HomeMy WebLinkAboutReso - CC - 006-2003RESOLUTION NO. 6-2003
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BURLINGAME
APPROVING A MASTER SCHEDULE FOR RETENTION AND DESTRUCTION OF
CITY RECORDS PURSUANT TO GOVERNMENT CODE SECTION 34090
RESOLVED, by the City Council of the City of Burlingame:
WHEREAS, Section 34090 provides that the City may destroy certain City records,
documents, and papers pursuant to schedules adopted by the City Council and subject to approval by
the City Attorney, without making a copy of the destroyed record, document, or paper; and
WHEREAS, the City Council has adopted a series of resolutions establishing and revising
these schedules over the past 15 years; and
WHEREAS, it is appropriate to update these schedules and establish a master schedule for
convenience and ease of access to both the public and the City departments; and
WHEREAS, the proposed master schedule will provide appropriate retention periods for
City records, while allowing the City to remove documents that are no longer relevant or have
become outdated,
NOW, THEREFORE, IT IS RESOLVED AND ORDERED:
1. The Master Schedule for Retention and Destruction of City Records is approved. All
previous retention schedules are repealed.
2. The City Attorney is directed to review the adopted schedule and requested to approve it
pursuant to Government Code section 34090.
3. Nothing contained in this Resolution or the Master Schedule is intended to nor does it
preclude destruction of records pursuant to Government Code section 34090.5 (reproduced or
duplicated records).
MAY
I, ANN T MUSSO, City Clerk of the City of Burlingame, do hereby certify that the foregoing
resolution was introduced at a regular meeting of the City Council held on the 21st day of
January , 2003, and was adopted thereafter by the following vote:
AYES: COUNCILMEMBERS: BAYLOCK, COFFEY, GALLIGAN, JAN NEY, O'NAHONY
NOES: COUNCILMEMBERS: NONE
ABSENT: COUNCILMEMBERS: NONE 1
CIT LERK
CITY OF BURLINGAME
MASTER SCHEDULE FOR
RETENTION AND DESTRUCTION OF CITY RECORDS
PURSUANT TO GOVERNMENT CODE SECTION 34090
Approved by the City Council of the City of Burlingame on 2003,
by Resolution No.
Approved by the City Attorney of the City of Burlingame on 2003
Department CITYWIDE
Title of Record
Retention
Comments
Period
Duplicates of Records in which Original or
When no
See Government Code section 34090.7
Primary Record is Retained by Another City
longer required
and Video Recordings below
Department
by department
holding
duplicate
E -Mails as retained by
2 years
California law is not settled as to whether
Network Server Back-up (does not apply to
some or all City e-mails constitute records
deletion for individual work
under Government Code section 34090 or
stations/mailboxes)
the California Public Records Act; it is
not intended that this schedule would
concede or establish in any way that some
or all e-mails are records or public
records. Instead, this provision is
intended to retain e-mails transmitted
through the City's network servers insofar
as possible until such time as the State of
California adopts legislation that provides
adequate guidance regarding these
communications
Video recordings of events
90 days
Approved:
City Attorney CITYWIDE - 1 1/1/2003
Department CITY ATTORNEY
Title of Record
Retention Period
Comments
City Department and Subject Matter Files
5 Years
Review and separate at 5 years
City Attorney Author (or Chronological) Files
Permanent
Workers Compensation and Discipline Files
Permanent
Criminal Prosecutions
5 Years
Review and separate at 5 years
Small Claims Actions filed by City
5 Years
Review and separate at 5 years
Civil Cases, except small claims filed by City
Permanent
Property Acquisition
Permanent
Annexations
Permanent
Closed claims
10 years
Review and separate at 10 years
Code Enforcement
10 years
Review and separate at 10 years
Approved: Attorney - 1
City Attorney
1/1/2003
Department CITY CLERK
Title of Record
Retention
Period
Comments
100 GENERAL ADMINISTRATIVE FILES
101 Office General Management Files
-03 Correspondence — External File
2 years
102 Office Reference Files
-01 General Information File
Current
-02 Chronological File
2 years
-03 Professional Associations/Organizations
File
2 years
-04 Community Organizations File
2 years
-05 Departmental Staff Reports File
5 years
-06 Newsletters/Publications File
2 years
-07 Proclamations/Commendations/Letters
of Welcome File
2 years
103 Forms Management Files
-02 Blank Forms File
Current
200 PLANNING FILES
201 Emergency Planning Files
-01 General Information File
Current
-02 Civil Defense File
Current
-03 Flood/Mudslide File
10 years
Review at 10 years
202 City Planning Files
-02 Environmental Impact Reports File
10 years
Review at 10 years
Approved:
City Attorney City Clerk - 1 1/1/2003
Department CITY CLERK
Title of Record
Retention
Period
Comments
-03 Traffic Allocation File
5 years
Review at 5 years
-04 Commercial Areas File
5 years
Review at 5 years
-05 Hotels File
5 years
Review at 5 years
204 General Plan Files
-01 General Information File
Current
-02 Elements File
10 years
Review at 10 years
300 CITY MANAGEMENT FILES
301 City Council Files
-01 General Information File
Current
-02 Agenda File
5 years
-03 Minutes File
Permanent
-04 Council Packet File
10 years
302 Boards, Commissions and Committees
Files
-01 General Information File
Current
-02 Traffic, Safety & Parking Commission
File
5 years
Review at 5 years
-03 Planning Commission File
10 years
Review at 10 years
-04 Parks & Recreation Commission File
5 years
Review at 5 years
-05 Civil Service Commission File
5 years
Review at 5 years
-06 Beautification Commission File
5 years
Review at 5 years
-07 Chamber of Commerce File
5 years
Review at 5 years
Approved:
City Attorney City Clerk - 2 1/1/2003
Department CITY CLERK
Title of Record
Retention
Period
Comments
-08 Library Board
5 years
Review at 5 years
400 FINANCIAL AND FISCAL FILES
404 Cash and Surety Bonds Files
-01 General Information File
Current
405 Insurance Files
-02 Policies Files
Permanent
410 Budget Files
-01 General Information File
5 years
-02 Budgets
10 years
-03 Audit Reports
Permanent
600 PURCHASING AND CONTRACTING
FILES
601 Purchasing Files
-03 Purchase Orders File
5 years
700 LEGISLATIVE AND LEGAL FILES
701 Legislative Files
-01 General Information File
Current
-02 Ordinances Files
Permanent
-03 Resolutions File
Permanent
-04 State Legislation File
Current
Approved:
City Attorney City Clerk - 3 1/1/2003
Department CITY CLERK
Title of Record
Retention
Period
Comments
702 Elections Files
-01 General Information File
Current
-02 General Municipal Election File
10 years
-03 Candidates File
10 years
-04 Non -City Election File
Current
-05 Issues File
5 years
704 General Legal Files
-01 General Information File
Current
-02 Deeds File
Permanent
-03 Quitclaim Deeds File
Permanent
-04 Easements Files
Permanent
-05 AbandonmentsNacations File
Permanent
-06 Agreements/Contracts File
10 years
10 years after expiration/settlement
-07 Claims by/Against City
10 years
Review at 10 years
-08 Assessment District File
10 years
Review at 10 years
-09 Certificates of Publication File
2 years
-10 Annexations File
Permanent
-11 Leases File
20 years
20 years after expiration/settlement
-12 Airport File
5 years
-13 Complaint/Grievance File
5 years
705 Agencies File
-02 Federal Agencies File
Current
-03 State Agencies File
Current
Approved:
City Attorney City Clerk - 4 1/1/2003
Department CITY CLERK
Title of Record
Retention
Period
Comments
-04 Regional Agencies File
Current
-05 County Agencies File
Current
706 Permits Files
-02 Encroachment Permits File
Permanent
-03 Revocable Permits File
5 years
5 years after expiration
-05 Public Agencies Permits File
5 years
5 years after expiration
-06 Amusement Permits File
5 years
5 years after expiration
-07 Taxicab Permits File
5 years
5 years after expiration
707 Fair Political Practices Commission
Filings Files
-01 General Information File
Current
-02 Campaign Disclosure Forms File
7 years or
permanent
State law requires elected officials'
campaign statements to be kept
permanently; those who are not elected,
for at least five years (for council) and
seven years (for clerk) after election. See
Gov't Code section 81009. Campaign
committees for ballot propositions should
be kept permanently.
-03 Statements of Economic Interest Reports
File — Form 721
Permanent
-04 Statements of Economic Interest Reports
File — Forms 700, 730, etc.
Permanent
See Gov't Code section 81009
800 ENGINEERING AND CONSTRUCTION
FILES
801 General Engineering Files
Approved:
City Attorney City Clerk - 5 1/1/2003
Department CITY CLERK
Title of Record
Retention
Period
Comments
-01 General Information File
Current
-02 Bids File
2 years
812 Streets/flighways/Bridges Files
-01 General Information File
-02 Anza Freeway Connection File
10 years
Review at 10 years
1000 REAL ESTATE FILES
1001 City Property Files
-01 General Information File
Current
1002 Unincorporated Property/Areas File
-02 Specific Areas File
10 years
Review at 10 years
1100 TRAFFICITRANSPORTATIONI
PARKING ENGINEERING FILES
1105 Public Parking Files
-01 General Information File
Current
-02 Studies/Surveys File
10 years
Review at 10 years
-03 Caltrain Parking Lots File
10 years
Review at 10 years
1107 Public Transportation Files
-01 General Information File
Current
-02 Bus Service Files
5 years
-03 BART File
Permanent
-04 Railroads File 1
5 years
Approved:
City Attorney City Clerk - 6 1/1/2003
Department CITY CLERK
Title of Record
Retention
Period
Comments
-05 City/County Transportation Committee
File
5 years
-06 Taxicabs File
5 years
1200 PUBLIC UTILITIES FILES
1201 Franchise Files
-02 Pacific Gas & Electric File
Permanent
-04 Cable Television System File
Permanent
-05 Solid Waste Removal/Disposal
Companies File
10 years
10 years after expiration
1202 Water System Files
-01 General Information File
Current
-02 Bay Area Water Users Association File
5 years
-03 San Francisco Water System File
Permanent
1203 Wastewater Treatment Files
-01 General Information File
Current
1204 Energy Resources Files
-01 General Information File
Current
1205 Sewer System Files
-01 General Information File
Current
1400 CULTURE, EDUCATION, HEALTH&
RECREATIONFILES
1401 Schools File
Approved:
City Attorney City Clerk - 7 1/1/2003
Department CITY CLERK
Title of Record
Retention
Period
Comments
-01 General Information File
Current
1402 Parks and Recreation Files
-01 General Information File
Current
-02 Bike/Pedestrian Trails File
5 years
1403 Senior Citizens and Disable Files
-01 General Information File
Current
1405 Hospital Service Files
-01 General Information File
Current
1407 Cultural/Historical Files
-01 General Information File
Current
-02 Sister City File
2 years
Approved:
City Attorney City Clerk - 8 1/1/2003
ALL DOCUMENTS FROM FINANCEARE TO BE
DESTROYED BYSHREDDING OR BURNING
WITHOUT EXCEPTION
Department FINANCE
Title of Record
Retention
Period
Comments
FINANCIAL AND FISCAL
Accounts Payable — Petty Cash
5 years
5 years after audit
Assessment Districts
10 years
Review at 10 years
Assessment Rolls
10 years
Review at 10 years
Assessment Notices
2 years
Audit Workpapers
5 years
Bank Adjustment Files
5 years
Bank Statements
5 years
Bayside Improvement District #4
10 years
Review at 10 years
Bonds and Certificates of Participation and other
Debt Service Documents
5 years
5 years after expiration/settlement
Bond/Coupon Collection Files
5 years
5 years after expiration/settlement
Bond Maturity Listing
5 years
5 years after expiration/settlement
Bond Paying Agent Statements
5 years
5 years after expiration/settlement
Business License Collection Files
3 years
Check Advice Files, Not Sufficient Funds
2 years
Certificates of Participation
5 years
5 years after expiration/settlement
Correspondence and Reports
5 years
Review at 5 years
Deposit Receipts
10 years
Deposit Receipts, County
2 years
Deposit Passbooks
5 years
Deposit Summaries
5 years
Approved:
City Attorney
Finance -1
1/1/2003
ALL DOCUMENTS FROM FINANCE ARE TO BE
DESTROYED BYSHREDDING OR BURNING
WITHOUT EXCEPTION
Department FINANCE
Title of Record
Retention
Period
Comments
Employee Earnings Ledger
Permanent
Employee Earnings Registers
Permanent
Improvement Bond Proceedings
5 years
5 years after expiration/settlement
Improvement Bonds
5 years
5 years after expiration/settlement
Investment Authorizations
5 years
Investment Listings
2 years
2 years, until superseded, whichever is
later
Journal Entries
5 years
5 years after audit
Parcel Maps, Assessment Districts
10 years
Review after 10 years
Parking Meter Files
2 years
Payroll Benefit Payments
20 years
Payroll Payments
20 years
Payroll Registers, Payments
20 years
Record of Bond Assessments
5 years
5 years after expiration/settlement
Receipts, Miscellaneous
5 years
Receipts and Disbursements, Bonds
5 years
5 years after expiration/settlement
Registers, Bonds
5 years
5 years after expiration/settlement
Registers, Check
5 years
Registers, Tax Accrual
5 years
Registers, Warrant/Fund
5 years
Reports and Studies
10 years
Review at 10 years
Staff Reports
5 years
Approved:
City Attorney Finance -2
1/1/2003
ALL DOCUMENTS FROMFINANCE ARE TO BE
DESTROYED BY SHREDDING OR BURNING
WITHOUT EXCEPTION
Department FINANCE
Title of Record
Retention
Period
Comments
Tax Files
5 years
5 years after audit
Terminated/Separated Employees' Files
20 years
Transfer to Human Resources at 20
years
Treasurer Reports
5 years
5 years after audit
Warrant Listings
5 years
5 years after audit
Cancelled Checks
3 years
SB 90 Claims
3 years
3 years after final payment
Fixed Asset Inventory
3 years
3 years after audit
ACTIVE FILES — FINANCL4L AND FISCAL
100 GENERAL ADMINISTRATIVE FILES
101 Office General Management Files
-04 Policies/Procedures Files
Current
Master kept elsewhere
102 Office Reference Files
-01 General Information Files
Current
-08 Consumer Price Index
Permanent
-09 Census Information File
Current
Duplicate elsewhere
-10 Tax Rate Reporting File
Current
-11 Equal Employment Opportunity Comm'n
File
Current
104 Records Management File
-01 General Information File
Current
Approved:
City Attorney Finance -3
1/1/2003
ALL DOCUMENTS FROM FINANCE ARE TO BE
DESTROYED BYSHREDDING OR BURNING
WITHOUT EXCEPTION
Department FINANCE
Title of Record
Retention
Period
Comments
200 PLANNING FILES
201 Emergency Planning Files
-01 General Information File
Current
400 FINANCLIL AND FISCAL FILES
401 Accounting Files
-01 General Information Files
Current
-04 Accounts Receivables File
5 years
5 years after expiration/settlement
-05 Fixed Assets/Depreciation File
Permanent
-06 Petty Cash File
5 years
5 years after audit
-08 Estimated Compensation Absence File
5 years
5 years after audit
402 Audit Files
-01 General Information Files
Current
-02 Annual Audit Reports File
Permanent
-03 Single Audit Reports File
Permanent
-04 Revenue Sharing Audit Report File
Permanent
-05 Audit Adjustments File
Permanent
-06 TDA Audit Reports File
Permanent
403 Banking Files
-01 General Information File
Current
404 Debt Financing Files
Approved:
City Attorney
Finance -4
1/1/2003
ALL DOCUMENTS FROM FINANCE ARE TO BE
DESTROYED BYSHREDDING OR BURNING
WITHOUT EXCEPTION
Department FINANCE
Title of Record
Retention
Period
Comments
-01 General Information File
Current
-02 Certificate of Participation — W WTP Lease
File
10 years
Review at 10 years
-03 Energy Conservation Loan File
5 years
5 years after audit
-04 Treatment Plant Improvements
5 years
5 years after audit
405 Insurance Files
-01 General Information File
Current
-02 Policies File
Permanent
-03 City Dental Plan File
3 years
3 years after expiration/settlement
406 Payroll Files
-01 General Information File
Current
407 Financial Reports File
-01 General Information File
Current
-02 Financial Statements File
7 years
7 years after audit
-03 Expenditure Reports File
7 years
7 years after audit
-04 Revenue Report File
7 years
7 years after audit
-05 Total Summary Reports File
7 years
7 years after audit
-08 Trial Balance File
7 years
7 years after audit
-09 Budget Report File
7 years
7 years after audit
-10 Journal Entry Report File
7 years
7 years after audit
-17 Revenue Transaction Report File
7 years
7 years after audit
-18 Expenditure Transaction Report File
7 years
7 years after audit
Approved:
City Attorney Finance -5
1/1/2003
ALL DOCUMENTS FROM FINANCE ARE TO BE
DESTROYED BYSHREDDING OR BURNING
WITHOUT EXCEPTION
Department FINANCE
Title of Record
Retention
Period
Comments
-19 General Ledger Transaction Report File
7 years
7 years after audit
-20 Accounts Payable Check Register File
7 years
7 years after audit
-21 Labor Reports File
7 years
7 years after audit
-22 Monthly Cash Report File
7 years
7 years after audit
409 Tax Files
-01 General Information File
Current
-05 Strong Motion Instrumentation Program File
10 years
Review after 10 years
410 Budget Files
-01 General Information File
Current
-02 Annual Budget File
10 years
-03 Budget Revisions File
5 years
5 years after audit
-04 Budget Transfers File
5 years
5 years after audit
-05 Capital Improvement Budget File
10 years
Review after 10 years
411 Grant Files
-01 General Information File
Current
-02 Project 906 — Clean Water Grant File
10 years
10 years after audit
-03 Safer Roads Grant File
10 years
10 years after audit
-04 Project 25 — Sewer Systems Study Grant File
10 years
10 years after audit
-05 Sewer Outfall Joint Project File
10 years
10 years after audit
-06 Park Project Grants File
10 years
10 years after audit
-07 Project 911 — Traffic Control Device
Inventory File
10 years
10 years after audit
Approved:
City Attorney Finance -6 1/1/2003
ALL DOCUMENTS FROM FINANCE ARE TO BE
DESTROYED BYSHREDDING OR BURNING
WITHOUT EXCEPTION
Department FINANCE
Title of Record
Retention
Period
Comments
-08 Project 20-918 —Railroad Warning Signs File
10 years
10 years after audit
412 Special District Files
-01 General Information File
Current
413 Annual Reports Files
-01 General Information File
Current
-02 State Controllers Report File
5 years
5 years after audit
-03 Street Report/Gas Tax File
5 years
5 years after audit
500 PERSONNEL FILES
504 Personnel, Medical and Compensation Files
-02 City Plan File
3 years
-03 Deferred Compensation File
5 years
5 years after expiration/settlement
600 PURCHASING/CONTRACTING FUNCTION
601 Purchasing Files
-04 Contracts/Agreements
5 years
5 years after expiration/settlement
700 LEGISLATIVE AND LEGAL FILES
704 General legal files
-06 Agreements/Contracts File
5 years
5 years after expiration/settlement
705 Agencies Files
-03 State Agencies File
10 years
Review after 10 years
Approved:
City Attorney
Finance -7
1/1/2003
ALL DOCUMENTS FROM FINANCEARE TO BE
DESTROYED BY SHREDDING OR BURNING
WITHOUT EXCEPTION
Department FINANCE
Title of Record
Retention
Period
Comments
-05 County Agencies File
10 years
Review after 10 years
1200 PUBLIC UTILITIES FILES
1201 Franchise Files
-02 Pacific Gas & Electric File
5 years
5 years after audit
-04 Cable TV System File
5 years
5 years after audit
-05 Solid Waste Removal/Disposal Company File
5 years
5 years after audit
1202 Water System/Billing Files
-01 General Information File
Current
1600 ADMINISTRATIVE SERVICES FILES
1601 Computer Information Files
-06 Maintenance Agreements
3 years
1603 Telephone System Files
-01 General Information
2 years
1604 City Hall — Maintenance/Information Files
-01 General Information
Current
-02 Maintenance Agreements
Current
PAYROLL FILES—ACTIVE
100 GENERAL ADMINISTRATIVE FUNCTION
103 Forms Management Files
Approved:
City Attorney
Finance -8
1/1/2003
ALL DOCUMENTS FROM FINANCE ARE TO BE
DESTROYED BYSHREDDING OR BURNING
WITHOUT EXCEPTION
Department FINANCE
Title of Record
Retention
Period
Comments
-02 Blank Forms
Current
-04 Handouts/Pamphlets/Brochures
Current
400 FINANCIAL FISCAL FUNCTION
406 Payroll Files
-01 General Information File
Current
-03 Individual Payroll Data File — Active
Employees
Permanent
-04 Individual Payroll Data File — Temporary
Employees
Permanent
-06 Check requests file
5 years
5 years after audit
407 Financial Reports File
-11 Payroll Check Register File
Permanent
-13 Gross to net earnings report file
Permanent
-16 Payroll earnings register file
Permanent
W -2's
Permanent
Quarterly Annual Tax Information
10 years
Timecards
Permanent
1-9's
Current
1099's
5 years
TREASURER'S FILES —ACTIVE
400 Financial and Fiscal Function
Approved:
City Attorney
Finance -9
1/1/2003
ALL DOCUMENTS FROMFINANCEARE TO BE Department FINANCE
DESTROYED BY SHREDDING OR BURNING
WITHOUT EXCEPTION
Title of Record
Retention
Period
Comments
414 Treasurer's Files
-01 General Information
Current
-03 Savings and Loans
5 years
5 years after audit
-04 Driving under influence (DUI) reports
2 years
2 years after expiration/settlement
Investments
5 years
Transient Occupancy Tax Exemption Back-up
Documentation
5 years
Transient Occupancy Tax Returns
5 years
UTILITYRECORDS
Month-end Reports
7 years
Month-end Computer Reports
7 years
Applied Cash Reports
3 years
Closing Registers
3 years
Miscellaneous Cash Receipts/Counter
3 years
Billing Reg -Rem Reg
3 years
Transfers
3 years
Petty Cash
3 years
Edit Listings
3 years
San Francisco Water Bills
3 years
Itron
2 years
Correspondence
2 years
Approved:
City Attorney Finance -10 1/1/2003
ALL DOCUMENTS FROMFINANCE ARE TO BE
DESTROYED BYSHREDDING OR BURNING
WITHOUT EXCEPTION
Department FINANCE
Title of Record
Retention
Period
Comments
Magnetic Tapes
5 years
Destroy those before 1998
Allocations
5 years
Destroy those before 1998
VARIOUS FILES
Bonds, cancelled
7 years
7 years after expiration/settlement
Cash Receipts
10 years
Checks, Cancelled
5 years
Invoices, Paid /Warrants
5 years
Joint Power Authority and Multi -Agency Agencies
Documents
3 years
Journal Vouchers
5 years
5 years after audit
Ledgers
5 years
5 years after audit
Payroll Quarterly Register
Permanent
Payroll Deduction Register
Permanent
PERS Register
Permanent
PERS Health Register
2 years
Payroll Transaction Register
2 years
Tax Recap
2 years
Payroll Monthly Register
Current
Superseded by Quarterly Register
Printouts
5 years
Approved:
City Attorney Finance -11 1/1/2003
ALL DOCUMENTS FROM FINANCE ARE TO BE Department FINANCE
DESTROYED BYSHREDDING OR BURNING
WITHOUT EXCEPTION
Approved:
Title of Record Retention Comments
Period
City Attorney Finance -12 1/1/2003
Department FIRE
Title of Record
Retention
Comments
Period
Personnel Records
Archive upon
separation,
transfer to
Human
Resources
Incident Reports
5 years
Patient Care Reports
5 years
Destruction by shredding
Fire Inspection Reports
20 years
Building Construction Records
Permanent
Archive after 20 years
Approved:
City Attorney Fire- 1 1/1/2003
Department HUMAN RESOURCES
Title of Record
Retention
Period
Comments
Individual Personnel Records
20 years
20 Years post -employment
Workers Compensation Files
20 years
20 Years post -employment
Health Benefit Information
10 years
Department Correspondence
5 years
Training records outside individual employee
files
10 years
Retirement information
10 years
Memoranda of Understanding with Employee
Associations
20 years
Notes regarding Labor Negotiations
10 years
Grievance Files
20 years
Employment Discrimination Complaints and
Investigations
20 years
Recruitment and Hiring Files
10 years
Dental Files and Claims
5 years
Vision Files and Claims
5years
Cafeteria Plan Files and Claims
5 years
Deferred Compensation Files
5 years
Employment Applications for Persons not
hired from Application
3 years
Approved:
City Attorney Human Resources - 1 1/1/2003
Department LIBRARY
Title of Record
Retention
Period
Comments
Administrative Files
5 years
Budget Files
10 years
Library Board Minutes
Permanent
Correspondence
3 years
Current Personnel Files
Current for
length of
employment
Personnel Files — Past Employees
20 years, then
transfer to
Human
Resources
Architectural Records
Permanent
Building Maintenance Records
5 years
Major maintenance or remodeling records
Permanent
Deposit records
10 years
Cash register tapes
5 years
Banking records
10 years
Active patron records
4 years
Inactive patrons
4 years
Overdue fines
5 years
Resolved fines
2 years
Unresolved fines
Permanent
Approved:
City Attorney Library - 1
1/1/2003
Department MANAGER
Title of Record
Retention
Period
Comments
Council Correspondence
5 years
Agenda files
2 years
Council packet files
2 years
Also held by Clerk's Office
City Manager Chronological Files
5 years
City Manager Correspondence Files
5 years
Departmental Files
3 years
Alphabetical Subject Files
3 years
Commissioner Roster Files
2 years
Commission Minutes
2 years
Budget Files
3 years
Approved:
City Attorney Manager -1 1/1/2003
Department PARKS & RECREATION
Title of Record
Retention
Period
Comments
Alphabetical Subject Files
3 years
Budget Files
5 years
Commission Agenda Files
2 years
Chronological Files
5 years
Correspondence Files
5 years
Daily Time Sheets
3 years
Department Files
3 years
Personnel Files for Current Employees
Current until
separated
See Past Employees Files below
Personnel Files for Past Employees
10 years, then
Transfer to
Human
Resources
Service Requests
3 years
Registration Cards
2 years
Building/Room Rental Contracts
2 years
Picnic Permits
2 years
Bank Statements
5 years
Petty Cash Records
5 years
Refund Account Records
5 years
Revolving Account Records
5 years
Vendor/Contractor Information and Files
5 years
Department Credits and Used Credits
5 years
Commission Information
10 years
Approved:
City Attorney Parks & Rec-1 1/1/2003
Department PLANNING
Title of Record
Retention
Comments
Period
Address Files, including staff reports and plans
Permanent
Alphabetical subject file
3 years
Burlingame Studies
Permanent
Back-up data
5 years
Census data originals
Permanent
Consultant files
Listing of credentials
2 years
Contracts and payments
5 years
Correspondence
Correspondence related to a specific topic
will be retained for the same length of time as
the underlying data for the topic
Miscellaneous Correspondence
2 years
Chronological File
2 years
Environmental Impact reports
EIR documents
Permanent
EIR background reports, drafts
2 years
EIRLogs
Permanent
General Plan
Element drafts
2 years
Adopted elements
Permanent
Data and analysis
2 years
Baseline land use data
Permanent
Microfiche plan file
Permanent
Negative Declarations
Negative declaration documents
10 years
Negative declaration background
2 years
documents, drafts
Negative declaration logs
Permanent
Approved:
City Attorney Planning -1 1/1/2003
Department PLANNING
Title of Record
Retention
Period
Comments
Other agency permit logs, recordation, and
permits
Permanent
Planning Commission Resolution Files
Permanent
Planning Commission Minutes
Permanent
City Planner Notes from Planning
Commission meetings
3 years
City Planner Notes from City Council
meetings
5 years
Planning Commission meeting tapes
Permanent
Zoning studies/staff reports
Permanent
Planning Commission Subcommittee minutes
2 years
Sanborn Maps
Permanent
San Mateo County Assessor Records Books
Pre -1960
Permanent
Approved:
City Attorney Planning -2 1/1/2003
Department POLICE
Title of Record
Retention
Period
Comments
Attendance
5 years
Bail Trust Bank Statement/Cancelled Checks
3 years
Bills, original (paid by petty cash check)
3 years
Also held by Finance?
Citizen Complaints
5 years
Pursuant to Penal Code
Correspondence
3 years
Overtime (cash and CTO)
3 years
Petty Cash Accounts
3 years
POST Training Reimbursement
3 years
See POST Administrative Manual,
Section E
Vehicle Registration (sale/maintenance)
2 years after
disposal of
vehicle
Personnel Records
1 year
following
separation,
then Transfer
to Human
Resources for
archives
Crime/Accident Reports
5 years
Recalled Warrants
5 years
Bail Record Tally Sheets
2 years
Monthly Statistics — Reports
2 years
ID# Assignment Log
2 years
Miscellaneous Incident Reports
2 years
H&S § 11357 Purge Log
2 years
Approved:
City Attorney POLICE -1 1/1/2003
Department POLICE
Title of Record
Retention
Period
Comments
FI Cards
2 years
Citations
2 years
Overnight Parking Permits — Expired
2 years
2 years after expiration
Bicycle Licenses Expired
2 years
Taxi Applicants Expired
2 years
Masseuse Applicants Expired
2 years
ID Jackets
1 year after
subject death
or 5 years,
whichever is
later
Supervisor's Crime/Incident Report
2 years
Recordings of Dispatch, Radio, and Telephone
90 days
Approved:
City Attorney POLICE -2 1/1/2003
Department PUBLIC WORKS — ENGINEERING
Title of Record
Retention
Period
Comments
CAPITAL IMPROVEMENT PROJECTS
— Plans and as-builts
Permanent
— Specifications/Shop drawings
Permanent
— Submittals of materials
Permanent
— Design/PS&E
Permanent
— Master Plan Studies/F.S.
Permanent
— Certified Payrolls
10 years
— Invoices and payments
10 years
— Contractor Correspondence
10 years
— Engineer's Correspondence
10 years
— Change Orders (may include physical
changes and details)
Permanent
— Construction diaries/reports
10 years
ENCROACHMENTS
— Utilities
Permanent
— Encroachment permits for street construction
10 years
— Encroachment permits — all others — fences,
etc.
Permanent
Encroachment permits from other agencies
Permanent
Agreements (all types), Leases, and Easements
Permanent
General correspondence reading file
5 years
Approved:
City Attorney PUBLIC WORKS - 1 1/1/2003
Department PUBLIC WORKS — ENGINEERING
Title of Record
Retention
Period
Comments
Subdivision and parcel maps
Permanent
Work Orders
5 years
Street File (includes work orders,
correspondence by street)
10 years
Landfill monitoring records
Permanent
Annexation records
Permanent
Approved:
City Attorney PUBLIC WORKS - 2 1/1/2003
Department PUBLIC WORKS CORPORATION YARD
Title of Record
Retention
Period
Comments
Plans and As-Builts
Permanent
Specifications/Shop Drawings
Permanent
Master Plan Studies/F.S.
Permanent
Invoices and Payments
3 years
Contractor Correspondence
5 years
5 years after completion of project
Vendor/Contractor Information/Files
5 years
5 years after completion of project
Agreements and Change Orders
5 years
5 years after completion of project
Construction diaries/reports
10 years
Work Orders
Hard Copy
Electronic Copy
2 years
5 years
Alphabetical Subject Files
3 years
Budget Files
3 years
Correspondence Files (not contract -related)
3 years
Daily Time Sheets
3 years
Department Files
3 years
Personnel Files for Current Employees
Current until
separated
See Past Employees Files Below
Personnel Files for Past Employees
3 years, then
transfer to
Human
Resources
Service Requests
3 years
Administrative Records
Vacation/Sick Leave Control Sheets
Payroll Information
3 years
Approved:
City Attorney PUBLIC WORKS - 3 1/1/2003
Department PUBLIC WORKS CORPORATION YARD
Miscellaneous Correspondence
2 years
Videotape or DVD records
3 years
Information cannot be taped or recorded
over during that period
Approved:
City Attorney PUBLIC WORKS - 4 1/1/2003