HomeMy WebLinkAbout2025-11-25 - AGENDA REPORTS - FIVE-YEAR REVIEW RECORDS RETENTION SCHEDULEO
Agenda Item: 5
CITY OF SANTA CLARITA
.` AGENDA REPORT
1W
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: November 25, 2025
SUBJECT: FIVE-YEAR REVIEW AND APPROVAL OF THE CITY'S RECORDS
RETENTION SCHEDULE
DEPARTMENT: Administrative Services
PRESENTER: Mary Cusick
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 (RRS) establishes guidelines for
the classification, life, care, and disposition of City records. It includes the parameters set forth
by Section 34090 et seq. of the Government Code. The RRS outlines a documented, procedural
method for disposing of any record that has served its purpose and is no longer required for
administrative, fiscal, historical, or legal purposes. The RRS allows the City Clerk, with the City
Attorney's written consent, to destroy certain 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 RRS.
In 2005, the City Council adopted Resolution 05-90, which amended the RRS; conferred
authority to the City Clerk to make limited amendments to the RRS that include the addition of
new record classifications and updating retention periods to meet or exceed the minimum
requirements set by state or federal statute; and required a review by the body at least once every
five years. Before the City Council is the result of the fourth such review, and each time, the
amendments include changes in business needs and state and federal regulations.
Since the last review, the City Clerk approved 35 new classifications, increased the retention of
11 existing classifications, and modified the description of an additional 17 classifications. For
the purpose of the five-year review, Exhibit A to the resolution is a detailed overview of these
administrative amendments made to the RRS since 2020.
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ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
There is no fiscal impact by this action. Retaining records according to the approved Records
Retention Schedule limits the City's fiscal liability with regard to staff resources, storage costs,
and retrieval fees.
ATTACHMENTS
Resolution
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RESOLUTION NO. 25-
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, 2010, 2015, and 2020; 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, the administrative changes attached as Exhibit A are brought before the City
Council for the five-year update.
NOW, THEREFORE, the City Council of the City of Santa Clarita, California, does
hereby resolve as follows:
SECTION 1. The Records Retention Schedule is hereby amended to include those
changes as outlined in the attached Exhibit A.
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SECTION 2. The City Clerk shall certify to the adoption of this resolution.
PASSED, APPROVED AND ADOPTED this th day of
MAYOR
ATTEST:
CITY CLERK
DATE:
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SANTA CLARITA )
2025.
I, Mary Cusick, City Clerk of the City of Santa Clarita, do hereby certify that the
foregoing Resolution No. 25- was duly adopted by the City Council of the City of Santa
Clarita at a regular meeting thereof, held on the th day of 2025, by the following vote:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
CITY CLERK
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PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
RECORDS SERIES
COUNCIL
SERIES CODE
TITLE/CLASSIFICATION
ADD
CHANGE
RETENTION
DESCRIPTION OF REQUESTED AMENDMENT
CITATION(S)
ACTION
Change current scope from: Includes first meetings of the City Council, Planning and Parks, Rec
& Community Services Commissions. To: Includes photographs, videos, and newspaper
ADM-1
HISTORICAL RECORDS
X
GC 34090
N
clippings of the first meetings of the City Council and all Commissions. This is a change in scope
to include all Commissions and a description of the records maintained.
New classification. Add scope: Monthly vendor audits conducted internally by Purchasing and
presented to auditors if requested. The retention period meets legal, fiscal, and administrative
GC 34090
ADM-6
AUDIT REPORTS
X
AU+4
requirements per the State Records Retention Schedule. This new records classification reflects
N
OMB A-128
the Information Services Division's current record maintenance practices and ensures
compliance with proper records retention and destruction.
New classification. Add scope: Includes Resolutions and original documentation filed with the
City Clerk from other agencies within the City of Santa Clarita boundaries. The retention period
ASSESSMENT DISTS -
GC 34090
ASM-3
X
P
meets legal, fiscal, and administrative requirements per the State Records Retention Schedule.
N
OTHER AGENCIES
GC 53315.E
This new records classification reflects the Information Services Division's current record
maintenance practices and ensures compliance with proper records retention and destruction.
Change current title from: Successful Bids. To: Formal Solicitations. Change current scope from:
Includes original bid; bid bond; legal posting notices; and other supporting documentation -
projects over $50,000. To: Includes original bid; bid bond; legal posting notices; and other
GC 25105-1
BID-1
SUCCESSFUL BIDS
X
supporting documentation for non-public projects over $50,000 and public projects over
GC 34090
N
$200,000. This change in title and scope reflects the Information Services Division's current
CCP 337
record maintenance practices and ensures compliance with proper records retention and
destruction.
Change current title from: Unsuccessful Bids. To: Informal Solicitations. Change current scope
from: Includes original bid; bid bond; bid posting notices; and other supporting documentation
- projects over $50,000. To: Includes original bid; bid bond; bid posting notices; and other
GC 25105-1
BID-2
UNSUCCESSFUL BIDS
X
supporting documentation for non-public projects under $50,000 and public projects under
GC 34090
N
$200,000. This change in title and scope reflects the Information Services Division's current
CCP 337
record maintenance practices and ensures compliance with proper records retention and
destruction.
Change current title from: Solicitation Records. To: Procurement Records. Change current
scope from: Includes successful and unsuccessful RFQs, RFPs, and Bid solicitations. RFQs under
$50,000 and RFPs for any amount. To: Includes supporting documentation for procurement
GC 25105-1
BID-3
SOLICITATION RECORDS
X
processes such as single and sole sources, cooperative agreements, quotes/proposals, etc.
GC 34090
N
This change in title and scope reflects the Information Services Division's current record
CCP 337
maintenance practices and ensures compliance with proper records retention and destruction.
Change current title from: Bus Service Files. To: Bus Vehicle Files. Change current scope from:
Includes bus registration; bus shelter documentation; bus stop database; and marketing
FTA C 5010.1E
BUS-1
BUS SERVICE FILES
X
materials. To: Includes bus vehicle registration and related documents. This change in title and
N
GC 34090
scope reflects the Transit Division's current record maintenance practices and ensures
compliance with proper records retention and destruction.
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AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 1
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PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
RECORDS SERIES
COUNCIL
SERIES CODE
TITLE/CLASSIFICATION
ADD
CHANGE
RETENTION
DESCRIPTION OF REQUESTED AMENDMENT
CITATION(S)
ACTION
New classification. Add scope: Includes the City's bus stops, street furniture, and related
documentation. The retention period meets legal, fiscal, and administrative requirements per
FTA C 5010.1E
BUS-2
BUS STOPS
X
CL+7
the U. S. Department of Transportation Federal Transit Administration. This new records
N
GC 34090
classification reflects the Transit Division's current record maintenance practices and ensures
compliance with proper records retention and destruction.
New classification. Add scope: Includes appraisals, site plans, land use, and related documents.
The retention period meets legal, fiscal, and administrative requirements per the U. S.
FTA C 5010.1E
BUS-3
APPRAISALS
X
CL+7
Department of Transportation Federal Transit Administration. This new records classification
N
GC 34090
reflects the Transit Division's current record maintenance practices and ensures compliance
with proper records retention and destruction.
New classification. Add scope: Includes long-range, short-range, operations, studies, and
related documents. The retention period meets legal, fiscal, and administrative requirements
FTA C 5010.1E
BUS-4
STUDIES & PLANS
X
CL+7
per the U. S. Department of Transportation Federal Transit Administration. This new records
N
GC 34090
classification reflects the Transit Division's current record maintenance practices and ensures
compliance with proper records retention and destruction.
New classification. Add scope: Includes grants, FTA, financial, and related documents not
maintained by the Finance Division. The retention period meets legal, fiscal, and administrative
TRANSIT GRANT
FTA C 5010.1E
BUS-5
X
CL+7
requirements per the U. S. Department of Transportation Federal Transit Administration. This
N
APPLICATIONS
GC 34090
new records classification reflects the Transit Division's current record maintenance practices
and ensures compliance with proper records retention and destruction.
New classification. Add scope: Includes operations contractor, marketing, and related
documents. The retention period meets legal, fiscal, and administrative requirements per the
FTA C 5010.1E
BUS-6
OPERATIONS
X
CL+7
U. S. Department of Transportation Federal Transit Administration. This new records
N
GC 34090
classification reflects the Transit Division's current record maintenance practices and ensures
compliance with proper records retention and destruction.
New classification. Add scope: Includes accessibility reports and related documents. The
retention period meets legal, fiscal, and administrative requirements per the U. S. Department
FTA C 5010.1E
BUS-7
ACCESS SERVICES
X
CL+7
of Transportation Federal Transit Administration. This new records classification reflects the
N
GC 34090
Transit Division's current record maintenance practices and ensures compliance with proper
records retention and destruction.
New classification. Add scope: Includes complaints and related documents. The retention
period meets legal, fiscal, and administrative requirements per the U. S. Department of
AMERICANS WITH
FTA C 5010.1E
BUS-8
X
CL+7
Transportation Federal Transit Administration. This new records classification reflects the
N
DISABILITIES ACT
GC 34090
Transit Division's current record maintenance practices and ensures compliance with proper
records retention and destruction.
New classification. Add scope: Includes fare collection and related documents. The retention
period meets legal, fiscal, and administrative requirements per the U. S. Department of
FTA C 5010.1E
BUS-9
TRANSIT ACCESS PASS
X
CL+7
Transportation Federal Transit Administration. This new records classification reflects the
N
GC 34090
Transit Division's current record maintenance practices and ensures compliance with proper
records retention and destruction.
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AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 2
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PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
RECORDS SERIES
COUNCIL
SERIES CODE
TITLE/CLASSIFICATION
ADD
CHANGE
RETENTION
DESCRIPTION OF REQUESTED AMENDMENT
CITATION(S)
ACTION
New classification. Add scope: Includes Senior Center rideshare reports and related
documents. The retention period meets legal, fiscal, and administrative requirements per the
SENIOR CENTER
FTA C 5010.1E
BUS-10
X
CL+7
U. S. Department of Transportation Federal Transit Administration. This new records
N
RIDESHARE
GC 34090
classification reflects the Transit Division's current record maintenance practices and ensures
compliance with proper records retention and destruction.
New classification. Add scope: Resident requests for transit service changes, including new
routes, additional or adjusted time points, and modifications to existing routes. The retention
NEW BUS SERVICE
period meets legal, fiscal, and administrative requirements per the U. S. Department of
FTA C 5010.1E
BUS-11
X
CL+7
N
REQUESTS
Transportation Federal Transit Administration. This new records classification reflects the
GC 34090
Transit Division's current record maintenance practices and ensures compliance with proper
records retention and destruction.
New classification. Add scope: Includes abatement orders, including service requests,
correspondence, notices, legal, photos, and supporting community preservation activities. The
retention period meets legal, fiscal, and administrative requirements per the State Records
COD-1-2
GRAFFITI CASE FILES
X
CL+5
GC 34090(d)
N
Retention Schedule. This new records classification reflects the Community Preservation
Division's current record maintenance practices and ensures compliance with proper records
retention and destruction.
Prior to 2024, these records were in paper format. From 2024 onward, they are imaged in
COUNCIL COMMITTEES -
From P to CL+QC
Laserfiche and maintained permanently. Paper records are destroyed after QC. This change in
COM-1-1
X
GC 34090
N
AGENDAS
3M
retention reflects the Information Services Division's current record maintenance practices and
ensures compliance with proper records retention and destruction.
Prior to 2024, these records were in paper format. From 2024 onward, they are imaged in
COUNCIL COMMITTEES -
From P to CL+QC
Laserfiche and maintained permanently. Paper records are destroyed after QC. This change in
COM-1-2
X
GC 34090
N
MINUTES
3M
retention reflects the Information Services Division's current record maintenance practices and
ensures compliance with proper records retention and destruction.
Change current scope from: Includes, but not limited to, Anti -Gang Task Force, Blue Ribbon
Task Force, ITAC, Sports Advisory Committee, and Tourism. Committee members are not
appointed by the City Council. Records include both agendas and minutes. To: Includes, but
COMMITTEES - NON
COM-5
X
not limited to, Anti -Gang Task Force, Blue Ribbon Task Force, ITAC, and Tourism. Committee
GC 34090
N
APPOINTED
members are not appointed by the City Council. Records include both agendas and minutes.
This is a change in scope only to remove the Sports Advisory Committee, which is no longer a
committee.
Change current scope from: Includes CDBG/Urban Development, Community Service, and both
state and federal grants/contracts. To: Includes CDBG/Urban Development, Community
CON-4
GRANT PROGRAMS
X
From CL+5 to CL+7
Service, Federal Transit Administration, and both state and federal grants/contracts. This is a
FTA C 5010.1E
N
GC 34090
change in scope to include FTA contracts and increase the retention per the U. S. Department
of Transportation Federal Transit Administration.
GRANT PROGRAMS -
This is an increase in retention per the U. S. Department of Transportation Federal Transit
FTA C 5010.1E
CON-4-1
X
From CL+S to CL+7
N
PROJECT FILES
Administration.
GC 34090
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PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
RECORDS SERIES
COUNCIL
SERIES CODE
TITLE/CLASSIFICATION
ADD
CHANGE
RETENTION
DESCRIPTION OF REQUESTED AMENDMENT
CITATION(S)
ACTION
Change current scope from: Includes leases, equipment, services, supplies and bike locker
rentals. May include permits, contracts, diagrams, schedules, insurance binders, policies and
schedules. Includes both City facilities rentals and facilities rented by the City. To: Includes
48 CFR:2
LEASE & RENTAL
leases, equipment, services, supplies, bike locker rentals, facility reservation permits, and party
GC 34090
CON-5
X
N
AGREEMENTS
reservation applications. May include permits, contracts, diagrams, schedules, insurance
GC 53066
binders, policies and schedules. Includes both City facilities rentals and facilities rented by the
PU7685
City. This is a change in scope only to include facility reservation permits and party reservation
applications, which were initially under general contracts and agreements.
Change current scope from: Includes consultant agreements, professional services,
maintenance agreements and material/supply contracts, as well as contract classes, facility
reservation permits, party reservation applications, instructor agreements, and speaker
48 CFR:2
CONTRACTS &
agreements. To: Includes consultant agreements, professional services, maintenance
GC 34090
CON-6
AGREEMENTS
X
agreements and material/supply contracts, as well as contract classes, instructor agreements,
GC 53066
N
and speaker agreements. This is a change in scope only to remove facility reservation permits
PU7685
and party reservation applications, which are now included under lease and rental
agreements.
New classification. Add scope: Includes professional services, maintenance agreements, and
48 CFR:2
material/supply contracts, except for construction agreements. The retention period meets
CC 337.15
CONTRACTS &
CON-10
X
CL+10
legal, fiscal, and administrative requirements per the State Records Retention Schedule. This
GC 34090
N
AGREEMENTS - CIP
new records classification reflects the Capital Improvement Projects Division's current record
GC 53066
maintenance practices and ensures compliance with proper records retention and destruction.
PU 7685
Change current scope from: Includes records that are not attached to an agreement or project
file, including correspondence, proclamations, social media, award applications, press releases,
publications, and petitions submitted, but not tied to a referendum, recall, or initiative. To:
Includes records that are not attached to an agreement or project file, including
CORRESPONDENCE &
COR-1
X
correspondence, speaker and comment cards received at Council and Commission meetings,
GC 34090(d)
N
SUBJECT FILES
travel and training requests, proclamations, social media, award applications, press releases,
publications, and petitions submitted, but not tied to a referendum, recall, or initiative. This
change in scope includes travel and training requests, as well as speaker and comment cards
received at Council and Commission meetings.
New classification. Add scope: Includes records that are not attached to an agreement or
CORRESPONDENCE &
project file, including letters, memos, proclamations, publications, and resident service center
COR-2
X
CL+7
GC 34090
N
SUBJECT FILES - CMO
requests. This new records classification reflects the City Manager's Office's current record
maintenance practices.
Change current scope from: Contains records re: planning, design, construction, conversion, or
modification of local government -owned facilities, structures, and systems. To: Contains
CCP 337.1
records re: planning, design, construction, conversion, or modification of local government-
CPP-1
DESIGN &CONSTRUCTION
X
CCP 337.15
N
owned facilities, structures, and systems. Records may be maintained in physical format or
GC 34090
digitally on flash drives within the project file. This is a change in scope to include how the
records are maintained.
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PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
RECORDS SERIES
COUNCIL
SERIES CODE
TITLE/CLASSIFICATION
ADD
CHANGE
RETENTION
DESCRIPTION OF REQUESTED AMENDMENT
CITATION(S)
ACTION
Change current scope from: Includes certified petitions submitted to a legislative body for
initiative, referendum, or recall. All elected bodies, including the City Council and Mobile Home
EC 9213
ELE-3
PETITIONS
X
Panel. To: Includes the Municipal Measures Report and certified petitions submitted to an
EC 17200(a)
N
elected legislative body for initiative, referendum, or recall. This is a change in scope to include
GC 34090
the Municipal Measures Report and remove the Mobile Home Panel, which has dissolved.
New classification. Add scope: Includes Council district maps, certifications, district consultant
EC 21601
documentation, and staff notes. The retention period meets legal, fiscal, and administrative
GC 34090
ELE-9
DISTRICTS
X
E+2
requirements per the State Records Retention Schedule. This new records classification reflects
GC 34871
N
the Information Services Division's current record maintenance practices and ensures
GC 34886
compliance with proper records retention and destruction.
SCMC 2.04.005
New classification. Add scope: Includes, but is not limited to, nomination papers; ballot
designation worksheets; translation approvals; candidate statements; receipts; and code of fair
campaign practices; statement of write-in candidate, etc. The retention period meets legal,
EC 17100
ELE-10
CANDIDATE FORMS
X
E+2
GC 34090
N
fiscal, and administrative requirements per the State Records Retention Schedule. This new
GC 81009(B)
records classification reflects the Information Services Division's current record maintenance
practices and ensures compliance with proper records retention and destruction.
New classification. Add scope: Includes Office of the State Controller, State -Mandated SB90
Claims, and supporting documents; employee time records or time logs, sign -in sheets,
invoices, and receipts; worksheets, cost allocation reports, purchase orders, contracts,
GC 17560
SB90: STATE MANDATE
FIN-3-2
X
CL+3
agendas, training packets, and declarations. The retention period meets legal, fiscal, and
GC 17561
N
REIMBURSEMENT
administrative requirements per the State Records Retention Schedule. This new records
GC 34090
classification reflects the Finance Division's current record maintenance practices and ensures
compliance with proper records retention and destruction.
Change: All records under this classification are being moved to individual retention schedules
From AU+6 to
FIN-10-5-2
PAYROLL REPORTS
X
FIN-10-5-2-1 through 10-5-2-3 to reflect the Finance Division's current record maintenance
GC 34090
N
Various
practices and ensure compliance with proper records retention and destruction.
New classification. Add scope: Reports by pay period, quarter, year: Benefit Summary,
Organization Summary, Interface Edit, Direct Deposit, Workers Comp, Council Payroll. The
PAYROLL REPORTS - FIN
retention period meets legal, fiscal, and administrative requirements per the State Records
FIN-10-5-2-1
X
AU+6
GC 34090
N
PLUS
Retention Schedule. This new records classification reflects the Finance Division's current
record maintenance practices and ensures compliance with proper records retention and
destruction.
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PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
RECORDS SERIES
COUNCIL
SERIES CODE
TITLE/CLASSIFICATION
ADD
CHANGE
RETENTION
DESCRIPTION OF REQUESTED AMENDMENT
CITATION(S)
ACTION
26 CFR 31.6001-1
New classification. Add scope: Pay Register, Total Postings, Payroll Postings, Prelist, Distribution
26 CFR 16001-1
Reports, Deduction Register, Contribution Register, Leave Balance Register, Leave Balance
29 CFR 516.5
Report, Payroll EFT Assignments Validation, Payroll EFT Tape Report, Bank Recon Register,
FinE REPORTS -
29 CFR 516.6
FIN-10-5-2-2
X
AU+6
Bank Recon EFT Register, Positive Pay for US Bank, Warn 200, and CADE9. The retention period
N
ELECTRONIC
29 CFR 1627.3(2)
meets legal, fiscal, and administrative requirements per the State Records Retention Schedule.
CAC 22-1085-2
This new records classification reflects the Finance Division's current record maintenance
GC 34090LC
practices and ensures compliance with proper records retention and destruction.
1174(d)
New classification. Add scope: Intellitime Hours by Pay Code, Prelist Journal with backup, EFT
Transmittal form, Positive Pay for US Bank, and CALPERS Summary Sheet. The retention period
29 CFR 516.5
FIN-10-5-2-3
FinE REPORTS - PHYSICAL
X
AU+6
meets legal, fiscal, and administrative requirements per the State Records Retention Schedule.
29 CFR 516.6
N
This new records classification reflects the Finance Division's current record maintenance
GC 34090
practices and ensures compliance with proper records retention and destruction.
Change current scope from: Includes PAFs, W4s, unemployment notifications, deduction
reports, employee payroll files, and PERS retirement reports. To: Includes PAFs, W4s, deferred
26 CFR 16001-1
comp, and employee payroll file. This change in scope involves removing unemployment
29 CFR 516.5
PAYROLL DEDUCTION
FIN-10-5-3-1
X
notifications, which the Human Resources Division maintains, and eliminating deduction and
29 CFR 516.6
N
AUTHORIZATION
PERS retirement reports, which are now maintained under a separate schedule. This
29 CFR 1627.3(2)
adjustment reflects the Finance Division's current record maintenance practices and ensures
GC 34090
compliance with proper records retention and destruction policies.
Change current title from: Purchasing - Purchase Orders. To: Purchasing - Purchase & Task
Orders. Change current scope from: Includes purchase orders and requisitions. To: Includes
PURCHASING -PURCHASE
CCP 337
FIN-14-1
X
purchase orders, task orders, and requisitions. This is a change in title and scope to reflect the
N
ORDERS
GC 34090
Information Services Division's record maintenance practices and ensure compliance with
proper records retention and destruction.
FPPC18944
FPPC 18944.1
CAMPAIGN STATEMENTS -
This is an increase in retention per the Fair Political Practices Commission and ensures
FPPC-3
X
From E+7 to E+10
GC 34090
N
NOT ELECTED
compliance with proper records retention and destruction.
GC 81009
GC 84615
FPPC Lobbying
New classification. Add scope: Includes FPPC 635 required to be completed by the City. The
Disclosure
REPORT OF LOBBYIST
retention period meets the requirements per the Fair Political Practices Commission. This new
Manual â Record
FPPC-5-3
X
CY+S
N
EMPLOYER
records classification reflects the Information Services Division's current record maintenance
Keeping
practices and ensures compliance with proper records retention and destruction.
GC 34090
GC 86116
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AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 6
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5.a
PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
RECORDS SERIES
COUNCIL
SERIES CODE
TITLE/CLASSIFICATION
ADD
CHANGE
RETENTION
DESCRIPTION OF REQUESTED AMENDMENT
CITATION(S)
ACTION
New classification. Add scope: Includes correspondence to and from the Fair Political Practices
Commission. The retention period meets legal, fiscal, and administrative requirements per the
FPPC-7
FPPC CORRESPONDENCE
X
CY+5
State Records Retention Schedule. This new records classification reflects the Information
GC 34090
N
Services Division's current record maintenance practices and ensures compliance with proper
records retention and destruction.
29 CFR 1627.3
29 CFR
1602.30.32
29 CFR 1607.4
EMPLOYEE FILES -
This is an increase in retention, as required by California SB 807, and ensures compliance with
29 CFR 655
HR-1-2
X
From T+3 to T+4
N
PERFORMANCE REVIEWS
proper records retention and destruction.
CCR Sec 1174
GC 6250 et seq
GC 12946
GC 34090
SB807
GC 6250 et seq
This is an increase in retention, as required by California SB 807, and ensures compliance with
GC 12946
HR-4
RECRUITMENT -JOB FILES
X
From CL+3 to CL+4
N
proper records retention and destruction.
GC 34090
SB807
Add scope: Includes 1-9 forms and external requests for verification of employment. This is a
change in scope to include verification of employment to reflect the Human Resources
GC 34090
HR-7
I-9 FORMS
X
N
Division's current record maintenance practices and ensure compliance with proper records
Pub. L 99-603
retention and destruction.
29 CFR 1627.3
29 CFR
1602.30.32
EMPLOYEE FILES -
This is an increase in retention, as required by California SB 807, and ensures compliance with
CCR Sec 1174
HR-8
X
From T+3 to T+4
N
EMPLOYEE RELATIONS
proper records retention and destruction.
GC 6250 et seq
GC 12946
GC 34090
SB807
Add scope: Includes certificates, amendments, additional insured, endorsements, primary and
non-contributory, and waiver of subrogation. This is a change in retention to reflect the
CCP 337.2
POLICIES -
From P to CL+QC
Information Services Division's current record maintenance practices and ensure compliance
INS-2
X
CCP 343
N
ENDORSEMENTS
1Y
with proper records retention and destruction. Prior to 2022, these records were in paper and
GC 34090
electronic formats. 2022 forward, they are imaged in Laserfiche and maintained permanently.
Paper records are destroyed after QC.
New classification. Add scope: Includes backup documentation pertaining to the request and
release of legal holds not associated with litigation. Active until the issue is resolved. The
LEGAL HOLDS - NON
retention period meets legal, fiscal, and administrative requirements per the State Records
LIT-6-1
X
CL+2
GC 34090
N
LITIGATION
Retention Schedule. This new records classification reflects the Information Services Division's
current record maintenance practices and ensures compliance with proper records retention
and destruction.
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Packet Pg. 266
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PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
RECORDS SERIES
COUNCIL
SERIES CODE
TITLE/CLASSIFICATION
ADD
CHANGE
RETENTION
DESCRIPTION OF REQUESTED AMENDMENT
CITATION(S)
ACTION
New classification. Add scope: Includes backup documentation pertaining to the request and
release of legal holds associated with litigation. Active until litigation is complete. The
LEGAL HOLDS -
retention period meets legal, fiscal, and administrative requirements per the State Records
LIT-6-2
X
CL+2
GC 34090
N
LITIGATION
Retention Schedule. This new records classification reflects the Information Services Division's
current record maintenance practices and ensures compliance with proper records retention
and destruction.
B&P 9884.11
VEHICLES & EQUIPMENT -
This is an increase in retention per the Bureau of Automotive Repair and ensures compliance
CCR 3340.15(e)
OPS-1
CITY -OWNED
X
From L+2 to L+3
with proper records retention and destruction.
CCR 3358(d)
N
GC 34090
Change current scope from: Includes court -referred community service and workers associated
with the program; enrollment, certificates, liability releases, sign-in/out sheets, evaluations,
and attendance records. To: Includes court -referred community service participants and
PROG-2
SPECIAL PROGRAMS
X
program records such as certificates, liability releases, sign-in/out sheets, evaluations, and
GC 34090
N
attendance logs, as well as documentation for other City special programs, including but not
limited to the Hometown Heroes Banners and City Hall Ceremonies. This change broadens the
scope to include other special programs.
Change current scope from: Includes backup correspondence and work effort documents. May
include records specific to program areas, i.e., attendance records, sign-in/out sheets,
evaluations, etc. To: Includes backup correspondence and work effort documents. May include
PROG-3
VOLUNTEER PROGRAMS
X
records specific to program areas, such as attendance records, sign-in/out sheets, applications,
GC 34090
N
liability release forms, and evaluations. This change in scope includes sign-in/out sheets,
applications, and/or liability release forms to reflect the Rec & CS Division's current record
maintenance practices and ensure compliance with proper records retention and destruction.
Change current scope from: Includes applications and/or liability release forms for adult
volunteers. To: Includes applications and/or liability release forms and sign-in/out sheets for
PROG-3-1
ADULT VOLUNTEERS
X
adult volunteers. This is a change in scope to include sign-in/out sheets to reflect the Rec & CS
GC 34090
N
Division's current record maintenance practices and ensure compliance with proper records
retention and destruction.
New classification. Add scope: Includes procurements, plan development, maintenance audits,
installations, construction, and other related documents, as well as Resident Service Center
questions, comments, or concerns regarding GO! Santa Clarita. The retention period meets
FTA C 5010.1E
PROJ-1
PROJECT FILES - TRANSIT
X
CL+7
legal, fiscal, and administrative requirements per the U. S. Department of Transportation
N
GC 34090
Federal Transit Administration. This new records classification reflects the Transit Division's
current record maintenance practices and ensures compliance with proper records retention
and destruction.
New classification. Add scope: Includes City Trademarks, Patents, and Logos. The retention
period meets legal, fiscal, and administrative requirements per the US Patent and Trademark
FEDERAL REGISTERED
44 U.S.C. 33
REC-2-1
X
CL+2
Office. This new records classification reflects the Information Services Division's current
N
DOCUMENTS
GC 34090
record maintenance practices and ensures compliance with proper records retention and
destruction.
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Packet Pg. 267
5.a
PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
RECORDS SERIES
COUNCIL
SERIES CODE
TITLE/CLASSIFICATION
ADD
CHANGE
RETENTION
DESCRIPTION OF REQUESTED AMENDMENT
CITATION(S)
ACTION
New classification. Add scope: Includes inspection records detailing date, location, hazards
WVPP -IDENTIFICATION,
GC 34090
identified, corrective actions, and inspector's name. The retention period meets the legal,
SAF-7
EVALUATION,
X
CL+S
LC 6401.9
N
fiscal, and administrative requirements as mandated by California SB 553, ensuring compliance
CORRECTION
SB 553
with proper records retention and destruction procedures.
New classification. Add scope: Includes training dates, content/summary of session, name and
GC 34090
WVPP - TRAINING
qualifications of trainer, and attendee names and job titles. The retention period meets the
SAF-7-1
X
CL+2
LC 6401.9
N
RECORDS
legal, fiscal, and administrative requirements as mandated by California SB 553, ensuring
SB 553
compliance with proper records retention and destruction procedures.
New classification. Add scope: Includes a written record of all violent incident reports. The
GC 34090
WVPP - VIOLENT
retention period meets the legal, fiscal, and administrative requirements as mandated by
SAF-7-2
X
CL+S
LC 6401.9
N
INCIDENT LOGS
California SB 553, ensuring compliance with proper records retention and destruction
SB 553
procedures.
New classification. Add scope: Includes post -incident response procedures with the exception
GC 34090
WVPP - INCIDENT
of medical information. The retention period meets the legal, fiscal, and administrative
SAF-7-3
X
CL+S
LC 6401.9
N
INVESTIGATIONS
requirements as mandated by California SB 553, ensuring compliance with proper records
SB 553
retention and destruction procedures.
New classification. Add scope: Water and irrigation -related reports, and zone deficiency
notices. This records classification will support water usage analysis, forecasting, and budget
REPORTS - WATER,
planning. Retaining these records over time allows tracking of performance trends by zone and
40 CFR 141.33
SD-5-4
IRRIGATION, ZONE
X
CY+10
vendor. The retention period meets legal and administrative requirements per the State
N
GC 34090
DEFICIENCY
Records Retention Schedule. This new records classification reflects the Special Districts
Division's current record maintenance practices and ensures compliance with proper records
retention and destruction.
New classification. Add scope: Includes (but is not limited to) State of Special Districts,
T44/T48/T62 Deficient Zones, Special Districts Record Storage Revamp/Standardization, etc.
Retaining these records provides long-term value as a reference document to SD operations
SD-5-5
PRESENTATIONS
X
CY+7
GC 34090
N
and procedures. This new records classification reflects the Special Districts Division's current
record maintenance practices and ensures compliance with proper records retention and
destruction.
New classification. Add scope: Includes scope of work written by staff, selected proposal or
quote, subsequent contract, and significant correspondence. Retaining these records provides
LANDSCAPE
long-term value as a reference document for similar future projects. The retention period
SD-7
MAINTENANCE RESERVE
X
CL+5
GC 34090
N
exceeds the legal, fiscal, and administrative requirements per the State Records Retention
PROJECT FILES
Schedule. This new records classification reflects the Special Districts Division's current record
maintenance practices and ensures compliance with proper records retention and destruction.
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AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 9
Packet Pg. 268
5.a
PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A
SERIES CODE
RECORDS SERIES
TITLE/CLASSIFICATION
ADD
CHANGE
RETENTION
DESCRIPTION OF REQUESTED AMENDMENT
CITATION(S)
COUNCIL
ACTION
New classification. Add scope: Includes bus video footage pulled for internal investigations.
The retention period meets legal, fiscal, and administrative requirements per the U. S.
Department of Transportation Federal Transit Administration. This new records classification is
FTA C 5010.1E
VID-3
BUS VIDEO FOOTAGE
X
CL+7
N
filling a need to comply with proper records retention and destruction. This new records
GC 34090
classification reflects the Transit Division's current record maintenance practices and ensures
compliance with proper records retention and destruction.
AU=Audit CL=Close CY=Current Year E=Election L=Life M=Month P=Permanent QC=Quality Control T=Termination 10
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