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HomeMy WebLinkAboutReso - CC - 003-1992RESOLUTION NO. 3-92 ADOPTING RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN PLANNING DEPARTMENT RECORDS WHEREAS, Section 34090 of the Government Code of the State of California provides that with the approval of the legislative body by resolution, and with the consent of the City Attorney, the head of a city department may, with certain exceptions, destroy any city records, document, instrument, book or paper not less than two (2) years old, without making a copy thereof, and after the same is no longer required; and WHEREAS, it has been recommended that a schedule be adopted providing for the retention of and destruction of Planning Department records; NOW, THEREFORE, be it RESOLVED by the City Council of the City of Burlingame: in accordance with Section 34090 of the California Government Code, the Council does hereby approve a Records Retention Schedule for the Planning Department office and authorizes the destruction of the records listed in Exhibit °A3" after the elapse of the stated retention period. / I, JUDITH A. MALFATTI, 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 6th day of January , 1992 , and adopted thereafter by the following vote: AYES: COUNCILMEMBERS: HARRISON, KNIGHT, LEMBI, O'MAHONY, PAGLIARO NOES: COUNCILMEMBERS: NONE ABSENT: COUNCILMEMBERS: NONE CITI CLERK EXHIBIT "A" RECORDS RETENTION SCHEDULE PLANNING DEPARTMENT Record Time to Retain Address files including Permanent staff reports, plans Administrative records 3 years - Vacation/Sick Leave control sheets - Payroll information Alphabetical subject file 3 years Burlingame studies Permanent - Backup data 5 years Budget files 5 years - Monthly budget reports 5 years Census data originals Permanent Consultant files - Listing of credentials 2 Years - Contracts and payment years Environmental Impact Reports - EIR documents 10 years - EIR background reports 2 years - EIR logs Permanent General Plan - Element drafts 2 years - Adopted elements Permanent - Data and analysis 2 years - Base land use data Permanent Microfiche plan file Permanent Negative Declarations - Negative declaration documents 10 years - Negative declaration background 2 years - Negative declaration logs Permanent Other agency permit logs, recordation and permits Permanent Personnel files Current employees Current until superseded - Past employees 10 years Records Retention Schedule Planning Department Record Planning books, monographs, studies Planning Commission meeting tapes Planning Commission minutes and agendas Planning Commission resolutions Purchasing records Zoning studies and staff reports for revisions and new regulations Approved: Approved: ty Attorney Approved:, ity Council Resolution 3-92 Page 2 Time to Retain 5 years Permanent (5 years in office, then storage) Permanent - vault Permanent 3 years 10 years