4.2

Single Family Dwelling Tennant Improvement

37 CC&Rs P PDIA CGOV 34090

Retention Codes (Retention Begins After Current Year) AR = Annual Review COM = Completion E/C = Expired or Canceled PDIA = Permanent/Document




AU = After Audit

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CITY OF SIGNAL HILL RECORDS MANAGEMENT PROGRAM/RECORDS RETENTION SCHEDULE

Department: COMMUNITY SERVICES Date of Approval: June 4, 2013 Department Head: Community Services Director/Administrative AssistantSeries



Confidential Record


Active In Office

Inactive In Storage

Destroy

1 Accident and Incident Reports 5 5 CGOV 34090

2 CDBG - Brown Bag Program COM+5 5 CGOV 34090 CDBG requests keeping in office for 5 years.

3 Parks & Recreation Commission Audio Tapes 1 1 2 CGOV 34080

4 Contracts – Instructors COM+4 4 CGOV 34090

6 Transportation (Prop A) Files COM+5 5 CGOV 34090

Dial-A-Lift/Monthly Bus Pass/ Rec. Transit/Fixed Rate Transit/ Dial-A-Taxi

7 Facility Usage Files 2 2 CGOV 34090

8 Park & Recreation Commission Agendas CUR 4 5 CGOV 34090

11 General Correspondence CUR 2 3 CGOV 34090

12 Minutes - Parks & Recreation Commission Meetings CUR P PDIA CGOV 34090

13 CDBG – Kids Kamp Sliding Scale Program COM+5 5 CGOV 34090 CDBG requests keeping in

office for 5 years. 16 Animal Control Monthly 2 2 CGOV 34090

17 Bi-Monthly Time Sheets CUR 3 4 CGOV 34090

21 Park Programs Attendance Records C+1 2 3 CGOV 34090

22 Special Events 3AR 3 CGOV 34090

23 CDBG Residential Rehab. Grant Program COM+5 5 CGOV 34090

25 CDBG Project Files COM+5 3 5 CGOV 34090 CDBG requests keeping in office for 5 years.

26 CDBG Loan Files COM+5 5 CGOV 34090

Documents are retained until loan is paid off, plus five years.

28 Kids Kamp Registration Forms COM+1 3 4 CGOV 34090

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Department: COMMUNITY SERVICES Date of Approval: June 4, 2013 Department Head: Community Services Director/Administrative AssistantSeries



Confidential Record


Active In Office

Inactive In Storage

Destroy

29 Kids Kamp Receipts Books COM 2 3 CGOV 34090

30 Kids Kamp Sign-In/Out Sheets & Attendance COM+1 2 3 CGOV 34090

31 Animal Control Contracts COM+3 3 CGOV 34090

32 Community Services Receipt Books COM+2 2 CGOV 34090

33 Indemnification Forms (Excursions) 2 2 CGOV 34090

34 Paycheck Distribution List 2 2 CGOV 34090

35 FOSCHA C+2 3 5 CGOV 34090

36 Signal Hill Community Foundation C+2 3 5 CGOV 34090

37 Tree Donation Program P CGOV 34090

38 Needs Assessment 10AR CGOV 34090

39 Parks Master Plan 10AR CGOV 34090


AR = Annual Review COM = Completion E/C = Expired or Canceled PDIA = Permanent/Document Imaging/Archive T= Termination AS = After Settlement CUR =Current P = Permanent PDID = Permanent/Document Imaging/Destroy V/H = Vital/Historical AU = After Audit

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Department: FINANCE DEPARTMENT Date of Approval: June 4, 2013 Department Head: Finance Director Series



Confidential Record


Active In Office

Inactive In Storage

Destroy

2 Accounts Payable Files 1 3 AU + 4 CGOV 34090 Audit conducted in December following end of fiscal year.

3 Accounts Receivable Files 2 2 AU + 4 CGOV 34090 Audit conducted in December following end of fiscal year.

4 Audit Reports 5 5 10 PDID CGOV 34090 5 Banking Files 2 2 CGOV 34090 Series includes bank

statements.

7 Bonds Indenture Agreements P P PDIA CGOV 34090

8 Budget Working Files COM+1 2 CGOV 34090

9 Budgets - Operating 5 5 10 PDID CGOV 34090 V/H Record.

10 Business License Files T 2 2 X CGOV 34090

12 A/P Canceled Checks 1 4 AU + 5 CGOV 34090 Audit conducted in December following end of fiscal year.

13 Cash Receipts 1 2 3 CGOV 34090 14 Liability Claims AS+3 3 CGOV 34090 Destruction date is from date

of initiation per City Attorney.

18 General Ledgers 3 7 10 CGOV 34090 V/H Record. Series includes detail and summary trial balance.

20 Fixed Assets Files 2AR 2 CGOV 34090 Keep computer listing for each year

21 Franchise Files COM+2 -- 2 CGOV 34090 Review for V/H material & keep permanently

23 Insurance Files E/C+2 -- E/C+2 CGOV 34090

24 Journal Entries 1 7 7 CGOV 34090

27 Payroll Files 1 3 4 CGOV 34090 Series includes time sheets.

28 Payroll Registers 1 3 4 CGOV 34090

29 Purchase Orders/Requisitions 1 2 3 CGOV 34090

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Department: FINANCE DEPARTMENT Date of Approval: June 4, 2013 Department Head: Finance Director Series



Confidential Record


Active In Office

Inactive In Storage

Destroy

37

Controllers and Grant Reports (State) 5 5 CGOV 34090

Series includes gas tax reports and State Controller Reports.

40 Water & Refuse Register 1 1 2 CGOV 34090

41 Capital Improvement/Grant Files COM+5 5 CGOV 34090 Retain original land document permanently.

43 Canceled Payroll Checks 1 2 3 CGOV 34090 44 Water Cash Receipts 1 1 2 CGOV 34090 Includes intra-city utility billing.

45 Water Customer Service Requests 2 2 CGOV 34090

46 False Alarm Billing AS+1 2 3 CGOV 34090 This series is filed under cash receipts at the end of fiscal year.

47 Taxes C+1 6 7 CGOV 34090 Series includes W-2’s, Federal & State taxes, 941’s and quarterly’s

48 Alarm System Permits E/C + 1 E/C + 1 CGOV 34090

49 Comprehensive Annual Financial Reports (CAFR) 5 5 P PDIA CGOV 34090 V/H Record.

50 Payroll Employee Files T + 2 2 CGOV 34090 Files maintained in Payroll Office.

51 Grants AU + 5 AU + 5 Audit conducted in December

following end of fiscal year.

Retention Codes (Retention Begins After Current Year) AR = Annual Review COM = Completion E/C = Expired or Canceled PDIA = Permanent/Document Imaging/Archive T= Termination


AU = After Audit


Department: PUBLIC WORKS/ENGINERING Date of Approval: June 4, 2013 Department Head: Public Works Director/Administrative Assistant Series

No. Title Of Series Total Retention


Confidential Record


Active

In Office Inactive

In Storage Destroy

1 Land Development Files COM+2 2 CGOV 34090 V/H Record.

2 Correspondence Files – Chronological 3 3 CGOV 34090

3 Deeds and Easements - Original P PDIA CGOV 34090 V/H Record.

4 Master Plans/Engineering Reports P PDIA CGOV 34090 V/H Record.

6 Excavation Permits COM+2 2 CGOV 34090

8 Industrial Waste Files P PDIA CGOV 34090 V/H Record.

9 Maps & Plans/As Builts P PDIA CGOV 34090 V/H Record.

11 Project Files & Specifications COM+2 1 3 PDIA CGOV 34090

Review for V/H record, then keep only one copy of specs permanently

12 Local Government Assessments (Prop 218 Elections) LLMD#1 2 2 CG 53753

14 Streets Vacation Files P CGOV 34090

15 Subject Files 2AR 2 CGOV 34090

17 Traffic Studies and Records 5 5 CGOV 34090 Latest version of studies, plus last.

19 CDBG – Project/Grant Files COM+5 5 CGOV 34090

20 Pipeline Franchise Files (including excavation permit if necessary) P

PDIA CGOV 34090

Retention Codes (Retention Begins After Current Year) AR = Annual Review COM = Completion E/C = Expired or Canceled PDIA = Permanent/Document Imaging/Archive T= Termination AS = After Settlement CUR =Current P = Permanent PDID = Permanent/Document Imaging/Destroy V/H = Vital/Historical AU = After Audit

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Department: PUBLIC WORKS/CORPORATION YARD/ADMINISTRATIVE OFFICE Date of Approval: June 4, 2013 Department Head: Public Works Director/Deputy Director/Administrative Assistant

Series

No.

Title Of Series Total Retention


Confidential Record

Reference Code

Comments

Active In Office


2 Correspondence (General) 2 2 CGOV 34090

5 Graffiti Reports 2 2 CGOV 34090 Records are stored in log book.

7 Payroll Sheet/Time Tickets COM 2 2 CGOV 34090

9 Public Works Call-Out Incident Reports 2 2 PDID CGOV 34090

10 Purchase Orders 2 2 CGOV 34090

11 Safety Light Survey 1 1 PDID CGOV 34090 Records are stored electronically.

12 Street Light Survey 1 1 PDID CGOV 34090 Records are stored electronically.




AU = After Audit


Department: PUBLIC WORKS/CORPORATION YARD/FIELD MAINTENANCE Date of Approval: June 4, 2013 Department Head: Director/Deputy Director/Maintenance Supervisor Series



Confidential Record


Active In Office


1 HVAC System Reports CUR 5 CGOV 34090

2 Pesticide Usage Reports 3 3

Dept. of Pesticide

Reg. Code

3 Traffic Signs & Maintenance Records CUR + 1 7 CGOV 34090

4 Uniform Signs & Maintenance Records CUR 7

CGOV 34090

5 Department of Pesticide Training Records CUR + 1 2

6 Hazardous Materials Manifests P P PDIA

Decided to keep hard copy due to poor quality of final copy.

7 Tot Lot Inspection Reports CUR 2




AU = After Audit

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Department: PUBLIC WORKS/CORPORATION YARD/FLEET SERVICES Date of Approval: June 4, 2013 Department Head: Director/Deputy Director/Fleet Services Supervisor Series



Confidential Record

Reference Code

Comments

Active In Office

Inactive In Storage

Destroy

1 Computerized Vehicle Records/Works Orders T + 3

T + 3 PDID

CGOV 34090

Records maintained electronically for entire ownership of vehicle and destroyed after 3 years.

2 Diesel/CNG Purchasing Records 2 2 PDID CGOV 34090

3 Emission Reports (Bureau of Automotive Repair) 3 3 CGOV 34090

4 Fuel Delivering Records 2 2 CGOV 34090 5 Fuel Inventory Reconciliations 2 2 CGOV 34090

6 Tank Test Certificates 1 P PDIA CGOV 34090 Certificates scanned to document imaging system.

8 Waste Oil Pickup Manifests P P PDIA CGOV 34090 Manifests scanned to document imaging system.


AR = Annual Review COM = Completion E/C = Expired or Canceled PDIA = Permanent/Document Imaging/Archive

T= Termination




Department: PUBLIC WORKS/CORPORATION YARD/WATER SYSTEMS OPERATIONS Date of Approval: June 4, 2013 Department Head: Director/Deputy Director/Water Systems Supervisor

Series No. Title Of Series


Document Imaging

Confidential Record


Active In Office


1 Backflow/Cross Connection Test Results 1 6 7

Health Dept. Code

2 Lab Sample Reports 1 9 10

Health Dept. Code

Series includes: Bacteria, Iron & Manganese, Total Phosphates Lead & Copper, General Minerals, General Physical, In-Organics, V.O.C.’s and Nitrate & Nitrite Reports

3 Monthly Health Department Reports 1 6 7

Health Dept. Code

5 Daily Round Sheets 1 2 3 CG 34090 Checklist of facilities

6 Monthly Water Production Reports 2 2 CG 34090

7 Water Rights Lease Files P P PDIA Located in city hall Engineering Dept.

8 Water Rights Purchase Files P P PDIA Located in city hall Engineering Dept.

9 Underground Service Alerts CUR 5 5 CGOV 34090

Retention Codes (Retention Begins After Current Year) AR = Annual Review COM = Completion E/C = Expired or Canceled PDIA = Permanent/Document Imaging/Archive T= Termination


AU = After Audit

City of Signal Hill Records Retention Program/Records Retention Schedule

Dept.: Police Department June 4, 2013 Dept Head: Chief of Police

Record

Category Record Series

Record Description Format Location Reference

Code Comments Retention [Current Year +]

Traffic Citation Parking Tickets Hard File Cabinet 34090 GC 2 Years

Infractions Hard/Electronic File Cabinet RMS/DI* 34090 GC 3 Years

Misdemeanors Hard/Electronic File Cabinet RMS/DI 34090 GC 5 Years

Felonies Arrest/Report Homicide - 187 PC Hard/Electronic File Cabinet RMS/DI 799 PC No statutory limitation for

prosecution Permanent

Capital crimes punishable by death, life imprisonment Hard/Electronic File Cabinet

RMS/DI 799 PC No statutory limitation for prosecution Permanent

290 PC, 487.1 PC, 189 PC, and 192 PC Hard/Electronic File Cabinet

RMS/DI 800 PC and 801 PC

Prosecution for an offense punishable by imprisonment in state prison for 8 years or more must commence within 6 years after offense commission.

See comments for considerations in assigning retention. See 800 PC through 805 PC.

Misdemeanors Arrest/Citation 11357(b), (c), (d), (e) HS or 11360(b) HS Hard/Electronic File Cabinet

RMS/DI 11361.5 HS 11361.6(c) HS 2 Years

All others Hard/Electronic File Cabinet RMS/DI 34090 GC 5 Years

Records Report Non-criminal reports Hard/Electronic File Cabinet RMS/DI 34090 GC

Incident reports and missing persons (returned) reports

5 Years

Non-criminal reports Hard/Electronic File Cabinet RMS/DI 34090 GC Missing persons report

(still outstanding)

Permanent (till located), then follows 5 Year Retention Schedule

Non-fatal collisions Hard/Electronic File Cabinet RMS/DI 34090 GC

5 Years

Fatal collisions Hard/Electronic File Cabinet RMS/DI 34090 GC Permanent

Death In custody Hard/Electronic File Cabinet RMS/DI 34090 GC 25 Years

Officer involved shooting Hard/Electronic File Cabinet RMS/DI 34090 GC

Permanent

City of Signal Hill

Records Retention Program/Records Retention ScheduleDept.: Police Department May 2013 Dept Head: Chief of Police

Page 2 of 3

Records Registration files Hard/Electronic File Cabinet RMS/DI

457.1 PC 34090 GC 290 PC

Arson, narcotics, and sex registrants

Life of registrant within jurisdiction

Restraining/ Protective Orders Hard/Electronic File Cabinet

RMS/DI 13710 PC

2 Years or 90 day from expiration, whichever is greater

Stolen firearms Hard/Electronic File Cabinet RMS/DI 34090 GC Still outstanding in AFS

Permanent (till located), then follows 5 Year Retention Schedule

Active warrants Hard/Electronic File Cabinet RMS/DI Still outstanding in WPS

Permanent (till served), then follows 5 Year Retention Schedule

Uniform Crime Reports (UCR) Hard File Cabinet 34090 GC 5 Years

Monthly Arrest and Citation Register Hard File Cabinet 34090 GC 2 Years

Jail Register Hard Watch Commanders Office

34090 GC 6 Years

Booking Photos Hard File Cabinet 34090 GC 3 Years Daily Jail Checklist Hard File Cabinet 34090 GC 2 Years

Administrative Reviews Hard File Cabinet 34090 GC

2 Years

Internal Affairs Cases Hard File Cabinet (Admin) 34090 GC

Term of Employment + 5 Years

Payroll Hard File Cabinet 34090 GC 4 Years 911 Logs Hard File Cabinet 34090 GC 3 Years Supervisors Daily Log Hard File Cabinet 34090 GC 3 Years

Probable Cause Sheet Log Hard File Cabinet 34090 GC 2 Years

City of Signal Hill

Records Retention Program/Records Retention ScheduleDept.: Police Department May 2013 Dept Head: Chief of Police

Page 3 of 3

Records Bicycle License Hard File Cabinet 34090 GC 2 Years Bail Receipt Books Hard File Cabinet 34090 GC 4 Years Sign-In Logs Hard File Cabinet 34090 GC 2 Years Dispatch Card Hard File Cabinet 34090 GC 2 Years Field Interview Cards Hard/Electronic File Cabinet 34090 GC 5 Years

Sealed Records (Adult) Hard/Electronic File Cabinet RMS/DI 851.8 PC

Upon petition, records must be sealed and destroyed as ordered by the court.

Mandatory destruction upon and pursuant to court order

Sealed Records (Juvenile) Hard/Electronic File Cabinet RMS/DI

826(a) & (b) WIC 781(a) WIC

Upon petition, within 826(b) WIC, records may be destroyed as ordered by the court.

Mandatory destruction upon and pursuant to court order

*Records Management System/Document Imaging