HomeMy WebLinkAboutReso - CC - 092-1988RESOLUTION NO. 92-88
ADOPTING RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION
OF CERTAIN CITY CLERK 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 and destruction of City Clerk Department records;
NOW, THEREFORE, be it RESOLVED by the City Council of theCity of
Burlingame: In accordance with Section 34090 of the California Goverment Code,
the Council does hereby approve a Records Retention Schedule for the City Clerk
Department and authorizes the destruction of the records listed in Exhibit "A"
after the elapse of the stated retention period.
BE IT FURTHER RESOLVED that records not specified in Exhibit "A"
shall not be destroyed without express approval of the City Attorney and a
resolution acted upon by the City Council.
I, JUDITH A. MALFATTI, City Clerk of t
hereby certify that the foregoing resolution was introduced at a regular meeting
of the City Council held on the 19th day of September, 1988, and was adopted
thereafter by the following vote:
AYES: COUNCILMEMBERS; AMSTRUP, BARTON, LEMBI, MANGINI, PAGLIARO
NOES: COUNCILMEMBERS• NONE
ABSENT: COUNCILMEMBERS: NONE
i
s4ao�*4
RECORDS RETENTION WORKSHEET City of Burlingame, City Clerk's Office
Pdoe of 4 RSA -3/84
Suggested Retention Periods
Approved
Retention
Record Title
RSA
De t.Head
Manager
Attorney
Periods
100 GENERAL ADMINISTRATIVE FILES
101 Office General Management Files
-03 Correspondence - External File
2Y
2Y
2Y
2Y
2Y
102 Office Reference Files
-01 General Information File
C
C
C
C
C
-02 Chronological File
2Y
2Y
2Y
2Y
2Y
-03 Professional Associations/
Organizations File
2Y
2Y
2Y
2Y
2Y
-04 Community Organizations File
2Y
2Y
2Y
2Y
2Y
-05 Departmental Staff Reports File
5Y
5Y
5Y
5Y
5Y
-06 Newsletters/Publications File
2Y
2Y
2Y
2Y
-07 Proclamations/Commendations/
2Y
Letters of Welcome File
5Y
2Y
2Y
2Y
2Y
103 Forms Management Files
-02 Blank Forms File
C
C
C
C
C
200 PLANNING FILES
201 Emergency Planning Files
-01 General Information File
C
C
C
C
C
-02 Civil Defense File
C
C
C
C
-03 Flood/Mudslide File
IOY R
ICY R
ICY R
ICY R
C
10Y R
202 City Planning Files
-02 Environmental Impact Reports File
10Y R
ICY R
10Y R
10Y R
10Y R
-03 Traffic Allocation File
5Y R
5Y R
5Y R
5Y R
5Y R
-04 Commercial Areas File
5Y R
5Y R
5Y R
5Y R
5Y R
-05 Hotels File
5Y R
5Y R
5Y R
5Y R
5Y R
204 General Plan Files
-01 General Information File
C
C
C
C
C
-02 Elements File
l0Y R
P
P
P
p
300 CITY MANAGEMENT FILES
301 COUNCIL FILES
-01 General Information File
C
C
C
C
C
-02 Agenda File
5Y
5Y
5Y
5Y
5Y
-03 Minutes File
P
P
P
P
P
-04 Council Packet File
5Y
5Y
5Y
5Y
5Y
-----------------------------------------
RETENTION CODE
AA - After Audit
AE - After Expiration
C - Current until superseded
P - Permanent
R - Review
Y - Year(s)
Note: All periods represent years plus the
current year, except where otherwise noted
Authorized Signatures
RSA
ept. Head
Manager
AttornC
-Date
Council Resolution
No. 92-88
Date /,7�Slr
DZY",
Da -
9
Date September 19, 1988
I ��
�g
RECORDS RETENTION WORKSHEET �Cit of Burlingame, City Clerk's Office
agl�e of RSA -3/84
Suggested Retention Periods
Approved
Record Title
Retention
Periods
RSA
De t.Head
Manager
Attorney
302 Boards, Commissions and Committees
Files
-01 General Information File
C
C
C
C
C
-02 Traffic, Safety & Parking Commission
File
10Y R
5Y R
5Y R
5Y R
5Y R
-03 Planning Commission File
10Y R
5Y R
10Y R
ICY R
10Y R
-04 Parks & Recreation Commission File
10Y R
5Y R
5Y R
5Y R
-05 Civil Service Commission File
10Y R
5Y R
5Y R
5Y
5Y R
-06 Beautification Commission File
10Y R
5Y R
R
5Y R
-07 Chamber Of Commerce File
l0Y R
5Y R
5Y R
5Y R
-08 Library Board
10Y R
5Y R
5Y R
5Y R
5Y R
400 FINANCIAL AND FISCAL FILES
5Y R
5Y R
5Y R
5Y R
404 Cash and Surety Bonds Files
-01 General Information File
C
C
C
C
C
405 Insurance Files
-02 Policies File
5Y AE
5Y AE
IOY AE
ICY AE
10Y AE
Files
40p1707
GGBudget
-02 W eves Information File
C
C
510y
5Y
5Y
-03 Audit Reports
600 PURCHASING AND CONTRACTING FILES
P
POY
POY
601 Purchasing Files
-03 Purchase Orders File
5Y
5Y
5Y
5Y
5Y
700 LEGISLATIVE AND LEGAL FILES
701 Legislative Files
-01 General Information File
C
C
C
C
C
-02 Ordinances File
P
P
P
P
P
-03 Resolutions File
-04 State Legislation File
C
C
C
C
C
702 Elections Files
-01 General Information File
C
C
C
C
C
-02 General Municipal Election File
l0Y
10 Y
ICY
ICY
ICY
-03 Candidates File
5Y
10 Y
ICY
l0Y
lOY
-04 Non -City Election File
l0Y
C
C
C
C
-05 Issues File
5Y
5 Y
5Y
5Y
5Y
704 General Legal Files
-01 General Information File
C
C
C
C
C
-02 Deeds File
P
P
P
P
P
-03 Quitclaim Deeds File
P
P
P
P
P
-04 Easements FileP
P
P
-05 Abandonments/Vacations File
P
P
-06 Agreements/Contracts File
5Y AE
5Y AE
5Y AE
P
l0Y AE
P
l0Y AE
-07 Claims By/Against The City File
5Y AE
5Y R
5Y AE
ICY AE
-08 Assessment District File
l0Y R
l0Y R
10Y R
ICY R
0Y R
l10Y
-09 Certificates of Publication File
5Y
5Y
5Y
2Y
R
-10 Annexations File
P
P
P
P
2PY
P
-11 Leases File
5Y AE
5Y AE
5Y AE
10Y AE
ICY AE
Authorized Signatures
RSA .
Dept. Head
A&P%agff
Attorn
CouncilResolution
No. 92-88
Date/Z/��
D t�
Dat
Date
Date 9/19/88
g/�/Ff
RECORDS RETENTION WORKSHEET City of Burlingame, City Clerk's Office
Page 3 of 4 RSA -3/84
Suggested
Retention
Periods
Approved
Record Title
Retention
Periods
RSA
Dept.Head
Manager
Attorney
-12 Airport File
MY R
5Y
5Y
5Y
-13 Complaint/Grievance File
5Y
5Y
5Y
5Y
5Y
05 Agencies Files
-02 Federal Agencies File
C
C
C
C
C
-03 State Agencies File
C
C
C
C
C
-04 Regional Agencies File
C
C
C
C
C
-05 County Agencies File
C
C
C
C
C
06 Permits Files
-02 Encroachment Permits File
P
5Y AE
5Y AE
P
P
-03 Revocable Permits File
5Y AE
5Y AE
5Y AE
5Y AE
5Y AE
-04 Building Permits File
10Y R
--na--
-05 Public Agency Permits File
5Y AE
5Y AE
5Y AE
5Y AE
5Y AE
-06 Amusement Permits File
2Y AE
2Y AE
2Y AE
5Y AE
5Y AE
-07 Taxicab Permits File
2Y AE
2Y AE
2Y AE
2Y AE
2Y AE
07 Fair Political Practices Commission
Filings Files
-01 General Information File
C
C
C
C
C
-02 Campaign Disclosure Forms File
5Y R
*7Y or P
7Y r P
7Y r P
7Y P
-03 Statements of Economic Interest (721)
r
Reports File
5Y
P
P
P
P
-04 Statements of Economic Interest (730)
Reports File
5Y
5Y
5Y
5Y
5Y
800 ENGINEERING AND CONSTRUCTION FILES
01 General Engineering Files
-01 General Information File
C
C
C
C
C
-02 Bids File
2Y
2Y
2Y
2Y
2Y
12 Streets/Hi hways/Bridges Files
-01 General Information File
C
C
C
C
C
-02 Anza Freeway Connection File
IOY R
10Y R
10Y R
lOY R
IOY R
1000 REAL ESTATE FILES
1001 City Property Files
-01 General Information File
C
C
C
C
C
1002 Unincorporated Property/Areas File
-02 Specific Areas File
IOY R
lOY R
10Y R
lOY R
IOY R
1100 TRAFFIC/TRANSPORTATION/PARKING
ENGINEERING FILES
1105 Public Parking Files
-01 General Information File
C
C
C
C
C
-02 Studies/Surveys File
10Y R
10Y R
10Y R
10Y R
10Y R
-03 CalTrain Parking Lots File
IOY R
IOY R
10Y R
10Y R
10Y R
1107 Public Transportation Files
-01 General Information File
C
C
C
C
C
Authorized Signatures
*State Law requires elected official's campaign statements be
kept Permanentl others for our vears after election.
RSA -
Dept. Head
r
Attor
Council Resolution
Date /�j��8
ate
Dat
Date
No. 92-88
Date 9/19/88
Y 3/ �A
q � Q a
/ ��
RECORDS RETENTION WORKSHEET City of Burlingame, City Clerk's Office
Page 4 of 4 RSA -3/84
Suggested Retention Periods
Approved
Retention
Record Title
RSA
Dept.Head
Manager
Attorney
Periods
-02 Bus Service Files
5Y
5Y
5Y
by
-03 BART File
5Y
5Y
5Y
5Y
5Y
-04 Railroads File
5Y
5Y
5Y
5Y
5Y
-05 City/County Transportation Committee
File
IOY R
5Y
5Y
5Y
5Y
-06 Taxicabs File
5Y
5Y
5Y
5Y
5Y
1200 PUBLIC UTILITIES FILES
1201 Franchise Files
-02 Pacific Gas & Electric File
5Y
5Y
5Y
P
P
-04 Cable TV System File
5Y
5Y
5Y
P
P
-05 Solid Waste Removal/Disposal Company
File
5Y
5Y
5Y
loY
loY
1202 Water System Files
-01 General Information File
C
C
C
C
C
-02 Bay Area Water Users Association Fil
5Y
5Y
5Y
5Y
5Y
-03 San Francisco Water System File
5Y
5Y
5Y
5Y
5Y
1203 Wastewater Treatment Files
-01 General Information File
C
C
C
C
C
1204 Energy Resources Files
-01 General Information File
C
C
C
C
C
1205 Sewer System Files
-01 General Information File
C
C
C
C
C
1400 CULTURE, EDUCATION, HEALTH &
RECREATION FILES
1401 Schools File
-01 General Information File
C
C
C
C
C
1402 Parks and Recreation Files
-01 General Information File
C
C
C
C
C
-02 Bike/Pedestrian Trails File
IOY R
5Y
5Y
5Y
5Y
1403 Senior Citizens and Handicapped File
-01 General Information File
C
C
C
C
C
1405 Hospital Service Files
-01 General Information File
C
C
C
C
C
1407 Cultural/Historical Files
-01 General Information File
C
C
C
C
C
-02 Sister City File
C
C
C
C
C
Authorized Signatures
RSA -
t. Head
e
Attgrn�y
Council Resolution
Date
ate ate
Dat
777
Date
No. 92-88
Date 9/19/88
8 3 / b'8'