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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'