HomeMy WebLinkAbout01-180 - Resolutions RESOLUTION NO. 01-180
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 for that 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.
PASSED, APPROVED, AND ADOPTED this 1 s` day of August, 2001.
AYES: Alexander, Biane, Curatalo, Williams
NOES: None
ABSENT: Dutton
ABSTAINED: None
William J. Al rider, Mayor
Resolution No. 01-180
Page 2 of 21
ATTEST:
JvU,9=zw�
15ebra J. Adam 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 151 day of August, 2001.
Executed this 2nd day of August 2001, at Rancho Cucamonga, California.
$6& 91 '&..
De ra J. Ada MC, City Clerk
Resolution No. 01-180
Page 3 of 21
EXHIBIT `A'
Records Retention Schedules for the following
Departments / Divisions
M.I.S.
Planning
Community Services
Rancho Cucamonga Community Foundation
Building & Safety (amendment to one line item
Retention Schedule DATE:07/17/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIM8:15:40:30
Unknown
Department Name MIS 4161
ecord Title Code Name Media
RETENTION in ..the Office Original
Code Active Even[ Record Total Vital of Method Destruction Archive or Security
IR
Code Center Record Record Copy Claes
1020.1 Dept'1. General Correspondence P 24 Current Year 0 24 N I.S. Shred N O
Definition: Incoming and outgoing general correspondence and inter-office memos, not specific to a particular project or
process (which are filed with the appropriate project/process records) .
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.)
2040.2 System Programming P 24 Active/Curren 84 108 Y I.S. Recycle N O
t
Definition: Documentation of information system programming. Includes source codes, history, development, timelines, user
and administrator instructions.
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.)
2040.3 Hardware/Software Acquisition P 24 Active/Curren 0 24 N I.S. Recycle N O
t
Definition: Computer hardware/software/related items acquisition request forma, required to be submitted by City departments
to justify the need for the requested item(s) .
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 [ex[ of GC 34090 for exceptions.)
2040.4 Hardware Inventory P 24 Active/Curren 0 24 N I.S. Recycle N 0
t CD
N
Definition: Physical inventory of all City-owned computer hardware, including, but not limited to, servers, PC's, printers, O
and all other peripherals. Also includes the user manuals for the hardware, which should be retained until the K
hardware is retired. O_
Citation: GC 34D90
S1 Z
Sets forth authorization for City Council and City Attorney to approve destruction of city records other O
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than [hose listed as exceptions. (Refer to [ext of GC 39090 for exceptions.) A C:)
2090.5 Software Inventory P 29 Active/Curren 0 29 N I.S. Recycle N 0 0 �
t N Do
CD
Page: 1
Retention Schedule LN'rE:U//1//LUU1
City of Rancho Cucamonga Sorted By: Record Title Number TIME:15:40:30
Unknown U3 N
Department Name MIS 4161 0
U3 C
Record Title Code Name RETENTION in months Office Original O j
Nedla Dee traction N
Event Record Vital of Archive or Security Z
Code Active Total Method
Code Center Record Record Copy Claes O
Definition: Physical inventory of all City-owned software, including applicable user licensee, user and administrator O
manuals.
00
O
NOTE: All manuals should be retained until a particular software no longer exists on any City system, or on any
backup tape containing data from that software.
Citation: GC 34090
Sete forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed a. exceptions. (Refer to text of GC 34090 Ear exceptions.)
2050.2 Dept`l. Budget Working Paper. P 24 Current Year D 24 N I.S. Recycle N 0
Definition: Includes correspondence and backup documents for departmental budget preparation. May also include DUPLICATE
copies of requisitions, purchase orders, invoices, etc. used for reference purpose. 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.)
5D1o.0 Nightly Systems Backups Tape 2 Daily 0 2 Y I.S. Reuse N 0
Definition: Nightly backups of various City computer systema. (Backup tapes are maintained for data recovery purposes; the
data is reflected in records which are subject to retention under other departments' and other record series.
The daily backup tapes are reused in a 60-day rotation.)
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exception.. (Refer to text of GC 34090 for exceptions.)
5010.1 Monthly Systeme Backups Tape 24 Monthly 0 24 Y I.S. Reuse N O
Definition: Monthly backups of various City computer systema. (Backup tapes are reused in a 24-month rotation.)
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 3409D for exceptions.)
5010.2 Year-end System Backups Tape 24 Current Year 0 24 Y I.S. Reuse N O
Definition: Fiscal and calendar year-end backups of various City computer systema.
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:07/17/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:15:40:30
Unknown
Department Name MIS 4161
Record Title Code NameRETMTION in ..the Office original
Media
CActive Event Record Total Vital of nee traction Archive or Security
ode
Code Center Record ReCOrd Method Copy C1d66
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.)
5010.8 Network Config. Map./Plana P 24 Supersede 0 24 Y I.S. Recycle N 0
Definition: Maps and plans detailing the City'. network configurations. Includes all City facilities.
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.)
14041.0 Service/Help Desk Request. P 24 Active/Curren 0 24 N I.S. Recycle N O
t
Definition: Requests from City staff for service to City computers, related peripherals and software.
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.)
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Page: 3
Retention Schedule DATS:U'//24/2UU1
City of Rancho Cucamonga Sorted By: Record Title Number Tn0:16:53:18
Unknown
Department Name PLANNING DIVISION 4333
Record Title Code Name Media RETENTION in months Office Destruction original
Code Active Event Record Total Vital of Method Archive or security
Coda Center Record Record Copy Claes
10020.7 Preliminary Review Case Files P 0 Active/CVrren 24 24 Y Scan/Recyc Y 0
t
Definition: An informal application for the Planning Dept. to review, then provide direction to the applicant.
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.)
10020.8 Subdivisions a Developments (DR-sl P 0 ACtive/Curren 24 24 Y Scan/Recyc Y 0
t
Definition: Original case files for Subdivisions, Developments, Development Reviews and Minor Development Reviews.
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.)
10020.9 Tracts and Parcels P 0 Active/Curren 24 24 Y Scan/Recyc Y O
t
Definition: Original case files for Tracts and Parcel Maps.
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.)
10021.7 Variances a Minor Exceptions P 0 Active/Curren 24 24 Y Scan/Racyc Y O
t
Definition: original case files for variances and minor exceptions.
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.)
()
1020.1 Ges'1 Correspondence P 24 Current Year 0 24 N Shred N 0 U)
O
Definition: General, chronological correspondence, not specific to any particular project or other specified record series. Cn
O
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other D) Z
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) W O
11410.1 Demographic a Ceneua Reports P 24 Current Year 24 48 Y Archive Y O V 0
0
N) 00
CD
Page: 1
Retention Schedule DATR:07/24/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIMB:16:53:18
Unknown
to W
Department Nemo PLANNING DIVISION 4333 N 0
07 C
R
BCOrd Title Code Name RRTSNTION in months Office Original 0 j
Nedie event Record Vital of Destruction N
Code active Total Method Archive or Security ..a Z
Code Center Record Record Copy Class O
Definition: Population, housing and ethnicity data estimates by Federal Bureau of Census, California Department of Finance or 00
Southern California Associated Governments (SCAG) .
Citation: GC 34090 ODCJ
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 minieum established by
statute. (Length of retention based on administrative value of the records.)
11630.2 Parking Studies P 24 Active/Curren 34 48 N Scan/Racy. Y 0
t
Definition: Studies conducted of specific geographical areas to determine adequate parking requirements.
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.)
14040.3 Open Space P 24 Current Year 24 48 N Sem/Recyc Y 0
Definition: Acquisition and development of open apace for scenic, recreational or educational purposes.
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.)
14040.0 Trail. P 24 Current Year 24 48 N Scm/Racyc Y O
Definition: Original documentation on Trails Implementation Plan, and various trail projects.
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.)
Page: 2
Retention Schedule DATR:07/24/2001
City of Rancho Cucamonga Sorted By: Record Title Number TINS:16:53:18
Unknown
Department Name PLANNING DIVISION 4333
RBTSNSION in months Office Original
Record Title Code Name Nadia Destruction
Code Mtive Event Record Total VS cal Of Method
Archive o[ eecurlty
Code Center Record Record Copy Claes
2030.3 General Plana c Amendments P 24 Active/Curren 24 PBRN Y Archive Y 0
t
Definition: Original documentation establishing and/or amending the city's general plan.
NOTE: Records are to be scanned before transferring originals to the Archive.
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.)
2030.4 Community Devpt Block Grants P 24 SxP/Compl/Ter 36 60 N Shred N O
M
Definition: Original documentation on Community Development Block Grant (CDBG) projects.
Citation: 24 CFR 85.42
Sets the retention period at 3 years frm one of the following occurrences: 1. Completion of action and
resolution of issues arising from any litigation, claim, negotiation or audit. 2. Submittal to the
awarding agency of the last expenditure report_ 3. For real property - from the date of the disposition
or replacement or transfer at the direction of the awarding agency. (See 85.42 (c) (3) and (c) (4) for
requirements when income continues to be generated after the period of grant support and when indirect cost
rate proposals, cost allocations plana, etc. are involved.)
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.)
2030.5 Specific Plane 4 Coss unity Plans P 24 Active/Curren 24 48 N Scan/Recyc Y 0
t Zf
(0
Definition: Original documentation establishing and/or amending Specific Plane and Community Plans. V)
Citation: GC 34090 C_
Sete forth authorization for City Council and City Attorney to approve destruction of city record. other O
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) :3
Citation: A/D (p z
O 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 records.) ffl CD
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2030.9 Development District Files P 24 Supersede 24 48 N scan/Recyc 't 0 N 03
CD
Page: 3
Retention Schedule DATE:0'//34/LUUI
City of Rancho Cucamonga Sorted By: Record Title Number TINE:I6s53sl8
.Zl
IInknown (Op (QD
(D O
Department Name PLANNING DIVISION 4333C
O 0
IR
ecord Title Code Name
RETENTION in months Office original O Z)
Media Event Record vital of Destruction M
Cods Active Total Method Archive or security N Z
Coda Caatar Record Raeord Copy Claes � Q
Definition: Original case files for Development Disitrict Amendments and use determinations. 00
Citation: GC 34090
Seta forth authorization for City Council and City Attorney to approve destruction of city records other OD
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.)
2031.1 Development Code P 0 Dept Ref 0 0 N Scan/Recyc N O
Definition: Research and background documentation used to prepare the comprehensive Development Code (zoning ordinance) .
Maintained for historical and informational purposes only; final document is adopted by Ordinance and becomes
incorporated into Municipal Code. (NOTE: Documents are scanned into the City's electronic document imaging
system for ease in search and retrieval.)
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.)
2031.2 Site Approval P 24 Active/Curren 24 48 N Scam/Racyc Y 0
t
Definition: Original San Bernardino County case file for site approvals (equivalent to City's conditional user permit
process) .
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.)
2050.2 Dept•l. Budget Working Papers P 24 Current Year 0 24 N Recycle N O
Definition: Includes correspondence end backup documents for departmental budget preparation. May also include 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.)
2060.2 City Historical Records P 0 Historical 0 PERM N Archive Y 0
Page: 4
Retention Schedule DATE:07/24/2001
City of Rancho Cucamonga Sorted By: Record Title Number TINE:16 M:18
Unknown
Department Name PLANNING DIVISION 4333
Record Title Code NameNadia RETRNTION in month. Office Destruction DeOriginal
CoActive Event Record Total JVit-1 of Method Archive or security de
Code Center Record Record Copy Class
Definition: Newspaper articles, printed materials, video films, photographs, other assorted "object." that have historical
value to the City. (Housed in the City's archives roan, administered by the Principal Planner.)
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.)
3000.0 Reference Papers P 0 Dept Ref 0 0 N Shred N 0
Definition: Reference materials. Does NOT contain any official City records. May be destroyed when no longer useful.
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.)
4020.5 Grant. (other than CD.G) P 24 Active/Curren 36 60 N Recycle N O
t
Definition: Original grant records for grants administered by the Planning Department, with the exception of Community
Development Block Grants. (see 2030.4)
Citation: 24 CFR 05.42
sets the retention period at 3 years from one of the following occurrences: 1. Completion of action and
resolution of issues arising from any litigation, claim, negotiation or audit. 2. Submittal to the
awarding agency of the last expenditure report. 3. For real property - from the date of the disposition
or replacement or transfer at the direction of the awarding agency. (See 85.42 (c)(3) and (c) (4) for
requirements when intone continues to be generated after the period of grant support and when indirect cost
rate proposals, cost allocations plane, etc. are involved.)
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than theminimumestablished by
statute. (Length of retention based on administrative value of the record..)
7010.2 Planning Coamdsson Agenda. P 24 Current Year 36 60 N Sean/Reeye Y O
En
Definition: Original, full agenda packets of the Planning Commission. G1
O
Citation: GC 34090
C
Seta 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.) N 73
Citation: A/D 0 Z
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.) O
7010.3 Committee Agenda. P 24 Current Year 36 60 N Sean/Recye Y 0 1 L
N Co
O
Page: 5
Retention Schedule DAM 07/24/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIN8:16:53:18
N W
Unknown 0 0
Department Name PLANNING DIVISION 4333 C
N p
Record Title Code Name R8TKNTION in months Office Original 0 7
Media event Record Vital of Destruction Archive or Security PNJI Z
Coda Active Total Method
Coda Center Record Record Copy Cleea O
O
Definition: Agendas and Action Agendas of committee. which the Planning Department serves as liason to.
Citation: GC 34090 cc
Set. forth authorization for City Council and City Attorney to approve destruction of city records other CD
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.)
7010.4 City Planner Hearing Agendas P 24 L1lrreat Aar 36 60 N scan/Racy. Y O
Definition: Agendas of the City Planner's hearing..
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.)
7011.D Historic Landmarks a Structures P 24 Historical 24 48 N Archive Y O
Definition: "Landmarks and Pointe of Interest" booklet and historical sites inventory list.
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.)
7011.9 Historic Presery Comm Agendas P 24 Current Year 24 48 N 8can/Recyc Y O
Definitions Original, full agenda packets of the Historic Preservation Commission.
Citation: GC 3409D
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.)
8020.2 Conditional Use Permits (CUP's) P 24 Current Year 24 48 N Scan/Recyc Y 0
Definition: 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 Cur exceptiuns.)
Page: 6
Retention Schedule DATE:0'//14/1001
City of Rancho Cucamonga Sorted Ey: Record Title Number TINE:16:53:18
Unknow
Department Name PLANNING DIVISION 4333
Record Title Code NameRSTRNTION in Months Office Original
Coda Active Total
Media Nvent Record vital of Destruction Method "chive or Security
Code Center Record Record 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.)
8021.0 Sign Peraits P 24 Current Year 24 48 N Scan/Recyc Y O
Definition: Original case files for sign 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.)
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.)
8021.1 Tree Removal Permits P 24 Current Year 24 48 N Recycle N 0
Definition: Original case files for tree removal permits.
Citation: GC 34090
Sete forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exception.. (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 record..)
8021.3 Home Occupation Permits P 0 Upon Approval 0 0 N Trf N 0
Definition: Original case files for Home Occupation Permits, which remain in effect until the associated business license
account is closed. NOTE: Upon approval, document is transferred to the Business License Division and becomes a
part of the business license account file.
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.) CD
O
8030.1 Land Use Maps P 24 Active/Curren 24 48 N Scan/Recyc Y 0 C
t
-00
Definition: various General Land land use studies and previously adopted lead use maps. (4 Z
Citation: GC 34D90 CD O
Sets forth authorization for City Council and City Attorney to approve destruction of city records other W O
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) O
M
N OD
-a O
Page: 7
Retention Schedule DA'1'a:V//LY/LVU1
City of Rancho Cucamonga Sorted By: Record Title Number TIMB:16:53:18
tlnknow N (D
(D N
Department Name PLANNING DIVISION 4333 (D O
C_
RHTBNTION in month. Office Original A O
IR
ecord Titles Code Name Madln Destruction O 7
Active BVent Record Total Vitel °f Method Arehive or Security
Cods Code Center Record Record Copy Claae Z
O
Citation: A/D 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 records.) OD
W
8070.2 Signa 4 Billboard. p 0 Dept Ref 0 0 N scan/Recyc N 0 0
Definition: Research and background documentation used to develop and/or amend the sign ordinance. Maintained for historical
and informational purposes only; the final document is adopted by ordinance and becomes part of the Municipal
Code. (NOTR: Documents are scanned into the City's electronic document imaging system for ease in search and
retrieval.(
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: S
Retention Schedule DATE:07/24/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:10:50:32
Unknown
Department Name CONNDNITY SERVICES 4532
f
ecord Title Code Name Nadia RETENTION in month. office Original
Event Record JVit-I
of Destruction Archive or Security
Code Active Total Nethod
Code Center Record Record Copy Cla.e
1020.1 Dept'l. General Correspondence P 24 Current Year 0 24 N Shred N O
Definition: Incoming and outgoing general correspondence and inter-office memos, not Specific to a particular project or
process.
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.)
1020.3 Programa P 48 Current Year 0 48 N Recycle N 0
Definition: Includes contracts/agreements and all records pertaining to programs such as Playschool Program, senior Programs
and Sports Programs. (NOTE: All "contracts/agreements" contained in the record will be retained until 4 years
after the completion/expiration or termination of the contract/agreement.)
Citation: CCP 337 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....
1020.4 Project. P 48 Exp/Compl/Ter 0 4B N Recycle N O
m
Definition: Includes all documentation, correspondence, contracts/agreements pertaining to Projects coordinated or
administered by Community Services, such as facilities construction project.. (Note: may include duplicate
copies of construction contracts, PO's, requisitions, resolutions, etc. which are maintained in the file for
reference purposes until the project is completed. No ORIGINAL construction contracts are maintained in these
files; they are maintained in the City Clerk vault.)
Citation: CCP 337 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, A
planning, supervision, testing, or observation of construction or construction of an improvement to real N
property...." O
C
1020.5 Special Events P 48 Current Year 0 48 N Recycle N 0 O
Definition: Includes contracts/agreements and all records pertaining to special events coordinated or administered by the 07
Community Services Department. (NOTE: "Contracts/agreements" within these files will be retained until 4 years CD Q
after the completion/expiration or termination of the contract/agreement.)
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Page: 1
Retention Schedule DATE:07/24/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:10:50:32 .Z7
D) f0
Unknown Q N
O
Department Name COMMUNITY SERVICES 4532 C
m O
RETENTION in months Office Original O
Record Title Code Name Media Destruction g I M
Event Record Vital of Archive or 9ecurity fJ
Code Active Total Method Z
Code Centel Accord Record Copy Claes � O
Citation: CCP 337 e[ meq. _O
Sete 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, CO
plaxming, supervision, testing, or observation of construction or construction of an improvement to real
property...."
14010.2 Registration Porno S Receipts P 6 Current Year is 24 N Shred N O
Definition: Registration forms and receipts for classes, events, etc.
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.)
14010.6 Scholarship Applications P 24 Current Year 0 24 N Shred N 0
Definition: Applications for financial assistance for City-sponsored programs.
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.)
14020.3 Recreation Class Schedule P 24 Current Year 0 24 N Archive Y 0
Definition: Brochure ("Grapevine") detailing recreation classes, events and tripe for a particular time period. One original
from each printing to be sent to the City archives at the end of each calendar 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.)
16010.7 use of City Facilities P 24 Current Year 0 24 N Shred N O
Definition: Requests for use of City facilities by citizens, service clubs and other organizations.
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.)
2050.2 Dept-1. Budget Working Papers P 24 Current Year 0 24 N Recycle N O
Definition: Includes correspondence and backup documents for departmental budget preparation. May also include DUPLICATE
copies of requisitions, purchase orders, invoices, etc. used for reference purposes only.
Page: 2
Retention Schedule DATB:07/24/2001
City of Rancho Cucamonga Sorted By: Record Title Number TIME:10:50:32
Unknown
Department Name COMMUNITY SERVICES 4532
ecord Title Code Name NaRYTENTION in months Office Original
R
Event Record Vital of Archive or Security
CoHad Destruction de Active TOtal Method
Code Center Record Record Copy Clang
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.)
4020.5 Orante P 24 Active/Curren 36 60 N Recycle N O
t
Definition: Original grant records for grants administered by the Community Services Department.
Citation: 24 CFR 85.42
Sete the retention period at 3 years from one of the following occurrences: 1. Completion Of action and
resolution of issues arising from any litigation. claim, negotiation or audit. 2. Submittal to the
awarding agency of the last expenditure report. 3. For real property - from the date of the disposition
or replacement or transfer at the direction of the awarding agency. (See 85.42 (0 0) and (c)(4) for
requirements when income continues to be generated after the period of grant support and when indirect cost
rate proposals, cost allocations plans, etc. are involved.)
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.)
5030.5 Volunteer Applications / Reports P 24 Active/Curren 0 24 Y Shred N O
t
Definition: Applications and associated reports of volunteer employees.
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.)
7010.2 Advisory Council Minutes P 24 Current Year 0 PERM N P Y 0
Definition: The original minutes of meetings of the Senior and Sports Advisory Councils.
Citation: GC 34090
Seta 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.) O
C
7010.3 Advisory Council Agenda. P 24 Current Year 0 24 N Scss/Recyc Y 0 "^
-0O
Definition: The original agenda packets of the Senior and Sports Advisory Councils. Z
Citation: GC 34090 (D 0
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
—4 O
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) 0
MJ
N CO
O
Page: 3
Retention Schedule liA'1'a:VI/Ga/LUul
City of Rancho Cucamonga Sorted By: Record Title Number TIME:10:50:32
UnknownN CD
(Q (n
Department Name COMMONITY SHRVICBS 4532 01 O� C
OD O
Record Title Code Name RRTmTf1ON in months Office Original 0 7
Media Destruction
Event Record Vital oL Archive oz security N Z
Code Active Code Center Total Record Record Methal Copy Clans
Citation: A/D 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 records.) CO
CD
7012.4 Park G Recreation Coam Agenda. P 24 Current Year 36 60 N Scan/Recyc Y 0
Definition: Original full agenda packets for the Park G Recreation Commission.
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.)
7012.5 Park G Recreation Comm. Ninute. P 12 Current Year 0 PERM N P Y O
Definition: Original minutes of meetings of the Park G Recreation Commission, scanned into the City's electronic document
imaging system, then returned to the Department for permanent retention.
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 [ext of GC 34090 for exceptions.)
7012.9 Audio Tapes Tape 24 Currant Year 0 24 N Reuse N O
Definition: Audio tapes of the Park G Recreation Commission meetings and of all Advisory Council meetings, used only for
purposes of transcribing the official written minutes.
Citation: GC 34090.7
Seto 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.
Page: 4
Retention Schedule DATS:07/24/20U1
City of Rancho Cucamonga Sorted By: Record Title Number TIM8:10:55:08
Unknow
Department Name R.C. COMM FOUNDATION 5030
Record Title Code Name Media RETENTION in months Office Destruction Original
Event Record I ]
Vital of Archive or security
Code Active Total Method
Code Center Record Record Copy Claes
1020.1 Dept'l. Oen'l Correspondence P 24 Current Year o 24 N Shred N O
Definition: Incoming and outgoing general correspondence and inter-office memos, not specific to a particular project or
process.
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.)
1020.3 Programs/Projects/events p 60 Active/Curren 0 60 N Recycle N O
t
Definition: Includes contracts/agreements, correspondence and related background materials for all programs, projects and
events coordinated or administered by the Rancho Cucamonga Community Foundation. (NOTE: "Contracts/agreements"
within these files will be retained until 4 years after the completion/expiration or termination of the
contract/agreement.(
Citation: CCP 337 et seq.
Sets forth the statute of limitations at 4 years for most contract. 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: 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.)
4020.5 Grants p 24 Active/Curren 36 60 N Recycle N 0
t
Definition: Original grant records for grants administered by the Rancho Cucamonga Community'Foundation. Ol
N
Citation: 24 CFR B5.42 O
Sets the retention period at 3 years from one o£ the following occurrences: 1. Completion of action and ,C..
resolution of issues arising from any litigation, claim, negotiation or audit. 2. Submittal to the -0 O
awarding agency of the last expenditure report. 3. For real property - from the date of the disposition N
Z
or replacement or transfer at the direction of the awarding agency. (See 85.42 (c) (3) and (C) (4) for CD O
requirements when income continues to be generated after the period of grant support and when indirect coat
(0 O
rate proposals, coat allocations plane, etc. are involved.) O
� J
N OD
� O
Page: 1
Retention Schedule V&r S f U//L 4/L U U l
City of Rancho Cucamonga Sorted By: Record Title Number TIMR:10:55:08
Unknown O N
CD O_
Department Name R.C. COMM FOUNDATION 5030 N C
O O
RNTRNTYON in months Office Original O�
iR
ecord Title Code Name radia Destruction
Event Record Vital of Archive or Security
N Z
Code JACtive Total Method O
Code Caere. Record Record Capy Claes
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.) 0O
7012.4 RCCF Agendas P 24 Current Year 36 60 N Scan/Recyc Y O
Definition: The original agenda packets for meetings of the Rancho Cucamonga Community Foundation.
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.)
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.)
7012.5 RCGP minutes P 12 Current Year 0 P1mM N P Y 0
Definition: The original minutes of meetings of the Rancho Cucamonga Community Foundation, which are scanned into the
electronic document imaging system, then returned to the department for permanent retention.
7012.9 Audio Tapes Tape 24 Current Year 0 24 N Reuse N
Definition: Audio tapes of meetings of the Rancho Cucamonga Community Foundation, used only for purposes of transcribing the
official written minutes.
Citation: GC 34090.7
Seta 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.
Page: 2
Resolution No. 01-180
Page 21 of 21
CITY OF RANCHO CUCAMONGA
MEMORANDUM
DATE: June 7, 2001
TO: Diane Young,Records Coordinator
FROM: William N.Makshanoff,Building and Safety Offici
SUBJECT: RETENTION SCHEDULE REVISION
Please revise the retention for Soils Reports, 8040.4 from 2 years in office, 13 years in
storage,to 2 years in office scan and recycle.
WNM:lc