HomeMy WebLinkAbout00-115 - Resolutions RESOLUTION NO. 00-115
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO CUCAMONGA, CALIFORNIA, APPROVING
RECORDS RETENTION SCHEDULES FOR VARIOUS CITY
DERPARTMENTS AND DIVISIONS
WHEREAS, it has bee n 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 Attorney's 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 hereafter the same shall be in full force and
effect.
PASSED, APPROVED, AND ADOPTED this 21" day of June 2000.
AYES: Alexander, Biane ,Curatalo, Williams
NOES: None
ABSENT: Dutton
ABSTAINED: None
tlj,�Q
William J. xan er, Ma or
Resolution No. 00-115
Page 2 of 44
ATTEST:
bra 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 21 s' day of June 2000.
Executed this 22nd day of June, at Rancho Cucamonga, California.
ze j6w Q,
D ra J. Adams, WC, City Clerk
Resolution No. 00-115
Page 3 of 44
EXHIBIT `A'
Records Retention Schedules for the following
Departments! Divisions
City Council
City Manager
City Clerk's Office
Finance
Risk Management
Building and Safety
Code Enforcement
Library
Resolution No. 00-115
Page 4 of 44
CITY OF RANCHO CUCAMONGA
MEMORANDUM
DATE: June 6,2000
TO: James Markman,City Attorney
FROM: Diane Young,Records Coordinator
SUBJECT: Request for Approval of Retention Schedules
Attached are proposed retention schedules for eight City departments/divisions(listed below),all
of which have been reviewed and approved by the Department staff for which they were
prepared. Craig Fox,from your office,has reviewed them for legal compliance and provided his
recommendations and comments,which have been incorporated into these final versions.
Please sign below confirming the City Attorney's approval of the retention schedules.
Retention Schedules Included:
City Manager City Clerk City Council
Code Enforcement Building&Safety Finance
Library Risk Management
Reviewed for legal compliance: D. Craig Fox,City Attorney's Office
June 1,2000
Approved by: City Attorney June 7, 2000
aures Markman
Resolution No. 00-115
Page 5 of 44
Record Retention Schedule Codes
Code Type Designation Definition
Media P Paper
Event Code Active/Current While record is active and/or current
Audit Upon completion of audit
Current Year Until the end of the current calendar year
Dept Ref Department reference papers;destroy when
no longer needed or useful
Exp/Compl/Term Upon expiration,completion or termination
Historical Historical record—transfer to City archives at
end of Active retention
P Permanent—Do Not Destroy Original
Separation Upon separation from City service
Supersede Until superseded
Term Until the end of the term
Destruction Method Archive Transfer to City archives
P Scan&retain original permanently
Recycle Recycle records(non-confidential)
Scan/Recycle Scan into electronic archives,then destroy paper
Shred Shred records(contains confidential data)
Varied Individual records within this series may have
differing destruction methods
Vital Record N Not subject to Vital Records procedures
Y Subject to Vital Records procedures
Archive N Not for permanent retention
Y To be archived,either on CD in electronic
imaging system or in hard copy(City archives)
Original or Copy C Non-original;another Department or Division
is the"Office of Record"
O Original record,indicating this Department or
Division is the"Office of Record"
NOTE: All numbers in the Active,Record Center and Total columns represent the number of months
the records are to be retained. For example:
Active Record Center Total
24 24 48
indicates that the records are to be retained in the Department for 24 months(once the"Event'has occurred),
then transferred to the Records Center for an additional 24 months,for a Total of 48 months,before
destruction occurs.
Retention Schedule DATE:06/06/2000
City of Rancho Cucamonga Sorted By: Record Title Number TINE:14:56:35
Dnknoarn
Department Name CODS ENFORCEMENT 2293
RBCOrd Title Code Name Madla RETRNTION in ron[hs Office original
Event Record D..truction
v1[al of Archive or security
Code Aeciva Coda Center Total Rocord Record Method Copy Class
1031.0 Code Enforcement violations P 10 active/Corr.. 10 36 N Shred N 0
t
Definitions includes casplaints or requests for service and all incasing/outgoing correspondence pertaining to the case(.).
Citati.ni CCP 330
Sete forth a 3-year statute of limitations within which a legal action nay be brought against a defendant.
7040.7 Code Enforce Legal Affairs (in P 0 Dept Ref 0 0 y Shred N C
Definition Includes complaints or requests for service and all inconing and outgoing correspondence to the cases.
Citation, GC 34090
Sete forth authorization for City Council and City Attorney to approve destruction of city records ocher
than those listed as exceptions. (Refer to text of GC 34090 for exception..)
0010.0 Tsm,crary Use i Tvmorary Sign P 24 Active/Curren 0 14 a Code Recycle N O
t
Definition, Includes: Permit application forms and associated plane.
Citations 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.)
0011.0 Naon sign Permit. P 14 Active/Curren 14 PERK N Code ata. N 0
t
Definition: Includes: Permit application forme and associated plane.
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 record..) 31
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Retention Schedule DATn:06/06/2000
City of Rancho Cucamonga Sorted By: Record Title Number TIMR:14:53:24
Unknow .
Department Name CITY CODNCIL 4110
Record Title Code Name Media RaTRN410N in months Office Deaccutcion Original
Code Active Fent Record total Vital of Method Archive or Security
Code Center Record Record Copy Claes
7011.1 Mayor and Council COrreeppndenee Y 24 Current Year 24 48 Y Archive Y O
Definition: General correspondence authored by the Mayor and Council. Dcee not include
correspondence specific to a project, which is filed with the project file.
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.)
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Retention Schedule DATE:06/06/2000
City of Rancho Cucamonga Sorted Sy: Record Title Number TIKS:13,35tV
Unknown
Department Name CITY MANAGER 4122
Record Title Coda Name Nadia Rrrm3a'xoN in months atEice original
Destruction
Coda Active Event Record Total Rite) OL Method Azehiva o[
security
Code Canter Record Record Copy Class
1020.1 Oeneral Cott.....de.ce P 24 currant Year 36 60 N Shred N O
Definition: outgoing general correspondence and inter-office memos, filed chronologically. Does not include project-specific
correspondence, which is filed with the project file.
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.)
1030.2 Policies 4 Precedent. P 24 Supersede 0 24 Y Recycle N 0
Definition. Policies administered by City Manager's Office only; other Departments may have others. Also includes the
complete Policies Manual.
(NOTE): Policies [elated to Personnel matter. and Personnel management are to be forwarded to Personnel for
retention after they are superseded.
Citation: GC 34090
Secs 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.)
1020.4 Newspaper article. P 12 Current Year 24 36 N Archive Y O
Definition: Newspaper Clippings / Municipal Media Coverage
Citation: A/D
No legal statute applicable, OR staff opts to retain record. longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
1010.5 Calendars / Appointment nooks P 24 Current Vast 36 60 N Shred N 0
Definitions Calendars, appointment books antl similar records showing
meeting date./times, appointment., to.
Citation, GC 34090
Sete forth authorization for City Council and City Attorney to approve destruction of city record. other
than those listed a. exceptions. (Refer to text of GC 34090 for exceptions.) SCD
N
11300.3 United May Campaign P 36 current Year 0 36 N Shied N 0 0
C
Definition: Records related to the City's fundraising effort. for United May. 0
Citations CCP 336 7
Seta forth a 3-year statute of limitation. within which a legal action may be brought against a defendant. Z
11500.0 Animal Control Pile. P 0 Dept Ref 0 0 N Shred N C CD
000
0 O
Paget 1
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Retention Schedule DATE:06/06/2000
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Sorted By, Record Title Number TIME.13,35,07
City of Rancho Cucamonga (p Do
Unknown M O
Department Name CITY MANAGER 4122 f0
O p
record Title Coda Name Media RRT®i'1'ION in montne office Destruction Original A 3
went Record Vicat of Archive or security A Z
Coda AOtiva Code Center Total Record Record Method Copy Close 0
0
Definitions Copies of contracts, statistics, monthly reports. (Department reference files only.] O
Citation: A/D
No legal statute applicable, OR staff opt. to retain records longer than the minimum established by to
statute. (Length of retention based on administrative value of the records.)
11630.4 Parking Citations P 12 Active/curren 12 24 N Shred N O
t
Definition: All parking tickets - paid, contested, uncollectible - returned from contract Processing Center. (After Final
Disposition)
Citations 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.)
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.)
11800.0 Public Relations Piles P 24 Current Year 24 48 N Shred N O
Definition: Citizen requests for information, requests for service, complaints and correspondence. Also includes customer
c.ot: cards and survey..
Citation: GC 34090
Sets 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 for exceptions.)
11800.1 Biography R Photographic Riles P 24 Historical 0 PaRN Y Archive Y 0
Definition: Written and photographic biographical records of City Officials and City Staff.
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 records.)
11600.0 Press Releaeo P 24 Current Year 12 36 N Recycle N 0
Definition: Formal, written information provided to the media pertaining to City incidents. events, programs, etc.
Citation, GC 34090
Sete forth authorization for city council and City Attorney to approve destruction of city record. other
than those listed as exception.. (Refer to text of OC 34090 for exception..)
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 records.)
Page: 2
Retention Schedule DATE:06/06/2000
City of Rancho Cucamonga Sorted By. Record Title Number TINE:13:35:07
Unknown
Department Name CITY MANAGER 5122
ecord Title Code Name Nadia RRTexxxON in month. Office Original
avant Record oevcrucuen
Code Ac[1Ve Total Vital of method archive of Security
R
Code Canter Record 0.<cord Copy Close
12050.0 Cable N Subscriber Complaint. F 24 Rx,/Camel/Tar 0 24 N Shred N 0
Defi.lti0a: Cable complaints free service subscribers, including City response lettere.
(NOTE: Retention begins at the termination, expiration or transfer of the current cable franchise, NOT the
resolution of the complaint.)
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 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opt. to retain records longer than the minimum established by
statute. (length of retention based an administrative value of the records.)
12050.1 Cable Television L Radio: General P 24 Current Year 0 24 N Shred N 0
Deflaltiom RCN 3 message display request forms; informational memos; video duplication request forms.
Citation: GC 34090
Sets forth authorization for City council and City Attorney to approve destruction of city records other
than them 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 records.)
12050.2 Cable Talevi•ioa Franchise P 0 aept Ref 0 0 T Recycle N C
Definition: Copy of franchise agreement far reference only. Originals on file in City Clerk's Office.
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 CC 34090 for exception.)
12050.3 Video Tape. of Public Meetings Video 60 Current Year 96 156 N Recycle N 0
Definition: video tapes of City Council and all other public meetings. maintained in VHS format for 5 year.; in Ni-6 format Q
for 24 months in office, then in records center for 13 years.
Citation: GC 34090.7 O
Sete forth authorization for destruction of duplicate records. This includes recordings if the City keeps w D
another record, such as written minutes, of the event which was recorded. Z
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Retention Schedule DATR:06/06/2000
City of Rancho Cvicemonge TIM
EM Ry: Record Title Number TIR:13:35:07 f0) N
CD O
Unknown
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Department Name CITY NANAGRR 4122 1
O O
RRTRiTION 1n nonthm Office original �'
Record Title Code Name Media Destruction A Z
Coda Ac[Lve Event Record moral
Vital of Method Acchlve or Security A O
Code Canter Record Record COPY Class
(]
Citation! A/0 O
No legal statute applicable. OR staff opts to retain records longer than the minimum established by y
statute. (Length of retention based on administrative value of the records.)
12060.1 Ambulance Service Operating Permit P 130 Rxp/Cc e:l/Tar a 120 N Shred N 0
as
Definitions Annual ambulance permits and backup materials.
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.)
13010.1 R.I.. Alarms p 24 Current Year 24 4S N Shred N 0
Definition: Alarm ordinance Adninietration records; monthly reports for billing; false alarm cards from the Police
Department.
Citation: GC 34090
Sete forth authorization for City Council and City Attorney to approve destruction of city record. 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.)
13010.7 No.thly Crime Report. P 24 Currant Year 0 24 N shred N C
Definition: Reference copies of crime statistics provided by the Police Department.
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.)
13010.9 Pollee Contract Administration P 0 Dept Raf 0 0 N Shred N C
Definition: Includes copies of police service contracts (and amendments), initial research, development and history of the
contract, general contract information and records utilized in administering the contract (such as 64 overhead
data).
Citations GC 3409D
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.)
Page: 4
Retention Schedule DATR:06/06/2000
City of Rancho Cuca.ronga Sorted By: Record Title Number TINN:13:35:07
Dnk..
Department Name CITY NANAGHR 4122
Record Title Code Naso Nadia 0.HxBNTIDN in awnths Office original
Destruction
avant accord Vital of Archive or Security
Cade A[[Sve Code Center Yo[al Retard Record Method Copy Claes
15010.1 Inter-ooverxmental Agencies P 34 Active/Curren 0 24 N Recycle N
t
Definition: Samsun, SLAG, LAPCO, Onnitrans, League of California cities. Includes records for these organizations only
during times when a R.C. elected official or member of management serves on the organization-s decision-making
body.
(Noxa: Retention begins when the City representative no longer serves as a decision-making member of the
organization.)
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.)
15010.8 Sister City Program P 24 Historical 0 24 N Archive Y 0
Definition: Information and document. related to the Sister City Program.
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.)
2020.1 City Organization Charts P 24 Active/Curren 24 PH" Y Archive Y O
t
Definition: Official hierarchial organization chart., delineating the structure of the City and its various departments.
Citation, A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (le unh of retention based on administrative value of the records.)
20503 Budget Working Pepe.. P 24 Current Year 24 48 Y Shred N 0
Definition, Includes correspondence and backup documents for departmental budget preparation.
Citation, CC 34090
Sete forth authorization for City Council and City Attorney to approve destruction of city records other (D
N
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) 0
Citation: A/D C
No legal statute applicable, OR staff opts to retain records longer than the minimum established by Ot
statute. (Length of retention based on administrative value of the records.) -00
7
2060.1 Annual Report. P 24 Current Year 0 24 N Recycle N 0 Z
O
Definition, Annual reports of other agencies and organizations (other than City of Rancho Cucamonga) - for reference only. 1
N O
O
Page, 5
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Retention Schedule DATR:06/06/3000
City of Rancho Cut amonga Sorted By: Record Title Number TIKR:13:35z07 (0) N
Unknown 0 0
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Department Name CITY NANAGRR 4127 W 0
0 0
ARTRNTION in menthe Office Original
Record Title Code Name Media Destruction A Z
Code Active BvenL Record Total vital of Method Archive a[ 9acurl ty A 0
Coda Center Record Record Copy Cleea
Citation: OC 34090 O
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 CC 34090 for exceptions.)
2060.3 Weekly, Monthly, Otrly Reports P 24 Current Year 24 PERM N Archive Y 0
Definition: City Manager weekly newsletters. City Manager 'Hot Sheets", employee newsletters.
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 City Manager Misc. Reference Piles P 0 Dept Ref 0 0 N Shred N
Definition: Reference files, some of which are maintained in the Records Center for purposes of conserving office apace.
Pile. should be periodically reviewed for continued value and possible destruction.
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.)
4012.3 Revenue Piles P 0 Dept Ref 0 0 N A....1. N C
Definition: A specific set of Administration reference paperu including such items as fee studies, property tax issues and
tax initiatives.
Citetiem: 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 CC 34090 for exceptions.)
5070.2 Organizational Development P 24 Active/Curren 96 120 N Shred N 0
t
Definition: Team building and goal setting records.
Citation: CC 34090
Sebe 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.)
7010.9 Federal Lepielative Information P 24 Active/Curren 24 49 N Recycle N
t
Definition: Documentation and correspondence related to lobbying efforts.
Page: 6
Retention Schedule DATR:06/06/2000
City of Rancho Cucamonga Sorted by: Record Title Number TINR:13:35:07
Dnknown
Department Name CITY MANAGER 4122
Record Title Code Name Media RRTBNTION in months Office Destruction Original
Cada Active Event Rewrd Total vital of Archive or Security
Method
Code Canter 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 CC 34090 for exceptions.)
7011.6 State Legislative Information P 24 Active/Curran 24 48 N Shred N
t
Definitlom Documentation and correspondence related to lobbying effort..
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 exceptione.)
7011.7 Commission Applications P 24 Current Year 48 72 N shred N 0
Definition: Applications submitted by residents to serve on any of the various City commissions.
Citation: CC 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 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.)
7012.1 City Council/Commission Contact P 60 Current Year 0 60 N Shred N O
Definition: Requests for service / action initiated by City Council and Commission members.
Citation: CC 34090
Sets forth authorisation for City Council and City Attorney to approve destruction of city records other
than those listed as exception.. (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 record..)
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Retention Schedule DATB:06/06/2000
City of Rancho Cucamonga
Sorted By: Record Title Number T1S4E:11:53:10
Unknown
Department Name CITY CLERK 4126
RRT9NTIam in months Office Original
Record Title Code Name Media Destruction
Coda Ac tiva Rent Record Total Vital of Method Archive o[ Sacuri ty
Code CenN[ Record Record Copy Claes
1020.1 General Correspondence P 24 Currant Yu[ 0 24 N Shred N 0
Definition: General, chronological correspondence, not specific to any particular project or other specified record series.
Citation: GC 36090
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.)
1020.5 Calendar. / Appointment Books P 24 Current Year 36 60 N Shred N O
Definition: Calendars, appointment books and similar records shoving meeting dates/times, appointments, etc.
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.)
2050.2 Budget Working Papers P 1 24 Currant Year a 24 Y Recycle N D
Definition: Departmental budget working papers including initial budget requests, on-going expense records, department copies
of requisitions, purchase orders and packing slips, etc.
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 for exceptions.)
3040.1 Piling Systems 4 Procedures P 24 Supersede 0 24 Y Scan/Racyc Y 0
Definition: Records Management - The official filing and coding systems and procedures for the records management program.
Citation: GC 34090
Sete forth authorization for City Council and City Attorney to approve deecruction of city records other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.(
3040.2 Micrographics a Imaging Studds. P 24 Active/Curr.. 0 34 W Recycle N o
t
Dafinitiom Background data and research relative t0 micrographic. c imaging egnipment. 33
ID
Citation, GC 34090 f/)
Sete forth authorization for City Council aM City Attorney to approve destruction of city records other 0
than those listed a. exception.. (Refer to text of GC 34090 for exceptions.( E
3040.5 Records Transfer Requaat./Lists P 24 Current Year 0 24 Y Recycle N O
Definition: Forme completed by City departments requesting that record. b, transferred to the control of the Records Mgmt. Z
CD 0
Division for storage, destruction, scanning, etc.
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Retention Schedule DATR:06/06/2000
0
TINS:11x53:10
Sorted eye Record Title Number 0 fD
City of Rancho Cucamonga (CD O
Unknown
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Department Name CITY CLERK 4126 Ql =
Ae2'mT[ION in months Office Original
Record Title Code Name Media Destruction or
Code Active Feet Record To[al Vital oC method Archive Security A O
Code Center Record Raco[d Copy Class
O
Citations GC 34090 O
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.) 1
U1
3040.6 Records Destruction Authorizations P 24 Current Year 1000 PERI( N Scan Y 0
Definition: Files documenting approval to destroy City records. (To be scanned for electronic archiving, but originals are
retained in City Clerk vault)
Citations 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 3409D for exceptions.)
3040.7 Records Mgat Program P 24 active/Curren 0 PERM Y Been/Recyc Y O
t
Definitions Background information documenting the development and administration of all aspects of the Records Management
program, most specifically retention schedules, policies and procedures. (Mandatory for justification of Program
in legal proceedings.)
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 OC 34090 for exceptions.)
3041.0 Microfilm Master index Perm P 24 Cur Ant Year 24 PRRM Y Bean/Recyc Y O
Definitions Forms documenting the image/record an each frame of a particular roll of microfilm.
Citation: CC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exceptions. (Rete[ to text of GC 34090 for exceptions.)
3041.1 Recorded Documents - Land Related P 9999 P 0 PERM Y P Y 0
Definitions The ORIGINALS of every document recorded on behalf of the City and all of it's various bodies (ie: City Council,
MA, Fire Board), pertaining to Real Property, such as deeds, easements and certificates of correction.
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.)
3041.2 Recorded Documents - Nov-Lead P 132 Rxp/Comel/Tee 0 132 N varied N 0
as
Page: 2
Retention Schedule DATE:06/06/2000
City of Rancho Cucamonga Sorted By: Record Title Number TIME:11:53r10
Unknown
Department Name CITY CLERK 4126
RETRNTION Sn months Office Original
Record Title Coda Name Media neMethod On
Evenc Record Vital of Archive oz Bacurl ty
Cods Active Code Center Total Mae ord Record Method Copy Class
Definition: The ORIGINAL recorded documents filed on behalf of the City and all of it's various bodies (City Council, RDA,
Fire Board) that DO NOT pertain to Real Property. These include, but are not limited to: Notices of Completion,
Agreement./Contract.. Notices of Lien Releasee. (See MEMO area for additional detail about filing and
retention.)
Citationz 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.)
6010.1 Bids (Unsuccessful) P N Current Year 0 14 N Recycle N 0
Definitions Unsuccessful bid packages. (The bid package submitted by the successful bidder is retained with the contract
documents and destroyed at the same time the contract is destroyed.)
Citations 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.)
6010.1 Contracts and Agreements P 24 Active/Curran 109 132 Y Shred N 0
t
Definition: Original CONTRACTS and AGREEMENTS (including franchises), along with the accepted BID, are maintained by the City
Clerk'o Office. (Includes City, RDA, Fire Board.)
Citation: CCP 337 at seq.
Sete forth the statute of limitations at 4 years for swat contracts and 10 years for filing legal action
relative to contracts where the contractor -performs or furnishes the design, specifications, surveying,
planning, supervision, tenting, 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.)
6020.2 Contract. Lou P 240 Current Year 0 240 Y Recycle N O
Definition. Manual log documenting contracts awarded by the City. Includes contract number, contractor, type of contract and N
the Council approval date. (Log is then used to perform data entry for electronic tracking in Telnet.) 0
Citation: GC 34090 .C+
Set. forth authorfration for City Council and City Attorney to approve destruction of city records other 'D 0
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) =3
Citation- 0tien: A/D 0
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.) 00
O :
Page: 3 r u
A —•
A (n
Retention Schedule DATE,06/06/200D
D CD
City of Rancho Cucamongn
Sorted syr Record Title Number TIMBx lis 53 C10 N
Dnkno ns
f C
Department Name CITY CLRRR 4126 00 0
Bran t" in month. ."ins Original O 3
Record Title Code Name Nadia oeecructimn
Cods Active Feet Record rota{ vital of Method Arehlve or Security A O
Coda Cancer Record accord Copy Cl...
C)
6050.2 Proof of Publication P 24 Cur...t Year 0 24 N R.tyCle N 0
Definition: Affidavit. of Publication for City Council items. Other department. (ie: engineering, RDA, Planning, Historical
M
Coenis.imn, etc.) maintain their ovu original Affidavit. of Publication.
RYCRPTION: Affidavit. of Publication for Ordinances are retained permanently in a separate file, numerically by
Ordinance number.
Citation: OC 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.)
7010.0 City Council Agenss Packet. P 13 Currant Year 0 12 Y SCan/RSCYC Y 0
Definition: Original full agenda packets for the City Council, Redevelopment Agency and Fire Board.
Citations CC 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 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 record..)
7010.1 Council nub-Coenittee Agenda. P 13 Current Year 0 12 N scan/R.Cyc Y 0
Definition: Original full agenda packets for all Council Sub-Committees.
Citations 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 CC 34090 for exception..)
Citation: A/O
No legal .tatute applicable, OR staff opts to retain records longer than the minimum established by
statute. (Length of retention based On administrative value of the records.)
7010.2 reek Force Agendas P 12 Current Year 0 12 N Scan/Racyc Y 0
Definitions Original full agenda packet. for all City Task Forces.
Citation: CC 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.)
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 records.)
Pages 4
Retention Schedule DATE,06/06/2000
City of Rancho Cucamonga Sorted By; Record Title Number TINR:11:53.10
Onknou,n
Department Name CITY CLERK 4126
RAT@IyIDN Sn mon Na
Record Title Code Name Media Office n..czuction original
avant Record Vital of Archive or Security
Coda Mtio Coda easier Total Record Record Method Copy Clads
7010.3 Public Safety Commission Agandaa P 12 Currant Year 0 12 N Scan/Reoye Y 0
Definitions Original full agenda packets for the Public Safety Commission.
Citations OC 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 CC 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 records.)
7010.4 R.C. Cammity Foundation Agenaaa P 12 Currant Year 0 12 N scan/Racyc Y 0
Definition: Original full agenda packets for the Rancho Cucamonga Community Foundation.
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 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.)
7010.5 anviromental Mgmt C® Agenda& P 12 Current Year 0 12 N Scan/Racyc Y 0
Ceflnitiom Original full agenda packets of the Environmental management Commission.
Citations CC 34D90
Sete forth authorization for City Council and City Attorney to approve destruction of city records ether
than those listed as exceptions. (Refer to text of OC 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 records.)
7010.1 Minutes P 1000 P 0 PRIX Y P Y 0
Daflnitlom Original minutes of meetings of the City Council, Redevelopment Agency and Fire Board. in addition to the hard y
copies being retained permanently, they are scanned into the electronic document imaging system. (Also includes 0
minutes of all Council sub-committees, task forces and the public Safety. RCCF and Environmental Mgmt.
commissions.)
-00
N =3
(Note. Other City boards, commissions, etc. minutes are (a z
retained by the respective departments.) (D O
J
co O
O 0
A U1
A U1
Retention Schedule DATE:06/06/2000
City of Rancho Cucamonga
Sorted Sy: Record Title Number TI16E:11:53:11 (0) CD
cn
CD O
Unknown
N C
Department Name CITY CLENE 4126 O =
O O
AatO1TION in months Office Original 7
Record Tlela Code Nemo Nanta D•atmetion
pant Recora weal of Archive or security A O
Cosa Aeclva Coda Canter Total Record Record Ile thud copy Claes
0
Citarlon: GC 34090 C>
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed ae exceptions. (Refer to text of GC 34090 for ex[epti0...) s
0010.6 Resolutions (and Index) P 1000 P 0 PERM y P y 0
Definition: The ORIGINAL ....intioru adopted by the City Council, Redevelopment Agency and Fire Board, and the respective
indexes for each. In addition to the hard copies being retained in the City Clerk vault, all resolutions are
scanned into the electronic document imaging system.
Citation, GC 34090
Sete forth authorization, for City Council and City Attorney to approve destruction of city record. other
than those listed as exceptions. (Refer to text of CC 34090 for exceptions.)
7010.9 Audio Tape• of City Council D 60 Current Year 0 60 Y Recycle N 0
Definition: Audio tapes of Council, AOA 4 Fire Board meetings used for transcription purpose. only to create the official
yr itten minutes of the meeting.. (Considered a duplicate record
pursuant to G.C. 34090.7)
Citation GC 34090.0
Sete forth authorisation for destruction of duplicate records. This includes recordings if the City keeps
another record, each a. written minute., of the event which was recorded.
Citation: A/0
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..)
7011.3 Municipal Code P 1000 P D PERN Y A T 0
wfinitiom The official, paper copy of the Municipal Code. Ordinances are codified by an outside contractor twice a year.
then supplements are inserted appropriately in the multiple copies
of the Code throughout the City.
(Note: The superseded page. are pulled 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 a. exceptions. (Refer to text of CC 34090 for exceptions.)
7011.4 Ordi.... (and index) P 1000 P 0 PERM T P Y 0
Definition ORIGINAL ordinances of the City Council, Redevelopment Agency and Fire Board and the respective indexes. In
addition to the hard copies being retained in the City Clerk vault, all ordinance. are ecaaned into the
electronic document imaging system.
Page: 6
Retention Schedule nATR:06/06/2000
Sorted By, Record Title Ntumber TIMR:11:53.11
City of Rancho Cucamonga
Unknown
Department Name CITY CLRRR 4126
Record Title Code Name Media A8T0mT1ON in mothe Office Original
eecurl[
De etruc[Son
Code Aotive Went Record Total Vital of Method ArcAlva Y
Code Center Record Record Capy Claes
Citation, GC 34090
Seta 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 for exceptions.)
7020.0 State of Coon Interest Log P 120 current Year 0 130 N Recycle N 0
Definition: Log of all Statement of Economic Interest filings (Forma 700, 721 6 730).
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.)
7020.1 Cleeti.. Rederenee Paper. P 24 Current Year 0 24 N Reeycle N
Definition: Election preparation documents including landbooks, copies of related resolutions and notices, etc.
Citeti0n1 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.)
7020.2 Campaign State - Orson....ful P 13 Current Year 48 60 Y Recycle N 0
Definition: Campaign statements for unsuccessful Mayoral candidate., all other unsuccessful candidates for elective office
and Committees supporting unsuccessful candidates for office. (Includes all nomination documents for these
Candidates.)
Citation, GC 81009 b
(b.) Original campaign statements of mayors, city councilmembers, county supervisors, candidates for any of
these offices and committees supporting any officeholder or candidate shall be retained indefinitely,
except that original campaign statement. Of Candidates not elected to these offices and of committees
supporting candidates not elected to these office. shall be retained by filing offices for a period of not
less than five years.
Cit.tion- A/D CD
No legal statute applicable, OR staff opt° to retain records longer than the minimum established by N
O
statute. (Length of retention based on administrative value of the records.) C
Citation: E.C. 17100 Q
All nomination documents and signature. in lieu of filing fee petitions filed in accordance with this code =
shall be held by the officer with whom they are filed during the term of office for which they are filed Z
and for four years after the expiration of the term. (D O
N '
O
O O
Page: 7
A 1
A rr
Retendon Schedule DATR:06/06/2000
1
D
Sorted Sy: Record Title Number TIMR:11:53:11 ) CD
City of Rancho Cucamonga (C) N
(D O
Unknown N C
Department Name CITY CLEM 4126 N O
Original O�
R6'L6NfxON in month. Office Destruction
Record Title Coda Name Media event Record vital of Archive or Security A Z
Code Active code Center Total Record Record Method Copy clan. A O
O
7020.3 Campaign State - Successful P 24 Active/Curren 0 FERN Y Archive i O O
t
Definition: Campaign statements for successful Mayoral candidates, successful city Council candidates and committees (P
supporting all successful candidates. (Includes nomination documents for all these candidates.)
Citation: cc 61009 b
(h.) Original campaign statements of mayors, city councilmembers, county supervisors, candidates for any of
these offices and committees supporting any officeholder or candidate shall be retained indefinitely,
except that original campaign statements of candidates not elected to these offices and of committees
supporting candidates not elected to these offices shall be retained by filing offices for a period of not
lees than five year..
Citation A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. (I ngth of retention based on administrative value of the records.)
citation: E.C. 17100
All nomination documents and signatures in lieu of filing fee petitions filed in accordance with this code
shall be held by the officer with when they are filed during the term of office for which they are filed
aM for four years after the expiration of the term.
7010.4 election Ballot. - Non-Prop218 P 6 Correct Year 0 6 N Recycle N 0
Definition: All ballots (voted, spoiled, absentee, etc.) from a Municipal election not related to a new tax or assessment'.
Citation: 6.0. 17302
The packages containing the following ballots and identification envelopes shall be kept by the elections
official, unopened and unaltered, for six months from the date of the election: 1) Voted polling place
ballots, 2) Voted absent voter ballot., 3) Absent voter identification envelopes, 4) Spoiled ballots. 5)
Canceled ballot., 6) Unused absent voter ballots surrendered by the voter pursuant to Section 3015, 7)
Ballot receipts.
7020.5 Election Ballots - New P 48 Current Year 0 48 N Recycle N 0
Definition All ballots (voted, spoiled, absentee, etc.) from a Municipal election related to new taxes or aseesamenta
(pursuant to proposition 218).
Citation: CCP 338
sets forth a 3-year statute of limitations within which a legal action may be brought against A defendant.
Citation: A/D
No legal statute applicable, OR staff opt. to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the record..)
7020.9 Oaths oI Office P 60 Term 0 60 N Recycle N O
Page: 8
Retention Schedule DATR:06/06/2000
Sorted By: Record Title Number TINE 11:53:11
City of Rancho Cucamonga
Unknown
Department Name CITY CLERK 4126
RBCOrd Title Code Nam! Media ReTEORION in enn[hn Office Orig£eal
f��dTitlss Code NameDeeCNC[10n
Code
Record Vi cal of ArchSvO or Security
Coda Active Code Center To[el Record Record Method Copy Clercs
Definition: ORIGINAL Cathe of Office for elected Official..
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.)
7040.4 City Attorney Opinions P 120 Current Year 0 PERM N P Y 0
Definitions Official opinion. rendered by the City Attorney's office. Must be retained permanently.
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.)
7040.5 Claima/Supoeeas Log P 24 Current Year 0 24 N Shred N O
Definition: Written lag documenting claims and supoenas served and submitted to the City Clerks Office. (Original documents
are then forwarded to Risk Management.)
Citation: GC 34090
Sete forth authorization for City Council and City Attorney to approve destruction Of city record. other
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.)
7040.E Stats of Econ Interest (Form 700) P 04 Current Year 0 04 Y Recycle N 0
Definitions Original Statements of economic Interest filed pursuant to the Political Reform Act of 1974. (Otherwise known as
PPPC Form 700.)
Citations GC 81009 e
(d.) Original statements of economic interests of persona holding statewide elective office shall be
retained by filing officers indefinitely. (e.) original reports and statements not specified above in this
section shall be retained by filing officers for a period of not less than seven years.
7042.1 Articles of Incorporation P 1000 P 0 PERM Y P Y 0
Definition: Original incorporation documents for the City - retained in the City Clerk's vault.
tot GC 34090 CD
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 exception..) 0
C_
� O
w �
Z
CD o
N
W O
O
Page: 9
A -A
A Ut
Retention Schedule DATE106/06/2000
City of Rancho Cucamonga Sorted Sy: Record Title Number TIN6:16:11:35
Unknown
Department Name FINANCE 4151
Record Title Code Nama Media RRTOTTIDN in ..'be
Office original
Destruction
Coda Active pant Record total Vital of I(ethod archive or Security
Coda Center Record Record Copy Class
3050.1 Final Approved Budget P 24 P 1000 PRRN Y Admin A Y 0
Oefinitiom Final budget approved and adopted by City Council.
Citation: CC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records that
than those listed as exceptions. (Refer to text of CC 34090 for exceptions.)
Citation' A/D
No legal statute applicable, OR staff it. to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the record..)
3050.3 Budget working Papers P 36 Current Year 36 73 Y Admin Shred N 0
Definition: Includes all correspondence and backup materials used to formulate the final budget documents.
Citation: CC 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 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.)
4010.1 Accounts Payable P 14 Current Year 60 04 Y Admin Shred N 0
Definition: Accounts payable files. (Does not include Fire and RDA)
Citation: CC 34090
Seta forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exception.. (Refer to text of CC 34090 for exceptions.)
Citation: A/D
No legal statute applicable, OR staff opts to retain record. longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4010.2 Accounts Receivable P 24 Current Year 60 04 Y Admin Shred N O
Definition: Account. Receivable file e. (Does not include Fire or RDA) N
In
Citation: OC 34090 0
Sets forth authorization for City Council and City Attorney to approve destruction of city records other C_
than [hose listed as exceptions. (Refer t0 text of CC 34090 for exceptions.) 0
Citation: A/D D1 M
No legal statute applicable, OR staff opts to retain records longer than the minimum established by Z
CD 0
statute. (Length of retention based an administrative value of the records.) ,
N
4011.4 General Ledger i Posting. P 24 Current Year 24 PERM Y Adm.. S.../Recyc Y 0 ra O
O
Pager 1
A y
A CN
Retention Schedule DATEz O6/06/2000
om
Sorted sy( Record Title Number TIMEz16z11z35 D)
City of Rancho Cucamonga (p y
Unknown N O
N E
Department Nemo FINANCE 4151 (J3 =
RZ=ION in months Office Original 0 =
Record Title Code Name Media Destruction
Cade Ac tiva Rvt Record Total Method Vital 02 Archive or Security A O
Code Center Record Record Copy Claae
(.7
Definition: Reports including all journal entries and encumbrance reports for a specified period (ie: Fiscal Year). O
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
char those listed as exception.. (Refer to text of GC 34090 for exception..)
Citation. A/D
No legal Statute applicable, OR staff opt. to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4011.6 Master Chart of Accounts P 24 8uperfede 0 24 Y Admin Recycle N 0
Definition: Master Chart of Accounts used for reference within the Department 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.)
4012.8 Journal Voucher P 24 Cutra.t Year 84 106 N Admin Shred N 0
Definition. Supporting documentation of journal vouchers, which are posted in the G/L.
Citation: GC 34090
Sets 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 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..)
4013.1 Fixed Asset. P 24 Active/Curren 48 32 Y Admin Recycle N 0
t
Definition' Records documenting the City's fixed assets including furniture, equipment and vehicle..
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 34G90 for exceptions.)
Citation: A/0
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.)
4D13.3 1099 Forms P 04 Current Yes. 120 144 N Admin Shred N 0
Definition. Individuals' and commercial vendors' special tax forme.
Page. 2
Retention Schedule DATR:06/06/2000
City of Rancho Cucamonga Sorted By: Record Title Number TINE:16z11a35
Dnknown
Department Name FINANCE 4151
IR 1-C
Title Code N.IDa Madla RETENTION in moo the Office Original
Event Record vital of Destruction Archive rr Security
Coda Active Cada Center Total Record Record Method Copy Claes
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.)
4020.3 Daily Cash R.ceiPts / Revenue P 24 Currant Year 64 100 Y Admia shred N 0
Definition% All receipts from all Departments processed through cashier. Also includes cash receipts detail reports,
summaries and supporting source documents.
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 34050 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.)
4020.2 Bank Statement. L Reconciliation. P 24 Audit 36 60 Y Admin Shred N 0
Definition: Statements and reports received from banks which the City has accounts with, used to reconcile the City books.
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.)
4030.4 Attract. P yahle Check Register P 24 Current Year 36 60 Y Admin Recycle N 0
Definiti0n Listing of all checks (warrants) paid including vendor name., account numbers and data.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other N
than those listed as exception.. (Refer to text of GC 34090 for exceptions.) O_
Citation: A/0 C
No legal statute applicable, OR staff opts to retain records longer than the minimum established by -0 0'
statute. (Length of retention based on administrative value Of the records.) 113
4030.6 Cancelled Checks (Non-RDA or Fire) P 34 Current Year 36 60 Y Admin Shred N 0 (CD z
N O
N
0) O
O
Page: 3 A
A (n
Retention Schedule DATR:06/06/2000 M
City of Rancho Cucamonga Sorted By: Record Title Number TIME:16,11.35 N
Unknown M O
N C
Department Name FINANCE 4151 -i 0
RHEvenT@PfIOw in monttu Office original 0
RBCOYd Title Cade Nome Media Destruction A Z
Coda Active t Record Teta] Vital of Method Archives or Security A O
Coda Center Record Record Copy Class
O
Definition: Cancelled checks returned by the banks for purposes of reconciling the accounts payables. (Does not include Fire 0
or RDA check..) _
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 exception..)
Citations A/D
No legal statute applicable, OR staff opts to retain record. longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4030.7 Dept. Sign-off List for Payroll P 24 Active/Curren 0 24 N Admin Shred N O
t
Definition: Record of Department Head Signing for respective department's payroll checks.
Citation: CC 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 CC 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 records.)
4040.2 Payroll Register P 24 Current Year 36 60 Y Admin Shred N 0
Definition: Detail report of payroll paid for a specific pay period.
Citation: 29 CPR 516.6
IS) 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 data 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 rate. or other rates used in
computing straight-time earning., wage., o salary, or overtime pay computation. .. It) Record. of
additions to or deductions from wage. paid: ...(1) Those records relating to individual employees referred to
in sec. 516.2 la)I11... at seq.
Citations 29 CFR 516.5
Each employer shall preserve for at least 3 years: (a) Payroll records. From the last date of entry, all
payroll or other records containing the employee information and data required under any of the applicable
section of this part, and....
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.)
4040.5 Payroll Deductions A Authorization P 24 Currant Year 36 60 N Admin Shred N O
Page. 4
Retention Schedule DATB:06/06/2000
City of Rancho Cucamonga Sorted By: Record Title Number TI168:16:11:35
Unknown
Department Name FINANCE 4151
Record Title Code Name redia Rer—to. in mnthe Office original
Destruction
even[ Record VS[al of Archive oz Security
Coda Active Total MetAod
Code Center Record R.COrd Copy Clave
Definition: Individual authorizations for specific payroll deductions, and deduction listings for specific
pay periods.
Citation: 29 CPR 516.5
Each employer shall preserve for at least 3 years: la) Payroll records. From the last date of entry, all
payroll or other records containing the employee information and data required under any of the applicable
section of this part, and....
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 Time Cards P 24 clue.[ Year 36 60 N Admin Shred N O
Definition; Records documenting each employee's hours worked, including time other than straight-time.
Citation: 29 CFR 516.6
(a) Supplementary basic record.: 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 earnin, card. or sheer.... (et eeq) 12) wage 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) Record. of
additions to or deductions from wages paid: (1) Those records relating to individual employees referred to
in Sec. $16.2 (a) (3)... 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.)
4041.0 x-2' a P 12 Current Year 108 120 Y Admin Shred N C
Definition: City's copies of original N-2's distributed to employees in January for the previous calendar year's earnings.
Citation: 26 CFR 31.6D01-1
(a)(2) Except ae otherwise provided... every person required by the regulations in this part to keep
records in respect of a tax... shall maintain such record. for at least four years after the due date of
CD
such tax for the return period to which the records relate, or the date such tax is paid, whichever is N
later. 0
C
Citation: A/D
No legal statute applicable, OR staff opts to retain records longer than the minimum established by O
statute. (Length of retention based on administrative value of the records.)
4041.2 vacation 4 Sick Leave Reporta P 24 Current Year 24 48 Y Admin Shred N O CD 0
N .
Definition: Records documenting each employee's accrued and used vacation and sick leave. N CD
O :
Page: 5 r
A —a
A CT
Retention Schedule DATEr06/06/2000 31
City of Rancho Cucamonga Sorted Hy: Record Title Number TINE:16:11:35 CD
CD O
Dnknmwn N C
Department Name FINANCE 4151 f0 =
Z
R4:GOId Title Code Name Media
EST ION in m.the Office Destruction Original P. Z
Code Active Fant Record Total Vital of Method Archive of Security A O
Code Center Record Record Copy Cl...
Citation: 39 CFR 516.6
(a) Supplementary basic records: Each employer required to maintain records under this part shall preserve s
for a period of at least 3 yearn. (1) Basic employment and earnings records. From the date of last entry. 1
UI
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 rate. used in
computing straight-time earnings, wages, or salary, or overtime pay computation. ..... (c) Records of
addition. to or deductions from wages paid: (1) Those records relating to individual employees referred to
in Sec. 516.2 (a)(1).., at seq.
Citations CC 14090
seta forth authorization for City Council and City Attorney to approve destruction of city records other
than tho.e listed a. exception.. (Refer to text of CC 34090 for exception..)
Citation: A/D
No legal Statute applicable, OR Staff opto to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
4041.3 State L Fed'l Otrly Payroll P 24 Audit 16 60 N Admin Shred N 0
Definition: City's copies of the original payroll report. generated quarterly and forwarded to the State and Federal gov'ts
ae required.
Citatiom 29 USC 436
Every pecans required to file any report under this subchapter shall maintain records 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 lees than five years after the filing of the documents
based on the information which they contain.
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.)
4050.3 Bond Statement File. P 12 Exp/Compl/Tei 108 120 - T Admin Recycle N 0
is
Definitiom Back statement. on active bond issues. (NOTE: Retain all statements for the life of the bond - per the Finance
Officer).
CitetionI CC 34090
Set. forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed as exception.. (Refer to text of CC 34090 for exceptions.)
Page: 6
Retention Schedule DATR:06/06/2000
City of Rancho Cucamonga Sorted Ry: Record Title Number TIM:16.11:36
Unknown
Department Name FINANCR 4151
RBTmI'1'ION in months Office Original
Record Title Code Name Nodi. Destruction
Code Ac[Sve Coen[ Record Total yl tel of IfetbOd Ar[hlva or BCie.ty
Code Canter Rocord 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.)
4060.1 Audit Correspond... P 24 Audit 24 48 N Admin Shred N 0
Definition: Incasing and outgoing correspondence related to specific audits.
Citation: CC 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 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.)
4060.2 Audit Report. P 24 Audit 24 48 N Admin Shred N D
Definitions Reports generated at the conclusion of a specific audit.
Citation: CC 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 CC 34090 for exceptions.)
Cltetlen: 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.)
4070.1 Deferred Compensation Report. P 24 Active/Curren 456 480 Y Shred N O
t
Definition. Reports documenting each employee's deferred compensation contributions and payments made to the deferred
compensation provider.. (Pursuant to the contract, the City's 3rd party administrator is responsible for
retaining the records in accordance with State lay.)
Cltetlon: 29 CFR 1627.3 (b)(2)
(b)(21 Every employer shall keep on file any employee benefit plans ouch as pension and insurance plans, as
well as copies of any seniority systema and merit systems which are in writing, for the full period the CD
plan or system is in effect, and for at least 1 year after its termination... at seq. 0
C_
4070.4 P.B.R.S. Reports P 24 Nr rent Year 456 480 Y Admin Shred N 0
Oaf Snitioo= Reports documenting City and employee cont iibu[ione
to PERS. Z
CD 0
W .
<] 0
0 0
P.S.: 7 A 1
A CT
Retention Schedule DATR:06/06/3000 M
City of Rancho Cucamonga Sorted By: Record Title Number TIMR:16:11:36 N
Dnknoeru O O
Department Name FINANCE 4151 s =t
O
Vital of or Security O
ArCrNT20N iv months office Orlglnal
O
IS Title Title Code Nome radia cpee[ructiov A Z
Code Ae ti event enter Total Method Archive A Q
Cade center Record Record Copy Class
O
Citation: 29 CFR 1627.3 (b)(2) O
(b)(2) Every employer shall keep on file any employee benefit plane 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 i year after its termination... et seq. (31
Citations A/D
NO legal statute applicable, OR staff opt. to retain records longer than the minimum established by
statute. (Length of retention based on administrative value of the records.)
Page, 6
Retention Schedule DAT&:06/06/2000
City of Rancho Cucamonga Sorted By: Record Title Number TIMK:17:09:11
Unknown
Department Name, RISK MXNAGEM= 4154
RZTZM!fION in months Office Original
Record Title Coda Nemo
me
Descxuccion
Event Record Vital of Archive or Security
Coda Aetiva Code Center Total Record Record Method Copy Cl...
15051.5 Risk Management Reference Films P 0 Dept Ref 0 0 N Risk M9mt Recycle a
Definition: Reference materials only. To be destroyed when no longer of use.
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 exceptione.)
4011.5 Insurance Policies P 24 Active/Curren 24 48 N Risk Mgmt Shred N O
t
Definitions various insurance policies, such as boiler machinery, personal property (equipment), fidelity bonds (re: crime.
dishonesty) held by the City. Dome not include insurance policies submitted by contractors or policies for which
PARSAC (the City's 3rd party administrator) is responsible for administering and retaining.
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.)
5070.0 Training Documentation P 24 Separation 24 48 N Risk Mgmt Shred N O
Definition. Records documenting, training provided to City employees.
Citation: CCR 8.3203
(b)12) Documentation of safety and health training required by subsection (a)(7) for each employee.
including employee name or other identifier, training dates, type(a) of training, and training providers.
This documentation shall be maintained for at least one (1) year.
Citation: A/D
No legal statute applicable, OR staff opt. to retain records longer than the minimum established by
statute. (Length of retention based on admini.trative valueofthe records.)
5080.1 Pre-mpl Physical. (Hire.) p 34 Separation 84 108 Y Risk Mgmt Shred N O
Definition: Documentation of an employee's pre-employment physical examination.
Citation. GC 34090
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
C_
5080.3 Pie-Hmpl Physical. (Non-Hire&) p 24 CLrr..t Y.. 0 24 N Risk Mgmt Shred N 0
Definition: Records of pre-employment physical examinations of employment candidates not hired.
Citation: GC 34090 (D Z
Sec. forth authorization for City Council and City Attorney to approve destruction of city records ocher f.J ,
than those listed as exceptions. (Refer to text of GC 34090 for exceptions.) N C
0 :
page: 1 A 1
A fT
Retention Schedule DATRl06/06/2000 -0 M
City of Rancho Cucamonga Sorted Sym Record Title Number TIMR(17109+12 co O
Unknown
(a C
Department Name RISK MANAGRf68NT 4154 C,) 0
O :3
RB'1'Rr£ION in months office Original
RBCOLd Title Code Name Medie avant Record vital of Destruction Archive or security A O
Code Actives Code Center Total Record Record Method Copy Clea.
0
5080.4 Worker-. Compensation C1.1m. / P 24 Active/Curren 84 108 Y 3rd Party Shred M C C:)
t
Definition: Risk Management copies of worker-e compensation claims and cases. (The originals are retained by the City's 3rd
party administrator pursuant to the requirements of OSHA.)
Citation, CC 34090.7
Sec. 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.
Citation: 8 CCA 15400.2
(a) All claim files shall be kept and maintained for a period of five years from the date of injury or frau
the date on which the last provision of compensation benefits occurred as defined in labor Code Section
3207, whichever is later. Claim files with open future medical benefits due to the claimant shall not be
destroyed. but two years after the date of the last provision of workers' compensation benefits occurred as
defined in Labor Code Section 3207, they may be converted to an inactive or closed statue by the
administrator. (b) Inactive or closed claim file. may be microfilmed for storage, however, the original
paper files shall be maintained for at least two years after the claim has been closed or become inactive.
Such microfilmed file. must be readily reproducible into legible paper form if requested by the Manager for
audit.
Ci[atiom CLC 5405. Title 8
-The period within which may be commenced proceedings for the collection of the benefits.... is one year
from: (a) The date of injury; or (b) The expiration of any period covered by payment under Article 3.. ,
or (c) The date of last furnishing of any benefits provided for.....
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.)
5080.5 Respirator Safety Medical Records P 24 Current Year 576 600 Y Risk Mgmt Shred N O
Definition: initial and annual physicals.
Citation: 8 CCR 3304
Sete forth the mandatory retention period for A) Employee Medical Records (including exceptions) -
'duration of employment plus thirty (30) years', and n) Employee Exposure Records (including exceptions) -
'for at leas[ thirty (30) year,'.
5080.6 Toxic exposure Record. p 24 Current Year 576 600 M Risk Moa[ Shred N O
Definition: Records documenting employees' exposure to toxic substances, fomes, etc.
Page+ 2
Retention Schedule DATRz 06/06/2000
City of Rancho Cucamonga Sorted By: Record Title Number TIM5:17:09e12
Unknow
Department Name RISK MANAGIDBSNT 4154
ecoid Title Code Name Media
RRTnTTION in months Office Oatuctien Original
Re
Cada AC Clue Nev[ Cerner Total Vital of Method Archive or Security
Code Canter Record Record Copy Claes
Citations B CCR 3304
Sete forth the Mandatory retention period for A) Employee Medical Records (including exceptions) -
•duration of employment plus thirty (30) years", and B) Employee Exposure Records (including exceptions) -
"for at least thirty (30) years".
5100.1 Safety Committee P 24 Current Year 24 48 N Ri.k Mgmt Shred N 0
Definitions Includes Safety Committee meeting minutes and memos, School Attendance Review Board recommendations and findings.
Citation: OC 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 for exceptions.)
5100.2 Safety Investigations, P 24 Active/Curren 24 40 N Riek Mat Shred N O
t
Definition: include. photograph., signed statements and facility inspection reports.
Citation: OC 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.)
5100.3 Safety Policy a Procedure. P 24 Sup.reade 24 48 Y Riak Mgmt Recycle N O
Definition: written policy on OSHA Compliance standards, SOP'. and IIPP's.
Citation. W 34090
Seto forth authorisation for City Council a:W City Attorney to approve destruction of city records other
than those listed ae exceptions. (Refer to text of OC 34090 for exceptions.)
5100.5 Motor Vehicle Report. (NVR'.) P 0 Supereede 0 0 N DMV Shred N C
Definition: OMV status reports on employees driving City vehicle., received twice each year. Used for reference only and
destroyed when superseded.
Citation, OC 34090
Sete forth authorization for City Council and City Attorney to approve destruction of city records other
than cheer listed as exception.. (Refer to text of CC 34090 for exception..) N
7030.0 Legal. Investigations i Litigation P 24 active/Curren 36 60 N Shred N C O
t C
Definition: Includess depositiona end interrogatories. 7
Citation: CC 34090.7 Z
Sets forth authorization for destruction of duplicate records. This includes recordings if the City keeps CD O
another record, such as written minute., of the event which was recorded. A O
O �_
Page: 3
A s
A 01
Retention Schedule DATR:06/06/2000 "a M
City of Rancho Cucamonga Sorted Sys Record Title Number TIMR:1709i12 (D CD
CD O
Unknown W C
Department Name RISK NANAGRN4SNT 4154 Ln =
O 0
R)tT::tION in months Office original
Record Title Code Nemo Media Destruction A O
Rode Center ital of Archive or Security
Coda Act lve Code Center Total]'Record Record Method Copy Claes
O
Citation: A/D Q
No legal statute applicable, OR staff opts to retain records longer than the minimum established by
statute. )6engoh of retention based on administrative value of the record..) M
7030.4 Non-Liability Casae P 24 Active/Curren 60 04 N Risk Mgmt Shred N 0
t
Definitions HUD and AM claims.
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 for exceptions.)
7040.2 Accidents Involving City Vehicles P 24 Current Year 24 4s N Shred N 0
Definition: Copies of traffic collision reports involving City vehicles, along with reports from the Safety Committee and
Risk management staff.
Citation, GC 34090
Seto forth authorization for City council and City Attorney to approve destruction of city record. other
than those listed as exception.. (Refer to text of GC 34090 for exceptions.)
7040.6 Claims Against the City P 24 Ateiv./Curr.. 60 04 N Risk Hgmt Shred N 0
t
Definition: The ORIGINAL liability Claims filed against the City. Files include investigative materials, reports and
recommendations.
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 exception..)
7040.9 Damage to City Property P 24 Active/Curren 24 40 N Shred N 0
t
Definitions Original equipment damage reports from Engineering and Fire, PLUS copies of vehicle collision reports and
vandalism reports from the Police Dept.
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: 4
Retention Schedule DATB:06/06/2000
City of Rancho Cucamonga Sorted By: Record Title Number TIMMB:14:52:52
Unknown
Department Noma BDILDINC 6 SAFETY DIV 4373
Record Title Code Name di-de
in months Office Original
Destruction
Code AC Clue Fent Record Total Vital of Method "chive or Security
Code Canter Record Record Copy Close
3020.1 Monthly Activity Report. P 24 Current Year 160 pRRM Y P Y 0
Definition: Reports shoving permit activity and project estimated values.
Citation: GC 34090
Seta forth authorization for City Council and City Attorney to approve destruction of city records ocher
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 records.)
3020.2 Permit fnge P 24 Current Year 160 PEAK Y P Y 0
ne[lnitiom Loge of project address, date, type of permit, valuation, development and miscellaneous fees, and permit record
transmittal form. -- ALL computer generated
Citation: GC 34090
Sets forth authorization for City Council end City Attorney to approve destruction of city records other
than those listed ae 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 records.)
30204 utilities Release Log P 24 Current Year 0 24 Y R.eyele N 0
Definition: Log shoving properties released (finaled) by the gas and electric utilities.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of City record. other
than those listed as exceptions. (Refer to [ext 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.)
3020.4 Inspection Statistical Summarias P 120 Current Year 0 120 N Recycle N O
U)
Definition: Annual summary of inspections for a given calendar year. O
Citation: GC 34090 .�-.
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.) ¢3 :3
f0
Citations A/D z
No legal statute applicable, OR staff opts to retain records longer than the minimum established by O
W
statute. (Length of retention based on administrative value of the records.) M O
O
Page: 1 ?
A 01
Retention Schedule DATE t 06/06/2000 -0 M
City of Rancho Cucamonga Sorted Hy: Record Title Number TINH:14.52.52 0) O
Unknown
W
Department Name HQILDING 4 =SAFETY DIV 9373 v O
O
RRT1mTION i¢ ..the Office Original
Record Title Code Name xeala Destruction A Z
Code Active avast Record Total Vital of Nathod Azchlve or Security A O
Code Center Record Record Copy Claes
0
3030.1 Application for Tez,orary Utility P 26 Current Year 0 24 H Shred N O 0
Definition: Temporary gas and/or electrical releasee pending final inapec[io¢s.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than thea. listed as exceptions. (Refer to text of GC 34090 for exceptions.)
3030.2 App R. for Occupancy Inspection P 24 Current Year 0 PRR11 N Shred Y 0
Definitfoni Documents verifying compliance with Building and planning codes.
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. (Dength of retention based on adminiatrative value of the records.)
3030.3 Complaints R Inspection Requests P 24 Active/Curren O 24 N Shred N 0
t
Definition Requests received to verify compliance with all building related codes.
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.)
3030.4 Application for Plan Duplication P 24 Current Year 0 24 N Shred N 0
wfinitfom Request for duplication of building plane, processed pursuant to Health c Safety Code Section 19851 c City
Procedure 925.
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.)
3030.5 also. Applications P 24 Current Year 0 24 N Shred N O
Definition: Requests for any Building and Safety related services.
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.)
6020.4 Grading Bonds a Agreements P 12 Active/Curren 12 PINK Y Archive Y O
t
Page. 2
Retention Schedule DATB:06/06/2000
City of Rancho Cucamonga Sorted By: Record Title Number TI368:14:52z52
Unknown
Department Name BUILDING 4 SAFETY DIV 4373
Record Title Code Name Media RETENTION in mon the Office Destruction original
Event Record vital of Archive or Security
Code Active Code Center Total
Record Record Method
Copy Claes
Definition: Agreement. and associated bond documentation related to earth moving and compaction.
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.)
Citation: CCP 337 or seq.
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,
planning, supervision, testing, or Observation of construction or construction of an improvement to real
property....•
6020.5 Easements, CCR's, Agreements P 24 Current Year 14 Pam Y Scan/R.CYC Y 0
Definition: Include.: maintenance of yard easement., agreements to hold parcel as one, agreements to accept drainage water,
and CCR'. (condition., covenant. 4 restriction.).
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.)
8030.1 Construction Permits P 3 Rx,/Coral/Ter 21 PERM Y Sem/Recyc N O
Definition: Finaled Building, Plumbing, Mechanical, Electrical, Grading, and Fire Sprinkler permits.
(Include. canceled R expired permits.)
Citation: GC 34090
Sete forth authorization for city council and City Attorney to approve destruction of city records other
than those listed an exceptions. (Refer to text of CC 34090 for exceptions.)
8020.3 Plan Check A Permit File Culls. P 13 Current Year 13 34 N Recycle N C
Definition: Department topic. of construction permit. and plan Checks.
Citation. GC 34090.7
Sets forth authorization for destruction of duplicate records. This includes recordings if the City keeps N
another record, such as written minutes, of the event which was recorded. N
O
8031.1 Plan Ck/ Bldg Pat zxpir or maraud P 36 current Year 0 36 N Shred N 0 C
s finitlon: plan Check and Building Permit expiration (and extension) notification letters. NOTE: No extensions are ever 7
granted longer than 6 montho. NOTE: When a building permit expires, the original permit is stamped "expired". Dl
Citation: GC 34090 CD 0
Sets forth authorization for City Council and City Attorney to approve destruction of city record. other W '
than those listed ae exception.. (Refer to text of GC 34090 for exceptions.) 00
O
Page: 3 A 1
A (31
Retention Schedule DATR s o6/06/2000 -0 M
City of Rancho Cucamonga Sorted Byt Record Title Number TIME:14t52t52 (D N
(D O_
Unknown
W C
Department Name BUILDING i SAFETY DIV 4373 p
O 0
Record Title Code Name dl. RETENYION in months Office Dee[rnetlOn Original A Z
Coda AeLive EYeat Record Total Vital oC Method Archive or Security A O
Code Ca star Record Record Copy Cl...
8021.2 M.C. Permit Documents P 12 Current Year 12 PERM N Scan/Racyc N 0 9
Dofinitiom Back-up reports which document special inspections.
Citation, CC 34090
Seta forth authorization for City Council Rod City Attorney to approve destruction of City records other
than those listed as exceptions. (Refer to text of CC 34090 for exception..,
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.)
8040.1 Bldg Plane - Retained P 24 Currant Year 0 PERM Y Scan/Racyc N O
Definitlom Plana for: new non-residential R residential structures; condominium projects; structural additions c alterations
to non-residential 6 condominium project.; non-residential 6 residential grading 6 drainage.
Citation; CC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed a. exceptions. (Refer to text of CC 34090 for exceptions.)
Citation, A/D
No legal statute applicable, OR staff opt. to retain records longer than the minimum established by
statute. (Length of retention based on administrative value Of the records.)
8040.2 Building Plana - Noa-retained P 24 Current Year 0 PRAM N Scan/IIecyc N 0
Definition: Non-structural addition. and alterations. Structural additions and alteration. to residen-
tial structures except condominium projects. New Cu.tas homee and new tract hoses. Also includes plumbing,
mechanical, electrical, fire sprinkler, septic system and grading 6 drainage plans.
CitwtiOnl CC 34090
Seta forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed a. 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.)
0040.3 Miss. Plana P 3 Current Year 3 PRRM N Scan/Racyc N O
Definition: Plane for: swimming pools, patio covers, blockwalls, etc. (Note: Sam of Nese are scanned and become part Of the
associated building permit. This record eerie. covers Only those that 00 NOT become a part of the building
permit.)
Page: 4
Retention Schedule DATE:06/06/2000
City of Rancho Cucamonga Sorted By: Record Title Number TI103:14:52:52
Unknown
Department Name BUILDING k SAFETY DIV 4373
RETENTION in myths Office original
RBCOLd Title Code Name Media sitalDestruction ov or Security
Code Active Code Record Total R...I of method Archive
Code GRUz Record Record Copy Class
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 e.tablished by
statute. (tength of retention based on administrative value of the records.)
9040.4 Sell, Percolation i Eydrolagy P 24 Current Year 160 PEAK Y Scan/RScyc N O
Definition: on-Site ¢oils Studies.
Citation, CC 34090
Seta forth authorization for City Council and City Attorney to approve destruction of city records other
then 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. (I ngth of retention based on administrative value of the records.)
9040.5 Gradin Certification. P 24 Current Year 0 PERM Y Scan/Racy. x 0
Definition: Certification that earth work was done in accordance with the UBC.
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.)
9040.6 Calculations, Supporting pvca P 24 Currant Year 0 PERE Y Scan/R.Cy. Y 0
Definition: Includes structural and energy calculations, acoustic reports, etc. to construction plans.
Citation CC 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 CC 34090 for exceptions.) (D
Citation, A/D O
No legal statute applicable, OR staff opts to retain record. longer than the minimum established by C_
statute. (4ngth of retention based on administrative value of the records.) Q
9040.7 Misc. Plana and Documents P 2t Outcast Year 0 PERM Y Scan/Recyc T O
De[ivitlon, All plans and associated documents not otherwise classified within this retention schedule. (D 0
A
O O
O
Pegs: 5
A (r
Retention Schedule DATBr06/06/3000 -U X
City of Rancho Cucamonga Sorted By. Record Title Number TINSr14r52157 f9) N
Unknown CD O
? C.=
Department Name BUILDING 4 SAFETY DIV 4373
O 0
Record Title Code Name Media B7F2=1ON 1n months OCflca Destruction Original a Z
Coda Mtiva ant Record Total vital
of Method Archiveor 9ecurl[y A 0
Coda Cantor Record Record
dCopy Claes
0
CS Catlos• OC 39090 0
Sete forth authorization for City Council and City Attorney to approve destruction of city record. ocher
than those listed a. exceptions. (Refer to text of CC 34090 for exceptions.)
01
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.)
6050.1 Code Violation Correspondence P 36 Active/Curran 0 36 N Strad N O
t
Definition: Letters providing notice or instruction regarding City or UBC code violation..
Citation. CCP 338
Sete forth a 3-year statute of limitations within which a legal action may be brought against a defendant.
8050.3 Code Modification Forma P 34 Current Year 0 PERM Y Scan/ReeyC N O
Dafi.ition: Forms documenting acceptance of modifications to Codes.
Citation, CC 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 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 an administrative value of the records.)
8050.3 General Correspondence P 34 Current Year 0 34 Y Shred N O
Definition: Includes letters, memos and other correspondence not specific to a particular project.
Citation: GC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed an exceptions. (Refer to text of GC 34090 for exceptions.)
5050.4 Structure Abatement Notice. P 36 Mtiva/Curran 0 36 Y Shred N O
t
Mfinirlon: Official notices to property owners to abate substandard structures and/or properties. (includes notice. of
termination and release.)
Citation: CCP 138
Sets forth a 3-year statute of limitations within which a legal action may be brought against a defendant.
8070.3 Bldg. Inspection Reports a Files P 36 ACtiva/Curren 0 36 Y Recycle N G
t
Page: 6
Retention Schedule DATB:06/06/3000
City of Rancho Cucamonga Sorted By: Record Title Number TINex14.53:53
Unknown
Department Name BUILDING 6 SAFETY DIV 4373
¢etortIOn in annthe Office Original
Reeord Title Code Name code
Deacrvccitn
cod• AcclY. Code[ Centra Total vitR...l .. Hathed Aztnlme or 9y
Code Center Recozd RwoM Copy Cl...Clsu
Definition: Reports of building inspections performed.
Citation: CC 34090
Sete forth authorization for City council and City Attorney to approve deatruction of city records other
than those listed as exceptions. (Refer to text of OC 34090 for exceptions.)
8070.4 Daily Inap•ctiaa Record. p 34 entrant Year 0 24 Y Recycle N O
Definition: Log of daily inspections performed.
Citation: W 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 OC 34090 for exceptions.)
Q
G)
N
O
C_
p O
N =3
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N O
page: 7 A
A Cn
Retention Schedule DATS:06/06/2000
City of Rancho Cucamonga Sorted Sy: Record Title Number TIbIR:15:00,26
Unknown
Department Name LIBRARY 4533
R2TS=ION in months Office
Original
RBCOrd Title Code Name Media Destruction
Code k[SVa Coe.[ Record Total�Vit:
l e[ method Arehiva Or Sacurity
l...Coda Cavt.L ec [d Record Copy CIsBD
11300.1 Donations P 49 Cur...t Year 0 48 N Library Recycle N O
Definition Donations to the Library from outside sources such as The Friends of the Library.
Citation, OC 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.)
11800.2 Public services 4 Relations Piles P 48 Active/Curren 0 46 N Library Recycle N 0
t
Definition: includes inter-Library Loan records, and library tour records.
Citation: OC 34090
Sete forth suthorixatien 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.)
11801.0 Public Inquiries and Coagplalnts P 48 Current Ye.r 0 48 N Library Shred N 0
Definition Complaints and requests for service or information received by the library.
Citation. OC 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 OC 34090 for exceptions.)
4012.3 A.. file. P 24 Currant Yea[ 0 34 N Library Recycle N O
Definition: Deposit Blips received from Finance for Daily Cash Receipts AND each register roll tapes.
Citations OC 34090
Sets forth authorization for City Council and City Attorney to approve destruction of city records other
than those listed an exception.. (Refer to text Of OC 34090 for exceptions.)
4010.5 Grant. P 24 Audit 64 108 N Library Recycle N O M
N
Definition, Al original records pertaining to State of California grant. awarded to the Library. 0
C
5030.0 Library board Agenda. P 48 Mitsui Year 0 48 N Library GryCle N O
-00
Definition: Original agenda packets of the Library Board. (0
Citation: CC 34090 C) 0
Sete forth authorization for city council and city Attorney to approve destruction of city record. other A
than those listed as exceptions. (Refer to text of OC 34090 fee exceptions.) W 0
P
Page: 1 A
A M
Recendon Schedule nATs:06/06/2000 -0 M
City of Rancho Cucamonga Sorted Byt Record Title Number TIMRt15:00.27 (D N
Unknown N O
A
nepartment Name LIBRARY 4533 A ntQ
O
Record Title Code Name Media as rfION in months Office Original A Z
Bvent Record Vital o£ Destruction Archive or security A O
Coda Active Cod. Canter motel Raaord Record Ne[had copy class
0
5030.5 Voluntaar Program P 48 Active/Curren 0 48 N Library Shred N O
t
Oafinitions includes all records pertaining to Library volunteers. Lrl
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.)
7010.7 Library Board Went.. P 1000 P 0 PERK N Library Scan Y O
Definition• Original minutes of the Library Board.
Citations education Code 18918
The Board shall cause a proper record of its proceedings to be kept.
7041.1 Pi.ae P 48 Current Year 0 48 N Library Shred a O
Dafini[Suns Include. records of all flume collected by the Library. These records are confidential.
Citations 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.)
Citations A/0
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: ]