HomeMy WebLinkAbout02-004 - Resolutions RESOLUTION NO. 02-004
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO CUCAMONGA, CALIFORNIA,APPROVING RECORDS
RETENTION SCHEDULES FOR VARIOUS CITY DEPARTMENTS
AND DIVISIONS
WHEREAS, it has been determined that the City records listed in the attached
records retention schedules be retained for the designated periods of time based on their
administrative, fiscal, legal and historical values; and
WHEREAS, staff from the Department/Division responsible for each record series
has reviewed and approved the recommended retention schedule forthat Department/Division;and
WHEREAS, the City Attorneys Office has determined that each records retention
schedule is legally compliant;
NOW,THEREFORE,the City Council of the City of Rancho Cucamonga does hereby
resolve as follows:
SECTION 1: That the records retention schedules included in Exhibit"A"attached
hereto and made a part hereof are approved.
SECTION 2: That the City Clerk shall certify to the adoption of this resolution,and
thenceforth and thereafter the same shall be in full force and effect.
Please see the following page
for formal adoption,certification and signatures
Resolution No. 02-004
Page 2 of 24
PASSED, APPROVED, AND ADOPTED this 2nd day of January 2002.
AYES: Alexander, Biane, Curatalo, Dutton, Williams
NOES: None
ABSENT: None
ABSTAINED: None
William J. exan er, M yor
ATTEST:
"a C&�
Debra J. Ada s MC, City Clerk
I,DEBRA J.ADAMS,CITY CLERK of the City of Rancho Cucamonga, California,do
hereby certify that the foregoing Resolution was duly passed, approved and adopted by the City
Council of the City of Rancho Cucamonga, California,at a Regular Meeting of said City Council held
on the 2nd day of January 2002.
Executed this 3`d day of January 2002, at Rancho Cucamonga, California.
Wra
QL '
��Z�J. Ada s MC, City Clerk
Resolution No. 02-004
Page 3 of 24
EXHIBIT `A'
Records Retention Schedules for the folloWing-
Departments / Divisions
Purchasing
Engineering (Admin)
Engineering (Traffic & Design)
RDA Finance
RCCF Finance
Fire Finance
& Misc. Amendments to:
Library
Facilities Maint. /Admin.
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:32:45
Unknown
Department Name PURCHASING 4153
Record Title Code Name RETENTION in months Office Original
Media Destruction _
Event Record Vital of Archive Security
Code Active Total Method o
Code Center Record Record Copy Claes
1020.1 Dept'1 General Correspondence P 24 Current Year 0 24 N Porch Shred N 0
Definition: General, chronological correspondence, not specific to any particular project or other specified record series.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
1020.2 Vender File, F 24 Active/Curren 0 24 N Porch Shred N 0
t
Definition: Files containing information about, and correspondence with, vendors supplying products and/or service. to the
City.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
12050.] Telecommunications Devices P 24 Current Year 0 24 N Porch Recycle N O
Definition: Inventories and usage logs for City-issued cellular phones and pager..
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
4070.5 w BR Statistical Report. P 120 Current Year 0 120 N Purch Shred N O
Definition: The City's copy of the report required to be filed with the State annually which states the level of
participation by minority and women business enterprises in contracts, as specified in California Government Code
Section 8790.75.
Citation: GC 34090
Sete forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D CD
No legal statute applicable, OR staff opts to retain records longer than the minimum established by N
O
statute. (Length of retention based on administrative value of the records.) C
6010.1 Did. - Unsuccessful P 24 Current Year 0 24 N Purch Shred N 0 7
Definition: The original, UNSUCCESSFUL bids for products and services. (Does not include bids for public works improvement Z
projects, which are handled through Engineering.) )NOTE: The original bid submitted by the successful bidder is (D O
retained in the associated product/service file.) ? CDCD
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Page: 1
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:32:45
Unknown
CD
Q0 0
Department Name PURCHASING 4153 0D Ocn C
RETENTION in months Office Ori inal O O
Record Title Code Name Media g N Z
Event Record Vital of Destruction
Code Active Total Method Archive or Security A
Code Canter Record Record Copy Close 0 O
Citations OC 34090 O
Sets forth authorization for City Council and City Attorney to approve destruction of city records other O
than those listed as exceptions. (Refer to text of OC 34050 for exceptions.) O
A
6010.2 Purchase Requisitions p 24 Active/Curren 29 48 N Porch Shred N 0
t
Definition: Original purchase requisitions submitted by City departments. (NOTE: If a purchase order is required to be
issued, the requisition is then attached to, and retained with, the purchase order.) (NOTE: Do not destroy if
litigation is pending.)
Citation. CCP 339 et seq.
Sets forth the statute of limitations at 4 years for most contracts and 10 years for filing legal action
relative to contracts where the contractor "performs or furnishes the design, specifications, surveying,
planning, supervision, testing, or observation of construction or construction of an improvement to real
property...."
6010.3 Request for Qualification p 24 Active/Curren 24 48 N Purch Shred N 0
t
Definition: Original responses to Requests for Qualifications. (NOTE: If an RFQ results in a contract or purchase order, it
is attached to, and retained with the P.O. or contract file.)
Citation: CCP 337 et seq.
Seta forth the statute of limitations at 4 years for most contracts and 10 years for filing legal action
relative to contracts where the contractor "performs or furnishes the design, specifications, surveying,
planning, supervision, testing, or observation of construction or construction of an improvement to real
property....,.
6010.4 Purchase Orders P 24 Active/Curren 24 48 N Patch Shred N O
t
Citation: CCP 337 et seq.
Seta forth the statute of limitations at 4 years for most contracts and 10 years for filing legal action
relative to contracts where the contractor "performs or furnishes the design, specifications, surveying,
planning, supervision, testing, or observation of construction or construction of an improvement to real
property...."
6010.5 Purchasing Policy 4 Procedures P 24 Supersede 0 24 y Purch Recycle N O
Definition, Document outlining the City'a purchasing policies and procedures.
Page: 2
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:32:45
Unknown
Department Name PURCHASING 4153
Record Title Code NameMedia Destruction RETENTION in months Office Original
CoActive Total
Event Record Vital of Ne thod Archive or Security
de
Code Center Record Record Copy Class
Citation: CC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text Of CC 34090 for exceptions.)
6040.2 Salvage s Surplus Property P 24 Current Year 24 48 N Porch Shred N 0
Definition: Records detailing the sale, or other disposition, of salvage and surplus property. Includes documentation of the
California State Surplus Program,
Citation: CCP 337 at seq.
Sets forth the statute of limitations at 4 years for most contracts and 10 years for filing legal action
relative to contract* where the contractor 'parforme or furnishes the design, specifications, surveying,
planning, supervision, testing, or observation of cone tsuction or construction of an improvement to real --
property...."
6060.1 Fixed Assets / Equips. History P 24 Active/Curren 48 72 Y Porch Recycle N 0
t
Definiti. Records detailing the history of equipment and fixed assets which the Purchasing Division is responsible for.
(NOTE: The 6-year retention period begins when the equipment is no longer in service or is disposed of by the
City.)
Citation: CC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than thee. listed as exceptions. (Refer to text of CC 34090 for exceptions.) -
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Page: 3
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:32:59
Unknown
Department Name ENGINEERING/ADMIN 4637
RETENTION in months Office Original
Record Title Code Name Media neo traction
Cads Active Event Record Total Vital of Method AzchSve or 8ecuzity
Code Center Record Record Copy Class
10020.2 Easements P 0 Recordation 0 0 Y Clerk Trf Y 0
Definition: Easements. Upon recordation, originals are transferred to the City Clerk to be scanned into the electronic
document imaging system, then retained permanently in the City Clerk vault.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
10020.5 Liens a Releases P 0 Recordation 0 0 Y Clerk Trf N O
Definition: Liens and subsequent releases placed on real property by the City. (Note: Upon recordation, ORIGINALS are
transferred to the City Clark's Office for retention in the City Clerk's vault.)
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
10020.7 Improvement Plans PLN 999 Permanent 0 999 Y Eng P Y 0
Definition: original improvement plana for streets, parks, storm drains, flood channels, etc. (NOTE: These plans are
"living" documents, subject to revision as needed, and never considered "completed" or "inactive". They are to
be scanned into the City's electronic document imaging system for reference purposes. When revisions occur, they
are to be rescanned and the superseded plans) will be deleted.)
Citation: GC 34090
sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
10020.8 Subdivisions a Developments (DR'a) P 0 Active/Curren 24 24 Y Eng Scan/Racyc Y O
t
CD
Definition: Original case files for Subdivisions, Developments, Development Reviews and Minor Development Reviews. N
O
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other ^^
O
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) 7
10020.9 Tracts and Parcel Maps P 0 Active/Curren 24 24 Y Eng Scan/Racyc Y 0 (C) Z
t O O
—1 O
Definition: Original case files for Tracts and Parcel Maps. N
O
N O
Page: 1 A ?
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:32:59 -0 A
0) N
Unknown DO DO
CD O
Department Name ENGINEERING/ADMIN 4637 00 r-
0
O p
Record Title Code Name RETENTION in months Office Original M
Media Event Record Vital o£ Destruction N
Cc de Active Total Method Archive or Security Z
Cod* Center Record Record Copy Cl sea 0
Citation, OC 34090 ON
Sete forth authorization for City Council and City Attorney to approve destruction Of city records other O
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) A
10021.1 Hydrology Studies P 60 Active/Curren 60 120 Y Eng Scan/Recyc Y 0
t
Definition: Original drainage studies (including hydrology maps) for individual projects, specific drainage areas or planned
communities.
Citation. GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
10021.2 Check Prince P 0. Upon Approval 24 24 N Eng Recycle N 0
Definition: working copies of plane (tracts, DR's, CUP's, etc.), prior to final set that is approved. Maintained for
reference purposes only.
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
10021.4 Lot Line Adjustments/Mergers P 0 Recordation D 0 Y Clerk Trf Y O
Definition: Original documentation for lot line adjustments, transferred to the City Clerk's Office upon recordation, to be
scanned into the electronic document imaging system, then retained permanently in the City Clerk's vault.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than to... listed as exceptions. (meter to text of GG 3409U for exceptions.)
1020.1 Oen'l Correeondence P 24 Current Year 0 24 N Eng Shred N 0
Definition: General, chronological correspondence, not specific to any particular project or other specified record series.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
11101.E Street Vacations P 24 Upon Approval 0 24 N Eng Recycle N O
Page: 2
Retention Schedule DATE: 12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:32:59
Unknown
Department Name ENGINEERING/ADMIN 4637
Record Title Code NamaMedia RETENTION in months Office Original
Destruction
Event Record Vital of Archive or Eecurit
Code Active Total Method y
Code Center Record Record Copy Class
Definition: All records created and processed resulting in a Resolution authorizing a street vacation. (Does not include the
Resolution.) (NOTE: The resolution is recorded and retained permanently in the City Clerk vault.)
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
11700.8 Storm Drains k Flood Control P 24 Active/Curren 60 84 Y Eng Scan/Recyc Y 0
t
Definition: All files, created in-house or by outside agencies, which document storm drain and flood control projects within
the City's sphere of influence.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
11700.9 Flood Plain (FEMA) P 120 Supersede 0 120 Y Eng Scan/Racy. Y 0 -
Definition: Flood plain maps, amendments, and revisions provided 6 mandated by FEMA to be retained by the City, as the
Official repository.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative site of the records.)
2050.2 Dept-1. Budget Working Paper. P 24 Current Year 0 24 N Eng Recycle N 0
Definition: Includes correspondence and backup documents for departmental budget preparation. May also include DUPLICATE (D
copies of requisitions, purchase orders, invoices, etc. used for reference purpose. only. 0
Citation: GC 34090 „C„
Sets forth authorization for City Council and City Attorney to approve destruction of city records other 0
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) �
4010.3 Assessment Districts P 0 Upon Approval 0 0 N Spcl Dist Trf N 0 C) 0
Definition: Records created during the creation of specific assessment districts, transferred to the Special Districts to 0 0
division upon City Council approval. 1
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Page: 3
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:32:59
Unknown
U3 W
CD Department Name ENGINEERING/ADMIN 4637 C
Record Title Code NameRETENTION in months Office Original O
Ned1i Destruction 1
Cade Active E"ent Record Total Vital of yethod Archive or security N Z
Code Center Record Record Copy Close A O
Citation, GC 34090 CD
Sets forth authorization for City Council and City Attorney to approve destruction of city records other N
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) 0
Citation, A/D
A
No legal statute applicabla, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
6020.1 Reimbursement Agreements P 24 Exp/Compl/Ter 96 120 Y Eng Shred N 0
m
Definition: (Underground Utility Reimbursement Agreements, Drainage Reimbursement Agreements, Street Reimbursement
Agreements) Includes: Reference copies of the actual agreements (Official, original agreements are filed in the
City Clerk's vault) and a chronological history of each file's payments, correspondence, etc.
Citation: CCP 337 et seg.
Sets forth the statute of limitations at 4 years for most contracts and 10 years for filing legal action
relative to contracts where the contractor "performs or furnishes the design, specifications, surveying,
planning, supervision, testing, or observation of construction or construction of an improvement to real
property....11
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
8020.2 Conditional Use Permits (CUP's) P 24 Upon Approval 24 48 N Edg Scan/Recyc Y 0
Definition: The ORIGINAL case files for Conditional Use Permits.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Page: 4
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:34:38
Unknown
Department Name ENGR TRAFFIC/DESIGN 4639
R
Media RETENTION in months Original ecord Title Code Name Office Destruction
Event Record Vital of
Code Active Code Center Total Record Record Method Archive or Security
Copy Claes
10020.6 Property Condemnations P 24 Final Court 24 41 Y Mop Rtan/Racyc Y 0
Action
Definition: All records related to condemned property.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
1020.1 Gen'l Correspondence P 24 Current Year 0 24 N Eng Shred N O
Definition: General, in-coming and outgoing correspondence, filed chronologically, not specific to any particular project or
other specified record series.
Citation: GC 34090
Sets forth authorization for City Council and city Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
11100.4 Streets a Highways Master Plan P 24 Supersede 0 24 Y Eng Archive Y O
Definition: Master plan of all City streets and highways.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) +
Citation: A/D r
No legal statute applicable, OR staff opts to retain records longer than the minimum established by 4
statute. (Length of retention based on administrative value of the. records.)
11411.0 Speed zone Studies P 24 Supersede 0 24 N Eng Recycle N 0
Definition: Studies conducted to determine appropriate speed limits on City streets.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) 71
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11610.2 Street Maps P 24 Supersede 0 24 Y Eng Archive Y O 0
C
Definition: ORIGINAL maps of the City streets/highways system. O
Citation: GC 34090 N 0
Seta forth authorization for City Council and City Attorney to approve destruction of city records other aOZ
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
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11610.3 Signal System Maps P 24 Supersede 0 24 Y Eng Recycle N 0 0 N)
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N3 A
Page: 1
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted Ey: Record Title Number TIME:14:34:38
W CD
Unknown ID V)
CD O
Department Name ENGR TRAFFIC/DESIGN 4639 - C
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[Record Title Code Name Nads Active Total die RETENTION in months Office Destruction Original 0 7
Co
Event Record Vital of Archive or Security N) Z
Method
Coda Center Record Record Copy Claes A O
O
Definition: Mope detailing the City's street signal systems. N
Citations CC 34090 O�
seta forth authorization for City Council and City Attorney to approve destruction of city records other A
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
11620.1 Traffic Signal Maintenance P 36 Current Year 0 36 Y Eng Recycle N O
Definition: Records detailing maintenance Of the City's traffic signal system. (NOTE: May include a copy of the signal
maintenance contract for reference purposes. The ORIGINAL contract is retained by the City Clerk's Office.)
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
2050.2 Dept. Budget working Paper. P 24 Current Year 0 24 N Eng Recycle N 0
Definition: Includes correspondence and backup documents for departments! budget preparation. May also inuuue DUPLICATE
copies of requisitions, purchase orders, invoices, etc. used for reference purposes only.
Citation: GC 34090
Sete forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
7030.7 Traffic Investigation Reports P 0 D/R 0 0 N Police Shred N C
Definition: Reference copies of traffic investigation reports. (To be destroyed when no longer of use to the department.)
Citation: GC 34090.7
Sets forth authorization for destruction of duplicate records. This includes recordings if the City keeps
another record, such as written minutes, of the event which was recorded.
7030.8 Traffic Count. P 36 Supersede 0 36 N Eng Recycle N 0
Definition: Fvaluariona of traffic volume at specified oeoeranhical locations within the City.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
8020.4 Overload Permits P 24 Exp/Compl/Ter 0 24 N Eng Shred N 0
m
Definition: Permits issued to move over-sized or over-weight loads upon the City's streets.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Page: 2
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:34:38
Unknown
Department Name ENGR TRAFFIC/DESIGN 4639
Media RETENTION in months Original
Record Title Code Name office
Event Record Vital of
Destruction
Code Active Code Center Total Record Record Method Archive or Securityclaslav
Copy Ce
8060.1 Capital Improvement Projects P 24 Exp/Compl/Ter 60 84 Y Eng Sean/Recyc Y 0
m
Definition: Project files for capital improvements including streets, curbs, gutters, sidewalks, storm drains, etc. (May
include copies of contracts for reference purposes. The ORIGINAL contracts are retained by the City Clerk's
Office.)
Citation: CCP 337 or seg.
Sets forth the statute of limitations at 4 years for most contracts and 10 years for filing legal action
relative to contracts where the contractor ',performs or furnishes the design, specifications, surveying,
planning, supervision, testing, or observation of construction or construction of an improvement to real
property. ...^
8060.2 Multi-year projections for Cap Imp P 24 Current Year 0 24 N Eng Recycle N O
Definition: Background information for preparing projections of capital improvement projects needed over multiple year
periods, used for Measure I grant funding purposes. (NOTE: the projections are approved annually by means of a
City Council resolution, which becomes a permanent document.)
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
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Page: 3
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted Ey: Record Title Number TIME:14:35:07
Unknown
Department Name REDEVELOPMENT FINANCE 5015
RETENTION in months
Record Title Code Name media Office Destruction Original
Event Record Vital of
Code Active Total Method Archive or Security
Code Center Record Record Copy Class
4010.1 RDA - Accounts Payable P 24 Current Year 60 84 N Finance Shred N O
Definition: Accounts payable files. (For RDA only)
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text Of GO 34090 for exceptions.)
Citation: A/D
No legal Statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4010.2 RDA - Accounts Receivable P 24 Current Year 60 84 N Finance Shred N 0
Definition: Accounts Receivable files. (For RDA only)
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4011.4 RDA - General Ledger 4 Posting. P 24 Current Year 36 60 N Finance Scan/Recyc Y 0
Definition: Reports including all journal entries and encumbrance reports for a specified period (is: Fiscal Year).
Citation: GC 34090
Sete forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4012.8 RDA - Journal Vouchers P 24 Current Year 84 108 N Finance Shred N 0
CD
Definition: Supporting documentation of journal vouchers, which are posted in the G/L.. O
Citation: GC 34090 C
Sets forth authorization for City Council and City Attorney to approve destruction of city records other Q
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) N =1
Citation: A/D O
CD No legal statute applicable, OR Staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.) ? N
Oi
9012.9 RDA - Budget Transfers P 24 Current Year 36 60 N Finance Recycle N 0
A A
Page: 1
Retention Schedule DATE: 12/20/2001
City of Rancho Cucamonga Sorted Ey: Record Title Number TIME: 14o35:08
Unknown
(D O_
Department Name REDEVELOPMENT FINANCE 5015 C
O
ecord Title Code Name Nadia
RETENTION in months Office Original 00 7
Cods AC Clue Total
R
Sven[ Record Vital of Destruction Archive or Security fJ Z
Method A
Code Cantor Record Record Copy Close O
O
Definition: Transfers of budgeted amounts between divisions/objects and Redevelopment Agency Board appropriation increases. N
O
Citation: GC 34090 O
Sets forth authorization for City Council and City Attorney to approve destruction of city records other A
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citations A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the record..)
4013.1 RDA - Fixed Assets F 24 Active/Curren 48 72 N Finance Recycle N O
t
Definition: Records documenting RDA'. fixed assets including furniture, equipment and vehicles. (NOTE: The retention period
begins when the equipment is no longer in service or is disposed of by RDA.)
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4013.3 RDA - 1099'. P 24 Current Year 120 144 N Finance Shred N 0
Definition: Individuals' and commercial vendors' special tax forms.
Citation: GC 34090
Seta forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
stat_te. (L rgth of —,,inn ha—d on administrative value of the records.)
4030.2 RDA - Bank Stmt. 6 Reconciliations P 24 Audit 36 60 N Finance Shred N O
Definition: Statements and reports received from banks which the RDA has accounts with, used to reconcile the RDA books.
Citation: GC 34090
Seta forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
Page: 2
Retention Schedule DATE: 12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:35:08
Unknown
Department Name REDEVELOPMENT FINANCE 5015
ecoid Title Code Name Media RETENTION in months Office Destruction Original
Coda Active Event Record Total Vital of Archive or Security
Coda Center Record Record Method
Copy Claes
4030.6 RDA - Cancelled Check. P 24 Current Year 36 60 N Finance Shred N 0
Definition: Cancelled checks returned by the banks for purposes of reconciling the accounts payables.
Citation) GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: CCP 337 et seg.
Sets forth the statute of limitations at 4 years for most contracts and 10 years for filing legal action
relative to contracts where the contractor "performs or furnishes the design, specifications, surveying,
planning, supervision, testing, or observation of construction or construction of an improvement to real
property...."
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4050.3 RDA - Bond Statement Files P 12 Exp/Compl/Ter 108 120 N Finance Recycle N 0
Di
Definition: Bank statements on active RDA bond issues. (NOTE: Retain all statements for the life of the bond - per the
Finance Officer).
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4080.1 RDA - Cash Flow Investment Records P 24 Active/Curren 96 120 N 4140 Shred N O
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Definition: Records detailing investments at specific financial institutions and Bank of America general correspondence.
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Citation: GC 34090 N
Sets forth authorization for City Council and City Attorney to approve destruction of city records other 0
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) 0
Citation: A/D N
No legal statute applicable, OR staff opts to retain records longer than the minimum established by (0 Z
statute. (Length of retention based on administrative value of the records.) CD 0
4080.4 RDA - Invest. Portfolio Mgnt. P 24 Current Year 36 60 N 4140 Shred N0 O N
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Page: 3
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:35:08
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Department Name REDEVELOPMENT FINANCE 5015 C
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RETENTION in months Office Original 0 7
Record Title Code Name Media Destruction
Event Record Vital of Archive or Security 4V Z
Code Active Total Method A O
Code Center Record Record Copy Claes
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Definition: Cash/Investment portfolio assets reports. Includes investment market pricing and valuation backup documents. fJ
Citation. GC 34090 0
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Sete forth authorization for City Council and City Attorney to approve destruction of city records other A
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
Page: 4
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:35:23
Unknown
Department Name FIRE FINANCE 5027
RETENTION in months Or'
Record Title Code Name Media Office Destruction Original
Code Active Fent Record TotalLord
of Archive SecuritCode Center Record Mn thod Copy Class
4010.1 Fire - Accounts Payable P 24 Current Year 60 84 N Finance Shred N O
Definition: Accounts payable files. (Fire only)
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4010.2 Fire - Accounts Receivable P 24 Current Year 60 84 Y Finance Shred N 0
Definition: Accounts Receivable files. (Fire only)
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4011.4 Fire - General Ledger 4 Postings P 24 Current Year 36 60 N Finance Scan Y O
Definition: Reports including all journal entries and encumbrance reports for a specified period (ie: Fiscal Year) ,
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4012.8 Fire - Journal Voucher. P 24 Current Year 84 108 N Finance Shred N 0 �l
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Definition: Supporting documentation of journal vouchers, which are N
PP 9 j posted in the G/L. 0
Citation: GC 34090 C
Sets forth authorization for City Council and City Attorney to approve destruction of city records other p
than those listed as exceptions. '(Refer to text of GC 34090 for exceptions.) fD
Citation: A/D 0 O
No legal statute applicable, OR staff opts to retain records longer than the minimum established by -�
statute. (Length of retention based on administrative value of the retards.) 00 O 0
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A A
Page: 1
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted Ey: Record Title Number TIME:14:35:23
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unknown to Q
Department Name FIRE FINANCE 5027 s C
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RRTSNTION in months office Original O
[Record Title Code Name 0
Nedis Deetruction
Event Record Vital of Archive or Security N Z
Cods Active Total Method
Code Center Record Record Copy class A O
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4013.1 Fire - Fixed Assets P 24 Active/Curren 48 72 Y Finance Recycle N 0 N
t O
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Definition: Records documenting the Fire Dietrict'e fixed assets including furniture, equipment and vehicles. A
Citation: OC 34090
Sete forth authorization for City Council and City Attorney to approve destruction of City records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4013.3 Fire - 1099 Forme F 24 Current Year 120 144 N Finance Shred N 0
Definition: Individuals' and commercial vendors' special tax forms.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based an administrative value of the records.)
4030.2 Fire - Bank Reconciliations P 24 Audit 36 60 N Finance Shred N 0
Definition: Statements and reports received from banks which the Fire District has accounts with, used to reconcile the Fire
District books.
Citation: GC 34090
Seta forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4030.6 Fire - Cancelled Checks P 24 Current Year 36 60 Y Finance Shred N 0
Definition: Cancelled checks returned by the banks for purposes of reconciling the accounts payables. (Fire District only)
Citation: GC 34090
Seta forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Page: 2
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:35:24
Unknown
Department Name FIRE FINANCE 5027
R
Media RETENTION in months Original.cord Title Code Name Office
Cade Active Event Record Vital of Destruction y
Total e Method Archiv, of eecuzit
Code Centex Record Recoil Copy Claes
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4040.0 Fire - Payroll Records P 24 Current Year 36 60 Y Finance Shred N 0
Definition: payroll registers, which detail payroll paid for a specific pay period.
Citation: GC 34090
Sets Earth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4040.9 Fire - Time Sheets p 24 Current Year 36 60 N Finance Shred N 0
Definition: Records documenting each employee's hours worked, including time other than straight time.
Citation: 29 CFR 516.6
(a) Supplementary basic records: Each employer required to maintain records under this part shall preserve
for a period of at least 2 years. (1) Basic employment and earnings records. From the date of last entry,
all basic time, and earning cards or sheets... (et seq) (2) Nage rate tables. From their last effective
date, all tables or schedules of the employer which provide the piece rates or other rates used in
computing straight-time earnings, wages, or salary, Or overtime pay computation. ..... (c) Records of
additions to or deductions from wages paid: (1) Those records relating to individual employees referred to
in Sec. 516.2 (a) (1) . ., et seq.
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the record..)
4041.2 Fire - vacation a Sick Leave P 24 Current Year 24 48 Y Finance Shred N O
Definition: Records documenting each employee's accrued and used vacation and sick leave. (NOTE: Records must be retained if
CD
exposure to toxic substances is in question. Refer to Risk Management division.) NO
Citation: 29 CFR 516.6 E
(a) Supplementary basic records: Each employer required to maintain records under this part shall preserve
for a period of at least 2 years. (1) Basic employment and earnings records. From the date of last entry, T =)
all basic time and earning cards or sheets... (et seq) (2) Wage rate tables. From their last effective Z
O O
date, all tables or schedules of the employer which provide the piece rates or other rates used in N
computing straight-time earnings, wages, or salary, or overtime pay computation. ..... (c) Records of 0 N
additions to or deductions from wages paid: (1) Those records relating to individual employees referred to
in Sec. 516.2 (a) (1) _ at seq. N O
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Pages 3
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga sorted By: Record Title Number TIME:14:35:24
W CD
Unknown (O N
CD O
Department Name FIRE FINANCE 5027 n) C
RETENTION in month. Office original O O
[Record Title Code Name Naaia Destruction —�
Event Record Vital of Archive or Security N Z
Cade Active Code Center Total Record Record Method Cepy Cl ase A O
citation: ac 34090 ON
sets forth authorization for City Council and City Attorney to approve destruction of city record. other O
than tho90 listed as exceptions. (Refer to text of GC 34090 for exceptions.) O
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4041.3 Fire - State R Fed'1 Ctrly Reports p 24 Audit 36 60 N Finance Shred N 0
Definition: Fire District's copies of the original payroll reports generated quarterly and forwarded to the State and Federal
gov'ts. as required.
Citation: 29 USC 436
Every person required to file any report under this subchapter shall maintain record. on the matters
required to be reported which will provide in sufficient detail the necessary basic information and data
.... available for examination for a period of not less than five years after the filing of the documents
based on the information which they contain.
Citaticn: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4041.4 Fire - W-2'a p 12 Current Year 108 120 Y Finance Shred N 0
Definition: Fire District's copies of original W-2'8 distributed to employees in january for the previous calendar year's
earnings.
Citation: 26 CFR 31.6001-1
(a) (2) Except as otherwise provided... every person required by the regulations in this part to keep
records in respect of a tax... shall maintain such records for at least tour years after the due uaLe ui
such tax for the return period to which the records relate, or the date such tax is paid, whichever is
later.
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4050.3 Fire - Bond statement File. p 12 Exp/Comp,/Ter 108 120 N Finance Recycle Y 0
m
Definition: Bank statements on active Fire District bond issues. (NOTE: Retain all statements for the life of the bond -
per the Finance Officer.)
Page: 4
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:35:24
Unknown
Department Name FIRE FINANCE 5027
R
Media RETENTION in months Original ecord Title Code Name Office Destruction
Event record vital of
Cade Active Total Method Archive or Security
Code Center Record Record Copy Claes
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of OC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4070.4 Fire - P.E.R.S. Report. P 24 Current Year 456 480 Y Finance Shred N O
Definition: Reports documenting Fire District and employee contributions to P.E.R.S.
Citation: 29 CFA 1627.3 (b) (2)
(b)(2) Every employer shall keep on file any employee benefit plans such as pension and insurance plans, as
well as copies of any seniority Systems and merit systems which are in writing, for the full period the
plan or system is in effect, and for at least 1 year after its termination... et seq.
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
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Page: 5
Retention Schedule DATE:12/20/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:14:35:44
Unknown
Department Name R.C.C.F. FINANCE 5035
Record Title Code Name RETENTION in months Office Original
Redia pea eructlen
Event Record Vital of Archive or Security
Code Active Total Nethod
Code Center Ger Record Record Copy Class
4013.2 R.0.C.F. Accounting Records P 24 Current Year 96 120 Y Finance Shred N 0
Definition: Deposit records, payment records (checks and invoices), tax returns, monthly Treasurer's Report, bank statements,
cancelled checks.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
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Page: 1
Resolution No. 02-004
Page 24 of 24
Miscellaneous Amendments
Library — Dept. #4533
Record Series #5030.0 — Library Board Agendas
Change retention from: 48 months without scanning
To: Scan, hold hard copies for 12 months
Facilities Maint / Yard — Dept. #4245
Record Series #14041.1 — Vehicle Operators Daily Checklist
Change definition from: "Daily log for each Public Works vehicle
detailing purpose, location and mileage."
To: "Daily record for each Public Works vehicle detailing driver,
vehicle condition, mileage and hours driven."
Change retention from 36 months to 24 months.