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HomeMy WebLinkAbout2025-11-25 - RESOLUTIONS - RECORDS RETENTION SCHEDULE AMENDRESOLUTION NO.25-57 1 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 ita purpose and is no longer required may be destroyed; and WHEREAS, the Records Retention Schedule establishes orderly procedu6s forietairgrig official City records in active and inactive files, and for disposing of records when they arc nc longer needed for administrative, fiscal, historical, or legal purposes; and - - WHEREAS, the Records Retention Schedule applies to all forms and formats of-offtcial 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 and WHEREAS, a five-year review of the Records Retention Schedule has been performed; 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. Page 1 of 2 SECTION 2. The City Clerk shall certify to the adoption of this resolution. PASSED, APPROVED AND ADOPTED this 25`^ day of November 2025. ATTEST: y 46 �I'L3' eLEiI� FDA=iE: il'v f STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) as. CITY OF SANTA CLARITA ) I, Mary Cusick, City Clerk of the City of Santa Clarita, do hereby certify that the foregoing Resolution No. 25-57 was duly adopted by the City Council of the City of Santa Clarita at a regular meeting thereof, held on the 25' day of November 2025, by the following vote: AYES: COUNCILMEMBERS: Ayala, Gibbs, McLean, Weste, Miranda NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None Ll/ L � CITY CLERK Page 2 of 2 n n n PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A RECORDS SERIES COUNCIL SERIESCODE 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 B Community Services Commissions. ToiIncludes photographs, videos, and newspaper GC 34090 N ADM-1 HISTORICAL RECORDS S 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, AIUI AUDIT REPORTS X AUW requirements per the State Records Retention Schedule. This new records classification reflects OMB A-128 N the Information Services Division's current record maintenance practices and ensures ompliance 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 boundanes. The retention period GC 34090 ASM-3 ASSESSMENT DIM- g P meets legal,fiscal, and administrative requirements per the State Records Retention Schedule. GC 53315.6 N OTHERAGENCIES 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 porting notices; and other supporting documentation - projects over $SQ000.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 340B0 N $200,000. This change in title and scope reflects the Information Services Divisions current CCP 337 record maintenance practices and ensures compliance with proper records retention and destructlnn. 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 $SO,o00.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,". This change in title and scope reflects the Information Services Divisions 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 RED,RFP% and Bid solicitations. RFQs under GC 25105-1 $50,000 and RFPs for any amount. To: Includes supporting documentation for procurement GC 3409D N 6I0-3 SOLICITATION RECORDS X processes such as single and sole sources, cooperative agreements,quotes/proposals, etc. CCP 337 This change in title and scope reflects the Information Services Division's current record 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 ETA C 501DAE BUST BUS SERVICE FILES X materials. To: Includes bus vehicle registration and related documents. This change in title and GC 340% N cope reflects the Transit Division's current record maintenance practices and ensures compliance with proper records retention and destruction. AU -Audit CL=Close CY=Currem Year E=Election L=Life Whit P=Permaimt QPQualhy Control T=Termination PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A RECORDS SERIES COUNCIL SERIES [ODE TOlEfCVSSIFIGTION ADD CHANGE RETENTION DESCRIPTION OF REQUESTED AMENDMENT CITATION(S) ACTION New classification. Add scope: Includes the Cuy's bus stops, street furniture, and related documentation. The retention period meets legal, fiscal, and administrative requirements per BUS-2 BUS STOPS g CL+T the U.S. Department of Transportation Federal Transit Administration. This new records FTA C 5010.1E N classification reflects the Transit Division's current record maintenance practices and ensures GC 3C090 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. BUS-3 APPILUMLS X CLN Department of Transportation Federal Transit Administration. This new records classification FTACSOl0.lE N reflects the Transit Division's current record maintenance practices and ensures compliance GC 3C0% 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 BUS-0 STUDIES & PLANS X CL+T per the U.S. Department of Transportation Federal Transit Administration. This new records FTA C 5010.1E N classification reflects the Transit Division's current record maintenance practices and ensures GC 3C090 compliance with proper records retention and destruction. New classification. Add scope: Includes grents, FTA, financial, and related documents not TRANSIT GRAM maintained by the Finance Division. The retention period meets legal, fiscal, and administrative BUSS CLN rt requirements per the U.S. Depament of Transportation Federal Transit Administration. This FTA C 5o10.1E FTA C50 N APPLICATIONS new new records classification reflects fine Transit Division's current record maintenance practices GC 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, focal, and administrative requirements per the BUS�6 OPERATIONS N CL+T U.S. Department of Transportation Federal Transit Administration, This new records FTA C 5010.1E N classification reflects the Transit Division's current record maintenance practices and ensures GC 3411 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 U. S. Department BUST ACCESS SERVICES g CLN of Transportation Federal Transit Administration. This new records classification reflects the FTA CSOl0.lE N TransitDivision's current record maintenance practices and ensures compliance with proper GC34090 records retention and destruction. New classification. Add scope: Includes complaints and related documents. The retention AMERICANS WITH period meets legal,fiscal, and administrative requirements per the U. S. Department of BUS-B DISABILITIES ACT g CL+T Transportation Federal Transit Administration. This new records classification reflects the FTA FTA C5010.1E N Transit Division's current record maintenance practices and ensures compliance with proper GC C001 cords retention and destruction. New classification. Add mope: Includes fare collection and related documents. The retention period meets legal, fiscal, and administrative requirements per U. S. Department of BUSH TRANSIT ACCESS PASS g CL+T Transportation Federal Transit Administration. This new records classification reflects the FTAC501 0.1E N Transit Division's current record maintenance practices and ensures compliance with proper GC 3C003 feCOrdS retention and destruction. AU=Audit CL.Close CY-Current Year E=Election L=tile M=Month P=Permanent QC=Quality Control T=Terminatlon —1 W PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A RECORDSSERIES COUNCIL SERIESCODE T ME/CIASSIFICATION ADD CHANGE RETENTION DESCRIPTION OF REQUESTED AMENDMENT CITATION(S) ACTION New classification. Add scope: Includes Senior Center rideshare reports and related document,. The retention periad meets legal, fiscal, and administrative requirements per the BUS -ID SENIORCENTERER X CL17 U. S. Department of Transportation Federal Transit Administration. This new records N RIDESNARF classification reflects the Transit Divisions current record maintenance practices and ensures GC 1409l0.lE GC 34090 compHance 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 earthing routes. The retention NEW BUS SERVICE period meets legal, fiscal, and administrative requirements per U. S. Department of FTA C 5010.3E BUS-11 % CL+) N REQUESTS Transportation federal Transit Administration. This new records classification reflectsthe 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-08 GRAFFITI CASE FILES % CL+S Retention Schedule. This new records classification reflects the Community Preservation GC 340901d1 N 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 Pto CL+QC LaserBche and maintained permanently. Paper records are destroyed after QC. This change in COM-1-1 AGENDAS X 3M retention reflects the Information Services Division's Current record maintenance practices and GC 34090 N ensures compliance with proper records retention and destruction. Prior to 2024, these records were in paper format. From 2024 onward, they are imaged in [OUNCILCOMMMEES- From Pto CL+QC Laserfiche and maintained permanently. Paper records are destroyed after QC. This Change in COM-1-2 MINUTES X 3M retention reflects the Information Services Division's current record maintenance practices and GC34090 N 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, TAC, Sports Advisory Committee, and Tourism. Committee members are not appointed by the City Council. Records include both agendas and minutes. To: Includes, but COM-S COMMITTEES -NON 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 CONA GRANT PROGRAMS X From CL+S to CL+) Service, Federal TransitAdministration, and both state and federal grants/contracts. This is FTAC 5010.1E N change in scope to include FTA contracts and increase the retention per the U. S. Department GC 34090 of Transportation Federal Transit Administration. GRANT PROGRAMS- Increase In retention per the U.S. Department of Transportation Federel Transit FTA C5010.1E C0Nl PROJECT FILES X From CL+S to CL+)ThBIs Adminan vibration. GC 34090 N A114udit CL=Oose CY=Current Year E=Election L=1He M=Month P=Permanent M=Quallry Control T=Termination PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A RECOROSSERIES COUNCIL SERIESCODE TITLE/CIASSIFICATION ADD ON DESCRIPTION OF REQUESTED AMENDMENT CITATIONjSj 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 AB CFR:2 LEASE &RENTAL leases, equipment, services, supplies, bike locker rentals, facility reservation permits, and party GC 3a090 CON-5 AGREEMENTS X reservation applications. May include permits,Contracts, diagram, schedules, insurance GC 53066 N 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, parry reservation applicatans, instructor agreements, and speaker all CFRQ CONTRACTS& 2Weements.To: Includes consulta ut agreement, professional services, maintenance GC 34090 N CONE AGREEMENTS X agreements and materiaVsupply contracts, as well as contract classes, instructor agreements, GC 53066 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 a mements. New classification. Add scope: Includes professional services, maintenance agreements, and "CFR:2 material/supply contract, except for construction agreements. The retention period meets CC 337.15 CON-10 CONTRACTS& R CLt10 legal,fisal, and administrative requirements Per the State Records Retention Schedule.This GC 34090 N AGREEMENTS -CIP new records classification reflects the Capital Improvement Projects Divisions current record GC53066 maintenance practices and ensures compliance with proper records retention and destruction. PU 76M 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 CORI CORRESPONDENCE & % correspondence, speaker and comment cards received at Council and Commission meetings, GC 3d0901d1 N SUBIFR FILES [ravel and training requests, proclamations, social media, award applications, press releases, publiatiom, and petitions submitted, but not tied to a referendum, recall, or initiative. This change in uupe 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 CORRESPONDENCES, project file, including letters, memo%proclamation,publications, and resident service center C0R2 SUBIEC! FILES -CMD X CLa) requests. This new records classification reflects the City Manager's lK<re's current record GC 34000 N maintenance practices. Change current scope from: Contains records re: planning, design, Construction, conversion, or modification of local government -owned Facilities, structure, and sytems. To: Contains CCP 337.1 cords re: planning, design, construction, conversion, or modification of local gavernment- G0.1 DESIGN & CONSTRUCTION % owned facilities, structures, and systems. Records may be maintained In physical format or CCP N digitally on flash drives within the project file. This is a change in scope to include how the g11 GC 3090 D90 records are maintained. AU=Audit CL=Close Cy=Cumentimar E=Election L=Life M=Month P-Permanent Q4-Quality Control T=Termination --7 PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A RECORDSSERIES ES CODE TITLE/CIASSIFICATION ADD CHANGE RETENTION DESCRIPTION Of REQUESTED AMENDMENTCITATION(S) OUNCIL AMON Change current scope from: Includes certified pens submitted to a legislative body for initiative, referendum, or recall. All elected bodiecluding the City Council and Mobile Home EC 9213 ELE-3 PETITIONS X Panel, To: Includes the Municipal Measures Repod Certified petitions submitted to an EC ll200(a) N for elected legislative body for initiative, referendumrecall. This isa change In scope to include GC 34090 the Municipal Measures Report and remove the ile Home Panel, which has dissolved. New classification. Add Includes Council dit map, certifications, district consultant EC 21601 documentation, and staff notes. The retention pemeets legal, fiscal, and administrative j GC 34050 ELE-9 DISTRICTS X E+2 requirements per the State Records Retention Schle. This new records classification reNects GC 34g)1 N the Information Services Divisions current recordintenance practices and ensures GC 348g6 compliance with proper records retention and detion. SCMC 2.04.005New classification. Add scope: Includes, but is notited 10, nomination papers; ballotdesignation worksheets; translation approvals; caate statements; receipts; and code of fair GNDIDATEFORMS X E+2 campaign practices; statement of write-in candidaetc. The retention period meets legal,fiscal, EC 1T10oELE-10 and administrative requirements per the Stecords Retention Schedule. This new GC 34090 Nrecords classification reflects the Information SeryDivision's current record maintenance GC S1009(B) practices and ensures compliance with proper records retention and destruction. New dassRlcatian. Atltl scope: Includes Office of the State Controller, State -Mandated SSW Claims, and supporting documents; employee time records or time logs, Still sheets, SB90: STATE MANDATE invoices, and receipts; worksheets, cost allocation reports, purchase orders, contracts, GC 175W FIN-3-2 REIMBURSEMENT X CL+3 agendas, training packets, and declarations. The retention period meets legal, fiscal, and GC 17561 N 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. From AU+6 to Change: All records under this classification are being moved to individual retention schedules FINPAYROLL X Various FIN-IDS-2-1 through 1M-2-3 to reflect the Finance Divisions current record maintenance GC 34090 N practices and ensure compliance with proper records retention and destruction. New classification. Atltl scope: Reports by pay period, quarter, year: Benefit Summary, Organization Summary, Interface Edit, Direct Deposit, Workers Comp, Council Payroll. The X AU+6 retention period meets legal,fiscal, and administrative requirements per the State Records Retention Schedule. This new records classification reflects the Finance Division's current GC 340B0 N recurd maintenance practices and ensures compliance with proper records retention and destruction. AU-AutlR CL=00se CY-Current Year E=EIMIOn 11ife M=Month P=Permanent QC=Quality Control T=Termination PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE -EXHIBIT A COUNCIL SERIES CODE RECORDSSERIES TITLE/CLASSIFICATION ADD CHANGE RETENTION OESCRI"ION OF REQUESTED AMENDMENT CITATIONjSj ACTION New classification. Add scope: Pay Register, Total Postings, Payroll Postings, Prelist, Distribution 26 CFR 316001-1 26 CFR 16031-1 Reports, Deduction Register, Contribution Register, Leave Balance Register, Leave Balance 29 CFR 516.5 Report, Payroll EFT Assignments Validation, Payroll EFT Tape Report, Bank Pectin Register, 29 CFR 516.6 FinE REPORTS- Bank Recon EFT Register, Positive Pay for US Bank, Warn 200, and CADE9. The retention Period 29 CFR j2j N 1I111-10-5-2-2 ELECTRONIC K AU+6 meets legal, and administrative requirements per State Records Retention Schedule. CAC22-1085-OBS-2 This new records classification reflects the Finance Division's current record maintenance GC 3909D practices and ensures compliance with proper records retention and destruction. LC 1174jdj New classifcation. Add scope: Intellitime Hours by Pay Code, Prelirt Journal with backup, EFT Transmittal form, Positive Pay for US Bank, and CALPERS Summary Sheet The retention period 29 CFR 516.5 legal, fiscal, and administrative requirements per the State Records Retention Schedule. 29 CFR 516.6 N FIN-10-s-1-3 FINE REPORTS- PHYSICAL K AU+6 meets 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, Wes, unemployment notifications, deduction reports, employee payroll file% and FIRS retirement reports. To: Includes PAB, W4s, deferred 26 CFR 16001-1 comp, and employee payroll file. This change in scope involves removing unemployment 29 CFR 516.5 PAYROLL DEDUCTION notifications, which the Human Resources Division maintains, and eliminating deduction and 29 CFR 516.E N TIN-10.5.3-1 AUTHORIZATION K PERS retirement reports which are now maintained under aseparate schedule. This 29 CFR 3627.3(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 COP 337 PURCHASING - PURCHASE K purchase ordem, task orders, and requisitions. This is a change in title and scope to reflect the GC 34090 N TIN-14-1 ORDERS Information Services Dvision's record maintenance pmRlres and ensure compliance with proper records retention and destruction. FPPC 189" FPPC 18944.1 CAMPAIGN STATEMENTS- This is an increase in retention perthe Fair Political Practices Commission and ensures GC 34090 N FPIC-3 NOT ELECTED g From E+J to E+10 compliance with proper records retention and destruction. GC 83009 GC M615 FPPC Lobbying New classification. Add scope: Includes FPPC 05 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 - Record N GS3 FPP K CWS classification reflects the Information Services Divisions current record maintenance Keeping EMPLOYER records practices and ensures compliance with proper records retention and destruction. GC 3401 GC 86116 AU -Audit CL=Close ar-Current Year E=Election L=Life M=Month P=Permanent DC -Quality Control T=Termination PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A RECORDS SERIES ERIE$CODE TITLE/CLASSIFICATION ADD CHAIN" ON DESCRIPNONOFREQUESTEDAMENOMENT CRgT10N�g) COUNI CL OUN New cdzsifi[alion. Add scope: nCYdes [allespond¢n[e [o dnd Flom IllePoltlCal Practices Commission. The retention period meets legal, fiscal, and administrative requirements per FPPCJ FPPC CORRESPONDENCE X CY+S State Records Retention SChedule. This new records classifcallon reflects the Information GC3409O N Services Division's current word maintenance practices add ensures compliance wim proper records retention and destruction. 29 CFR 1622.3 29 OR 1602.30.32 _ MR] X From TH to T+4 quire y This is an increase In retention, as re db California 5980Y, and ensures compliance with 29 CFR 16W.4 29 CFR 655 PERFOREMPLONOFILES- PERFORMANCE REVIEWS Proper records retention and destruction. ttR See 1120 N GC 6250 et seq GC 12946 GC 34090 S8802 GC 6250 at sect HRJ RECRUMMEMJOB FILES % From CL+3 to CL+4 This is an increase in retention, as required by California SB 802, and ensures compliance with GC 12946 proper records retention and destruction. GC 34090 N SM7 Add scope: Includes I-9 forms and external requests for verifcatlon of employment. This Is a HRJ 1.9 FORMS % change in scope to include verifcation Of employment to reflect the Human Resources GC 34090 Divisions current record maintenance practices and ensure compliance with proper records Pub. L99-603 N retention and destruction. 29 CFR 1622.3 29 CFR HR2 fMKOYEE FILES - % From T+3 to T+4 quire y This is an increase in retention, as re db California SB 80T, and ensures compliance with AA2.30.32 CCR Sec 1124 EMKOYEE RELATIONS proper records retention and destruction. GC 6250 e[ seq N 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 INS-2 POLICIES- From P to CL+QC Information Services Division's current record maintenance practices and ensure compliance COP 332.2 ENDORSEMENTS X lY with proper records retention and destruction. Prior to 202Z these records were in paper and CCP 3A3 N electronic formats. 2022 forward, they are imaged in Loserfche and maintained Permanently. 340O 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 MHLS LEGAL HOLDS -NON X CL+2 retention period meets legal, fiscal, and administrative requirements per the State Records LITIGATION Retention Schedule. This new records Classification reflects the Information Services Division's GC 34090 N current record maintenance practices and ensures compliance with proper records retention and destruction. AU -Audit CLxlose CY-Current Year E=Election L=Ufe M=Month P=Permanent QC-Qualay Control T=Termination PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE -EXHIBIT A COUNOL SERIESCODE RECORDSSERIES TRLE/CIASSIFICATION ADD CHANGE RETENTION DESCRIPTION OF REQUESTED AMENDMENT CITATIONS) ARION New classification Add scope: Includes backup documentation pertaining to the request and release of legal holds associated with lingation. Active until litigation Is complete. The LEGAL HOLDS- retention period meets legal, fiscal, and administrative requirements per the State Records GC 340M N LIT-6-2 X CL+2 Retention Schedule. This new records classification reflects the Information Services Divisions LITIGATION 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 Me Bureau of Automotive Repair and ensures compliance OCR 3340.15)e� N OP.f-1 X m L+2 [o L+3 From h proper records retention and destruction. with CCR 3358(d) CITY -OWNED GC 34090 Change current scope from: Includes court -referred community service and workers associated with the program; enrollment, certificate; liability releases, sign-in/out sheets, evaluations, and attendance records. TO: Includes court-rekRed community service participants and PROG-B SPECMLPROGRAMS X program records such as certificates, liability releases,sign-in/oulsheets, evaluation, and GC 34090 N attendance log, as well as documentation for other CM special programs, Including but not limited to the Hometown Heroes Banners and Cry 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 she sss, 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/oulsheets, applications, GC 340% 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 & a 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 volunteers. This is a change in scope to include sign-in/out sheets to reflect the Rec&CS GC 34090 N PROD-3-1 ADULTVOLUNNl X aduh 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 GOl Santa all The retention period meets FTACS030.1f PROI-1 PROJECT FILES - TRANSIT X Cl legal, fiscal, and administrative requirements per the U. S. Department of Transportation GC 34090 N 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 Lagos. The retention perlod meets legal,fiscal, and administrative requlrements per the US Patent and Trademark 46 U.S.C. 33 FEDERAL REGISTERED X CL+2 Office. This new records classification reflects the Information Services Division's current GC 34W0 N REC-2-1 DOCUMENTS record maintenance practices and ensures compliance with proper recortls retention and destruction. AU=Audit CL=Close Cy=Curren car E-Election L-life M=Month P=Permanent QC=Quality Control T=Termination I I PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE - EXHIBIT A RECORDS SERIES SERIES CODE TME/CUSSSIFICATON ADD CHANGE RETENTION DESCRIPTIONOFREQUESEEDAMENDMENT CITATON(S) COUNCIL ACTION W APP- IDENTIFICATION, New classification. Add scope: Includes Inspection records detailing date, location, hazards SAF-] EVALUATION, % CL+S identified, corrective actions, and inspector's name. The retention period meets the legal, p GC 34090 CORRFRION fiscal, and administrative requirements as mandated by California SB 553, ensuring compliance LC 64o1.9 N with ro er records retention and destruction rocedures. S8553 New classification. Add scope: Includes training dates, content/summary of session, name and 5AF-]-1 WVPP-T INING % CLR qualifications of trainer, and attendee names and job titles. The retention period meets the GC34090 RECORDS legal, fiscal, and administrative requirements as mandated by California SB 553, ensuring LC 6401.9 N compliance wtth proper records retention and destruction procedures. S6553 New classification. Add scope: Includes a written record of all violent incident reports. The SAF72 WVPP-VIOLENT % CL.S retention period meets the legal, Jilted, and administrative requirements as mandated by GC 34090 INCIDENT LOGS California SB 553, ensuring compliance with proper records retention and destruction LC 6401.9 N ocedures. SB 553 New classillcatlon. Add scope: Includes post -incident response procedures with the exception 5 7.3 "Is -INCIDENT % of medical information. The retention period meets the legal, fiscal, and administrative GC 34090 INVESTIGATIONS CLaS requirements as mandated by Calfomis SB 553, ensuring compliance with proper recortls LC Oil N retention and destruction rocedures. SB 553 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 SD-SJ IRRIGATION, ZONE x CVa30 vendor. The retention period meets legal and administrative requirements per State 40 CFR 141.33 DEFICIENCY Records Retention Schedule. This new re cords classification reflects the 5 Special OlshicU GC 340SO N 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, TiVU T48/T62 Deficient Zones, Special Districts Record Storage Revamp/Standardization, etc. SD-S-S PRESENTATIONS % CYN Retaining these records provides long-term value as a reference document to SO operations and procedures. This new records classification reflects the Special Districts Division's current GC 34090 N 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 ar IANDSGPF quote, subsequent contract, and significant correspondence. Retaining these records provides SD-T MAINTENANCE RESERVE % CU5 long-term value as a reference document for similar future projects. The retention period PROIERNLES exceeds the legal,fiscal, and administrative requirements per the State Records Retention GC 34090 N Schedule. This new records classification reflects the Special Districts Division's current record maintenance practices and ensures compliance with proper records retention and destruction. AO=Audit CL=Close CY=Current Year E-Election L=Dfe M=Month P=Permanent QC=Quality Control T=Termination PROPOSED UPDATE TO RECORDS RETENTION SCHEDULE -EXHIBIT A COUNCIL SERIES CODE RECOROSSERIES TITLE/CLASSIFICATION ADD CHANGE RETENTION DESCRIM NOFREQUESIEDAMENDMENT C IATION(S) ACTION New classification. Add scope. Includes bus video footage pulled for Internal investigations. The retention period meets legal, fiscal, and adminiArative requirements per the U. S. Department of Transporta(on Federal Transit Administration. This new records classification is FTA C 5010.1E N VID-3 BUS VIDEO FOOTAGE X Ct0 filling a need to comply with proper records retention and destruction. This new records GC3,1030 classification reflects the Tanya Division's current record maintenance practices and ensures compliance with proper records retention and destruction. AU=Audlt CL=Clow CYKurrent Year E=Election L=Life M=Month P=Permanent QC=Duahq Cmmrd T=Termination 30 —i