HomeMy WebLinkAbout2010-05-11; City Council; Resolution 2010-106EXHIBIT 1
1 RESOLUTION NO.2010-106
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING REVISIONS TO
3 THE ESTABLISHED RECORDS MANAGEMENT
4 PROGRAM FOR THE CITY OF CARLSBAD
5
WHEREAS, section 34090 of the California Government code and the State of
California provide legal requirements relating to the retention and disposition of
7 municipal records; and
8 WHEREAS, other codes, both state and federal, also provide legal requirements
9 for specific municipal records; and
WHEREAS, the establishment of the Records Management Program includes a
10
Filing System Guide and Records Retention Schedule, and a Program Manual to
organize the maintenance, retention, and disposal of City records, in accordance with
12 the City's operational needs and legal retention requirements.
13 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
.. Carlsbad, California, as follows:
1. That the above recitations are true and correct.15
2. That the Program's revised Records Retention Schedule set forth in the attached
16 Exhibit "A", is hereby adopted;
3. That the Records Management Department is hereby designated as the
18 Custodian of the Program, and as such, shall be responsible for the safekeeping
19 and implementation of the program;
20 4. That the City Manager, City Attorney, and Records Manager are directed to
continue to review the Program and Retention Schedule periodically, and present
any revisions to the City Council for procedure and schedule modifications
22 necessary to update the current information and ensure efficient operation of the
23 Program.
24 //
25 //
26 „
27 //
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 11th day of May, 2010, by the following vote to wit:
AYES: Council Members Lewis, Kulchin, Hall, Packard and Blackburn.
NOES: None.
ABSENT: None.
ATTEST:
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
EXHIBIT A
APPROVALS:
RECORDS MANAGER DATE
CITY ATTORNEY DATE
FILE
NO.RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
OlOOSEWES-ADNIJNIStRAIlOW*:''':^^ '"">""" " "?*£ ^i:r;" - • ':*tfe, , .;;- *?",.. ,;->-^ " >- .... -
0100
0100-03
0100-04
0100-05
0100-10
0100-15
0100-30
0100-35
0100-50
0120
0120-05
0120-07
0120-09
0120-10
0120-13
0120-15
0120-17
0120-18
CITY COUNCIL ADMINISTRATION
CITY COUNCIL CORRESPONDENCE
CITY MANAGER CORRESPONDENCE
(GENERAL FILES)
CITY MANAGER DEPARTMENT FILES
ADMINISTRATIVE ORDERS
COUNCIL POLICIES
AWARDS/COMMENDATIONS/
PROCLAMATIONS
PRESS RELEASES
CALENDARS
(COUNCIL AND MANAGEMENT STAFF)
COUNCIL OFFICE
CITY MANAGER
CITY MANAGER
CITY MANAGER
CITY CLERK
COUNCIL OFFICE
CITY MANAGER
ALL DEPARTMENTS
CU+2
CU+2
CU+2
PE
V
PE
V
CU+2
CU+2
2
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
RISK MANAGEMENT
GENERAL INFORMATION
INSURANCE MANUALS
LIABILITY DATABASE
LIABILITY INSURANCE (CITY POLICIES)
SPECIAL EVENTS INSURANCE
PROPERTY INSURANCE (CITY POLICIES)
INSURANCE POOL
RISK SHARING AUTHORITY
INSURANCE REVIEW REQUESTS
RISK MANAGEMENT
RISK MANAGEMENT
RISK MANAGEMENT
RISK MANAGEMENT
RISK MANAGEMENT
RISK MANAGEMENT
RISK MANAGEMENT
RISK MANAGEMENT
CU+2
SU+2
PE
PE
V
CL+2
PE
PE
V
CL+2
GC 34090
GC 34090
GC 34090, ADMIN. DEC.
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX-Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
Iof45
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CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0120
0120-20
0120-23
0120-25
0120-30
0120-35
0120-40
0130
0130-10
0130-20
0130-25
0130-27
0130-30
0130-50
0140
0140-05
0140-10
0140-15
0150
0150-05
0150-15
0150-20
0150-25
0150-30
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
RISK MANAGEMENT (CONTINUED)
LOSS RECOVERY FILES
INCIDENT REPORTS/CITIZEN INJURY
PUBLIC OFFICIAL BONDS
GENERAL SAFETY & OSHA
REGULATIONS
REPORTS & STUDIES
POLICIES & PROCEDURES
RISK MANAGEMENT
RISK MANAGEMENT
RISK MANAGEMENT
RISK MANAGEMENT
RISK MANAGEMENT
RISK MANAGEMENT
CU+2
CL+2
CU+5
PE
CU+5
SU+5
GC 34090
GC 34090
GC 34090
29CFR 1904.6, GC 34090
29CFR 1904.6, GC 34090
GC 34090, ADMIN. DEC.
RECORDS MANAGEMENT
POLICIES & PROCEDURES
RECORDS RETENTION SCHEDULE
RECORDS DESTRUCTION LISTS
RECORDS MANAGEMENT AUDITS
RECORDS INVENTORIES
PUBLIC RECORDS REQUESTS
RECORDS
MANAGEMENT
RECORDS
MANAGEMENT
RECORDS
MANAGEMENT
RECORDS
MANAGEMENT
ALL DEPARTMENTS
ALL DEPARTMENTS
SU+2
SU+4
V
PE
AU+6
SU+2
CL+2
GC 34090
CCP 343
GC 34090
GC 34090
GC 34090
GC 34090
DOCUMENT MANAGEMENT SYSTEM
GENERAL INFORMATION
POLICIES & PROCEDURES
DMS TRAINING INFORMATION &
MATERIALS
RECORDS
MANAGEMENT
RECORDS
MANAGEMENT
RECORDS
MANAGEMENT
CU+2
SU+5
SU+2
GC 34090
GC 34090
GC 34090
INFORMATION TECHNOLOGY
GENERAL INFORMATION
POLICIES & PROCEDURES
TRAINING INFORMATION/MATERIALS
AIMWORX DATABASE
CHANGE CONTROL DATABASE
INFORMATION
TECHNOLOGY
INFORMATION
TECHNOLOGY
INFORMATION
TECHNOLOGY
INFORMATION
TECHNOLOGY
INFORMATION
TECHNOLOGY
CU+2
SU+2
SU+2
CU+2
CU+2
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 2 of 45
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CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0200 SERIES -AGENCIES/ORGANIZATIONS Ii -
0200
0200-31
0200-32
0200-33
0230
0230-70
LOCAL ORGANIZATIONS
CABLE TELEVISION FOUNDATION
AGENDAS
CABLE TELEVISION FOUNDATION
MINUTES & RESOLUTIONS
CABLE TELEVISION FOUNDATION
GRANTS
CITY MANAGER
CITY MANAGER
CITY MANAGER
CU*2
PE
CL+5
GC 34090
GC 34090
GC 34090
GOVERNMENT/REGULATORY AGENCIES
REGULATORY AGENCIES VARIOUS DEPTS CU+2 GC 34090
0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES
0300
0300-05
0300-40
0300-45
0300-50
0300-65
0305
0305-05
0305-15
0305-17
0305-40
0305-45
0305-60
0310
0310-40
0310-45
0310-60
CITY BOARDS, COMMISSIONS, & COMMITTEES
GENERAL INFORMATION
BCC APPOINTEES
BCC APPLICATIONS (NOT APPOINTED)
NOTICES OF BCC VACANCIES/
LIST OF VACANCIES (ANNUAL)
BOARDS, COMMISSIONS, COMMITTEES
POLICIES & PROCEDURES
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CU+2
TE+5
CL+2
CU+2
SU+5
GC 34090
GC 34090, GC81009(e)
GC 34090
GC 34090
GC 34090
AD HOC BOARDS, COMMISSIONS, COMMITTEES
GENERAL INFORMATION
AD HOC BCC APPOINTEES
AD HOC BCC APPLICATIONS
(NOT APPOINTED)
MEETING AGENDAS & NOTICES
MEETING MINUTES
AGENDA BILLS
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CU+2
TE+7
CL+2
CU+2
PE
V
PE
GC 34090
GC 34090, GC81009(e)
GC 34090
GC 34090, ADMIN. DEC.
GC 34090(e)
GC 34090
ARTS COMMISSION
MEETING AGENDAS & NOTICES
MEETING MINUTES
STAFF REPORTS/PACKETS
ARTS
ARTS
ARTS
CU+2
PE
V
PE
GC 34090
GC 34090(e)
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
3 Of 45
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CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0315
0315-40
0315-45
0317
0317-40
0317-45
0317-55
0317-60
0317-70
0320
0320-40
0320-45
0320-55
0320-60
0325
0325-40
0325-45
0325-60
0330
0330-40
0330-45
0330-55
0330-60
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
BEACH PRESERVATION COMMITTEE
MEETING AGENDAS & NOTICES
MEETING MINUTES
ENGINEERING
ENGINEERING
CU+2
PE
V
GC 34090
GC 34090(e)
CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT
MEETING AGENDAS & NOTICES
MEETING MINUTES
RESOLUTIONS
STAFF REPORTS/PACKETS
AGREEMENTS
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CU+2
PE
V
PE
V
PE
PE
GC 34090
GC 34090(e)
GC 34090(6)
GC 34090
GC 34090
DESIGN REVIEW BOARD
MEETING AGENDAS & NOTICES
MEETING MINUTES
RESOLUTIONS
STAFF REPORTS/PACKETS
HOUSINGS
REDEVELOPMENT
HOUSINGS
REDEVELOPMENT
HOUSINGS
REDEVELOPMENT
HOUSINGS
REDEVELOPMENT
CU+2
PE
V
PE
V
PE
GC 34090
GC 34090(e)
GC 34090(6)
GC 34090
HISTORIC PRESERVATION COMMISSION
MEETING AGENDAS & NOTICES
MEETING MINUTES
STAFF REPORTS/PACKETS
LIBRARY
LIBRARY
LIBRARY
CU+2
PE
V
PE
GC 34090
GC 34090(6)
GC 34090
HOUSING COMMISSION
MEETING AGENDAS & NOTICES
MEETING MINUTES
RESOLUTIONS
STAFF REPORTS/PACKETS
HOUSINGS
REDEVELOPMENT
HOUSINGS
REDEVELOPMENT
HOUSINGS
REDEVELOPMENT
HOUSINGS
REDEVELOPMENT
CU+2
PE
V
PE
V
PE
GC 34090
GC 34090(6)
GC 34090(6)
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
4 of 45
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FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0335
0335-40
0335-45
0335-60
0340
0340-40
0340-45
0340-60
0345
0345-40
0345-45
0345-60
0350
0350-40
0350-45
0350-55
0350-60
0355
0355-40
0355-45
0355-60
0360
0360-40
0360-45
0360-60
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
LIBRARY BOARD
MEETING AGENDAS & NOTICES
MEETING MINUTES
STAFF REPORTS/PACKETS
LIBRARY
LIBRARY
LIBRARY
CU+2
PE
V
PE
GC 34090
GC 34090(e)
GC 34090
PARKS & RECREATION COMMISSION
MEETING AGENDAS & NOTICES
MEETING MINUTES
STAFF REPORTS/PACKETS
PARKS &
RECREATION
PARKS &
RECREATION
PARKS &
RECREATION
CU+2
PE
V
PE
GC 34090
GC 34090(e)
GC 34090
PERSONNEL BOARD
MEETING AGENDAS & NOTICES
MEETING MINUTES
STAFF REPORTS/PACKETS
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
CU+2
PE
V
PE
GC 34090
GC 34090(e)
GC 34090
PLANNING COMMISSION
MEETING AGENDAS & NOTICES
MEETING MINUTES
RESOLUTIONS
STAFF REPORTS/PACKETS
PLANNING
PLANNING
PLANNING
PLANNING
CU+2
PE
V
PE
V
PE
GC 34090
GC 34090(6)
GC 34090(6)
GC 34090
SENIOR COMMISSION
MEETING AGENDAS & NOTICES
MEETING MINUTES
STAFF REPORTS/PACKETS
SENIORS
SENIORS
SENIORS
CU+2
PE
V
PE.
GC 34090
GC 34090(e)
GC 34090
SISTER CITY COMMITTEE
MEETING AGENDAS & NOTICES
MEETING MINUTES
STAFF REPORTS/PACKETS
ARTS
ARTS
ARTS
CU+2
PE
V
PE
GC 34090
GC 34090(e)
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
5 of 45
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FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0365
0365-40
0365-45
0365-60
0365-70
0365-75
0370
0370-40
0370-45
0370-60
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
TRAFFIC SAFETY COMMISSION
MEETING AGENDAS & NOTICES
MEETING MINUTES
STAFF REPORTS/PACKETS
TRAFFIC SAFETY COORDINATING
COMMITTEE MEETING AGENDAS
TRAFFIC SAFETY COORDINATING
COMMITTEE MEETING MINUTES
ENGINEERING
ENGINEERING
ENGINEERING
ENGINEERING
ENGINEERING
CU+2
PE
V
PE
CU+2
PE
GC 34090
GC 34090(e)
GC 34090
GC 34090
GC 34090
UNDERGROUND UTILITY ADVISORY COMMITTEE
MEETING AGENDAS & NOTICES
MEETING MINUTES
STAFF REPORTS/PACKETS
ENGINEERING
ENGINEERING
ENGINEERING
CU+2
PE
V
PE
GC 34090
GC 34090(e)
GC 34090
0400 SERIES -FISCAL/FINANCIAL SERVICES
0400
0400-05
0400-10
0400-15
0400-30
0400-40
0400-45
0400-60
0400-80
0400-81
0400-82
0400-84
0400-86
FISCAL/ FINANCIAL SERVICES
GENERAL INFORMATION
CHART OF ACCOUNTS
ACCOUNTS PAYABLE CHECK REQUESTS
FIXED ASSETS
ACCOUNTS PAYABLE CHECK REGISTERS
FORMS 1099
GENERAL LEDGERS (OLD HP REPORTS)
I FAS BATCHES
(J/E, BUDGET, C/R, A/R)
IFAS REPORTS
(EXPENDITURE & REVENUE SUMMARIES)
IFAS - G/L MODULE - SUMMARY
DATABASE
IFAS - G/L MODULE - DETAIL DATABASE
IFAS - ACCOUNTS PAYABLE MODULE
DATABASE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
CU+2
CU+2
AU+4
V
AU+4
V
AU+5
AU+5
PE
CU+7
CU+7
20
10
AU+4
V
GC 34090
GC 34090
GC 34090
GC 34090, 26 CFR 301 65-1 (f)
GC 26907
GC 34090, 29USC436
GC 34090, CCP 337
GC 34090
GC 34090
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
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FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0400
0400-88
0400-90
0400-95
0400-97
0410
0410-05
0410-10
0410-30
0420
0420-05
0420-10
0420-15
0420-17
0420-20
0420-25
0420-30
0420-33
0420-50
0420-55
0420-60
0420-65
0430
0430-05
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
FISCAL/FINANCIAL SERVICES (CONTINUED)
IFAS - ACCOUNTS RECEIVABLE MODULE
DATABASE
ACCOUNTING REPORTS
ANNUAL REPORTS (FINANCIAL)
POLICIES & PROCEDURES
FINANCE
FINANCE
FINANCE
FINANCE
AU+4
V
AU+4
AU+7
SU+2
GC 34090, ADMIN. DEC.
GC 34090
GC 34090
GC 34090
AUDITS, FINANCIAL
GENERAL INFORMATION
AUDIT REPORTS
AUDIT PROPOSALS
FINANCE
FINANCE
FINANCE
CU+2
PE
5
GC 34090
GC 34090
GC 34090
BANKING
GENERAL INFORMATION
BANK SIGNATURE CARDS
BANK DEPOSIT CORRESPONDENCE
CUSTODIAL STATEMENTS
BANK STATEMENTS
CHECKS/CANCELED
RETURNED CHECKS (NSF)
UNCLAIMED CHECK RECORDS
DAILY BALANCE WORKSHEETS
MONTHLY BANK RECONCILIATIONS
POLICIES & PROCEDURES
REPORTS & STUDIES
FINANCE
TREASURER
FINANCE
TREASURER
FINANCE
TREASURER
FINANCE
TREASURER
FINANCE
TREASURER
FINANCE
TREASURER
FINANCE
TREASURER
FINANCE
TREASURER
FINANCE
TREASURER
FINANCE
TREASURER
FINANCE
TREASURER
FINANCE
TREASURER
CU+2
SU+2
4
AU+5
AU+5
AU+5
AU+5
AU+5
AU+5
AU+5
SU+5
CU+2
GC 34090
GC 34090
GC 34090, CCP 337
GC 34090, 26 CFR 1.6001-1
GC 34090, 26 CFR 1.6001-1
GC 34090, CCP 337
GC 34090, CCP 337
GC 34090, CCP 337
GC 34090, 26 CFR 1.6001-1
GC 34090, 26 CFR 1.6001-1
GC 34090, ADMIN. DEC.
GC 34090
BUDGET
GENERAL INFORMATION FINANCE CU+2 GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
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FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0430
0430-10
0430-20
0430-30
0430-35
0430-50
0440
0440-05
0440-10
0440-15
0440-20
0440-30
0440-35
0440-40
0440-45
0440-50
0440-55
0450
0450-05
0450-10
0450-12
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
BUDGET (CONTINUED)
BUDGET, DEPARTMENTAL
OPERATING BUDGET, CITY (ADOPTED)
CAPITAL BUDGET, CITY (ADOPTED)
ALL AGENCIES
FINANCIAL REPORTS, BUDGET RELATED
POLICIES & PROCEDURES
VARIOUS DEPTS
CITY CLERK
CITY CLERK
FINANCE
FINANCE
CU+2
PE
V
PE
V
CU+2
SU+5
GC 34090
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
GC 34090
GC 34090, ADMIN. DEC.
BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS
GENERAL INFORMATION
CONTINUING DISCLOSURE REPORTS
MORTGAGE REVENUE BONDS, SINGLE &
MULTI-FAMILY (TRANSCRIPT BINDERS)
ASSESSMENT DISTRICTS
(TRANSCRIPT BINDERS)
GENERAL OBLIGATION BONDS
(1911 & 191 5 ACT -TRANSCRIPT
DIMnCDQI
REVENUE BONDS, OTHER
CERTIFICATES OF PARTICIPATION
COMMUNITY FACILITIES DISTRICTS
(MELLO ROOS)
TAX ALLOCATION BONDS
WATER DISTRICT BONDS
FINANCE
FINANCE
CITY CLERK,
FINANCE
HOUSING &REDEV.
CITY CLERK,
FINANCE
PUBLIC WORKS
CITY CLERK
FINANCE
CITY CLERK
FINANCE
CITY CLERK
FINANCE
CITY CLERK,
FINANCE
CITY CLERK,
FINANCE
CITY CLERK,
FINANCE
CL+10
CL+10
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
CCP 337.5
GC 34090; ADMIN. DEC.
GC 34090, CCP 337.5, ADMIN.
DEC.
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
PAYROLL
IFAS - PAYROLL MODULE
TIME CARDS
ENGINEERING DEPARTMENT TIMECARD
DATABASE
FINANCE
FINANCE
ENGINEERING
AU+6
V
AU+6
V
AU+5
GC 34090, ADMIN. DEC.
GC 34090, 29 CFR 516.2
GC 34090, ADMIN. DEC.
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
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RECORD RETENTION SCHEDULE
FILE
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0450
0450-13
0450-20
0450-26
0450-40
0450-60
0455
0455-05
0455-10
0455-20
0460
0460-05
0460-10
0460
0460-15
0460-20
0460-25
0460-40
0460-50
0470
0470-03
0470-05
0470-15
0470-20
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
PAYROLL (CONTINUED)
PLANNING DEPARTMENT TIMECARD
DATABASE
PAYROLL DEDUCTION AND
CONTRIBUTION REGISTERS
W-2
TAX REPORTS, STATE & FEDERAL
GARNISHMENTS/LIENS
PLANNING
FINANCE
FINANCE
FINANCE
FINANCE
AU+10
AU+6
V
PE
V
AU+6
EX+6
GC 34090, ADMIN. DEC.
GC 34090, 37207
GC 34090, 29 CFR 516.2
GC 34090, 29 USC 436
GC 34090, 29 CFR 516.2
PENSION/RETIREMENT FUND
GENERAL INFORMATION
DEFERRED COMPENSATION REPORTS
(DEDUCTION REGISTER)
PERS REPORTS
(BI-WEEKLY & ANNUAL ACTUARIALS)
FINANCE
HUMAN
RESOURCES
FINANCE
CU+2
TE+5
V
AU+6
GC 34090
GC 34090, 26 CFR 16001-1, 29
CFR 1627.3(2)
GC 34090, 29 CFR 516.2
ANNUAL REPORTS
GENERAL INFORMATION
ANNUAL REPORTS - STATE
CONTROLLER
FINANCE
FINANCE
CU+2
5
GC 34090
GC 34090
ANNUAL REPORTS
STATE MANDATED COSTS (SB90)
ANNUAL AUDIT REPORTS
ANNUAL REPORTS, MISCELLANEOUS
(MGT LTR, DATA COLL. FORM, ETC.)
GANN LIMITATION
COUNTY AUDITOR - ASSESSED
VALUATION
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
5
PE
PE
5
SU+5
GC 34090
GC 34090
GC34090
GC 34090
GC 34090
PURCHASING
CORRESPONDENCE, PURCHASING
GENERAL INFORMATION
CREDIT CARD PROGRAM,
APPLICATIONS, CITY
PURCHASE REQUISITIONS
PURCHASING
PURCHASING
FINANCE
PURCHASING
CU+2
CU+2
EX+2
AU+4
GC 34090
GC 34090
GC 34090
GC 34090, CCP 337
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
9 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0470
0470-25
0470-33
0470-45
0470-50
0470-60
0470-65
0470-75
0470-81
0470-85
0470-99
0480
0480-05
0480-26
0480-32
0480-35
0480-36
0480-38
0480-40
0480-45
0480-47
0480-48
0480-70
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
PURCHASING (CONTINUED)
PURCHASE ORDERS
CERTIFICATES OF INSURANCE
BIDS/QUOTES/PROPOSALS
(AWARDED & NOT AWARDED)
BIDS CANCELLED OR REJECTED
SURPLUS EQUIPMENT DISPOSAL
WAREHOUSE INVENTORIES
PURCHASING MANUALS
VENDOR LISTS
IFAS - PURCHASING MODULE
REPORTS & STUDIES
PURCHASING
VARIOUS DEPTS
PURCHASING
PURCHASING
PURCHASING
PURCHASING
PURCHASING
PURCHASING
FINANCE
PURCHASING
PURCHASING
AU+4
CU+2
AU+4
CL+2
AU+4
AU+4
SU+2
SU+2
AU+4
CU+2
GC 34090, CCP 337
GC 34090
GC 34090, CCP 337
GC 34090, CCP 337
GC 34090, CCP 337
GC 34090, 26 CFR 301 65-1 (F)
GC 34090
GC 34090
GC 34090, ADMIN. DEC.
GC 34090
REVENUE AND TAXATION
GENERAL INFORMATION
UTILITY BILLING DATABASE
AMBULANCE BILLING
(REPORTS & PAYMENTS)
BUSINESS LICENSES
APPLICATIONS, RENEWALS & AUDITS)
BUSINESS LICENSE DATABASE
BINGO LICENSES & FINANCIAL
STATEMENTS
BANKRUPTCIES
COLLECTION REPORTS
GRANTS, MISC.
GRANTS, CDBG
FRANCHISES
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
CU+2
AU+4
CU+2
EX+4
PE
EX+4
CL+2
AU+4
CL+5
CL+4
AU+4
GC 30490
GC 34090, ADMIN. DEC.
GC 34090
GC 34090, CCP 337
GC 34090, ADMIN. DEC.
GC 34090
GC 34090
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
24 CFR 570.502(b)
GC 34090, CCP 337
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
10 Of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0480
0480-80
0480-81
0480-82
0480-83
0480-87
0480-90
0485
0485-05
0485-10
0485-15
0485-20
0485-21
0485-22
0485-23
0485-25
0485-40
0485-55
0485-60
0490
0490-05
0490-10
0490-20
0490-50
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
REVENUE AND TAXATION (CONTINUED)
TAXES, MISC.
PROPERTY TAX
GAS TAX
SALES TAX
TRANSIENT OCCUPANCY TAX (TOT) &
TBID
REPORTS & STUDIES
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
FINANCE
AU+4
AU+4
AU+4
AU+4
AU+4
2
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 34090
FEE PROGRAMS
PROCESSING FEES
USE FEES
IMPACT FEES
FINES (DEVELOPMENT)
FEE STUDIES/COMPUTATIONS
FEE SCHEDULES
COST ALLOCATION PLANS
ENGINEERING FEES
FLOOD CONTROL FEES
PUBLIC WORKS - CAPITAL
IMPROVEMENTS FEES
PLANNING FEES
ENGINEERING
ENGINEERING
ENGINEERING
ENGINEERING
FINANCE
FINANCE
FINANCE
ENGINEERING
ENGINEERING
PUBLIC WORKS
PLANNING
PE
PE
PE
PE
PE
PE
SU+5
PE
CL+2
PE
CL+2
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 34090
GC 34090
GC 34090
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 34090, GC 4003, GC 4004
GC 30490, ADMIN. DEC.
INVESTMENTS
GENERAL INFORMATION
INVESTMENT RATES
INVESTMENT PORTFOLIO
INVESTMENT COMMITTEE MINUTES
TREASURER
TREASURER
TREASURER
TREASURER
CU+2
PE
AU+10
5
GC 34090, GC 53607, CCP 337
GC 34090, GC 53607, CCP 337
GC 34090, GC 53607, CCP
337.5
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
11 Of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0490
0490-60
0490-65
0490-70
0490-75
0490-80
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
INVESTMENTS (CONTINUED)
INVESTMENT STATEMENTS
INVESTMENT REPORTS, MONTH END
COUNCIL REPORTS
INVESTMENT INCOME REPORTS
BROKER STATEMENTS
REPORTS & STUDIES
POLICIES & PROCEDURES
TREASURER
TREASURER
TREASURER
TREASURER
TREASURER
CL+5
PE
V
AU+5
CU+2
SU+5
GC 34090, GC 53607, CCP337
GC 34090, GC 53607, CCP 337
GC 34090, GC 53607, CCP 337
GC 34090
GC 34090, GC 40801
0500 SERIES - COMMUNITY DEVELOPMENT/PLANNING
0500
0500-01
0500-02
0500-03
0500-04
0500-05
0500-10
0500-12
0500-15
0500-18
0500-20
0500-25
0500-28
0500-30
0500-32
DEVELOPMENT/SUBDIVISIONS
GENERAL INFORMATION
LOT SPLITS
LOT LINE ADJUSTMENTS
ADJUSTMENT PLATS/BOUNDARY
ADJUSTMENTS
CERTIFICATES OF COMPLIANCE & NON-
COMPLIANCE
CERTIFICATES OF CORRECTION
NOTICES OF RESTRICTION/RELEASES
NOTICES OF VIOLATION /RELEASES
FOOD CART PERMITS
CONDITIONAL USE PERMITS (CUP)
COASTAL DEVELOPMENT PERMITS
(CDP)
CONDO PERMITS (CP)
CARLSBAD TRACTS, MAJOR
SUBDIVISIONS (CT)
PRELIMINARY REVIEW (PR)
ENCROACHMENT AGMT/EASEMENT
(SUPPORT DOCUMENTS ONLY)
VARIOUS DEPTS
ENGINEERING
ENGINEERING
CITY CLERK
ENGINEERING
CITY CLERK
ENGINEERING
CITY CLERK
CITY CLERK
PLANNING
CITY CLERK
ENGINEERING
PLANNING
VARIOUS DEPTS
VARIOUS DEPTS
VARIOUS DEPTS
VARIOUS DEPTS
ENGINEERING
2
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
PE
V
PE
V
PE
V
PE
V
10
GC 34090
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 30490, ADMIN. DEC.
GC 30490
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, ADMIN DEC.
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
12 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0500
0500-33
0500-34
0500-35
0500-40
0500-45
0500-50
0500-55
0500-60
0500-65
0500-67
0500-70
0500-75
0500-80
0500-85
0500-90
0500-93
0500-95
0500-97
0500-98
0500-99
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
DEVELOPMENT/SUBDIVISIONS (CONTINUED)
HILLSIDE DEVELOPMENT PERMITS (HDP)
HABITAT MANAGEMENT PLAN PERMIT
(HMP)
MASTER PLANS - DEVELOPMENTS (MP)
MINOR SUBDIVISIONS (MS)
PLANNING COMMISSION
DETERMINATIONS (PCD)
PLANNED DEVELOPMENTS (PD)
PLANNED DEVELOPMENT PERMITS
(POP)
GRADING PERMITS (PE)
PLANNED INDUSTRIAL PERMITS (PIP)
PARCEL MAPS (PM)
PRECISE PLANS (PP)
PLANNED UNIT DEVELOPMENTS (PUD)
SITE DEVELOPMENT PLANS (SDP)
SPECIFIC PLANS (SP)
SPECIAL USE PERMITS (SUP)
ADMINISTRATIVE VARIANCES (AV)
VARIANCES (V)
HISTORICAL MAPS
PERMITS DATABASE
PLANTRACK DATABASE
VARIOUS DEPTS
PLANNING
CITY CLERK
PLANNING
CITY CLERK
ENGINEERING
PLANNING
VARIOUS DEPTS
CITY CLERK
PLANNING
CITY CLERK
ENGINEERING
CITY CLERK
ENGINEERING
PLANNING
ENGINEERING
VARIOUS DEPTS
VARIOUS DEPTS
VARIOUS DEPTS
VARIOUS DEPTS
VARIOUS DEPTS
CITY CLERK
PLANNING
CITY CLERK
PLANNING
PLANNING
VARIOUS DEPTS
ENGINEERING
PLANNING
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
PE
V
PE
V
PE
V
PE
V
PE
PE
CL+5
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
13 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0510
0510-05
0510-06
0510-07
0510-10
0510-15
0510-20
0510-21
0510-25
0510-30
0510-35
0510-36
0510-40
0510-50
0510-55
0510-60
0510-65
0510-67
0510-70
0510-75
0510-80
0510-83
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
LAND USE/ZONING
GENERAL INFORMATION
PRELIMINARY REVIEW
CONSISTENCY DETERMINATIONS
ADMINISTRATIVE PERMITS - APPROVALS
ARCHITECTURAL DESIGN GUIDELINES
LANDSCAPE GUIDELINES & STANDARDS
LANDSCAPE PLANS
ZONE CHANGES (ZC)
ZONE CODE AMENDMENTS (ZCA)
LOCAL COASTAL PROGRAM (LCP)
LOCAL COASTAL PROGRAM
AMENDMENTS (LCPA)
LOCAL FACILITIES MANAGEMENT PLAN
(LFMP)
GROWTH MANAGEMENT PLAN (GMP)
AGRICULTURAL PRESERVES (AP)
DAY CARE PERMITS (DC)
HOSPITALS & CONVALESCENT HOMES
ACCESSORY STRUCTURES
SECOND DWELLING UNIT (SOU)
(GRANNY FLAT)
MOBILE HOME PARKS (MHP)
NOISE GUIDELINES
COMPREHENSIVE LAND USE PLAN
(PALOMAR-MC CLELLAN AIRPORT)
PLANNING
PLANNING
PLANNING
PLANNING
PLANNING
PLANNING
PLANNING
PLANNING
CITY CLERK
PLANNING
CITY CLERK
PLANNING
CITY CLERK
PLANNING
CITY CLERK
PLANNING
CITY CLERK
PLANNING
CITY CLERK
PLANNING
PLANNING
PLANNING
PLANNING
ENGINEERING
PLANNING
PLANNING
PLANNING
PLANNING
2
CU+2
PE
PE
V
PE
PE
PE
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
PE
PE
PE
PE
V
PE
PE
PE
GC 34090
GC 34090
GC 34090
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090
GC 34090
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090 / Admin. Dec.
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090
GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
14 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0510
0510-85
0510-87
0510-90
0515
0515-05
0515-06
0515-10
0515-15
0515-20
0515-25
0515-30
0515-40
0520
0520-05
0520-10
0520-20
0520-30
0520-40
0520-45
0520-50
0520-60
0520-70
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
LAND USE/ZONING (CONTINUED)
PARKING REQUIREMENTS
SATELLITE ANTENNAS
REPORTS & STUDIES
PLANNING
PLANNING
PLANNING
SU+2
PE
2
GC 34090
GC 34090
GC 34090
SIGNS
GENERAL INFORMATION
SIGNS - PRELIMINARY REVIEW
SIGN PERMITS (PS)
SIGNS, TEMPORARY
SIGNS, DIRECTIONAL
SIGNS, CITY IDENTIFICATION
REGULATIONS
REPORTS & STUDIES
PLANNING
PLANNING
PLANNING
REDEVELOPMENT
PLANNING
PLANNING
PLANNING
PLANNING
PLANNING
CU+2
CU + 2
PE
PE
PE
PE
PE
2
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
ENVIRONMENTAL REVIEW
GENERAL INFORMATION
CALIFORNIA ENVIRONMENTAL QUALITY
ACT (CEQA) GUIDELINES
NEGATIVE DECLARATIONS
INITIAL STUDIES (ENVIRONMENTAL)
ENVIRONMENTAL IMPACT
ASSESSMENTS (EIA)
ENVIRONMENTAL IMPACT REPORTS
(EIR)
CONSULTANTS, ENVIRONMENTAL
REPORTS & STUDIES
REGULATIONS
PLANNING
PLANNING
PLANNING
PLANNING
PLANNING
PLANNING
PLANNING
PLANNING
PLANNING
CU+2
PE
PE
PE
PE
PE
PE
PE
PE
GC 34090
GC 34090, CEQA
GC 34090, CEQA
GC 34090, CEQA
GC 34090, CEQA
GC 34090, CEQA
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
15 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0530
0530-05
0530-10
0530-15
0530-20
0530-30
0530-40
0540
0540-05
0540-20
0540-30
0540-40
0540-50
0550
0550-05
0550-10
0550-15
0550-20
0550-22
0550-23
0550-30
0550-35
0550-50
0550-60
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
GENERAL PLAN
GENERAL INFORMATION
GENERAL PLAN AND ELEMENTS
GENERAL PLAN CONSISTENCY
GENERAL PLAN AMENDMENTS (GPA)
REPORTS & STUDIES
REGULATIONS
PLANNING
PLANNING
CITY CLERK
PLANNING
PLANNING
CITY CLERK
PLANNING
PLANNING
CU+2
PE
V
PE
V
PE
V
PE
PE
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
PLANNING
GENERAL INFORMATION
DEMOGRAPHIC INFORMATION
POLICIES & PROCEDURES
REPORTS & STUDIES
PLANNING, REGIONAL
PLANNING
PLANNING
PLANNING
PLANNING
PLANNING
CU+2
PE
CU+10
10
PE
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
HOUSING
GENERAL INFORMATION
AFFORDABLE HOUSING PROGRAMS
AFFORDABLE HOUSING PROJECTS
HOUSING ASSISTANCE (SECTION 8)
FINANCIAL RECORDS (SECTION 8)
APPLICANTS (SECTION 8)
INCLUSIONARY HOUSING AGREEMENTS
YARD I DATABASE
POLICIES & PROCEDURES
REPORTS & STUDIES
HOUSING
HOUSING
HOUSING
HOUSING
HOUSING
HOUSING
HOUSING
HOUSING
HOUSING
HOUSING
CU+2
AU+7
AU+7
AU+7
AU+7
TE+3
PE
V
PE
CU+2
2
GC 34090
24 CFR 570.502(b)(3), 85.42,
OMBCIR. A-110#C
24 CFR 570.502(b)(3), 85.42,
OMBCIR. A -110 #C
24 CFR 570.502(b)(3), 85.42,
OMBCIR. A -110 #C
24 CFR 570.502(b)(3), 85.42,
OMBCIR. A -110 #C
24 CFR 570.502(b)(3), 85.42,
OMBCIR. A-110#C
GC 34090
GC 34090, ADMIN. DEC.
GC 34090, GC 40801
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
16 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0560
0560-05
0560-10
0560-20
0560-30
0560-40
0560-50
0560-60
0560-70
0565
0565-05
0565-10
0565-20
0565-30
0565-40
0570
0570-05
0570-10
0570-33
0570-35
0570-40
0570-60
0570-65
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
REDEVELOPMENT
GENERAL INFORMATION
MASTER PLAN (VILLAGE AREA)
REDEVELOPMENT REGULATIONS
REDEVELOPMENT PERMITS (RP)
VILLAGE PARKING PROGRAM
RESIDENTIAL REHABILITATION
PROGRAM
POLICIES & PROCEDURES
REPORTS & STUDIES
REDEVELOPMENT
REDEVELOPMENT
CITY CLERK
REDEVELOPMENT
VARIOUS DEPTS
REDEVELOPMENT
CITY CLERK
REDEVELOPMENT
REDEVELOPMENT
REDEVELOPMENT
CU+2
PE
PE
PE
V
PE
PE
V
CU+2
2
GC 34090
GC 34090, ADMIN. DEC.
GC 34090
GC 34090, GC 4003, GC 4004,
HSS 19850
GC 34090
GC 34090, ADMIN. DEC.
GC 34090, GC 40801
GC 34090
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG)
GENERAL INFORMATION
CDBG APPLICATIONS/PROPOSALS
CDBG/HOME PROGRAM
SUBRECIPIENT FUNDING APPROVALS
ANNUAL PERFORMANCE REPORTS
HOUSINGS
REDEVELOPMENT
HOUSINGS
REDEVELOPMENT
HOUSINGS
REDEVELOPMENT
HOUSINGS
REDEVELOPMENT
HOUSINGS
REDEVELOPMENT
CU+2
TE+5
TE+5
TE+5
SU+10
GC 34090
GC 34090, 24 CFR 570.502, 24
CFR 85.42
GC 34090, 24 CFR 570.502, 24
CFR 85.42
GC 34090, 24 CFR 570.502, 24
CFR 85. 42
GC 34090, ADMIN. DEC.
BUILDING
GENERAL INFORMATION
POLICIES & PROCEDURES
BUILDING PERMIT FILES
BUILDING PLANS
ADOPTED CODES
REPORTS & STUDIES
CERTIFICATES OF OCCUPANCY
BUILDING
BUILDING
BUILDING
BUILDING
BUILDING
BUILDING
BUILDING
CU+2
CU+2
PE
V
PE
V
PE
PE
PE
GC 34090
GC 34090
GC 34090, GC 4003, GC 4004,
HSS 19850
GC 34090, GC 4003, GC 4004,
HSS 19850
GC 34090
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
17 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0570
0570-71
0570-75
0575
0575-05
0575-15
0575-20
0575-40
0580
0580-05
0580-10
0580-20
0590
0590-05
0590-10
0590-20
0590-30
0590-40
0590-50
0590-60
0590-70
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
BUILDING (CONTINUED)
INSPECTION LOGS
MOBILE HOME PARK PERMITS
BUILDING
BUILDING
PE
CU+2
GC 34090, ADMIN. DEC.
GC 34090
CODE COMPLIANCE/ENFORCEMENT
GENERAL INFORMATION
ENFORCEMENT CASE FILES (NO
RECORDED NOTICE)
ENFORCEMENT CASE FILES (WITH
RECORDED NOTICE)
REPORTS & STUDIES
CODE
ENFORCEMENT
CODE
ENFORCEMENT
CODE
ENFORCEMENT
CODE
ENFORCEMENT
2
CL+6
6YRS.
AFTER
NOTICE
PPI pAQpn
CU+5
GC 34090
GC 34090, CCP 337.1, CCP
338.1
GC 34090, CCP 337.1, CCP
338.1
GC 34090, ADMIN. DEC.
HISTORIC PRESERVATION
GENERAL INFORMATION
HISTORIC SITE INVENTORY
HISTORIC SITES (CASE FILES)
LIBRARY
LIBRARY
LIBRARY
CU+2
SU+2
PE
GC 34090
GC 34090
GC 34090
ECONOMIC DEVELOPMENT
GENERAL INFORMATION
ECONOMIC/FINANCIAL ANALYSES
ECONOMIC REVIEW - PROJECTS
EMPLOYMENT ANALYSIS INFORMATION
BUSINESS PROMOTION/RETENTION
NEW DEVELOPMENT CONTACTS -
INQUIRY
TOURISM (CONVIS)
REPORTS & STUDIES
ECONOMIC
DEVELOPMENT
ECONOMIC
DEVELOPMENT
ECONOMIC
DEVELOPMENT
ECONOMIC
DEVELOPMENT
ECONOMIC
DEVELOPMENT
ECONOMIC
DEVELOPMENT
ECONOMIC
DEVELOPMENT
ECONOMIC
DEVELOPMENT
CU+2
CU+5
CU+5
CU+5
CU+5
CU+2
CU+2
CU+2
GC 34090
GC 34090 /Admin. Dec.
GC 34090 / Admin. Dec.
GC 34090 / Admin. Dec.
GC 34090 /Admin. Dec.
GC 34090
GC 34090
GC 34090
0600 SERIES * HEALTH, SAFETY & WELFARE
0600
0600-05
ANIMAL CONTROL
GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
18 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0600
0600-10
0600-25
0600-26
0600-45
0610
0610-05
0610-10
0610-11
0610-14
0610-15
0610-20
0610-25
0610-30
0610-35
0610-40
0610-50
0610-60
0610-65
0620
0620-05
0620-10
0620-20
0620-23
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
ANIMAL CONTROL (CONTINUED)
CONTRACT SERVICES
COMPLAINTS/INVESTIGATIONS (RFA's)
REQUEST FOR ACTION (RFA) DATABASE
REPORTS & STUDIES
POLICE
VARIOUS DEPTS
CITY MANAGER
PUBLIC WORKS
TE+5
CL+2
CL+5
CU+2
CCP337.2, CCP343, GC
53066, BP 7042.5
GC 34090
GC 34090, ADMIN. DEC.
GC 34090
EMERGENCY SERVICES
GENERAL INFORMATION
911 COMMUNICATIONS (AUDIO TAPES)
911 COMMUNICATIONS (REPORTS)
COMPUTER AIDED DISPATCH (CAD)
DATABASE
EMERGENCY PLAN
DISASTER EVENTS
DISASTER RELIEF PROGRAMS
CIVIL DEFENSE
MUTUAL AID - INTERAGENCY
EMERGENCY/DISASTER TRAINING
(CEMAT)
REPORTS & STUDIES (CEMAT)
REGULATIONS
EMS REPORTS (RETENTION BEGINS
WHEN PATIENTS AGE IS 25 OR
GREATER)
FIRE
POLICE
POLICE
POLICE
FIRE
FIRE
FIRE
FIRE
FIRE
FIRE
FIRE
FIRE
FIRE
CU+2
100 DAYS
CU+2
PE
SU+2
V
CU+5
V
CU+2
V
CU+2
SU+2
CU+2
V
CU+2
CU+2
7
GC 34090
GC 34090.6
GC 34090
GC 34090, ADMIN. DEC.
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
HIPAA45CFR 164.530(j)
ENVIRONMENTAL PROTECTION
GENERAL INFORMATION
AIR QUALITY
HAZARDOUS MATERIALS PROGRAMS
HAZARDOUS MATERIALS DISPOSAL
PLANNING
PLANNING
FIRE
FIRE
CU+2
CU+7
SU+2
CU+10
GC 34090
CCP 338(k), GC 34090
GC 34090
CAL OSHA 40, CFR 122.21
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
19 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0620
0620-35
0620-40
0620-55
0620-60
0620-65
0620-70
0630
0630-05
0630-10
0630-15
0630-20
0630-25
0630-30
0630-40
0630-45
0630-47
0630-53
0630-55
0630-59
0630-60
0630-65
0630-70
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
ENVIRONMENTAL PROTECTION (CONTINUED)
COASTAL PROTECTION - BEACH
EROSION
WETLANDS - FLOODPLAINS
OPEN SPACE
TRAILS SYSTEM
HABITAT MANAGEMENT PLAN (HMP) -
WILDLIFE CONSERVATION
REGULATIONS
PLANNING
PUBLIC WORKS
ENGINEERING
PLANNING
PLANNING
PLANNING
VARIOUS DEPTS
PE
PE
PE
PE
PE
PE
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
FIRE PROTECTION/PREVENTION
GENERAL INFORMATION
APPARATUS & EQUIPMENT
INVENTORIES
APPARATUS & EQUIPMENT
SPECIFICATIONS
APPARATUS & EQUIPMENT TESTS
HOSE MAINTENANCE LOGS
SAFETY CLOTHING & EQUIPMENT
FIRE INCIDENT REPORTS
FIRE/ARSON INVESTIGATION REPORTS
(INVOLVING DEATH)
FIRE/ARSON INVESTIGATION REPORTS
(OTHER)
ADOPTED FIRE CODES
FIRE INSPECTIONS
VIOLATION LETTERS, NOTICES (FIRE
PREVENTION)
FIRE SYSTEMS - SHELL BUILDINGS
FIRE SYSTEMS - TENANT
IMPROVEMENTS (SPECIAL
INSTRUCTIONS-SEE FIRE DEPT.)
FIRE SUPPRESSION/EXTINGUISHERS
FIRE
FIRE
FIRE
FIRE
FIRE
FIRE
FIRE
FIRE
FIRE
FIRE
CITY CLERK
FIRE PREVENTION
FIRE PREVENTION
FIRE PREVENTION
FIRE PREVENTION
FIRE
CU+3
CU+2
CU+2
CU+2
CU+2
CU+2
CL+3
PE
CU+6
PE
CL+3
CL+3
PE
PE (UNLESS
SU)
PE
GC 34090, ADMIN. DEC.
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090, CCP 338, CCP 340.5
PC 799, CFC 104.3.2
PC 799, CFC 104.3.2
GC 34090, CCP 340.5
UFC 103.34, CFC 104.3.4
UFC 103.34
GC 34090, CFC 104.3.4, UFC
103.34, ADMIN. DEC.
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
20 Of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0630
0630-73
0630-75
0630-80
0630-90
0630-95
0640
0640-05
0640-15
0640-20
0640-25
0640-30
0640-35
0640-40
0640-45
0640-50
0640-55
0640-60
0650
0650-10
0650-20
0650-30
0650-50
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
FIRE PROTECTION/ PREVENTION (CONTINUED)
FIRE HYDRANTS
SMOKE DETECTORS (NON-SINGLE
FAMILY)
VEHICLES
WEED ABATEMENT
REPORTS & STUDIES
FIRE
FIRE
FIRE
FIRE
FIRE
PE
PE
CU+2
CU+3
CU+3
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
GC 34090
GC 34090, CFC 103.3.4,
ADMIN. DEC.
GC 34090, ADMIN. DEC.
FLOOD CONTROL
GENERAL INFORMATION
NATIONAL FLOOD INSURANCE
PROGRAM
LAKES/BASINS
DRAINAGE FACILITIES
MASTER PLANS
CREEKS
FLOOD ZONES
FLOOD CONTROL DISTRICT
POLICIES & PROCEDURES
REGULATIONS
REPORTS & STUDIES
ENGINEERING
ENGINEERING
ENGINEERING
ENGINEERING
ENGINEERING
ENGINEERING
ENGINEERING
ENGINEERING
ENGINEERING
ENGINEERING
ENGINEERING
CU+2
SU+2
PE
PE
CU+2
PE
PE
CU+2
SU+5
SU+2
CL+2
GC 34090
GC 34090 /Admin. Dec.
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090, GC 40801
GC 34090
GC 34090
HEALTH SERVICES
FOOD ESTABLISHMENTS/HANDLERS
PARAMEDIC SERVICES
AMBULANCE SERVICES
PEST CONTROL
FINANCE
PLANNING
FINANCE
FIRE
FINANCE
FIRE
PUBLIC WORKS
TE+2
CU+5
CU+5
CU+2
GC 34090
GC 34090
GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
21 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0670
0670-05
0670-10
0670-11
0670-13
0670-15
0670-20
0670-21
0670-25
0670-30
0670-35
0670-40
0670-50
0670-55
0670-60
0670-63
0670-65
0670-70
0670-75
0670-80
0670-85
0670-90
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
POLICE SERVICES
GENERAL INFORMATION
INTERNAL INVESTIGATIONS: CITIZEN
GENERATED
(COMPLAINTS, REPORTS, FINDINGS)
INTERNAL AFFAIRS INVESTIGATIONS
(INTERNALLY GENERATED & TRAFFIC
COLLISIONS INVOLVING PD)
ACTIVITY LOGS
CITIZEN COMPLAINTS &
INVESTIGATIONS
POLICE REPORTS (NOT HELD PE)
POLICE REPORTS (HELD PE)
ASSET FORFEITURE
GRANT APPLICATIONS
DETENTION FACILITIES (REGIONAL)
ALARM RECORDS
MUG SHOTS
FIELD INTERVIEWS
TOWING SERVICES
CITATIONS
PAWN SHOP RECORDS
MASSAGE LICENSES
SPECIAL EVENTS PERMITS
REPORTS & STUDIES
DEPARTMENT DIRECTIVES
POLICIES & PROCEDURES
POLICE
POLICE
POLICE
POLICE
POLICE
POLICE
POLICE
POLICE
POLICE
POLICE
FIRE
POLICE
POLICE
POLICE
POLICE
POLICE
POLICE
POLICE
POLICE
POLICE
POLICE
CU+2
CL + 5
CL+2
CU+2
CU+5
CU+10
PE
CL+10
CL+10
CU+2
3
2
2
CU+2
CU+2
CU+2
TE+2
CL+2
CU+2
SU+3
SU+2
GC 34090
EC 1045, GC12946, GC 34090,
PC801, VC2547
GC 12946, GC 34090
GC 34090
EC1045, PC832.5, PC832.7
GC 34090; ADMIN. DEC.
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
22 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0680
0680-20
0690
0690-05
0690-10
0690-20
0690-40
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
PUBLIC WELFARE
AMERICANS WITH DISABILITIES (ADA)PUBLIC WORKS
FACILITIES CL+5 GC 34090
SENIOR SERVICES
GENERAL INFORMATION
SENIOR PROGRAMS
SENIOR NUTRITION PROGRAMS/AIS
GRANTS
(AGING & INDEPENDENT SERVICES)
REPORTS & STUDIES
SENIOR CENTER
SENIOR CENTER
SENIOR CENTER
SENIOR CENTER
CU+2
CU+2
CU+5
CU+2
GC 34090
GC 34090
GC 34090
GC 34090
0700 SERIES -LEGAL/LEGISLATIVE ^
0700
0700-10
0700-15
0700-16
0700-18
0700-20
0700-25
0700-26
0700-27
0700-28
0700-30
0700-45
AGREEMENTS/CONTRACTS
LEASES
AGREEMENTS - CONTRACTS (INCLUDES
CAPITAL IMPROVEMENT)
AGREEMENTS - CONTRACTS (OTHER -
INCLUDES EQUIPMENT, SERVICES OR
SUPPLIES)
HOMEBUYER ASSISTANCE PROGRAM
(RECORDED DOCUMENTS)
AGREEMENTS - CONTRACTS FOR CMWD
AGREEMENTS - CONTRACTS FOR
HOUSING & REDEVELOPMENT
COMMISSION
AGREEMENTS - CONTRACTS FOR
INDUSTRIAL DEVELOPMENT AUTHORITY
AGREEMENTS - CONTRACTS FOR
PUBLIC IMPROVEMENT CORP.
AGREEMENTS - CONTRACTS FOR
PUBLIC FINANCING AUTHORITY
LIEN AGREEMENTS - RELEASE (PUBLIC
RIGHT-OF-WAY)
PUBLIC FACILITIES FEE AGREEMENTS -
RELEASE
CITY CLERK
ECONOMIC DEV.
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
PE
V
PE
V
TE+5
PE
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
CCP 337, CCP 343, ADMIN.
DEC.
GC 34090; 4004; H&S 19850
CCP 337.2, CCP 343
GC 34090, CCP 337
CCP 337, CCP 343, ADMIN.
DEC.
CCP 337, CCP 343, ADMIN.
DEC.
CCP 337, CCP 343, ADMIN.
DEC.
CCP 337, CCP 343, ADMIN.
DEC.
CCP 337, CCP 343, ADMIN.
DEC.
GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
23 Of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0700
0700-50
0700-55
0700-60
0700-65
0700-70
0700-75
0700-80
0700-81
0700-82
0700-83
0700-84
0700-85
0700-86
0700-87
0700-88
0700-90
0700-95
0710
0710-10
0710-20
0710-30
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
AGREEMENTS/CONTRACTS (CONTINUED)
FUTURE IMPROVEMENT AGREEMENTS -
RELEASE
HOLD HARMLESS AGREEMENTS -
RELEASE
PROMISSORY NOTES
DRAINAGE FEE AGREEMENTS - RELEASE
GROWTH MANAGEMENT AGREEMENTS -
RELEASE
INCREASED FEE AGREEMENTS -
RELEASE
NEIGHBORHOOD IMPROVEMENT
AGREEMENTS - RELEASE
AFFORDABLE HOUSING AGREEMENTS -
RELEASE
GROWTH MANAGEMENT IMPACT FEE
AGREEMENTS - RELEASE
LOCAL FACILITIES MANAGEMENT ZONE
FEE AGREEMENTS - RELEASE
PETITION & WAIVER
REIMBURSEMENT AGREEMENTS -
RELEASE
JOINT USE AGREEMENTS - RELEASE
UNCONTROLLED STOCKPILE
AGREEMENTS - RELEASE
RECREATIONAL VEHICLE STORAGE
FACILITY AGREEMENTS
ENCROACHMENT AGREEMENTS
RECORDED AGREEMENTS, OTHER
(MISC.)
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
CITY INCORPORATION
ARTICLES OF INCORPORATION -
HISTORIC
ANNEXATIONS/REORGANIZATIONS
BOUNDARY ADJUSTMENTS
CITY CLERK
CITY CLERK
CITY CLERK
PE
V
PE
V
PE
V
GC 34090, 40801
GC 34090, 40801
GC 34090, 40801
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
24 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0710
0710-40
0710-50
0720
0720-10
0720-45
0720-60
0720-75
0725
0725-05
0725-20
0725-30
0725-40
0730
0730-05
0730-25
0730-40
0730-41
0730-45
0730-50
0730-55
0735
0735-05
0735-25
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
CITY INCORPORATION (CONTINUED)
DETACHMENTS - DE-ANNEXATIONS
SPHERE OF INFLUENCE
CITY CLERK
CITY CLERK
PE
V
PE
GC 34090, 40801
GC 34090, 40801
ELECTIONS
MUNICIPAL ELECTIONS
ELECTIONS DATABASE
ELECTION INFO (FROM REGISTRAR OF
VOTERS)
PROPOSITION 218 ELECTIONS
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
PE
PE
CU+2
PE
GC 34090
GC 34090, ADMIN. DEC.
GC 34090, EC 17501, EC 17301
CA CONSTITUTION ART. XIII
INITIATIVE /RECALL/ REFERENDUM
GENERAL INFORMATION
INITIATIVE PETITION (NOT OPEN TO
INSPECTION)
REFERENDUM PETITION (NOT OPEN TO
INSPECTION)
RECALL PETITION
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CU+5
CL+.75
CL+.75
CL+.75
GC 34090
EC 17200, GC 6253.5
EC 17200, GC6253.5
EC 17400, GC 6253.5
FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS
GENERAL INFORMATION
CORRESPONDENCE (FPPC)
CAMPAIGN STATEMENTS
(OFFICIALS ELECTED)
CAMPAIGN STATEMENTS
(OFFICIALS NOT ELECTED)
CANDIDATES STATEMENTS OF
INTENTION
STATEMENTS OF ORGANIZATION (FILED)
STATEMENTS OF TERMINATION (FILED)
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CU+2
E+7
PE
E+7
E+5
PE
PE
GC 34090
GC 81009(e)
GC81009(b)
GC81009(b)
GC81009(b)
GC81009(b)
GC81009(b)
FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS
GENERAL INFORMATION
CORRESPONDENCE (FPPC)
CITY CLERK
CITY CLERK
CU+2
PE
GC 34090
GC81009(a)
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
25 Of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0735
0735-39
0735-40
0735-41
0735-42
0735-43
0735-50
0740
0740-05
0740-07
0740-20
0740-30
0740-35
0740-50
0740-60
0740-70
0740-71
0740-75
0745
0745-10
0745-20
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS (CONTINUED)
STATEMENTS OF ECONOMIC INTERESTS
- CANDIDATES (NON-ELECTED)
STATEMENTS OF ECONOMIC INTERESTS
(ELECTED OFFICIALS - ELECTION
RELATED)
STATEMENTS OF ECONOMIC INTERESTS
(BOARDS/COMMISSIONS)
STATEMENTS OF ECONOMIC INTERESTS
(EMPLOYEES)
STATEMENTS OF ECONOMIC INTERESTS
(CONSULTANTS)
LOCAL CONFLICT OF INTEREST CODE &
AMENDED APPENDIX
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
E+5
PE
CU+7
CU+7
CU+7
PE
GC81009(b)
GC81009(c)
GC81009(c)
GC 81009(e)
GC81009e)
GC81009(d)
LEGAL OPERATIONS
GENERAL INFORMATION
CORRESPONDENCE / REQUESTS FOR
LEGAL ADVICE
AFFIDAVITS OF PUBLICATION
OATHS OF OFFICE - ELECTED OFFICIALS
OATHS OF OFFICE - EMPLOYEES
LEGAL MEMOS & OPINIONS
LEGAL PROCEDURES
CARLSBAD MUNICIPAL CODE (CMC)
MUNICIPAL CODE AMENDMENTS (MCAs)
ETHICS TRAINING CERTIFICATES
CITY ATTORNEY
CITY CLERK
CITY ATTORNEY
CITY CLERK
CITY CLERK
HUMAN
RESOURCES
CITY ATTORNEY
CITY ATTORNEY
CITY CLERK
CITY CLERK
CITY CLERK
CU+2
CU+10
CU+4
TE + 6
TE + 6
PE
SU+2
PE
V
CU + 2
CU+5
GC 34090
GC 34090
CCP 343, CCP 349.4
GC 34090, 29 USC 1113
GC 34090, 29 USC 1113
GC 34090, GC 6254, ADMIN.
DEC.
GC 34090
GC 34090
GC 34090
GC 53235.2(5)
CLAIMS/LITIGATION
CLAIMS -BY THE CITY
CLAIMS AGAINST THE CITY
CITY ATTORNEY
CITY CLERK
CITY ATTORNEY
RISK MANAGEMENT
CL+5
V
CL+5
V
GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
26 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0745
0745-30
0745-40
0745-50
0745-52
0745-60
0745-70
0745-80
0750
0750-06
0750-07
0750-10
0750-20
0750-40
0750-50
0750-60
0753
0753-10
0753-20
0753-40
0753-50
0753-60
0755
0755-10
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
CLAIMS/ LITIGATION (CONTINUED)
SUBPOENAS (OTHER THAN CASE FILES)
COURT ORDERS (OTHER THAN CASE
FILES)
CIVIL CASE FILES
CIVIL CASE FILES (HIGH PROFILE)
CRIMINAL CASE FILES
ARBITRATION CASE FILES
AMICUS PARTICIPATION
CITY ATTORNEY
CITY CLERK
CITY ATTORNEY
CITY ATTORNEY
CITY ATTORNEY
CITY ATTORNEY
CITY ATTORNEY
CITY ATTORNEY
CL+5
V
CL+5
V
CL+7
V
PE
V
CL+7
V
CL+7
V
5
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
LEGISLATIVE - CITY COUNCIL
CORRESPONDENCE - PETITIONS (MISC.)
PUBLIC COMMENT INFORMATION
MEETING AGENDAS & NOTICES
MEETING MINUTES
RESOLUTIONS
ORDINANCES
AGENDA BILLS
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CU+2
5
CU+2
PE
V
PE
V
PE
V
PE
V
GC 34090
GC 34090, GC 40801,
ADMIN. DEC.
GC 34090
GC 34090, GC 36814, GC 40801
GC 34090, GC 40801
GC 34090, GC 40806
GC 34090
LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD)
MEETING AGENDAS & NOTICES
MEETING MINUTES
RESOLUTIONS
ORDINANCES
AGENDA BILLS
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CU+2
PE
V
PE
PE
PE
V
GC 34090
GC 34090, GC 36814, GC 40801
GC 34090, GC 40801
GC 34090, GC 40806
GC 34090
LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION
MEETING AGENDAS & NOTICES CITY CLERK CU+2 GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
27 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0755
0755-20
0755-40
0755-60
0757
0757-10
0757-20
0757-40
0757-60
0758
0758-10
0758-20
0758-40
0758-60
0759
0759-10
0759-20
0759-40
0759-60
0770
0770-10
0770-20
0770-30
0770-35
0770-45
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD
LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION (
MEETING MINUTES
RESOLUTIONS
AGENDA BILLS
CITY CLERK
CITY CLERK
CITY CLERK
RETENTION LEGAL
CITATION
CONTINUED)
PE
V
PE
V
PE
V
GC 34090, GC 36814, GC 40801
GC 34090, GC 40801
GC 34090
LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC)
MEETING AGENDAS & NOTICES
MEETING MINUTES
RESOLUTIONS
AGENDA BILLS
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CU+2
PE
V
PE
V
PE
V
GC 34090
GC 34090, GC 36814, GC 40801
GC 34090, GC 40801
GC 34090
LEGISLATIVE - PUBLIC FINANCING AUTHORITY (PFA)
MEETING AGENDAS & NOTICES
MEETING MINUTES
RESOLUTIONS
AGENDA BILLS
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CU+2
PE
V
PE
V
PE
V
GC 34090
GC 34090, GC 36814, GC 40801
GC 34090(d), GC 40801
GC 34090
LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA)
MEETING AGENDAS & NOTICES
MEETING MINUTES
RESOLUTIONS
AGENDA BILLS
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CU+2
PE
V
PE
V
PE
V
GC 34090
GC 34090, GC 36814, GC 40801
GC 34090, GC 40801
GC 34090
REAL PROPERTY
APPRAISALS/NEGOTIATIONS
ACQUISITIONS/MERGERS
EMINENT DOMAIN
CONDEMNATIONS
OFFERS OF DEDICATION
CITY CLERK
CITY CLERK
ECONOMIC DEV.
CITY ATTORNEY
CITY ATTORNEY
CITY CLERK
CITY CLERK
CL+2
PE
V
PE
V
PE
V
PE
V
GC 34090, GC 6254(b)
GC 34090
GC 34090
GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
28 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0770
0770-60
0770-70
0770-75
0770-80
0770-90
0775
0775-10
0775-20
0775-50
0775-60
0775-80
0775-90
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
REAL PROPERTY (CONTINUED)
LIENS/RELEASES (MISC.)
PROPERTY INVENTORY (CITY OWNED)
SPECIAL DOCUMENTS (REAL
PROPERTY)
CMWD
HOUSING & REDEVELOPMENT
COMMISSION
CITY CLERK
ECONOMIC DEV.
FINANCE
ECONOMIC DEV.
FINANCE
FINANCE
FINANCE
PE
V
AU+4
V
PE
PE
PE
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
REAL PROPERTY - DEEDS/EASEMENTS
EASEMENTS & DEEDS - CITY
DEED RESTRICTIONS
REAL PROPERTY, OTHER
QUITCLAIMS
EASEMENTS & DEEDS - MUNICIPAL
WATER DISTRICT
EASEMENTS & DEEDS - HOUSING &
REDEVELOPMENT COMMISSION
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
CITY CLERK
PE
V
PE
V
PE
V
PE
V
PE
V
PE
V
GC 34090, GC 40801
GC 34090, GC 40801
GC 34090, GC 40801
GC 34090, GC 40801
GC 34090, GC 40801
GC 34090, GC 40801
0800 SERIES -HUMAN RESOURCES/PERSONNEL
0800
0800-03
0800-05
0800-35
0800-45
0800-50
0800-60
0800-65
HUMAN RESOURCES/PERSONNEL ADMINISTRATION
CORRESPONDENCE
GENERAL INFORMATION
EVALUATION PROGRAMS (PAY FOR
PERFORMANCE)
ORGANIZATIONAL CHARTS
PERSONNEL POLICIES & PROCEDURES
REPORTS & STUDIES
TEMPORARY STAFF DATABASE
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
VARIOUS DEPTS
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
CU+2
CU+3
SU+3
SU+3
V
SU+3
V
CU+3
CL+3
GC 34090
GC 34090
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA
GC 34090
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA,
FMLA, CRFA
GC 34090
GC 34090, ADMIN. DEC.
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
29 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0810
0810-05
0810-07
0810-10
0810-15
0810-20
0810-23
0810-25
0810-40
0810-70
0810-80
0810-90
0810-95
0820
0820-05
0820-20
0820-30
0820-40
0820-60
0820-70
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
EMPLOYEE RECORDS
GENERAL INFORMATION
IFAS - HUMAN RESOURCES MODULE
DATABASE
FINGERPRINTING
PRE-EMPLOYMENT PHYSICALS
1-9 FORMS - IMMIGRATION
REQUESTS FOR LEAVE - MEDICAL
PART-TIME EMPLOYEES (HOURLY)
3/4 TIME &
FULL-TIME EMPLOYEES
WORKERS COMPENSATION CLAIMS
FILES
WORKERS COMPENSATION
AUTHORIZATIONS (TO USE PERSONAL
PHYSICIAN)
DEPARTMENT OF TRANSPORTATION
(DOT) REPORTS
SUPPLEMENTAL CRIMINAL HISTORY
QUESTIONAIRE (EMPLOYEES &
VOLUNTEERS)
HUMAN
RESOURCES
FINANCE
HUMAN
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
POLICE
HUMAN
RESOURCES
POLICE
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
RECREATION
VOLUNTEERS
CU+3
TE+10
30 DAYS
CL+3
TE+3
CL+3
TE+5
V
TE+-10
V
CU+5
SU+5
PE
CU+3
GC 34090
GC 34090
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA
IMMIGRATION REFORM
CONTROL ACT (IRCA)
GC 34090, TITLE VII, FEHA,
ADA, FLSA, FMLA, CRFA
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, PC
832.5, FLSA, ADMIN. DEC.
8CCR10102
LC4600, 5404, and 5410
49 CFR SECTION 40.333
GC 34090; PRC5164
CLASSIFICATIONS/QUALIFICATIONS
GENERAL INFORMATION
CLASSIFICATION SURVEYS
CLASSIFICATION APPEALS & AUDITS
RECLASSIFICATIONS
POLICIES & PROCEDURES
REPORTS & STUDIES
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
CU+5
CL+2
CL+5
V
CL+5
SU+5
SU+5
GC 34090
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA
GC 34090
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
30 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0830
0830-05
0830-10
0830-15
0830-20
0830-23
0830-40
0830-60
0830-65
0830-77
0830-80
0830-90
0840
0840-05
0840-10
0840-15
0840-30
0840-50
0840-55
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
SALARIES, WAGES AND BENEFITS
GENERAL INFORMATION
DEFERRED COMPENSATION
LEAVE CONVERSIONS
HEALTH CARE BENEFITS
FLEX SPENDING ACCOUNTS
RETIREMENT PLAN (PERS)
UNEMPLOYMENT INSURANCE
DISABILITY INSURANCE
COBRA - PAYMENTS
SALARIES (CLASSIFICATION &
COMPENSATION)
REPORTS & STUDIES
HUMAN
RESOURCES
HUMAN
RESOURCES
FINANCE
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
FINANCE
HUMAN
RESOURCES
FINANCE
HUMAN
RESOURCES
FINANCE
FINANCE
HUMAN
RESOURCES
HUMAN
RESOURCES
CU+6
PE
V
CU+6
CU+6
SU+2
PE
CL+4
CL+4
CL+6
PE
CU+6
GC 34090
GC 34090
GC 34090, FMLA, CFRA, LC
1174
GC 34090, FMLA, CFRA
GC 34090, FMLA, CFRA, LC
1174
GC 34090
GC 34090, UIC 1085, 22 CCR
1085-2
GC 34090
GC 34090
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA,
FMLA, CRFA, LC 1174, UIC
1085, ADMIN DEC
GC 34090
EMPLOYEE/LABOR RELATIONS
GENERAL INFORMATION
NEGOTIATION RECORDS
LABOR - MANAGEMENT MINUTES,
MEETINGS
MEMORANDA OF UNDERSTANDING
GRIEVANCES - COMPLAINTS (SAFETY)
GRIEVANCES - COMPLAINTS (NON-
SAFETY)
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
CITY CLERK
HUMAN
RESOURCES
POLICE
HUMAN
RESOURCES
CU+3
PE
CL+3
PE
V
TE+5
TE+5
GC 34090
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA,
FMLA, CRFA
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA,
FMLA, CRFA
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA,
FMLA, CRFA
GC 34090
GC 34090
RETENTION CODES:
AU-After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
31 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0850
0850-05
0850-07
0850-10
0850-15
0850-25
0850-30
0850-31
0850-35
0850-40
0850-65
0850-70
0850-80
0860
0860-05
0860-20
0860-25
0860-45
0860-60
0860-65
0860-70
0860-80
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
RECRUITMENT/SELECTION
GENERAL INFORMATION
APPLICANT TRACKING DATABASE
AFFIRMATIVE ACTION - EQUAL
EMPLOYMENT OPPORTUNITY (EEO)
ADVERTISING/EMPLOYMENT
ANNOUNCEMENTS
JOB APPLICATIONS/RESUMES
BACKGROUND INVESTIGATIONS
(APPLICANTS SELECTED)
BACKGROUND INVESTIGATIONS
(APPLICANTS NOT SELECTED)
WRITTEN EXAMINATION RECORDS
ORAL EXAMINATION RECORDS
ELIGIBILITY LISTS
COMPLAINTS - INVESTIGATIONS
(HIRING/SELECTION)
ASSESSMENT CENTERS, GENERAL
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
POLICE
HUMAN
RESOURCES
POLICE
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
CU+3
PE
SU+3
CL+3
CL+3
TE+5
CL+3
CL+3
CL+3
CL+3
CL+5
CL+3
GC 34090, Title VII, FEHA, ADA
GC 34090, ADMIN. DEC.
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA
GC 12946
GC 34090
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA, PC832.5(b)
GC 34090, TITLE VII, FEHA,
ADA
TRAINING & EMPLOYMENT PROGRAMS
GENERAL INFORMATION
EMPLOYEE DEVELOPMENT/TRAINING
EMPLOYEE DEVELOPMENT/TRAINING
(SAFETY)
EDUCATIONAL TUITION
REIMBURSEMENT PROGRAM
FTO / CTO TRAINING RECORDS
CANINE RECORDS (DESTROY AFTER
DOG RETIRES OR CANINE OFFICER
TRAINING & TRAVEL REQUESTS
VOLUNTEER PROGRAMS
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
HUMAN
RESOURCES
POLICE
POLICE
FINANCE
CITY MANAGER
LIBRARY
CU+3
TE+5
TE+5
CL+3
CL + 5
TE+5
CL+5
CL+3
GC 34090
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA, PC 832.5
GC 34090, TITLE VII, FEHA,
ADA
GC 12946, GC 34090
GC 1 2946, GC 34090
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
32 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0900 SERIES -PUBLIC FACILITIES AND GROUNDS ^ ii?<
0900
0900-05
0900-10
0900-15
0900-20
0900-30
0900-40
0900-43
0900-50
0900-60
0900-65
0900-70
0900-75
0900-76
0910
0910-05
0910-10
0910-20
0910-30
0910-35
0910-40
0910-43
0910-45
GENERAL ADMINISTRATION
GENERAL INFORMATION
CUSTODIAL SERVICES
PUBLIC FACILITIES MAINTENANCE
PUBLIC GROUNDS MAINTENANCE
GRAFFITI - VANDALISM OF PUBLIC
BUILDINGS
FACILITIES USE APPLICATIONS
FACILITIES USE PERMITS/INSURANCE
BINDERS
REGULATIONS
POLICIES & PROCEDURES
REPORTS & STUDIES
WORK ORDERS
FACILITIES WORK ORDER DATABASE
(MAINTSTAR)
HANSEN WORK ORDER DATABASE
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
RECREATION
RECREATION
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CU+2
CU+2
CU+2
CU+2
CU+2
CU+2
CL+2
PE
SU+5
CU+2
CU+2
20
CL+10
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC34090
GC 34090, GC40806
GC 34090
GC 34090
GC 34090
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
MUNICIPAL FACILITIES
GENERAL INFORMATION (MAINTENANCE
& OPERATIONS)
CITY HALL - CIVIC CENTER
FARADAY BUILDING
MAINTENANCE YARD (405 OAK)
SENIOR CENTER
KRUGER HOUSE
HERITAGE HALL
SCOUT HOUSE
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
CU+2
PE
PE
PE
PE
PE
PE
PE
GC 34090
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
33 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0910
0910-50
0910-53
0910-60
0910-70
0910-75
0910-81
0910-82
0910-83
0910-84
0910-85
0910-86
0910-91
0910-92
0910-93
0910-94
0910-95
0910-96
0930
0930-05
0930-06
0930-85
0930-90
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
MUNICIPAL FACILITIES (CONTINUED)
SAFETY CENTER
FLEET MAINTENANCE YARD
HOUSING & REDEVELOPMENT OFFICE
MUNICIPAL WATER DISTRICT OFFICE
SWIM COMPLEX
FIRE STATION #1
FIRE STATION #2
FIRE STATION #3
FIRE STATION #4
FIRE STATION #5
FIRE STATION #6
COLE LIBRARY
CARLSBAD CITY LIBRARY
LAS PALMAS BUILDING
ADULT LEARNING CENTER
CENTRO DE INFORMACION
ARTS OFFICE
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW - MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW - MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW - MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PW- MAINTENANCE
& OPERATIONS
PE
PE
PE
PE
PE
PE
PE
PE
PE
PE
PE
PE
PE
PE
PE
PE
PE
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
PARKS & OPEN SPACE
GENERAL INFORMATION (MAINTENANCE
& OPERATIONS)
PARK SITE INFORMATION
MUNICIPAL GOLF COURSE
PLAYGROUND INSPECTIONS
PW-GENERAL
SERVICES
PW-GENERAL
SERVICES
PW-GENERAL
SERVICES
PW - PARKS
CU+2
PE
PE
5
GC 34090
GC 34090, GC 4004, H&S 19850
GC 34090, GC 4004, H&S 19850
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
34 of 45
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CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
0930
0930-95
0930-99
0940
0940-10
0940-20
0940-30
0940-40
0940-50
0940-70
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
PARKS & OPEN SPACE (CONTINUED)
STATE PARKS
PARK PLANNING
PW-GENERAL
SERVICES
PW-GENERAL
SERVICES
RECREATION
2
2
GC 34090
GC 34090
CITY RESERVOIRS/PUMP STATIONS
GENERAL INFORMATION
OPERATIONS - MAINTENANCE
(RESERVOIRS, ETC.)
RESERVOIRS
PUMP STATIONS
CONSTRUCTION - CIP (RESERVOIRS,
ETC.)
REPORTS & STUDIES
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CU+2
CU+2
PE
PE
PE
CL+2
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
1000 SERIES - PUBLIC WORKS/ ENGINEERING
1000
1000-05
1000-15
1000-20
1000-25
1000-30
1000-35
1000-37
1000-40
1000-45
1000-47
1000-50
1000-55
ENGINEERING
GENERAL INFORMATION
MONUMENTS
PAVING PERMITS
IMPROVEMENT, GRADING, & DRAINAGE
PLANS
GRADING PERMITS
DRAINAGE BASIN REPORTS
DRAINAGE & EROSION
STANDARDS (ENGINEERING)
ENGINEERING PLANS
RIGHT-OF-WAY PERMITS
SURVEY PROJECTS & MAPS
POLICIES & PROCEDURES
PW- ENGINEERING
PW- ENGINEERING
PW- ENGINEERING
PW- ENGINEERING
PW- ENGINEERING
PW- ENGINEERING
PW- ENGINEERING
PW- ENGINEERING
PW- ENGINEERING
PW- ENGINEERING
PW- ENGINEERING
PW- ENGINEERING
CU+2
PE
PE
PE
PE
PE
PE
SU+10
PE
PE
PE
SU+2
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090, GC 4003, GC 4004,
H&S 19850
GC 34090
GC 34090 /Admin. Dec.
GC 34090
40CFR 122.28
GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
35 Of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
1000
1000-60
1000-65
1000-70
1000-75
1000-76
1000-77
1000-80
1005
1005-05
1010
1010-05
1010-20
1010-25
1010-30
1010-40
1020
1020-05
1020-20
1020-30
1020-40
1020-50
1020-60
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
ENGINEERING (CONTINUED)
REGULATIONS (ENGINEERING)
SOILS & HYDROLOGY REPORTS
REPORTS & STUDIES, GENERAL
HAUL ROUTE/OVERSIZE LOAD PERMITS
INSPECTION REQUESTS
INSPECTION LOGS
MICROFICHE INDEX
PW- ENGINEERING
PW- ENGINEERING
PW- ENGINEERING
PW- ENGINEERING
INSPECTION
PW- ENGINEERING
INSPECTION
PW- ENGINEERING
INSPECTION
PW- ENGINEERING
SU+2
PE
20
CL + 2
CL+2
CL+2
PE
GC 34090
GC34090
GC 34090
GC34090
GC 34090
GC 34090
GC 34090 / Admin. Dec.
GEOGRAPHIC INFORMATION SYSTEMS (CIS)
BASE MAPS CIS
PUBLIC WORKS PE GC 34090, H&S19850, GC
34090.7
HIGHWAYS & THOROUGHFARES
GENERAL INFORMATION
STATE ROUTE 78
INTERSTATE 5
TRUCK ROUTES & ACCESS
REPORTS & STUDIES
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CU+2
PE
PE
SU+2
5
GC 34090 /Admin. Dec.
GC 34090 /Admin. Dec.
GC 34090 /Admin. Dec.
GC 34090, GC 4003, GC 4004
GC 34090 /Admin. Dec.
BRIDGES
GENERAL INFORMATION
PROJECT FILES
BRIDGE INSPECTIONS
BRIDGE SPECIFICATIONS
OVERPASSES
REPORTS & STUDIES
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CU+2
PE
PE
PE
PE
PE
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090, GC 4003, GC 4004
GC 34090 / Admin. Dec.
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
36 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
1025
1025-05
1025-10
1025-20
1025-30
1025-40
1025-45
1025-50
1025-60
1030
1030-05
1030-10
1030-20
1030-40
1030-45
1030-50
1030-56
1030-60
1035
1035-05
1035-07
1035-10
1035-13
1035-14
1035-15
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
FLEET MAINTENANCE
GENERAL INFORMATION
MAINTENANCE RECORDS/REPAIR
ORDERS
VEHICLE SPECIFICATIONS
VEHICLE FILES
FUEL MONITORING
FLEET WORK ORDER DATABASE
(MAINTSTAR)
POLICIES & PROCEDURES
REPORTS & STUDIES
PW - FLEET
PW - FLEET
PW - FLEET
PW - FLEET
PW - FLEET
PW - FLEET
PW - FLEET
PW - FLEET
CU+2
CL+2
SU+2
TE+2
CU+2
20
CU+2
CU+5
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090, ADMIN. DEC.
GC 34090
GC 34090
STREETS - ADMINISTRATION
GENERAL INFORMATION
CAPITAL PROJECTS
STREET ALIGNMENTS/WIDENING
STREET NAMES
STREET NAME CHANGES (SNC)
POLICIES & PROCEDURES
STANDARDS
REPORTS & STUDIES
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CU+2
PE
PE
PE
PE
CU+10
SU+10
CU+10
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
STREETS - MAINTENANCE
GENERAL INFORMATION
COMPLAINTS
MAINTENANCE/IMPROVEMENTS
PAVEMENT - OVERLAY
PAVEMENT MANAGEMENT DATABASE
DAILY WORK ORDERS & LOGS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CU+2
CL+2
CL+2
CL+2
PE
CU+5
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090, ADMIN. DEC.
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
37 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
1035
1035-17
1035-20
1035-23
1035-25
1035-30
1035-33
1035-35
1035-37
1035-39
1035-40
1035-45
1035-50
1035-60
1035-65
1040
1040-05
1040-07
1040-20
1040-25
1040-27
1040-30
1040-35
1040-40
1040-45
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
STREETS - MAINTENANCE (CONTINUED)
DAMAGE & INCIDENT REPORTS
BIKE LANES
CROSSWALKS
HANDICAPPED RAMPS
SIDEWALKS
CURBS & GUTTERS
STREET LIGHTS
LIGHTING & LANDSCAPING DISTRICTS
MEDIANS & ISLANDS
LANDSCAPING
TREE PLANTING, TRIMMING, OR
REMOVAL
POLICIES & PROCEDURES
STREET CLOSURES
REPORTS & STUDIES
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CL+5
PE
PE
PE
PE
PE
PE
TE+2
PE
CU+2
CU+5
SU+5
PE
CU+5
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090, GC 4003, GC 4004
GC 34090, GC 4003, GC 4004
GC 34090, GC 4003, GC 4004
GC 34090, GC 4003, GC 4004
GC 34090, GC 4003, GC 4004
GC 34090, GC 4003, GC 4004
GC 34090, GC 4003, GC 4004
TRAFFIC ENGINEERING
GENERAL INFORMATION
REQUESTS/COMPLAINTS
CIRCULATION
SPEED ZONING
TRAFFIC COUNTS (ADT)
PEDESTRIAN SAFETY
TRAFFIC SCHEDULES
TRAFFIC IMPACT FEES/MITIGATION
TRAFFIC WARRANTS
PW- TRAFFIC
ENGINEERING
PW- TRAFFIC
ENGINEERING
PW - TRAFFIC
ENGINEERING
PW- TRAFFIC
ENGINEERING
PW- TRAFFIC
ENGINEERING
PW - TRAFFIC
ENGINEERING
PW - TRAFFIC
ENGINEERING
PW- TRAFFIC
ENGINEERING
PW - TRAFFIC
ENGINEERING
CU+5
CL+5
SU+5
SU+5
SU+5
SU+5
SU+5
SU+5
EX+5
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
38 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
1040
1040-50
1040-55
1040-58
1040-60
1040-65
1040-70
1040-80
1050
1050-05
1050-10
1050-20
1050-30
1050-40
1050-45
1050-50
1050-55
1050-60
1050-70
1050-75
1050-80
1055
1055-05
1055-10
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
TRAFFIC ENGINEERING (CONTINUED)
TRAFFIC SIGNS
SIGNAL PROJECTS
SIGNAL MAINTENANCE
REGULATIONS (TRAFFIC)
STATISTICS
REPORTS & STUDIES
SURVEYS (TRAFFIC)
PW - TRAFFIC
ENGINEERING
STREETS
PW - TRAFFIC
ENGINEERING
PW - STREETS
PW - TRAFFIC
ENGINEERING
PW- TRAFFIC
ENGINEERING
PW - TRAFFIC
ENGINEERING
PW- TRAFFIC
ENGINEERING
EX+5
EX+5
PE
V
SU+5
CU+5
CU+5
SU+5
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
PARKING
GENERAL INFORMATION
REQUESTS/COMPLAINTS
NO PARKING ZONES - ON STREET
NO PARKING ZONES - OFF STREET
PARKING FACILITIES, CITY
PARKING PERMITS
TEMPORARY CONTROLS
PARKING LOTS
PARKING REGULATIONS
STATISTICS
PARKING DISTRICTS
REPORTS & STUDIES
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
ENGINEERING
PUBLIC WORKS
ENGINEERING
CITY CLERK
ENGINEERING
CITY CLERK
PUBLIC WORKS
PUBLIC WORKS
ENGINEERING
CU+5
CL+5
SU+5
SU+5
5
CL+5
EX+5
CU+5
PE
5
TE+5
CU+5
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
TRANSPORTATION
GENERAL INFORMATION
VILLAGE TRANSIT STATION
PUBLIC WORKS
PUBLIC WORKS
CU+5
PE
GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
39 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
1055
1055-15
1055-20
1055-25
1055-28
1055-30
1055-35
1055-40
1055-50
1055-55
1055-60
1055-61
1055-62
1055-63
1055-65
1055-70
1055-75
1055-80
1055-85
1055-90
1060
1060-05
1060-10
1060-30
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
TRANSPORTATION (CONTINUED)
POINSETTIA TRANSIT STATION
AIR TRANSPORTATION
BUS TRANSPORTATION
LIGHT RAIL (COASTER)
RAILROADS
TAXI OPERATIONS
SHUTTLE SERVICES
TRANSPORTATION PLANNING
PEAK HOUR TRAFFIC MANAGEMENT
TRANSPORTATION DEVELOPMENT ACT
(TDA)
FEDERAL AID URBAN (FAU)
STATE & LOCAL TRANSPORTATION
PARTNERSHIP PROGRAM (SLTPP)
TRANSPORTATION IMPROVEMENT
PROGRAM (TIP)
INTERMODAL SURFACE
TRANSPORTATION EFFICIENCY ACT
TRANSPORTATION PROGRAMS
TRANSPORTATION SURVEYS
REPORTS & STUDIES
REGULATIONS
REGIONAL TRANSPORTATION
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PE
CU+5
CU+5
CU+5
CU+5
CU+5
CU+5
CU+5
CU+5
CU+5
CU+5
CU+5
CU+5
CU+5
CU+5
CU+5
CU+5
CU+5
CU+5
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
PUBLIC WORKS - CAPITAL IMPROVEMENTS
GENERAL INFORMATION
CAPITAL PROJECTS (PUBLIC WORKS)
REGULATIONS (PUBLIC WORKS)
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PE
PE
V
PE
GC 34090
GC 34090, GC 4004, H&S 19850
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
40 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
1060
1060-35
1060-40
1065
1065-10
1065-20
1065-25
1065-40
1070
1070-10
1070-30
1070-40
1070-50
1070-60
1070-70
1070-80
1070-90
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
PUBLIC WORKS - CAPITAL IMPROVEMENTS (CONTINUED)
STANDARDS (PUBLIC WORKS)
REPORTS & STUDIES
PUBLIC WORKS
PUBLIC WORKS
PE
PE
GC 34090
GC 34090
SPECIAL IMPROVEMENT DISTRICTS
GENERAL INFORMATION
MAINTENANCE DISTRICT FORMATION
MAINTENANCE DISTRICT ANNEXATIONS
UNDERGROUND UTILITY ASSESSMENT
DISTRICTS (UUAD)
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CITY CLERK
CU+2
PE
PE
PE
GC 34090
GC 34090
GC 34090
GC 34090
SOLID WASTE MANAGEMENT
GENERAL INFORMATION
REFUSE COLLECTION
FINANCIAL STUDIES & REPORTS (TRASH)
HOUSEHOLD HAZARDOUS WASTE
RECYCLING PROGRAMS
MASTER PLANS
REGULATIONS
TRANSFER STATION
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CU+2
CU+5
CU+10
SU+2
SU+5
SU+2
SU+2
PE
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
1100 SERIES -CULTURAL ARTS, LIBRARY & RECREATION
1100
1100-05
1100-15
1100-20
1100-30
1100-40
1100-50
1100-60
CULTURAL ARTS
GENERAL INFORMATION
PERFORMING ARTS
PUBLIC ART
ACQUISITIONS / FUNDRAISING
ARTS & CULTURAL PROGRAMS
VOLUNTEERS - ADVISORY GROUPS
REPORTS & STUDIES
CULTURAL ARTS
CULTURAL ARTS
CULTURAL ARTS
CULTURAL ARTS
CULTURAL ARTS
CULTURAL ARTS
CULTURAL ARTS
CU+2
CL+2
CL+2
PE
SU+5
CU+5
CU+5
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 41 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
1120
1120-05
1120-10
1120-18
1120-20
1120-23
1120-25
1120-53
1120-56
1120-80
1130
1130-05
1130-07
1130-15
1130-20
1130-50
1130-53
1130-55
1130-60
1130-61
1130-65
1130-80
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
LIBRARY SERVICES
GENERAL INFORMATION
ADMINISTRATION
FINES - LATE FEES
COLLECTION DEVELOPMENT PLAN
MATERIALS SELECTION
CALIFORNIA STATE LIBRARY
ADULT LEARNING SERVICE
MEDIA SERVICES
REPORTS & STUDIES
LIBRARY
LIBRARY
LIBRARY
LIBRARY
LIBRARY
LIBRARY
LIBRARY
LIBRARY
LIBRARY
CU+2
CU+2
CL+5
PE
SU+10
CU+10
CU+20
CU+20
CU+10
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090, ADMIN. DEC.
GC 34090
GC 34090
GC 34090
GC 34090
RECREATION
GENERAL INFORMATION
REQUESTS - COMPLAINTS
INJURY - INCIDENT REPORTS
SPECIAL EVENTS (INCLUDING GRAD
NITE)
RECREATION CLASSES
DAY TRIPPERS
CLASS REGISTRATIONS
LAGOON PERMITS
BOAT PERMIT DATABASE
SCHOLARSHIP APPLICATIONS
REPORTS & STUDIES
RECREATION
RECREATION
RECREATION
RECREATION
RECREATION
SENIOR CENTER
RECREATION
RECREATION
RECREATION
RECREATION
RECREATION
CU+2
CL+2
CL+2
CL+2
CL+2
CL + 2
CL+2
CL+2
CU+2
CU+2
CU+2
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
GC 34090
1200 SERIES - UTILITIES
1200
1200-10
1200-15
WATER SERVICES/BILLING
GENERAL INFORMATION
CORRESPONDENCE - CUSTOMER
CONCERNS
PUBLIC WORKS
FINANCE
PUBLIC WORKS
CU+2
CL+2
GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
42 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
1200
1200-23
1200-25
1200-35
1200-40
1200-43
1200-45
1200-50
1210
1210-10
1210-20
1210-25
1210-30
1210-35
1210-40
1210-45
1210-47
1210-50
1210-60
1210-65
1210-70
1210-75
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
WATER SERVICES/ BILLING (CONTINUED)
METER READ REPORTS
WATER SYSTEM MAINTENANCE
CONNECTIONS
POLICIES & PROCEDURES
SUSSEX WORK ORDER DATABASE -
WATER
REGULATIONS
REPORTS & STUDIES
PUBLIC WORKS
PUBLIC WORKS
FINANCE
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CU+2
CU+5
V
PE
15
CL+10
SU+15
CU+5
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090, ADMIN. DEC
GC 34090
GC 34090
WATER RESOURCES
GENERAL INFORMATION
CONSERVATION
WATER SOURCES (SUPPLY)
WATER QUALITY
TEST REPORTS (WATER)
MASTER PLAN
DAMS
WATER LINES
CAPITAL PROJECTS CONSTRUCTION
(WATER)
WATER RIGHTS
WELLS
WATER USAGE
AGRICULTURAL WATER USE
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CU+2
CU+10
CU+15
CU+15
CU+12
PE
PE
PE
PE
V
PE
V
PE
V
PE
PE
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090; 40 CFR 141.33
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC4004
GC 34090, GC 4003, GC 4004
GC 34090, GC 4003, GC 4004
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
43 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
1210
1210-80
1210-85
1230
1230-05
1230-10
1230-15
1230-20
1230-25
1230-40
1230-45
1230-50
1230-55
1230-65
1230-70
1230-72
1230-75
1230-80
1230-85
1240
1240-05
1240-10
1240-20
1240-30
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
WATER RESOURCES (CONTINUED)
REPORTS & STUDIES
REGULATIONS
PUBLIC WORKS
PUBLIC WORKS
CU+5
SU+15
GC 34090
GC 34090
WASTEWATER MANAGEMENT
GENERAL INFORMATION
MASTER PLAN (WASTE WATER)
CAPITAL CONSTRUCTION (SEWER
LINES/MAINS)
SEWER CONNECTIONS
EMERGENCIES
WASTE WATER DISCHARGE PERMITS
SLUDGE AND SOLIDS
OUTFALL
SEWER SYSTEMS MAINTENANCE
SEWER PERMITS
TEST REPORTS
SPECIAL STUDIES/REPORTS
WASTEWATER SERVICE/INSTALLATION
WATER RECLAMATION (RECLAIMED
WATER)
REGULATIONS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CU+5
PE
PE
V
PE
PE
PE
PE
PE
PE
V
PE
PE
CL+5
CU+5
PE
SU+5
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
GC 34090
GC 34090
GC 34090
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
GC 34090
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
GC 34090
STORM WATER
GENERAL INFORMATION
MASTER PLANS
STORM DRAINS
STORM WATER PROTECTION PROGRAM
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CU+5
PE
PE
PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
44 of 45
Revised 4/21/2010
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO.
1240
1240-40
1240-50
1250
1250-05
1250-10
1250-30
1250-40
1250-50
1260
1260-05
1260-10
1260-30
1260-40
1260-50
1260-60
RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
STORM WATER (CONTINUED)
REGULATIONS
REPORTS & STUDIES
PUBLIC WORKS
PUBLIC WORKS
SU+5
CL+5
GC 34090
GC 34090
TELEPHONE & COMMUNICATIONS
GENERAL INFORMATION
RATES
CITY PHONE SYSTEM MAINTENANCE
REGULATIONS
REPORTS & STUDIES
INFORMATION
TECHNOLOGY
INFORMATION
TECHNOLOGY
INFORMATION
TECHNOLOGY
INFORMATION
TECHNOLOGY
INFORMATION
TECHNOLOGY
CU+2
SU+2
CU+2
SU+5
CU+5
GC 34090
GC 34090
GC 34090
GC 34090
GC 34090
GAS & ELECTRICITY
GENERAL INFORMATION
RATES
UNDERGROUNDING (UTILITY)
PLANT FACILITIES (UTILITY)
REGULATIONS
REPORTS & STUDIES
PUBLIC WORKS
PUBLIC WORKS
CITY CLERK
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
PUBLIC WORKS
CU+5
SU+2
PE
PE
SU+2
CU+5
GC 34090
GC 34090
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
45 Of 45
Revised 4/21/2010