Loading...
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periods for City records, while allowing the City to remove documents that are no longer relevant or have become outdated, NOW, THEREFORE, IT IS RESOLVED AND ORDERED: 1.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 All previous retention schedules are repealed. 2.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