HomeMy WebLinkAbout03-105 - Resolutions RESOLUTION NO. 03-105
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO CUCAMONGA, CALIFORNIA,APPROVING RECORDS
RETENTION SCHEDULE ADDITIONS AND AMENDMENTS FOR
VARIOUS CITY DEPARTMENTS AND DIVISIONS
WHEREAS,it has been determined that the City records listed in Exhibit A, attached,
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 additions and amendments to the retention schedule
for that Department/Division; and
WHEREAS,the City Attorneys Office has determined that each recommendation is
legally compliant;
NOW,THEREFORE,the City Council of the City of Rancho Cucamonga does hereby
resolve as follows:
SECTION 1: That the proposed additions and amendments to 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. 03-105
Page 2 of 3
PASSED, APPROVED, AND ADOPTED this 7`h day of May 2003.
AYES: Alexander, Gutierrez, Howdyshell, Kurth, Williams
NOES: None
ABSENT: None
ABSTAINED: None
William J. Al rider, ayor
ATTEST:
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Debra J. Ada , CMC, 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 7`h day of May 2003.
Executed this 8'h day of May 2003, at Rancho Cucamonga, California.
41t. a ak'�
Debra J. Adams, CMC, City Clerk
Resolution No. 03-105
Page 3 of 3
EXHIBIT 'A'
Miscellaneous Amendments to
Retention Schedules
Risk Management
5080.1 — Pre-Employment Physicals (Hires)
An administrative change: reduce retention from 9 years to 5 years (after
employee's separation)to coincide with the retention period for"individual personnel
folders" in the Personnel Division retention schedule.
Engineering —Traffic/Design
11411.0 —Speed Zone Studies
Change retention to seven years to comply with California Vehicle Code Section
40802(c)(2).
7030.8 —Traffic Counts
Change retention to seven years to comply with California Vehicle Code Section
40802(c)(2).
8020.1 — Construction Permits (new record series)
Definition: Construction permits issued bythe Engineering Division.
Retention: 1 month in the office(after expiration/completion/termination),then scan
and retain hard copies for an additional 23 months.
Destruction method: recycle.
Citation: GC 34090 /Administrathe Decision
8020.3— Lane Closure Permits (new record series)
Definition: Permits for lane closures, issued by the Engineering Division and
retained primarily for risk management purposes. (Retained only in electronic
format.)
Retention: 36 months after expiration/completion/termination
Destruction method: delete from computer system.
Citation: CCP 338