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HomeMy WebLinkAbout2015-10-27 - AGENDA REPORTS - RECORDS RETENTION SCHEDULE (2)Agenda Item: 13 CITY OF SANTA CLARITA Q) AGENDA REPORT CONSENT CALENDAR i, CITY MANAGER APPROVAL: 1 j=� DATE: October 27, 2015 SUBJECT: FIVE-YEAR REVIEW AND APPROVAL OF CITY'S RECORDS RETENTION SCHEDULE DEPARTMENT: Administrative Services PRESENTER: Kevin Tonoian RECOMMENDED ACTION City Council adopt a resolution approving amendments to the City of Santa Clarita Records Retention Schedule. BACKGROUND The City of Santa Clarita's (City) Records Retention Schedule establishes guidelines for the classification, life, care, and disposition of City records and includes the parameters set forth by Section 34090 et seq. of the Government Code of the State of California. The schedule demonstrates a documented, procedural means of disposing of any record that has served its purpose and is no longer needed for administrative, fiscal, historical, or legal purpose. It allows the City Clerk, with written consent of the City Attorney, to remove records for the cost-effective and efficient operation of government. In 1993, the City Council adopted Resolution 93-119, establishing the City's Records and Information Management (RIM) program and authorizing the implementation of the City's Records Retention Schedule. In 2005, the City Council adopted Resolution 05-90, amending the schedule and requiring it to be brought before the body no less than once every five years. In 2010, the City Council adopted Resolution 10-91, further amending the schedule to include changed business needs and compliance with state and federal regulations. The update now being considered by Council reflects changes to our operation during the past five years, inclusive of new technologies and responsibilities undertaken by the City, as well as maintenance elements for improved filing practices. Page 1 Packet Pg. 157 New Technology Items The City is using new agenda management and contract management programs that affect the way staff creates, uses, and retains records associated with these functions. In some cases, records are recommended to be retained beyond their legal requirement because of the document type and the ability to manage it electronically in an off-site or "cloud storage" environment. Specifically, City Council and Planning Commission audio/visual recordings are legally required to be retained only 30 days. The current retention period is approved for two years; however, the City now has the ability to retain these records permanently and make them available to the public through our organization's website as a result of the new agenda management program. Additionally, Council agendas and staff reports do not require a permanent retention, but it is valuable to retain these records for historical purposes. In the same way the audio/visual recordings are available to the public, the agendas and staff reports are now available as well. The change recommended to the schedule with regard to City Council agenda and staff reports is to permit the physical record to be destroyed once a permanent electronic record is created. Finally, while a change in the retention of contracts is not being recommended, the majority of City contracts are now being produced electronically. This business practice reduces the physical space required for paper contracts and reduces off-site physical storage costs incurred by the City. New Operational Items - Santa Clarita Public Library The City began providing library services to the community in 2011. While the majority of records generated by the Santa Clarita Public Library fall into existing City record classifications, there is a need to create classifications to identify library -specific records. New classifications include monthly statistical reports and Annual California Public Library Survey reports. Capital Improvement Project Files The City currently retains all Capital Improvement Project (CIP) files permanently. However, many records created as part of a capital project are not required to be retained beyond ten years. CIP records requiring permanent retention are filed separately, while those with a shorter retention are recommended for destruction, thereby reducing the City's fiscal exposure for retaining obsolete records in storage. Bus Surveillance Records Matters relating to the retention of bus surveillance records are also identified to be amended. The recommended retention period of up to 30 days reflects the capacity of the City's current bus surveillance system, which state law provides exemptions when certain conditions apply. In this instance, the bus surveillance system was acquired at a time when it was cost -prohibitive to store and retain audio/visual records for each of the 106 vehicles operated by Santa Clarita Transit for an entire year as prescribed by current California Code. Advances in surveillance technology, in conjunction with the availability of low-cost cloud storage solutions, will be Page 2 Packet Pg. 158 considered as our surveillance system becomes obsolete and in need of replacement Record Retention Schedule "Clean up" Items In some instances, classifications are recommended to be removed from the schedule due to non- use, redundancy, or merging to create a broader records classification, especially where it is warranted to group and retain similar records as one unit. An example of a records classification recommended to be removed from the schedule is registration records for county, state, and federal lobbyist services procured by the City. Lobbyists specifically retained by our organization to represent the interests of the City Council and community issues, whether at a county, state, or federal level, are not required to register with the City. However, in instances where the City does procure these types of services, the Council action approving such action would be retained within the agenda management system, and any resulting contract would be on file with contract records. Finally, staff is recommending to modify the retention schedule for several record classifications relating to the Fair Political Practices Commission (FPPC). Santa Clarita's practice is to retain records on a schedule which meets or exceeds our legal obligation while also supporting administrative functions of the City. Staff is recommending changing the retention term for AB1234 Training and FPPC Agency Forms such as Form 806 (Public Official Appointments) from being classified as permanent records to align with current California Codes and FPPC regulations, which at the longest requires a maximum retention schedule of seven years. An Executive Summary highlighting recommended changes, followed by the resolution and an exhibit chart itemizing the proposed amendments, is attached for the City Council's review. This chart provides a detailed overview of recommended changes inclusive of items that require City Council action and those which Resolution 05-90 allows to be administratively approved. ALTERNATIVE ACTION Other action as determined by the City Council FISCAL IMPACT Retaining records according to the approved Records Retention Schedule limits the City's fiscal responsibility with regard to staff resources, storage costs, and retrieval fees. ATTACHMENTS Executive Summary Resolution Page 3 Packet Pg. 159 13.a Executive Summary Proposed Changes for the Five -Year Update to Records Retention Schedule October 27. 2015 The Executive Summary highlights noteworthy changes to the Records Retention Schedule. A complete chart of proposed changes is attached as Exhibit A to the Resolution. The following record types are recommended to be removed. Description Notes Logs & Reports This classification type was a component of the City's initial Records Retention Schedule 2 years (RRS) based on sample language provided by the Secretary of State. In practice it is not Monthly applicable to the City's operation as no records have been created or maintained for this holds filled, patron traffic, website traffic, database usage, homework classification. Budget Projections Budget projections are draft and working documents not required to be retained. The City is only required to maintain the final adopted budget document. Proposed Budget Currently the "proposed budget" classification is listed as a record of the Finance Department. This classification is recommended for removal as the proposed budget is Library Statistical Report - brought before the City Council, and ultimately retained as a record within the agenda New functional area for the City since last update — includes monthly packet files. Notes Receivable Schedule Similar to the "Logs & Reports" Classification, this classification is not applicable to the Assessment Engineers City's operation as no records have been created or maintained for this classification. Business License The City does not issue business licenses. This classification is not being used. State Lobbyist Registration This classification is specific to lobby services procured by the City. The City does not Plans and Specifications procure State lobbyists. County Lobbyist Registration This classification is specific to lobby services procured by the City. The City does not procure County lobbyists. Federal Lobbyist Registration This classification is specific to lobby services procured by the City. Records of federal related records. lobbyists procured by Council action are retained with other, existing classifications. Server Backup Tapes The backup tapes are for emergency/disaster recovery purposes only and have no required retention. The following record types are recommended to be added. Description Retention Term Notes Library Statistical Reports - 2 years New functional area for the City since last update - includes circulation, Monthly holds filled, patron traffic, website traffic, database usage, homework help (students helped), volunteer hours, PC reservations, number of programs, program attendance, number of outreach events, number of people reached, library cards issued. Library Statistical Report - 2 years New functional area for the City since last update — includes monthly Annual reports as well Annual California Public Library Survey report. Assessment Engineers Permanent Includes assessment engineer reports with tax rolls. These documents Reports I I are also made available via the City's website. Plans and Specifications Permanent Includes Special Districts formation documents, plans, inventories, utility point of connections, transfer documentation and correspondence, and related records. N v zo Packet Pg. 160 13.a The retention length of the following record types is recommended to be modified. The recommended retention change meets or exceeds legal requirements. Description Retention Term Notes Capital Project Files Design & From There is no known requirement to retain all project records Construction permanent to permanently. Those that require permanent retention are filed in other 10 years classifications. Files subject to audit will be retained for a period of 10 years or upon completion of audit, whichever is longer. Council Agenda Packets Retention term This recommended action allows destruction of the paper record after of record does imaging process has been performed. not cha nge Council Audio/Visual Records From 2 years to The City has the ability to permanently retain the recordings. Access to permanent Council recordings is now available to the community through the City's website. Commission Audio/Visual From 2 years to The City has the ability to permanently retain the recordings. Access to Records permanent Planning Commission recordings is now available to the community through the City's website. Property Maintenance — From 7 to 5 This recommended retention period meets legal and administrative Streets years requirements. Property Maintenance — From 7 to 6 This recommended retention period meets legal and administrative Streetlight Maintenance years requirements. District Surveillance Records— Buses From 2 years to This recommended action includes routine surveillance of buses while up to 30 days on route, saved in digital format beyond threshold if an incident is captured and reported by driver or third party. Fair Political Practices From This recommended change reflects FPPC regulations which require such Commission (FPPC) - termination statements be retained for a period of 7 years. Statements of Economic plus 7 years to Interests (Form 700) total of 7 years Fair Political Practices From This recommended retention period meets legal and administrative Commission - Ethics Training permanent to 5 requirements. yea rs Fair Political Practices From This recommended change includes any FPPC 800 Series Form required Commission - Public Official permanent to 7 to be completed by the City or individual public official. The seven-year Appointments years schedule represents the longest retention period for which any of the forms are required to be retained per FPPC regulations. N 0 v zo Packet Pg. 161 13.b RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA CLARITA, CALIFORNIA, AMENDING THE CITY OF SANTA CLARITA RECORDS RETENTION SCHEDULE WHEREAS, Section 34090 et seq. of the Government Code of the State of California provides the parameters whereby any City of Santa Clarita (City) record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the Records Retention Schedule establishes orderly procedures for retaining official City records in active and inactive files, and for disposing of records when they are no longer needed for administrative, fiscal, historical, or legal purposes; and WHEREAS, the Records Retention Schedule applies to all forms and formats of official City records, regardless of physical characteristics; and WHEREAS, on September 14, 1993, the City Council adopted Resolution 93-119 establishing the Records Management Program and adopting the Records Retention Schedule; and WHEREAS, the City Council has approved amendments to the Records Retention Schedule in 2005 and 2010; and WHEREAS, over time regulatory compliance laws that affect the records of the City of Santa Clarita change; and WHEREAS, an ongoing review of the Records Retention Schedule is performed and permissible revisions are made semi-annually; and WHEREAS, a five-year review of the Records Retention Schedule has been performed; and WHEREAS, recommended changes to records retention have been approved by the City Attorney and City Department Heads as recommended by the Custodian of Records (City Clerk); and WHEREAS, recommended changes that require City Council action as well as various changes that may be approved administratively are brought before the City Council for the five- year update and are attached as Exhibit A. NOW, THEREFORE, the City Council of the City of Santa Clarita does hereby resolve as follows: SECTION 1. The Records Retention Schedule is hereby amended as set forth in the attached Exhibit A. SECTION 2. The City Clerk shall certify to the adoption of this Resolution. Packet Pg. 162 13.b PASSED, APPROVED AND ADOPTED this 271h day of October 2015. MAYOR ATTEST: CITY CLERK DATE: STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss. CITY OF SANTA CLARITA ) I, Kevin Tonoian, City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the 271' day of October 2015, by the following vote: AYES: COUNCILMEMBERS: c v NOES: COUNCILMEMBERS: c 0 Y ABSENT: COUNCILMEMBERS: o m w a CITY CLERK M Y Q Packet Pg. 163 Proposed Update to Records Retention Schedule - Exhibit A m n W m AR=Annual Review; AU=Audit; CL=Closed; CY=Current Year; P=Permanent; QC/D= Permanent Image/Destroy Paper; QC/P=Permanent Image/Retain Paper; T=Terminated a unli Attachment: Resolution (1405: RECORDS RETENTION SCHEDULE) Series Code Records Series Title/Classification Add Change Delete Retention Description of Requested Amendment Citation C ADA -1 Americans with Disabilities Act X This classification is not used. Records produced to comply with the ADA would be N• retained in other classifications. This classification is not applicable and has not been used recently. Contemporary BLD -11 Rehab Housing Records X N records similar in nature are filed with Code Enforcement Case File records (COD -1). BLD -4-3 Tract & Parcel Map Files X Delete series. All records defined are retained in the Plan Check - Subdivision record N series BLD -5 . BLD -4-4 Plans - Mylars X Delete series. All records defined are retained in the Plan Check - Subdivision record N series BLD -5 . Delete series. All records defined are retained in the Plan Check - Subdivision record BLD -8 Storm Drains X N series BLD -5 . Delete series. All records defined are retained in the Plan Check - Subdivision record BLD -9 Street Vacations X N series BLD -5 . BUS -1 Local Bus Service Files X From CY+2 CL+7 Federal funds drive increased retention request. Change scope: Bus registration; bus GC 34090; 49 N shelter documentation; bus stop database; and marketing materials. CFR 18.36(i) Delete the series. All records defined will the merged with Property Maintenance CIT -1 Homeowner Complaint Files X From P to CL+7 records (OPS -7). The new retention meets or exceeds administrative needs and Y statutoryrequirements. The City has the ability to permanently retain the recordings. Access is now available COM -3-5 Commission Audio/Visual Records X From CY+2 to P to the community through the City's website. Change the title to accurately reflect the GC 34090 N records: Commission Audio Visual Recordings. This recommended action allows destruction of the paper record after imaging GC 34090; COU -2 Council Agenda Packets X From QC/P to QC /D Y process has been performed. The imaged record will remain permanent. GC34090.5 The City has the ability to permanently retain the recordings. Access is now available COU -4 Council Audio/Visual Records X From CY+2 to P to the community through the City's website. Change the title to accurately reflect the GC 34090 N records: Council Audio Visual Recordings. There is no known requirement to retain all project records permanently. Those that GC 34090; CPP -1 Capital Project Files Design & Construction X From P to CL+10 require permanent retention are filed in other classifications. Files subject to audit will CCP 337.1; Y be retained for a period of 10 years or upon completion of audit, whichever is longer. CCP 337.15 This classification type was a component of the City's initial Records Retention Schedule (RRS) based on sample language provided by the Secretary of State. In FAC -1 Logs & Reports X N practice it is not applicable to the City's operation as no records have been created or maintained for this classification. FIN -10-5-2 Pa roll Reports X From CY+7 to AU+6 Change retention to make consistent with other financial records. GC 34090 Y m n W m AR=Annual Review; AU=Audit; CL=Closed; CY=Current Year; P=Permanent; QC/D= Permanent Image/Destroy Paper; QC/P=Permanent Image/Retain Paper; T=Terminated a unli Attachment: Resolution (1405: RECORDS RETENTION SCHEDULE) Series Code Records Series Title/Classification Add Change Delete Retention Description of Requested Amendment Citation C ADA -1 Americans with Disabilities Act X This classification is not used. Records produced to comply with the ADA would be N• retained in other classifications. This classification is not applicable and has not been used recently. Contemporary BLD -11 Rehab Housing Records X N records similar in nature are filed with Code Enforcement Case File records (COD -1). BLD -4-3 Tract & Parcel Map Files X Delete series. All records defined are retained in the Plan Check - Subdivision record N series BLD -5 . BLD -4-4 Plans - Mylars X Delete series. All records defined are retained in the Plan Check - Subdivision record N series BLD -5 . Delete series. All records defined are retained in the Plan Check - Subdivision record BLD -8 Storm Drains X N series BLD -5 . Delete series. All records defined are retained in the Plan Check - Subdivision record BLD -9 Street Vacations X N series BLD -5 . BUS -1 Local Bus Service Files X From CY+2 CL+7 Federal funds drive increased retention request. Change scope: Bus registration; bus GC 34090; 49 N shelter documentation; bus stop database; and marketing materials. CFR 18.36(i) Delete the series. All records defined will the merged with Property Maintenance CIT -1 Homeowner Complaint Files X From P to CL+7 records (OPS -7). The new retention meets or exceeds administrative needs and Y statutoryrequirements. The City has the ability to permanently retain the recordings. Access is now available COM -3-5 Commission Audio/Visual Records X From CY+2 to P to the community through the City's website. Change the title to accurately reflect the GC 34090 N records: Commission Audio Visual Recordings. This recommended action allows destruction of the paper record after imaging GC 34090; COU -2 Council Agenda Packets X From QC/P to QC /D Y process has been performed. The imaged record will remain permanent. GC34090.5 The City has the ability to permanently retain the recordings. Access is now available COU -4 Council Audio/Visual Records X From CY+2 to P to the community through the City's website. Change the title to accurately reflect the GC 34090 N records: Council Audio Visual Recordings. There is no known requirement to retain all project records permanently. Those that GC 34090; CPP -1 Capital Project Files Design & Construction X From P to CL+10 require permanent retention are filed in other classifications. Files subject to audit will CCP 337.1; Y be retained for a period of 10 years or upon completion of audit, whichever is longer. CCP 337.15 This classification type was a component of the City's initial Records Retention Schedule (RRS) based on sample language provided by the Secretary of State. In FAC -1 Logs & Reports X N practice it is not applicable to the City's operation as no records have been created or maintained for this classification. FIN -10-5-2 Pa roll Reports X From CY+7 to AU+6 Change Proposed Update to Records Retention Schedule - Exhibit A 0 n W m AR=Annual Review; AU=Audit; CL=Closed; CY=Current Year; P=Permanent; QC/D= Permanent Image/Destroy Paper; QC/P=Permanent Image/Retain Paper; T=Terminated of unli Attachment: Resolution (1405: RECORDS RETENTION SCHEDULE) Series Code Records Series Title/Classification Add Change Delete Retention Description of Requested Amendment Citation Council? GC 34090; FIN -10-5-3-1 Payroll Deduction Authorization X From T+4 to AU+6 Change retention to make consistent with other financial records. 29 CFR Y 516.5 — 516.6 GC 34090; 29USC 436; 26 CFR 31.6001.1 FIN -10-5-3-2 W-2 Forms/Quarterly Tax Returns X From CY+7 to AU+6 Change retention to make consistent with other financial records. Change scope: 4; IRS REG Y Includes Federal and State Form W-2. 31.6001- 1(e)(2);R&T 19530;29 CFR 516.5-516.6 GC 34090; FIN -10-5-4 Payroll Garnishments X From T+3 to AU+6 Change retention to make consistent with other financial records. 29 CFR Y 516.5 — 516.6 FIN -10-5-5 Payroll Adjustments X From AU+4 to AU+6 Chane retention to make consistent with other financial records. GC 34090 N FIN -14 Purchasing X Split the classification into two: Purchase Order records (FIN -14-1) and Tax Payer GC 34090 N Identification records (FIN -14-2). FIN -14-1 Purchase Orders X AU GC 34090; +7 Purchase orders and requisitions. (Same retention). CCP 337 N IRS Form W-9 Request for Taxpayer Identification and Certification. Records are GC 34090; 29 FIN -14-2 Tax Payer Identification X CY+5 retained in physical format files and also in Laserfiche for those submitted CFR 516.5- N electronically. 516.6 FIN -16-1 Surplus Property X From AU+2 to P Combine with Surplus Property Sales records (FIN -16-2) and change scope: Includes GC 34090 N annual, additions, deletions, disposals and sales, and depreciation schedules. FIN -16-2 Surplus Property Sales X Mere with Surplus Property records (FIN -16-1). N FIN -2-2 Budget Projections X Budget projections are draft and working documents not required to be retained. The N City is only required to maintain the final adopted budget document. Currently the "proposed budget" classification is listed as a record of the Finance FIN -2-3 Proposed Budget X Department. This classification is recommended for removal as the proposed budget N is brought before the City Council, and ultimately retained as a record within the agenda packet files. 0 n W m AR=Annual Review; AU=Audit; CL=Closed; CY=Current Year; P=Permanent; QC/D= Permanent Image/Destroy Paper; QC/P=Permanent Image/Retain Paper; T=Terminated of unli Attachment: Resolution (1405: RECORDS RETENTION SCHEDULE) Series Code Records Series Title/Classification Add Change Delete Retention Description of Requested Amendment Citation Council? GC 34090; FIN -10-5-3-1 Payroll Deduction Authorization X From T+4 to AU+6 Change retention to make consistent with other financial records. 29 CFR Y 516.5 — 516.6 GC 34090; 29USC 436; 26 CFR 31.6001.1 FIN -10-5-3-2 W-2 Forms/Quarterly Tax Returns X From CY+7 to AU+6 Change retention to make consistent with other financial records. Change scope: 4; IRS REG Y Includes Federal and State Form W-2. 31.6001- 1(e)(2);R&T 19530;29 CFR 516.5-516.6 GC 34090; FIN -10-5-4 Payroll Garnishments X From T+3 to AU+6 Change retention to make consistent with other financial records. 29 CFR Y 516.5 — 516.6 FIN -10-5-5 Payroll Adjustments X From AU+4 to AU+6 Chane retention to make consistent with other financial records. GC 34090 N FIN -14 Purchasing X Split the classification into two: Purchase Order records (FIN -14-1) and Tax Payer GC 34090 N Identification records (FIN -14-2). FIN -14-1 Purchase Orders X AU GC 34090; +7 Purchase orders and requisitions. (Same retention). CCP 337 N IRS Form W-9 Request for Taxpayer Identification and Certification. Records are GC 34090; 29 FIN -14-2 Tax Payer Identification X CY+5 retained in physical format files and also in Laserfiche for those submitted CFR 516.5- N electronically. 516.6 FIN -16-1 Surplus Property X From AU+2 to P Combine with Surplus Property Sales records (FIN -16-2) and change scope: Includes GC 34090 N annual, additions, deletions, disposals and sales, and depreciation schedules. FIN -16-2 Surplus Property Sales X Mere with Surplus Property records (FIN -16-1). N FIN -2-2 Budget Projections X Budget projections are draft and working documents not required to be retained. The N City is only required to maintain the final adopted budget document. Currently the "proposed budget" classification is listed as a record of the Finance FIN -2-3 Proposed Budget X Department. This classification is recommended for removal as the proposed budget N is brought before the City Council, and ultimately retained as a record within the agenda packet Proposed Update to Records Retention Schedule - Exhibit A Code Records Series Title/Classification Add Change Delete Retention Description of Requested Amendment Citation Council?Series Combine with Bonds Administration records (FIN -4-2) and change scope: Includes FIN -4-3 Bonds & Coupons X N supporting documents, includes both paid and cancelled. Similar to the "Logs & Reports' Classification, this classification is not applicable to the FIN -6-1 Notes Receivable Schedule X N City's operation as no records have been created or maintained for this classification. FIN -7 Business License X The City does not issue business licenses. This classification is not being used. N This recommended change reflects FPPC regulations which require such statements FPPC-1 Statement of Economic Interests X From T+7 to CY+7 GC 81009(e) Y be retained fora period of 7 years. FPPC-4 Ethics Training X From P to CY+5 This recommended retention period meets legal and administrative requirements. GC 53235.2(b) Y This recommended change includes any FPPC 800 Series Form required to be completed by the City or individual public official. The seven-year schedule represents FPPC-5 Public Official Appointments X From P to CY+7 GC 81009(e) Y the longest retention period for which any of the forms are required to be retained per FPPC regulations. HR -8 Test Forms X This classification is not used. Test forms are retained in Recruitment/Job Files (HR -4). N Federally Funded Inventory, Equipment, Federally funded transit inventory records require longer retention than other GC 34090; 49 INV -4 X CL+7 N Parts & Supplies inventory items already identified on the schedule. CFR 18.36(i) Includes circulation, holds filled, patron traffic, website traffic, database usage, homework help (students helped), volunteer hours, PC reservations, number of LIB -1-1 Monthly Reports (Library) X CY+2 GC 34090 Y programs, program attendance, number of outreach events, number of people reached, library cards issued. LIB -1-2 Annual Reports (Library) X CY+2 Includes monthly reports as well as Annual California Public Library Survey report. GC 34090 Y GC 34090; 49N LIC -1 Licenses &Permit X From CY+2 to CL+7 Documents associated with federal monies require longer retention. CFR 18.36(1) This classification is specific to lobby services procured by the City. The City does not LOB -1 State Lobbyist Registration X N I procure State lobbyists. This classification is specific to lobby services procured by the City. The City does not IN LOB -2 County Lobbyist RegistrationX procure County lobbyists. AR=Annual Review; AU=Audit; CL=Closed; CY=Current Year; P=Permanent; QC/D= Permanent Image/Destroy Paper; QC/P=Permanent Image/Retain Paper; T=Terminated m unli Attachment: Resolution (1405: RECORDS RETENTION SCHEDULE) W W iT Proposed Update to Records Retention Schedule - Exhibit A Series Code Records Series Title/Classification Add Change Delete Retention Description of Requested Amendment Citation Council? This classification is specific to lobby services procured by the City. Records of federal LOB -3 Federal Lobbyist Registration X N lobbyists procured by Council action are retained with other, existing classifications. MSDS-1 Material Safety Data Sheets X Delete series. All defined records are retained in SAF -6. N OPS -5 Property Maintenance —Streets X From CL+7 to CL+5 This recommended retention period meets legal and administrative requirements. GC 34090 Y Property Maintenance — Streetlight OPS -8 X From CL+7 to CL+6 This recommended retention period meets legal and administrative requirements. GC 34090 Y Maintenance District Documents associated with federal monies require longer retention than other property maintenance records. Scope: Includes service requests, supporting Property Maintenance -Federally Funded GC 49 OPS -9 X CL+7 documentation; buildings; equipment; Metrolink and Park and Rides, bus stop N Public Facilities CFR 18.36 1 8.36 (1) shelters and benches advertising and trash receptacles. May include inspection, re airs cleaning, and re orts. Delete the series. All records defined will the merged with Property Maintenance - PER -3 Urban Forestry Permits X CL+2 to CL+7 Urban Forestry records (OPS -6). The new retention meets or exceeds administrative GC 34090 N needs and statutory requirements. Update scope: Includes annual reporting and supporting documents; water quality monitoring (general); field screening records of storm drain outlets (dry weather); 40 CFR PER -5-1 Permit Files - NPDES/Stormwater X CL+3 public outreach; storm drain clean -outs and trash weights; spill responses; City facility N 122.28 SWPPP compliance; inspection; NPDES code violation records; including service requests; correspondence, notices, stop work notices, legal, photos. PER -5-2 PermitFiles- NPDES/TMDL X P Scope: Water quality monitoring for bacteria TMDL compliance. GC 34090 N Add classification to better define and file program records related to HOME funds HousCommunity Development PROG-4-3 X CL+S contracts with HCD. Add scope: Includes, but not limited to, applications, proposals, GC 34090 N (HCD) Files) Files statements, invoices/payment requests, and program documents. Documents are imaged and available electronically. There are too many different REC-2 to Recorded Documents Various Titles X titles to effectively file by title. Imaged documents can be full text searched and GC 34090 N REC-19 physical record counterparts will be filed by year recorded under one classification. 29 CFR Removed from its own classification and classified with records similar in nature. 1910.1020; 29 SAF -6 Material Safety Data Sheets X From AR to CL+30 Change retention to be consistent with statutory requirements. Includes all Material N CFR Safety Data Sheets. 1910.1200 Includes assessment engineer reports with tax rolls. These documents are also made SD -5-3 Assessment Engineers Reports X p GC 34090 N available via the City's website. AR=Annual Review; AU=Audit; CL=Closed; CY=Current Year; P=Permanent; QC/D= Permanent Image/Destroy Paper; QC/P=Permanent Image/Retain Paper; T=Terminated v unli Attachment: Resolution (1405: RECORDS RETENTION SCHEDULE) Proposed Update to Records Retention Schedule - Exhibit A Series Code Records Series Title/Classification Add Change Delete Retention Description of Requested Amendment Citation Council? Scope: Includes Special Districts formation documents, plans, inventories, utility point SD -6 Plans and Specifications X P GC 34090 N of connections, transfer documentation and correspondence, and related records. This recommended action includes routine surveillance of buses while on route, saved From CL+2 to up to 30 GC 34090.6 - SUR -2 Surveillance Records - Buses X in digital format beyond threshold if an incident is captured and reported by driver or Y Days Das 34090.8 third party. Delete series. Backup tapes are duplicates of existing electronic records identified and Server Backup Tapes (Computer Program TEC -4 X retained in other classifications. The backup tapes are for emergency/disaster Y Files and Directories) recovery purposes only and have no required retention. TEC -7 Network Information Systems (LAN/WAN) X From CY+4 to P Update scope: Network diagram. GC 34090 N TRE -5 False Alarms X From CL+4 to CY+2 Change scope: Includes monthly log reports, dispute letters, monthly payment report. GC 34090 Y 0 n x m AR=Annual Review; AU=Audit; CL=Closed; CY=Current Year; P=Permanent; QC/D= Permanent Image/Destroy Paper; QC/P=Permanent Image/Retain Paper; T=Terminated 00 unli Attachment: Resolution (1405: RECORDS RETENTION SCHEDULE)