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2012-07-24; City Council; Resolution 2012-184
22 23 26 27 28 Exhibit 1 I RESOLUTION NO. 2012-184 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 CARLSBAD, CALIFORNIA, APPROVING REVISIONS TO THE CITY'S RECORDS MANAGEMENT PROGRAM 4 5 6 7 8 9 10 11 WHEREAS, §34090 of the California Government code and the State of California provides legal requirements relating to the retention and disposition of municipal records; and WHEREAS, other state and federal codes also provide legal requirements for the management of municipal records; and WHEREAS, the Records Management Program utilizes various manuals, guides 12 and a record retention schedule to organize the maintenance, retention and disposition 13 of City records in accordance with legal retention requirements and the City's operational needs; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. The above recitations are true and correct; 2. That the Program's revised 2012 Record Retention Schedule, attached hereto, is hereby adopted; 15 16 17 18 19 20 3. That the Records Management Department is hereby designated as the 21 Custodian of the Program and as such shall be responsible for the implementation ofthe Program and the safekeeping ofthe City's records; 4. That the Records Management Program and Record Retention Schedule be reviewed periodically and any Schedule modifications or Program changes be 24 presented to the City Council to ensure the efficient operation of the Program 25 // // // 1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council 2 of the City of Carlsbad on the 24*^ day of July, 2012, by the following vote to wit: AYES: Council Members Hall, Kulchin, Blackburn, Douglas and Packard. NOES: None. ABSENT: None. 3 4 5 6 7 8 9 10 11 12 13 14 15 16 (SEAL) 18 19 20 21 22 23 24 25 26 27 28 AINE M.WOOD, City Clerk CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE Exhibit "a' to Resolution NO. 2012-184 APPROVALS: RECORDS MANAGEMENT: CITY ATTORNEY: FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0100 SERIES - ADMINISTRATION IRM 0100 CITY COUNCIL ADMINISTRATION 0100-03 CITY COUNCIL CORRESPONDENCE COUNCIL OFFICE CU+2 GC 34090 0100-04 CITY MANAGER CORRESPONDENCE (General Files) CITY MANAGER CU+2 GC 34090 0100-05 CITY MANAGER DEPARTMENT FILES CITY MANAGER CU+2 GC 34090 0100-10 ADMINISTRATIVE ORDERS CITY MANAGER PE V GC 34090 0100-15 COUNCIL POLICIES CLERK PE V GC 34090 0100-30 AWARDS / COMMENDATIONS / PROCLAMATIONS COUNCIL OFFICE CU+2 GC 34090 0100-35 PRESSRELEASES CITY MANAGER/ COMMUNICATIONS CU+3 GC 34090 0100-50 CALENDARS (Council & Management Staff) ALL DEPARTMENTS 2 GC 34090 0120 RISK MANAGEMENT 0120-05 GENERAL INFORMATION RISK CU+2 GC 34090 0120-07 INSURANCE MANUALS RISK SU+2 GC 34090 0120-09 LIABILITY DATABASE RISK PE GC 34090, ADMIN DEC 0120-10 LIABILITY INSURANCE (City Policies) RISK PE V GC 34090 Page 1 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0120 RISK MANAGEMENT (CONTINUED) 0120-13 SPECIAL EVENTS INSURANCE RISK CL+2 GC 34090 0120-15 PROPERTY INSURANCE (City Policies) RISK PE GC 34090 0120-17 INSURANCE POOL (Risk Sharing Authority) RISK PE V GC 34090 0120-18 INSURANCE REVIEW REQUESTS RISK CL+2 GC 34090 0120-20 LOSS RECOVERY FILES RISK CU+2 GC 34090 0120-23 INCIDENT REPORTS/CITIZEN INJURY RISK CL+2 GC 34090 0120-25 PUBLIC OFFICIAL BONDS RISK CU+5 GC 34090 0120-30 GENERAL SAFETY & OSHA REGULATIONS RISK PE 29 CFR 1904.6, GC 34090 0120-35 REPORTS & STUDIES RISK CU+5 29 CFR 1904.6, GC 34090 0120-40 POLICIES & PROCEDURES RISK SU+5 GC 34090, ADMIN DEC 0130 RECORDS MANAGEMENT 0130-10 POLICIES & PROCEDURES RECORDS MANAGEMENT SU+2 GC 34090 0130-20 RECORDS RETENTION SCHEDULE RECORDS MANAGEMENT SU+4 V CCP 343 0130-25 RECORDS DESTRUCTION LISTS RECORDS MANAGEMENT PE GC 34090 0130-27 RECORDS MANAGEMENT AUDITS RECORDS MANAGEMENT AU+6 GC 34090 0130-30 RECORDS INVENTORIES ALL DEPARTMENTS SU+2 GC 34090 0130-50 PUBLIC RECORDS REQUESTS ALL DEPARTMENTS CL+2 GC 34090 0140 DOCUMENT MANAGEMENT SYSTEM 0140-05 GENERAL INFORMATION RECORDS MANAGEMENT CU+2 GC 34090 0140-10 POLICIES & PROCEDURES RECORDS MANAGEMENT SU+5 GC 34090 0140-15 DMS TRAINING INFORMATION & MATERIALS RECORDS MANAGEMENT SU+2 GC 34090 0150 INFORMATION TECHNOLOGY 0150-05 GENERAL INFORMATION IT CU+2 GC 34090 0150-15 POLICIES & PROCEDURES IT SU+2 GC 34090 Page 2 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0150 INFORMATION TECHNOLOGY (CONTINUED) 0150-20 TRAINING INFORMATION/MATERIALS IT SU+2 GC 34090 0150-25 AIMWORX DATABASE IT CU+2 GC 34090 0150-30 CHANGE CONTROL DATABASE IT CU+2 GC 34090 0200 SEI UES ' AGENCIES/ORGANIZATIONS 0200 LOCAL ORGANIZATIONS 0200-31 CABLE TELEVISION FOUNDATION AGENDAS CLERK CU+2 GC 34090 0200-32 CABLE TELEVISION FOUNDATION MINUTES & RESOLUTIONS CLERK PE GC 34090 0200-33 CABLE TELEVISION FOUNDATION GRANTS CLERK CL+5 GC 34090 0230 GOVERNMENT/REGULATORY AGENCIES 0230-70 REGULATORY AGENCIES VARIOUS DEPTS CU+2 GC 34090 0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES ^ 0300 CITY BOARDS, COMMISSIONS, & COMMITTEES 0300-05 GENERAL INFORMATION CLERK CU+2 GC 34090 0300-40 BCC APPOINTEES CLERK TE+5 GC 34090, GC81009(e) 0300-45 BCC APPLICATIONS (Not Appointed) CLERK CL+2 GC 34090 0300-50 NOTICES OF BCC VACANCIES/ LIST OF VACANCIES (Annual) CLERK CU+2 GC 34090 0300-65 BOARDS, COMMISSIONS, COMMITTEES POLICIES & PROCEDURES CLERK SU+5 GC 34090 0305 AD HOC BOARDS, COMMISSIONS, COMMITTEES 0305-05 GENERAL INFORMATION CLERK CU+2 GC 34090 0305-15 AD HOC BCC APPOINTEES CLERK TE+7 GC 34090, GC81009(e) 0305-17 AD HOC BCC APPLICATIONS (Not appointed) CLERK CL+2 GC 34090 0305-40 MEETING AGENDAS & NOTICES CLERK CU+2 GC 34090, ADMIN DEC 0305-45 MEETING MINUTES CLERK PE V GC 34090(e) 0305-60 AGENDA BILLS CLERK PE GC 34090 Page 3 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0310 ARTS COMMISSION 0310-40 MEETING AGENDAS & NOTICES ARTS CU+2 GC 34090 0310-45 MEETING MINUTES ARTS PE V GC 34090(e) 0315 BEACH PRESERVATION COMMITTEE 0315-40 MEETING AGENDAS & NOTICES P&R CU+2 GC 34090 0315-45 MEETING MINUTES P&R PE V GC 34090(e) 0317 CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT 0317-40 MEETING AGENDAS & NOTICES CLERK CU+2 GC 34090 0317-45 MEETING MINUTES CLERK PE V GC 34090(e) 0317-55 RESOLUTIONS CLERK PE V GC 34090(e) 0317-60 STAFF REPORTS/PACKETS CLERK PE GC 34090 0317-70 AGREEMENTS CLERK PE GC 34090 0320 DESIGN REVIEW BOARD: Board disolved 7/7/2009 by ORD CS-040. Records from inception (1982) to 2009 remain. 0320-40 MEETING AGENDAS & NOTICES HNS CU+2 GC 34090 0320-45 MEETING MINUTES HNS PE V GC 34090(e) 0320-55 RESOLUTIONS HNS PE V GC 34090(e) 0325 HISTORIC PRESERVATION COMMISSION 0325-40 MEETING AGENDAS & NOTICES LIB CU+2 GC 34090 0325-45 MEETING MINUTES LIB PE V GC 34090(e) 0330 HOUSING COMMISSION 0330-40 MEETING AGENDAS & NOTICES HNS CU+2 GC 34090 0330-45 MEETING MINUTES HNS PE V GC 34090(e) 0330-55 RESOLUTIONS HNS PE V GC 34090(e) 0335 LIBRARY BOARD 0335-40 MEETING AGENDAS & NOTICES LIB CU+2 GC 34090 0335-45 MEETING MINUTES LIB PE V GC 34090(e) Page 4 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0340 PARKS & RECREATION COMMISSION 0340-40 MEETING AGENDAS & NOTICES P&R CU+2 GC 34090 0340-45 MEETING MINUTES P&R PE V GC 34090(e) 0340-60 STAFF REPORTS/PACKETS P&R PE GC 34090 0345 PERSONNEL BOARD: Board Dissolved 4/8/2008 by ORD NS-883. Records from inception (1975) to 2008 remain. 0345-45 MEETING MINUTES HR PE V GC 34090(e) 0350 PLANNING COMMISSION 0350-40 MEETING AGENDAS & NOTICES PLN CU+2 GC 34090 0350-45 MEETING MINUTES PLN PE V GC 34090(e) 0350-55 RESOLUTIONS PLN PE V GC 34090(e) 0350-60 STAFF REPORTS/PACKETS PLN PE GC 34090 0355 SENIOR COMMISSION 0355-40 MEETING AGENDAS & NOTICES SENIORS CU+2 GC 34090 0355-45 MEETING MINUTES SENIORS PE V GC 34090(e) 0355-60 STAFF REPORTS/PACKETS SENIORS PE. GC 34090 0360 SISTER CITY COMMITTEE Board Dissolved 6/22/2010 by Reso 2010-160. Records from inception (1990) to 2010 remain. 0360-40 MEETING AGENDAS & NOTICES ARTS CU+2 GC 34090 0360-45 MEETING MINUTES ARTS PE V GC 34090(e) 0365 TRAFFIC SAFETY COMMISSION 0365-40 MEETING AGENDAS & NOTICES TRAFFIC CU+2 GC 34090 0365-45 MEETING MINUTES TRAFFIC PE V GC 34090(e) 0365-70 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING AGENDAS TRAFFIC CU+2 GC 34090 0365-75 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING MINUTES TRAFFIC PE GC 34090 0370 UNDERGROUND UTILITY ADVISORY COMMITTEE 0370-40 MEETING AGENDAS & NOTICES UTL CU+2 GC 34090 0370-45 MEETING MINUTES UTL PE V GC 34090(e) Page 5 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0400 SERIES - FISCAL/FINANCIAL SERVICES 0400 FISCAL/FINANCIAL SERVICES 0400-05 GENERAL INFORMATION FIN CU+2 GC 34090 0400-10 CHART OF ACCOUNTS FIN CU+2 GC 34090 0400-15 ACCOUNTS PAYABLE CHECK REQUESTS FIN AU+4 V GC 34090 0400-30 FIXED ASSETS FIN AU+4 V GC 34090, 26 CFR 301 65-1 (f) 0400-40 ACCOUNTS PAYABLE CHECK REGISTERS FIN AU+5 GC 26907 0400-45 FORMS 1099 FIN AU+5 GC 34090, 29USC436 0400-60 GENERAL LEDGERS (Old HP Reports) FIN PE GC 34090, CCP 337 0400-80 IFAS BATCHES (J/E, Budget, CIR, AIR) FIN CU+7 GC 34090 0400-81 IFAS REPORTS (Expenditure & Revenue Summaries) FIN CU+7 GC 34090 0400-82 IFAS - G/L MODULE - SUMMARY DATABASE FIN 20 GC 34090, ADMIN DEC 0400-84 IFAS - G/L MODULE - DETAIL DATABASE FIN 10 GC 34090, ADMIN DEC 0400-86 IFAS - ACCOUNTS PAYABLE MODULE DATABASE FIN AU+4 V GC 34090, ADMIN DEC 0400-88 IFAS - ACCOUNTS RECEIVABLE MODULE DATABASE FIN AU+4 V GC 34090, ADMIN DEC 0400-90 ACCOUNTING REPORTS FIN AU+4 GC 34090 0400-95 ANNUAL REPORTS (Financial) FIN AU+7 GC 34090 0400-97 POLICIES & PROCEDURES FIN SU+2 GC 34090 0410 AUDITS, FINANCIAL 0410-05 GENERAL INFORMATION FIN CU+2 GC 34090 0410-10 AUDIT REPORTS FIN PE GC 34090 0410-30 AUDIT PROPOSALS FIN 5 GC 34090 0420 BANKING 0420-05 GENERAL INFORMATION FIN, TREASURER CU+2 GC 34090 0420-10 BANK SIGNATURE CARDS FIN, TREASURER SU+2 GC 34090 Page 6 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0420 BANKING (CONTINUED) 0420-15 BANK DEPOSIT CORRESPONDENCE FIN, TREASURER 4 GC 34090, CCP 337 0420-17 CUSTODIAL STATEMENTS FIN, TREASURER AU+5 GC 34090, 26 CFR 1.6001-1 0420-20 BANK STATEMENTS FIN, TREASURER AU+5 GC 34090, 26 CFR 1.6001-1 0420-25 CHECKS/CANCELED FIN, TREASURER AU+5 GC 34090, CCP 337 0420-30 RETURNED CHECKS (NSF) FIN, TREASURER AU+5 GC 34090, CCP 337 0420-33 UNCLAIMED CHECK RECORDS FIN, TREASURER AU+5 GC 34090, CCP 337 0420-50 DAILY BALANCE WORKSHEETS FIN, TREASURER AU+5 GC 34090, 26 CFR 1.6001-1 0420-55 MONTHLY BANK RECONCILIATIONS FIN, TREASURER AU+5 GC 34090, 26 CFR 1.6001-1 0420-60 POLICIES & PROCEDURES FIN, TREASURER SU+5 GC 34090, ADMIN DEC 0420-65 REPORTS & STUDIES FIN, TREASURER CU+2 GC 34090 0430 BUDGET 0430-05 GENERAL INFORMATION FIN CU+2 GC 34090 0430-30 CAPITAL BUDGET, CITY (Adopted) ALL AGENCIES CLERK PE V GC 34090, ADMIN DEC 0430-35 FINANCIAL REPORTS (Budget Related) FIN CU+2 GC 34090 0430-50 POLICIES & PROCEDURES FIN SU+5 GC 34090, ADMIN DEC 0440 BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS 0440-05 GENERAL INFORMATION FIN CL+10 CCP 337.5 0440-10 CONTINUING DISCLOSURE REPORTS FIN CL+10 GC 34090, ADMIN DEC 0440-15 MORTGAGE REVENUE BONDS, SINGLE & MULTI-FAMILY (Transcript Binders) CLERK, FIN, HNS. PE V GC 34090, CCP 337.5, ADMIN DEC 0440-20 ASSESSMENT DISTRICTS (Transcript Binders, Diagrams, & recorded documents) CLERK, FIN, LDE PE V GC 34090, ADMIN DEC 0440-30 GENERAL OBLIGATION BONDS (1911 & 1915 ACT-Transcript Binders) CLERK, FIN PE V GC 34090, ADMIN DEC 0440-35 REVENUE BONDS, OTHER CLERK, FIN PE V GC 34090, ADMIN DEC 0440-40 CERTIFICATES OF PARTICIPATION CLERK, FIN PE V GC 34090, ADMIN DEC Page 7 OF 40 2012 Revised RRS - Owner: Records Management x2808 /o CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0440 BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS (CONTINUED) 0440-45 COMMUNITY FACILITIES DISTRICTS (MELLO ROOS) CLERK, FIN PE V GC 34090, ADMIN DEC 0440-50 TAX ALLOCATION BONDS CLERK, FIN PE V GC 34090, ADMIN DEC 0440-55 WATER DISTRICT BONDS CLERK, FIN PE V GC 34090, ADMIN DEC 0450 PAYROLL 0450-05 IFAS - PAYROLL MODULE FIN AU+6 V GC 34090, ADMIN DEC 0450-10 TIME CARDS FIN AU+6 V GC 34090,29 CFR 516.2 0450-13 DEPARTMENT TIMECARD DATABASE (PLN, LDE) CED AU+10 GC 34090, ADMIN DEC 0450-20 PAYROLL DEDUCTION AND CONTRIBUTION REGISTERS FIN AU+6 V GC 34090, 37207 0450-26 W-2 FIN PE V GC 34090, 29 CFR 516.2 0450-40 T/\X REPORTS, STATE & FEDERAL FIN AU+6 GC 34090, 29 USC 436 0450-60 GARNISHMENTS/LIENS FIN EX+6 GC 34090, 29 CFR 516.2 0455 PENSION/RETIREMENT FUND 0455-05 GENERAL INFORMATION FIN CU+2 GC 34090 0455-10 DEFERRED COMPENSATION REPORTS (Deduction Register) HR TE+5 V GC 34090, 26 CFR 16001-1, 29 CFR 1627.3(2) 0455-20 PERS REPORTS (Bi-weekly & Annual Actuarials) FIN AU+6 GC 34090,29 CFR 516.2 0460 ANNUAL REPORTS 0460-05 GENERAL INFORMATION FIN CU+2 GC 34090 0460-10 ANNUAL REPORTS - STATE CONTROLLER FIN 5 GC 34090 0460-15 STATE MANDATED COSTS (SB90) FIN 5 GC 34090 0460-20 ANNUAL AUDIT REPORTS FIN PE GC 34090 0460-25 ANNUAL REPORTS, MISCELLANEOUS (Mgmt Ltr, Data Coll. Form, Etc) FIN PE GC34090 0460-40 GANN LIMITATION FIN 5 GC 34090 0460-50 COUNTY AUDITOR - ASSESSED VALUATION FIN SU+5 GC 34090 Page 8 OF 40 2012 Revised RRS - Owner: Records Management x2808 // CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0470 PURCHASING 0470-03 CORRESPONDENCE, PURCHASING PURCHASING CU+2 GC 34090 0470-05 GENERAL INFORMATION PURCHASING CU+2 GC 34090 0470-15 CREDIT CARD PROGRAM (Applications) FIN EX+2 GC 34090 0470-20 PURCHASE REQUISITIONS PURCHASING AU+4 GC 34090, CCP 337 0470-25 PURCHASE ORDERS PURCHASING AU+4 GC 34090, CCP 337 0470-33 CERTIFICATES OF INSURANCE VARIOUS DEPTS PE GC 34090 0470-45 BIDS/QUOTES/PROPOSALS (Awarded & Not awarded) PURCHASING AU+4 GC 34090, CCP 337 0470-50 BIDS CANCELLED OR REJECTED PURCHASING CL+2 GC 34090, CCP 337 0470-60 SURPLUS EQUIPMENT DISPOSAL PURCHASING AU+4 GC 34090, CCP 337 0470-65 WAREHOUSE INVENTORIES PURCHASING AU+4 GC 34090, 26 CFR 301 65-1 (F) 0470-75 PURCHASING MANUALS PURCHASING SU+2 GC 34090 0470-81 VENDOR LISTS PURCHASING SU+2 GC 34090 0470-85 IFAS - PURCHASING MODULE FIN, PURCHASING AU+4 GC 34090, ADMIN DEC 0470-99 REPORTS & STUDIES PURCHASING CU+2 GC 34090 0480 REVENUE AND TAXATION 0480-05 GENERAL INFORMATION FIN CU+2 GC 30490 0480-26 UTILITY BILLING DATABASE FIN AU+4 GC 34090, ADMIN DEC 0480-32 AMBULANCE BILLING (Reports & Payments) FIN CU+2 GC 34090 0480-35 BUSINESS LICENSES (Applications, Renewals & Audits) FIN EX+4 GC 34090, CCP 337 0480-36 BUSINESS LICENSE DATABASE FIN PE GC 34090, ADMIN DEC 0480-38 BINGO LICENSES & FINANCIAL STATEMENTS FIN EX+4 GC 34090 0480-40 BANKRUPTCIES FIN CL+2 GC 34090 0480-45 COLLECTION REPORTS FIN AU+4 GC 34090, ADMIN DEC 0480-47 GRANTS, MISC. FIN CL+5 GC 34090, ADMIN DEC Page 9 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0480 REVENUE AND TAXATION (CONTINUED) 0480-48 GRANTS, CDBG FIN CL+4 24 CFR 570.502(b) 0480-70 FRANCHISES FIN AU+4 GC 34090, CCP 337 0480-80 TAXES, MISC. FIN AU+4 GC 34090, ADMIN DEC 0480-81 PROPERTY TAX FIN AU+4 GC 34090, ADMIN DEC 0480-82 GAS TAX FIN AU+4 GC 34090, ADMIN DEC 0480-83 SALES TAX FIN AU+4 GC 34090, ADMIN DEC 0480-87 TRANSIENT OCCUPANCY TAX (TOT) FIN AU+4 GC 34090, ADMIN DEC 0480-90 REPORTS & STUDIES FIN 2 GC 34090 0485 FEE PROGRAMS 0485-21 FEE STUDIES/COMPUTATIONS FIN PE GC 34090 0485-22 FEE SCHEDULES FIN PE GC 34090 0485-23 COST ALLOCATION PLANS FIN SU+5 GC 34090 0485-55 PUBLIC WORKS CAPITAL IMPROVEMENT FEES TRANS, UTL PE GC 34090, GC 4003, GC 4004 0490 INVESTMENTS 0490-05 GENERAL INFORMATION TREASURER CU+2 GC 34090, GC 53607, CCP 337 0490-10 INVESTMENT RATES TREASURER PE GC 34090, GC 53607, CCP 337 0490-20 INVESTMENT PORTFOLIO TREASURER AU+10 GC 34090, GC 53607, CCP 337.5 0490-50 INVESTMENT COMMITTEE MINUTES TREASURER 5 GC 34090 0490-60 INVESTMENT STATEMENTS TREASURER CL+5 GC 34090, GC 53607, CCP337 0490-65 INVESTMENT REPORTS, MONTH END COUNCIL REPORTS TREASURER PE V GC 34090, GC 53607, CCP 337 0490-70 INVESTMENT INCOME REPORTS (Broker Statements) TREASURER AU+5 GC 34090, GC 53607, CCP 337 0490-75 REPORTS & STUDIES TREASURER CU+2 GC 34090 0490-80 POLICIES & PROCEDURES TREASURER SU+5 GC 34090, GC 40801 Page 10 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0500 SERIES - COMMUNITY DEVELOPMENT/PLANNING fjjjjH 0500 DEVELOPMENT/SUBDIVISIONS 0500-02 LOT SPLITS LDE PE V GC 34090, ADMIN DEC 0500-04 ADJUSTMENT PLATS/BOUNDARY ADJUSTMENTS CLERK, LDE PE V GC 34090, ADMIN DEC 0500-05 CERTIFICATES OF COMPLIANCE & NON- COMPLIANCE CLERK, LDE PE V GC 34090, ADMIN DEC 0500-10 CERTIFICATES OF CORRECTION CLERK, LDE PE V GC 34090, ADMIN DEC 0500-11 SUBSTANTIAL CONFORMANCE EXHIBIT (SCE) LDE PE GC 34090, ADMIN DEC 0500-12 NOTICES OF RESTRICTION/RELEASES CLERK, PLN PE V GC 34090, ADMIN DEC 0500-15 NOTICES OF VIOLATION /RELEASES CLERK, LDE (GRADING ONLY) PE V GC 34090, ADMIN DEC 0500-18 FOOD CART PERMITS (CAR) PLN PE GC 34090, ADMIN DEC 0500-20 CONDITIONAL USE PERMITS (CUP) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-25 COASTAL DEVELOPMENT PERMITS (CDP) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-28 CONDO PERMITS (CP) CLERK, PLN, LDE PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-30 CARLSBAD TRACTS, MAJOR SUBDIVISIONS (CT) (5 or More Lots) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-33 HILLSIDE DEVELOPMENT PERMITS (HDP) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-34 HABITAT MANAGEMENT PLAN PERMIT (HMP) PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-35 MASTER PLANS - DEVELOPMENTS (MP) PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-40 MINOR SUBDIVISIONS (MS) (Less Than 5 Lots) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-45 PLANNING COMMISSION DETERMINATIONS (PCD) PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-50 PRIVATE DEVELOPMENTS (PD) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-55 PLANNED DEVELOPMENT PERMITS (PDP) CLERK, PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 Page 11 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0500 DEVELOPMENT/SUBDIVISIONS (CONTINUED) 0500-60 GRADING PERMITS (PE) CLERK, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-65 PLANNED INDUSTRIAL PERMITS (PIP) CLERK, LDE, CM&I, PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-67 PARCEL MAPS (PM) LDE PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-70 PRECISE PLANS (PP) (Site Plan) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-75 PLANNED UNIT DEVELOPMENTS (PUD) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-80 SITE DEVELOPMENT PLANS (SDP) CLERK, PLN, LDE, CM&I PE GC 34090, GC 4003, GC 4004, H&S 19850 0500-85 SPECIFIC PLANS (SP) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-90 SPECIAL USE PERMITS (SUP) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-93 ADMINISTRATIVE VARIANCES (AV) LDE, PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-95 VARIANCES (V) LDE, PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-97 HISTORICAL MAPS (LAND USE AND ZONING) PLN PE GC 34090, ADMIN DEC 0500-98 PERMITS PLUS DATABASE CED, CM&I, FIN, FIRE PREV, UTL, HNS, PEM PE GC 34090, ADMIN DEC 0500-99 PLANTRACK DATABASE (Plan Check & Discretionary Tracking) ENGINEERING, PLN CL+5 GC 34090, ADMIN DEC 0510 LAND USE/ZONING 0510-05 GENERAL INFORMATION PLN 2 GC 34090 0510-06 PRELIMINARY REVIEW (PRE) PLN CU+10 GC 34090 0510-07 CONSISTENCY DETERMINATIONS APPROVED PROJECT REVISIONS PLN PE GC 34090 0510-10 ADMINISTRATIVE PERMITS PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-15 ARCHITECTURAL DESIGN GUIDELINES PLN PE GC 34090 0510-20 LANDSCAPE MANUAL PLN PE GC 34090 0510-21 LANDSCAPE PLANS PLN PE GC 34090, GC 4003, GC 4004, H&S 19850 Page 12 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0510 LAND USE/ZONING (CONTINUED) 0510-23 STREET NAME CHANGE (SNC) PLN PE GC 34090 0510-25 ZONE CHANGES (ZC) PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-30 ZONE CODE AMENDMENTS (ZCA) PLN PE V GC 34090 0510-35 LOCAL COASTAL PROGRAM (LCP) PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-36 LOCAL COASTAL PROGRAM AMENDMENTS (LCPA) PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-40 LOCAL FACILITIES MANAGEMENT PLAN (LFMP) PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-50 GROWTH MANAGEMENT PLAN (GMP) PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-55 AGRICULTURAL PRESERVES (AP) PLN PE GC 34090, ADMIN DEC 0510-60 DAY CARE PERMITS (DC) PLN PE GC 34090, GC 4003, GC 4004, H&S 19850 0510-70 SECOND DWELLING UNIT (SDU) LDE, PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-75 MOBILE HOME PARK PERMIT (MHP) PLN PE GC 34090 0510-80 NOISE GUIDELINES PLN PE GC 34090 0510-87 SATELLITE ANTENNAS PLN PE GC 34090 0510-90 REPORTS & STUDIES PLN 2 GC 34090 0515 SIGN PROGRAM 0515-10 SIGN PERMITS (PS) PLN, HNS PE GC 34090 0515-15 CAMPAIGN SIGN PERMITS PLN AU+2 GC 34090 0520 ENVIRONMENTAL REVIEW 0520-05 GENERAL INFORMATION PLN CU+2 GC 34090 0520-20 NEGATIVE DECLARATIONS PLN PE GC 34090, CEQA 0520-30 INITIAL STUDIES (Environmental) PLN PE GC 34090, CEQA 0520-40 ENVIRONMENTAL IMPACT ASSESSMENTS (EIA) PLN PE GC 34090, CEQA 0520-45 ENVIRONMENTAL IMPACT REPORTS (EIR) PLN PE GC 34090, CEQA 0520-60 REPORTS & STUDIES PLN PE GC 34090, ADMIN DEC Page 13 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0530 GENERAL PLAN 0530-05 GENERAL INFORMATION PLN CU+2 GC 34090 0530-10 GENERAL PLAN AND ELEMENTS CLERK, PLN PE V GC 34090 0530-15 GENERAL PLAN CONSISTENCY PLN PE V GC 34090 0530-20 GENERAL PLAN AMENDMENTS (GPA) CLERK, PLN PE V GC 34090 0530-30 REPORTS & STUDIES PLN PE GC 34090 0540 PLANNING 0540-05 GENERAL INFORMATION PLN CU+2 GC 34090 0540-20 DEMOGRAPHIC INFORMATION PLN PE GC 34090 0540-30 POLICIES & PROCEDURES PLN CU+10 GC 34090 0540-40 REPORTS & STUDIES PLN 10 GC 34090 0540-50 PLANNING, REGIONAL PLN PE GC 34090 0550 HOUSING 0550-05 GENERAL INFORMATION HNS CU+2 GC 34090 0550-10 AFFORDABLE HOUSING PROGRAMS HNS AU+7 24 CFR 570.502(b)(3), 24 CFR 85.42, OMB CIR. A-110 #C 0550-15 AFFORDABLE HOUSING PROJECTS HNS AU+7 24 CFR 570.502(b)(3), 24 CFR 85.42, OMB CIR. A-110 #C 0550-20 HOUSING ASSISTANCE (Section 8) HNS AU+7 24 CFR 570.502(b)(3), 24 CFR 85.42, OMB CIR. A-110 #C 0550-22 FINANCIAL RECORDS (Section 8) HNS AU+7 24 CFR 570.502(b)(3), 24 CFR 85.42, OMB CIR. A-110 #C 0550-23 APPLICANTS (SECTION 8) HNS TE+3 24 CFR 570.502(b)(3), 24 CFR 85.42, OMB CIR. A-110 #C 0550-30 INCLUSIONARY HOUSING AGREEMENTS HNS PE V GC 34090 0550-35 YARDI DATABASE HNS PE GC 34090, ADMIN DEC 0550-50 POLICIES & PROCEDURES HNS CU+2 GC 34090, GC 40801 0550-60 REPORTS & STUDIES HNS 2 GC 34090 Page 14 OF 40 2012 Revised RRS - Owner: Records Management x2808 /7 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0560 REDEVELOPMENT 0560-05 GENERAL INFORMATION HNS CU+2 GC 34090 0560-10 MASTER PLAN (Village Area) CLERK, HNS PE GC 34090, ADMIN DEC 0560-20 REDEVELOPMENT REGULATIONS HNS PE GC 34090 0560-30 REDEVELOPMENT PERMITS (RP) HNS, LDE, PLN, CLERK, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0560-40 VILLAGE PARKING PROGRAM CLERK, HNS PE GC 34090 0560-50 RESIDENTIAL REHABILITATION PROGRAM HNS PE V GC 34090, ADMIN DEC 0560-60 POLICIES & PROCEDURES HNS CU+2 GC 34090, GC 40801 0560-70 REPORTS & STUDIES HNS 2 GC 34090 0565 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) 0565-05 GENERAL INFORMATION HNS CU+2 GC 34090 0565-10 CDBG APPLICATIONS/PROPOSALS HNS TE+5 GC 34090, 24 CFR 570.502, 24 CFR 85.42 0565-20 CDBG/HOME PROGRAM HNS TE+5 GC 34090, 24 CFR 570.502, 24 CFR 85.42 0565-30 SUBRECIPIENT FUNDING APPROVALS HNS TE+5 GC 34090, 24 CFR 570.502, 24 CFR 85.42 0565-40 ANNUAL PERFORMANCE REPORTS HNS SU+10 GC 34090, ADMIN DEC 0570 BUILDING 0570-05 GENERAL INFORMATION BUILDING CU+2 GC 34090 0570-10 POLICIES & PROCEDURES BUILDING CU+2 GC 34090 0570-33 BUILDING PERMITS BUILDING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0570-35 BUILDING PLANS BUILDING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0570-36 BUILDING BLUEPRINTS & SPECIFICATIONS BUILDING CL+2 GC 34090(d), H&S 19850(a)(b)(c)(d) 0570-40 ADOPTED CODES BUILDING PE GC 34090 0570-65 CERTIFICATES OF OCCUPANCY BUILDING PE GC 34090, ADMIN DEC Page 15 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0575 CODE COMPLIANCE/ENFORCEMENT 0575-05 GENERAL INFORMATION HNS 2 GC 34090 0575-15 ENFORCEMENT CASE FILES (No Recorded Notice) HNS CL+6 GC 34090, CCP 337.1, CCP 338.1 0575-20 ENFORCEMENT CASE FILES (With Recorded Notice) HNS 6 YRS. After notice released GC 34090, CCP 337.1, CCP 338.1 0575-40 REPORTS & STUDIES HNS CU+5 GC 34090, ADMIN DEC 0580 HISTORIC PRESERVATION 0580-05 GENERAL INFORMATION LIB CU+2 GC 34090 0580-10 HISTORIC SITE INVENTORY LIB SU+2 GC 34090 0580-20 HISTORIC SITES (CASE FILES) LIB PE GC 34090 0590 ECONOMIC DEVELOPMENT 0590-05 GENERAL INFORMATION CED CU+2 GC 34090 0590-10 ECONOMIC/FINANCIAL ANALYSES CED CU+5 GC 34090, ADMIN DEC 0590-20 ECONOMIC REVIEW - PROJECTS CED CU+5 GC 34090, ADMIN DEC 0590-30 EMPLOYMENT ANALYSIS INFORMATION CED CU+5 GC 34090, ADMIN DEC 0590-40 BUSINESS PROMOTION/RETENTION CED CU+5 GC 34090, ADMIN DEC 0590-50 NEW DEVELOPMENT CONTACTS - INQUIRY CED CU+2 GC 34090 0590-60 TOURISM (CONVIS) CED CU+2 GC 34090 0590-70 REPORTS & STUDIES CED CU+2 GC 34090 0600 SEI UES - SAFETY & WELFARE WK/K/KKK^ 0600 ANIMAL CONTROL 0600-10 CONTRACT SERVICES POLICE TE+5 CCP 337.2, CCP 343, GC 53066, BP 7042.5 0600-26 REQUEST FOR ACTION (RFA) DATABASE CITY MANAGER CL+5 GC 34090, ADMIN DEC 0610 EMERGENCY SERVICES 0610-05 GENERAL INFORMATION FIRE CU+2 GC 34090 0610-10 911 COMMUNICATIONS (Audio Tapes) POLICE 100 DAYS GC 34090.6 0610-11 911 COMMUNICATIONS (Reports) POLICE CU+2 GC 34090 Page 16 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0610 EMERGENCY SERVICES (CONTINUED) 0610-14 COMPUTER AIDED DISPATCH (CAD) DATABASE POLICE PE GC 34090, ADMIN DEC 0610-15 EMERGENCY PLAN FIRE SU+2 GC 34090 0610-20 DISASTER EVENTS FIRE CU+5 V GC 34090 0610-25 DISASTER RELIEF PROGRAMS FIRE CU+2 V GC 34090 0610-35 MUTUAL AID - INTERAGENCY FIRE SU+2 GC 34090 0610-40 EMERGENCY/DISASTER TRAINING (CEMAT) FIRE CU+2 V GC 34090 0610-50 REPORTS & STUDIES (CEMAT) FIRE CU+2 GC 34090 0610-60 REGULATIONS FIRE CU+2 GC 34090 0610-65 EMS REPORTS (Retention begins when patients age is 25 or greater) FIRE 7 HIPAA45CFR 164.530G) 0620 ENVIRONMENTAL PROTECTION 0620-05 GENERAL INFORMATION PLN, PEM SU+2 GC 34090 0620-10 AIR QUALITY PEM CU+7 CCP 338(k), GC 34090 0620-20 HAZARDOUS MATERIALS PROGRAMS (Training Records) FIRE SU+2 GC 34090 0620-23 HAZARDOUS MATERIALS DISPOSAL FIRE CU+10 CAL OSHA 40, CFR 122.21 0620-35 COASTAL PROTECTION - BEACH EROSION - LAGOONS P&R PE GC 34090 0620-40 WETLANDS - FLOODPLAINS GUIDELINES PLN PE GC 34090 0620-50 REPORTS & STUDIES PEM PE GC 34090 0620-60 POLICIES & PROCEDURES PEM SU+2 GC 34090 0620-65 HABITAT MANAGEMENT PLAN (HMP) - WILDLIFE CONSERVATION PEM, PLN, P&R PE GC 34090 0620-70 REGULATIONS VARIOUS SU+2 GC 34090 0630 FIRE PROTECTION/PREVENTION 0630-05 GENERAL INFORMATION (Inc. Correspondence, Memos, Surveys, Misc Info.) FIRE CU+3 GC 34090, ADMIN DEC 0630-10 APPARATUS & EQUIPMENT FIRE ADMIN CU+2 GC 34090 Page 17 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0630 FIRE PROTECTION/PREVENTION (CONTINUED) 0630-25 HOSE MAINTENANCE LOGS FIRE CU+2 GC 34090 0630-30 SAFETY CLOTHING & EQUIPMENT FIRE CU+2 GC 34090 0630-40 FIRE INCIDENT REPORTS FIRE CL+3 GC 34090, CCP 338, CCP 340.5 0630-45 FIRE/ARSON INVESTIGATION REPORTS (Involving Death) FIRE PE PC 799, CFC 104.3.2 0630-47 FIRE/ARSON INVESTIGATION REPORTS (Other) FIRE CU+6 PC 799, CFC 104.3.2 0630-53 ADOPTED FIRE CODES CLERK, FIRE PE GC 34090, CCP 340.5 0630-55 FIRE INSPECTIONS FIRE PREVENTION CL+3 UFC 103.34, CFC 104.3.4 0630-59 VIOLATION LETTERS, NOTICES FIRE PREVENTION CL+3 UFC 103.34 0630-60 FIRE SYSTEMS - SHELL BUILDINGS FIRE PREVENTION PE GC 34090, CFC 104.3.4, UFC 103.34, ADMIN DEC 0630-65 FIRE SYSTEMS - TENANT IMPROVEMENTS (Special instructions - see Fire Dept.) FIRE PREVENTION PE (Unless SU) GC 34090, ADMIN DEC 0630-75 SMOKE DETECTORS (Non-Single Family) FIRE PREVENTION PE GC 34090, ADMIN DEC 0630-80 VEHICLES FIRE CU+2 GC 34090 0630-90 WEED ABATEMENT FIRE CU+3 GC 34090, CFC 103.3.4, ADMIN DEC 0630-95 REPORTS & STUDIES FIRE CU+3 GC 34090, ADMIN DEC 0640 FLOOD CONTROL 0640-05 GENERAL INFORMATION UTL CU+2 GC 34090 0640-15 NATIONAL FLOOD INSURANCE PROGRAM (Includes CLOMR & LOMR) LDE PE GC 34090, ADMIN DEC 0640-20 LAKES/BASINS UTL PE GC 34090 0640-25 DRAINAGE FACILITIES UTL PE GC 34090 0640-30 MASTER PLANS UTL CU+2 GC 34090 0640-35 CREEKS UTL PE GC 34090 0640-40 FLOOD ZONES UTL PE GC 34090 0640-45 FLOOD CONTROL DISTRICT UTL CU+2 GC 34090 Page 18 OF 40 2012 Revised RRS - Owner: Records Management x2808 dl/ CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0640 FLOOD CONTROL (CONTINUED) 0640-50 POLICIES & PROCEDURES UTL SU+5 GC 34090, GC 40801 0640-55 REGULATIONS UTL SU+2 GC 34090 0640-60 REPORTS & STUDIES UTL CL+2 GC 34090 0670 POLICE SERVICES 0670-05 GENERAL INFORMATION POLICE CU+2 GC 34090 0670-10 INTERNAL INVESTIGATIONS: CITIZEN GENERATED (Complaints, Reports, Findings) POLICE CL + 5 EC 1045, GC12946, GC 34090, PC801, VC 2547 0670-11 INTERNAL AFFAIRS INVESTIGATION (Internally Generated & Traffic Collisions Invloving PD) POLICE CL+2 GC 12946, GC 34090 0670-13 ACTIVITY LOGS POLICE CU+2 GC 34090 0670-15 CITIZEN COMPLAINTS & INVESTIGATIONS POLICE CU+5 EC1045, PC832.5, PC832.7 0670-20 POLICE REPORTS (Not Held PE) POLICE CU+10 GC 34090, ADMIN DEC 0670-21 POLICE REPORTS (Held PE) POLICE PE GC 34090 0670-25 ASSET FORFEITURE POLICE CL+10 GC 34090 0670-30 GRANT APPLICATIONS POLICE CL+10 GC 34090 0670-33 VEHICLE ABATEMENT GRANT POLICE CL + 5 GC 34090 0670-35 DETENTION FACILITIES (Regional) POLICE CU+2 GC 34090 0670-40 ALARM RECORDS FIRE 3 GC 34090 0670-50 MUG SHOTS POLICE 2 GC 34090 0670-55 FIELD INTERVIEWS POLICE 2 GC 34090 0670-60 TOWING SERVICES POLICE CU+2 GC 34090 0670-62 DUI SUPPORTING DOCUMENTATION POLICE 5 GC 34090 0670-63 CITATIONS POLICE CU+2 GC 34090 0670-64 72 HOUR NOTICE POLICE CU + 2 GC 34090 0670-65 PAWN SHOP RECORDS POLICE CU+2 GC 34090 Page 19 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0670 POLICE SERVICES (CONTINUED) 0670-70 MASSAGE LICENSES POLICE TE+2 GC 34090 0670-75 SPECIAL EVENTS PERMITS REC CL+2 GC 34090 0670-80 REPORTS & STUDIES POLICE CU+2 GC 34090 0670-85 DEPARTMENT DIRECTIVES POLICE SU+3 GC 34090 0670-90 POLICIES & PROCEDURES POLICE SU+2 GC 34090 0680 PUBLIC WELFARE 0680-20 AMERICANS WITH DISABILITIES (ADA) RISK CL+5 GC 34090 0690 SENIOR SERVICES 0690-05 GENERAL INFORMATION SENIOR CENTER CU+2 GC 34090 0690-10 SENIOR PROGRAMS SENIOR CENTER CU+2 GC 34090 0690-20 SENIOR NUTRITION PROGRAMS/AIS GRANTS (Aging & Independent Services) SENIOR CENTER CU+5 GC 34090 0690-40 REPORTS & STUDIES SENIOR CENTER CU+2 GC 34090 0700 SERIES - LEGAL/LEGISLATIVE 0700 AGREEMENTS/CONTRACTS 0700-10 LEASES CLERK, PEM PE V CCP 337, CCP 343, ADMIN DEC 0700-15 AGREEMENTS - CONTRACTS (Capital Improvements Only) CLERK PE V GC 34090, GC 4004, H&S 19850 0700-16 AGREEMENTS - CONTRACTS (Other - lincludes equipment, service, supplies, minor PW, & instructor agreements for all agencies) CLERK TE+5 CCP 337.2, CCP 343 0700-17 AGREEMENTS - CONTRACTS (Other long term contracts, not including CIP's, for all agencies) CLERK PE GC 34090, GC 4004, H&S 19850 0700-18 HOMEBUYER ASSISTANCE PROGRAM (Recorded Documents) CLERK PE GC 34090, CCP 337 0700-20 AGREEMENTS - CONTRACTS FOR CMWD (Capital Improvments Only) CLERK PE V CCP 337, CCP 343, ADMIN DEC 0700-25 AGREEMENTS - CONTRACTS FOR HOUSING & REDEVELOPMENT COMMISSION (Capital Improvements Only) CLERK PE V CCP 337, CCP 343, ADMIN DEC Page 20 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0700 AGREEMENTS/CONTRACTS (CONTINUED) 0700-28 AGREEMENTS - CONTRACTS FOR PUBLIC FINANCING AUTHORITY (Capital Improvments Only) CLERK PE V CCP 337, CCP 343, ADMIN DEC 0700-30 LIEN AGREEMENTS - RELEASE (Public Right-of-way) CLERK PE V GC 34090 0700-35 PERMANENT STORMWATER QUALITY BEST MANAGEMENT PRACTICE MAINTENANCE AGREEMENT CLERK PE GC 34090 0700-45 PUBLIC FACILITIES FEE AGREEMENTS - & RELEASES CLERK PE GC 34090 0700-50 FUTURE IMPROVEMENT AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-55 HOLD HARMLESS AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-60 PROMISSORY NOTES CLERK PE V GC 34090 0700-65 DRAINAGE FEE AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-70 GROWTH MANAGEMENT AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-75 INCREASED FEE AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-80 NEIGHBORHOOD IMPROVEMENT AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-81 AFFORDABLE HOUSING AGREEMENTS - RELEASE CLERK PE V GC 34090 0700-82 GROWTH MANAGEMENT IMPACT FEE AGREEMENTS - RELEASE CLERK PE V GC 34090 0700-83 LOCAL FACILITIES MANAGEMENT ZONE FEE AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-84 PETITION & WAIVER CLERK PE V GC 34090 0700-85 REIMBURSEMENT AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-86 JOINT USE AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-87 UNCONTROLLED STOCKPILE AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-88 RECREATIONAL VEHICLE STORAGE FACILITY AGREEMENTS CLERK PE V GC 34090 Page 21 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY 8i DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0700 AGREEMENTS/CONTRACTS (CONTINUED) 0700-90 ENCROACHMENT AGREEMENTS CLERK PE V GC 34090 0700-95 RECORDED AGREEMENTS, OTHER - & RELEASES (Miscellaneous) CLERK PE V GC 34090 0710 CITY INCORPORATION 0710-10 ARTICLES OF INCORPORATION - HISTORIC CLERK PE V GC 34090, GC 40801 0710-20 ANNEXATIONS/REORGANIZATIONS CLERK PE V GC 34090, GC 40801 0710-30 BOUNDARY ADJUSTMENTS CLERK PE V GC 34090, GC 40801 0710-40 DETACHMENTS - DE-ANNEXATIONS CLERK PE V GC 34090, GC 40801 0710-50 SPHERE OF INFLUENCE CLERK PE GC 34090, GC 40801 0720 ELECTIONS 0720-10 MUNICIPAL ELECTIONS CLERK PE GC 34090 0720-45 ELECTIONS DATABASE CLERK PE GC 34090, ADMIN DEC 0720-60 ELECTION INFO (From Registrar of Voters) CLERK CU+2 GC 34090, EC 17501, EC 17301 0720-75 PROPOSITION 218 ELECTIONS CLERK PE CA CONSTITUTION ARTICLE XIII 0725 INITIATIVE/RECALL/REFERENDUM 0725-05 GENERAL INFORMATION CLERK CU+5 GC 34090 0725-20 INITIATIVE PETITION (Not Open to Inspection) CLERK CL+.75 EC 17200, GC 6253.5 0725-30 REFERENDUM PETITION (Not Open to Inspection) CLERK CL+.75 EC 17200, GC 6253.5 0725-40 RECALL PETITION CLERK CL+.75 EC 17400, GC 6253.5 0730 FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS 0730-05 GENERAL INFORMATION CLERK CU+2 GC 34090 0730-25 CORRESPONDENCE (FPPC) CLERK E+7 GC 81009(e) 0730-40 CAMPAIGN STATEMENTS (Officials Elected) CLERK PE GC 81009(b) 0730-41 CAMPAIGN STATEMENTS (Officials Not Elected) CLERK E+7 GC 81009(b) 0730-45 CANDIDATES STATEMENTS OF INTENTION CLERK E+5 GC 81009(b) Page 22 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0730 FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS (CONTINUED) 0730-50 STATEMENTS OF ORGANIZATION (Filed) CLERK PE GC 81009(b) 0730-55 STATEMENTS OF TERMINATION (Filed) CLERK PE GC 81009(b) 0735 FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS 0735-05 GENERAL INFORMATION CLERK CU+2 GC 34090 0735-25 CORRESPONDENCE (FPPC) CLERK PE GC 81009(a) 0735-39 STATEMENTS OF ECONOMIC INTERESTS - CANDIDATES (Non-elected) CLERK E+5 GC 81009(b) 0735-40 STATEMENTS OF ECONOMIC INTERESTS (Elected Officials - Election related) CLERK PE GC 81009(c) 0735-41 STATEMENTS OF ECONOMIC INTERESTS (Boards & Commissions) CLERK CU+7 GC 81009(c) 0735-42 STATEMENTS OF ECONOMIC INTERESTS (Employees) CLERK CU+7 GC 81009(e) 0735-43 STATEMENTS OF ECONOMIC INTERESTS (Consultants) CLERK CU+7 GC 81009(e) 0735-50 LOCAL CONFLICT OF INTEREST CODE & AMENDED APPENDIX CLERK PE GC 81009(d) 0740 LEGAL OPERATIONS 0740-05 GENERAL INFORMATION CITY ATTORNEY CU+2 GC 34090 0740-07 CORRESPONDENCE/REQUESTS FOR LEGAL ADVICE CLERK, CITY ATTORNEY CU+10 GC 34090 0740-20 AFFIDAVITS OF PUBLICATION CLERK CU+4 CCP 343, CCP 349.4 0740-30 OATHS OF OFFICE - ELECTED OFFICIALS CLERK TE + 6 GC 34090, 29 USC 1113 0740-35 OATHS OF OFFICE - EMPLOYEES HR TE + 6 GC 34090,29 USC 1113 0740-50 LEGAL MEMOS & OPINIONS CITY ATTORNEY PE GC 34090, GC 6254, ADMIN DEC 0740-60 LEGAL PROCEDURES CITY ATTORNEY SU+2 GC 34090 0740-70 CARLSBAD MUNICIPAL CODE (CMC) CLERK PE V GC 34090 0740-71 MUNICIPAL CODE AMENDMENTS (MCA's) CLERK CU + 2 GC 34090 0740-75 ETHICS TRAINING CERTIFICATES CLERK CU+5 GC 53235.2(b) Page 23 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0745 CLAIMS/LITIGATION 0745-10 CLAIMS-BY THE CITY CITY ATTORNEY CL+5 V GC 34090 0745-20 CLAIMS AGAINST THE CITY CLERK, RISK, CITY ATTORNEY CL+5 V GC 34090 0745-30 SUBPOENAS (Other Than Case Files) CLERK, CITY ATTORNEY CL+5 V GC 34090 0745-40 COURT ORDERS (Other Than Case Files) CITY ATTORNEY CL+5 V GC 34090 0745-50 CIVIL CASE FILES CITY ATTORNEY CL+7 V GC 34090 0745-52 CIVIL CASE FILES (High Profile) CITY ATTORNEY PE V GC 34090 0745-60 CRIMINAL CASE FILES CITY ATTORNEY CL+7 V GC 34090 0745-70 ARBITRATION CASE FILES CITY ATTORNEY CL+7 V GC 34090 0745-80 AMICUS PARTICIPATION CITY ATTORNEY 5 GC 34090 0750 LEGISLATIVE - CITY COUNCIL 0750-06 CORRESPONDENCE - PETITIONS (Miscellaneous) CLERK CU+2 GC 34090 0750-07 PUBLIC COMMENT INFORMATION CLERK 5 GC 34090, GC 40801, ADMIN DEC 0750-10 MEETING AGENDAS & NOTICES CLERK CU+2 GC 34090 0750-20 MEETING MINUTES CLERK PE V GC 34090, GC 36814, GC 40801 0750-40 RESOLUTIONS CLERK PE V GC 34090, GC 40801 0750-50 ORDINANCES CLERK PE V GC 34090, GC 40806 0750-60 AGENDA BILLS CLERK PE V GC 34090 0753 LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD) 0753-10 MEETING AGENDAS & NOTICES CLERK CU+2 GC 34090 0753-20 MEETING MINUTES CLERK PE V GC 34090, GC 36814, GC 40801 0753-40 RESOLUTIONS CLERK PE GC 34090, GC 40801 0753-50 ORDINANCES CLERK PE GC 34090, GC 40806 0753-60 AGENDA BILLS CLERK PE V GC 34090 Page 24 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0755 LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION 0755-10 MEETING AGENDAS & NOTICES CLERK CU+2 GC 34090 0755-20 MEETING MINUTES CLERK PE V GC 34090, GC 36814, GC 40801 0755-40 RESOLUTIONS CLERK PE V GC 34090, GC 40801 0755-60 AGENDA BILLS CLERK PE V GC 34090 0757 LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC) 0757-10 MEETING AGENDAS & NOTICES CLERK CU+2 GC 34090 0757-20 MEETING MINUTES CLERK PE V GC 34090, GC 36814, GC 40801 0757-40 RESOLUTIONS CLERK PE V GC 34090, GC 40801 0757-60 AGENDA BILLS CLERK PE V GC 34090 0758 LEGISLATIVE - PUBLIC FINANCING AUTHORITY (PFA) 0758-10 MEETING AGENDAS & NOTICES CLERK CU+2 GC 34090 0758-20 MEETING MINUTES CLERK PE V GC 34090, GC 36814, GC 40801 0758-40 RESOLUTIONS CLERK PE V GC 34090(d), GC 40801 0758-60 AGENDA BILLS CLERK PE V GC 34090 0759 LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA) 0759-10 MEETING AGENDAS & NOTICES CLERK CU+2 GC 34090 0759-20 MEETING MINUTES CLERK PE V GC 34090, GC 36814, GC 40801 0759-40 RESOLUTIONS CLERK PE V GC 34090, GC 40801 0759-60 AGENDA BILLS CLERK PE V GC 34090 0770 REAL PROPERTY 0770-10 APPRAISALS/NEGOTIATIONS CLERK CL+2 GC 34090, GC 6254(b) 0770-20 ACQUISITIONS/MERGERS CLERK, PEM PE V GC 34090 0770-30 EMINENT DOMAIN CITY ATTORNEY PE V GC 34090 0770-35 CONDEMNATIONS CLERK, CITY ATTORNEY PE V GC 34090 0770-45 OFFERS OF DEDICATION CLERK PE V GC 34090 Page 25 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0770 REAL PROPERTY (CONTINUED) 0770-60 LIENS/RELEASES (Miscellaneous) CLERK, PEM PE V GC 34090 0770-70 PROPERTY INVENTORY (City Owned) FIN, PEM AU+4 GC 34090 0770-75 SPECIAL DOCUMENTS (Real Property) FIN PE GC 34090 0770-80 CMWD FIN PE GC 34090 0770-90 HOUSING & REDEVELOPMENT COMMISSION FIN PE GC 34090 0775 REAL PROPERTY - DEEDS/EASEMENTS 0775-10 EASEMENTS & DEEDS - CITY CLERK PE V GC 34090, GC 40801 0775-20 DEED RESTRICTIONS CLERK PE V GC 34090, GC 40801 0775-50 REAL PROPERTY, OTHER CLERK PE V GC 34090, GC 40801 0775-60 QUITCLAIMS CLERK PE V GC 34090, GC 40801 0775-80 EASEMENTS & DEEDS - MUNICIPAL WATER DISTRICT CLERK PE V GC 34090, GC 40801 0775-90 EASEMENTS & DEEDS - HOUSING & REDEVELOPMENT COMMISSION CLERK PE V GC 34090, GC 40801 0800SERI'^S- HUMANRf^l^ ^wmi^^^^^^K fll^HI^^HHH 0800 HUMAN RESOURCES/PERSONNEL ADMINISTRATION 0800-03 CORRESPONDENCE HR CU+2 GC 34090 0800-05 GENERAL INFORMATION HR CU+3 GC 34090 0800-35 EVALUATION PROGRAMS (Pay For Performance) HR V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0800-45 ORGANIZATIONAL CHARTS VARIOUS DEPARTMENTS SU+3 V GC 34090 0800-50 PERSONNEL POLICIES & PROCEDURES HR SU+3 V GC 34090, TITLE VII, EQUAL PAY ACT, FEHA, ADA, FLSA, FMLA, CRFA 0800-60 REPORTS & STUDIES HR CU+3 GC 34090 0800-65 TEMPORARY STAFF DATABASE HR CL+3 GC 34090, ADMIN DEC 0810 EMPLOYEE RECORDS 0810-05 GENERAL INFORMATION HR CU+3 GC 34090 Page 26 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0810 EMPLOYEE RECORDS 0810-07 IFAS - HUMAN RESOURCES MODULE DATABASE FIN, HR TE+10 GC 34090 0810-10 FINGERPRINTING HR 30 DAYS GC 34090, TITLE VII, EQUAL PAY ACT, FEHA 0810-15 PRE-EMPLOYMENT PHYSICALS HR CL+3 GC 34090, TITLE VII, ADA EQUAL PAY ACT, FEHA 0810-20 1-9 FORMS - IMMIGRATION HR TE+3 IMMIGRATION REFORM CONTROL ACT (IRCA) 0810-23 REQUESTS FOR LEAVE - MEDICAL HR CL+3 GC 34090, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0810-25 PART-TIME EMPLOYEES (Hourly) HR, POLICE TE+5 V GC 34090, TITLE VII, EQUAL PAY ACT, FEHA, ADA, FLSA 0810-40 3/4 TIME & FULL-TIME EMPLOYEES HR, POLICE TE+-10 V GC 34090, ADMIN DEC, EQUAL PAY ACT, TITLE VII, FEHA, ADA, PC 832.5, FLSA 0810-50 PERSONNEL EVALUATIONS (Police Only) POLICE 5 PC 832.5 0810-70 WORKERS COMPENSATION CLAIMS FILES HR, TRISTAR CU+5 8 CCR 10102 0810-80 WORKERS COMPENSATION AUTHORIZATIONS (To Use Personal Physician) HR SU+5 LC 4600, 5404, and 5410 0810-90 DEPARTMENT OF TRANSPORTATION (DOT) REPORTS HR PE 49 CFR SECTION 40.333 0810-95 SUPPLEMENTAL CRIMINAL HISTORY QUESTIONNAIRE (Employees & Instructors) RECREATION CU+3 GC 34090; PRC 5164 0820 CLASSIFICATIONS/QUALIFICATIONS 0820-05 GENERAL INFORMATION HR CU+5 GC 34090 0820-20 CLASSIFICATION SURVEYS HR CL+2 GC 34090, TITLE VII, EQUAL PAY ACT, FLSA, FEH A, ADA, 0820-30 CLASSIFICATION APPEALS & AUDITS HR CL+5 V GC 34090, TITLE VII, EQUAL PAY ACT, FLSA, FEH A, ADA, 0820-40 RECLASSIFICATIONS HR CL+5 GC 34090, TITLE VII, EQUAL PAY ACT, FLSA, FEH A, ADA, 0820-60 POLICIES & PROCEDURES HR SU+5 GC 34090 Page 27 OF 40 2012 Revised RRS - Owner: Records Management x2808 3z> CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0820 CLASSIFICATIONS/QUALIFICATIONS (CON TINUED) 0820-70 REPORTS & STUDIES HR SU+5 GC 34090, TITLE VII, EQUAL PAY ACT, FLSA,FEHA, ADA, 0830 SALARIES, WAGES AND BENEFITS 0830-05 GENERAL INFORMATION HR CU+6 GC 34090 0830-10 DEFERRED COMPENSATION HR PE V GC 34090 0830-15 LEAVE CONVERSIONS FIN CU+6 GC 34090, FMLA, CFRA, LC 1174 0830-20 HEALTH CARE BENEFITS HR CU+6 GC 34090, FMLA, CFRA 0830-23 FLEX SPENDING ACCOUNTS HR SU+2 GC 34090, FMLA, CFRA, LC 1174 0830-40 RETIREMENT PLAN (PERS) HR, FIN PE GC 34090 0830-60 UNEMPLOYMENT INSURANCE HR, FIN CL+4 GC 34090, UIC 1085, 22 CCR 1085-2 0830-65 DISABILITY INSURANCE HR, FIN CL+4 GC 34090 0830-77 COBRA - PAYMENTS FIN CL+6 GC 34090 0830-80 SALARIES (Classification & Compensation) HR PE GC 34UyU, AUMIN UbC EQUAL PAY ACT, TITLE VII, FFHA AHA Fl .^A FMI A 0830-90 REPORTS & STUDIES HR CU+6 GC 34090 0840 EMPLOYEE/LABOR RELATIONS 0840-05 GENERAL INFORMATION HR CU+3 GC 34090 0840-10 NEGOTIATION RECORDS HR PE GC 34090, TITLE VII, CRFA, EQUAL PAY ACT, FEHA, ADA, FLSA, FMLA 0840-15 LABOR - MANAGEMENT MINUTES, MEETINGS HR CL+3 GC 34090, TITLE VII, CRFA, EQUAL PAY ACT, FEHA, ADA, FLSA, FMLA 0840-30 MEMORANDA OF UNDERSTANDING CLERK, HR PE V GC 34090, TITLE VII, CRFA, EQUAL PAY ACT, FEHA, ADA, FLSA, FMLA 0840-50 GRIEVANCES - COMPLAINTS (Safety) HR, POLICE TE+5 GC 34090 0840-55 GRIEVANCES - COMPLAINTS (Non-Safety) HR TE+5 GC 34090 0850 RECRUITMENT/SELECTION 0850-05 GENERAL INFORMATION HR CU+3 GC 34090, TITLE VII, FEHA, ADA Page 28 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0850 RECRUITMENT/SELECTION (CONTINUED) 0850-07 APPLICANT TRACKING DATABASE HR PE GC 34090, ADMIN DEC 0850-10 AFFIRMATIVE ACTION - EQUAL EMPLOYMENT OPPORTUNITY (EEO) HR SU+3 GC 34090, TITLE VII, FEHA, ADA 0850-15 ADVERTISING/EMPLOYMENT ANNOUNCEMENTS HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-25 JOB APPLICATIONS/RESUMES HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-30 BACKGROUND INVESTIGATIONS (Applicants Selected) HR, POLICE TE+5 GC 12946 0850-31 BACKGROUND INVESTIGATIONS (Applicants Not Selected) HR, POLICE CL+3 GC 34090 0850-35 WRITTEN EXAMINATION RECORDS HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-40 ORAL EXAMINATION RECORDS HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-65 ELIGIBILITY LISTS HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-70 COMPLAINTS - INVESTIGATIONS (Hiring/Selection) HR CL+5 GC 34090, TITLE VII, FEHA, ADA, PC832.5(b) 0850-80 ASSESSMENT CENTERS, GENERAL HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0860 TRAINING & EMPLOYMENT PROGRAMS 0860-05 GENERAL INFORMATION HR CU+3 GC 34090 0860-20 EMPLOYEE DEVELOPMENT/TRAINING HR, VARIOUS DEPTS TE+5 GC 34090, TITLE VII, FEHA, ADA 0860-25 EMPLOYEE DEVELOPMENT/TRAINING (Safety) HR, POLICE TE+5 GC 34090, TITLE VII, FEHA, ADA, PC 832.5 0860-45 EDUCATIONAL TUITION REIMBURSEMENT PROGRAM HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0860-60 FTO / CTO TRAINING RECORDS POLICE CL + 5 GC 12946, GC 34090 0860-65 CANINE RECORDS (Destroy After Dog Retires or Canine Officer Resigns) POLICE TE+5 GC 12946, GC 34090 0860-70 TRAINING & TRAVEL REQUESTS FIN CL+5 GC 34090, TITLE VII, FEHA, ADA 0860-80 VOLUNTEER PROGRAMS CITY MANAGER, LIB CL+3 GC 34090, TITLE VII, FEHA, ADA Page 29 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0900 SEI UES - PUBLIC FACILITIES AND GROUNDS IH 0900 GENERAL ADMINISTRATION 0900-05 GENERAL INFORMATION PEM CU+2 GC 34090 0900-15 PUBLIC FACILITIES MAINTENANCE PEM CU+2 GC 34090 0900-40 FACILITIES USE APPLICATIONS P&R CU+2 GC 34090 0900-43 FACILITIES USE PERMITS/INSURANCE BINDERS P&R CL+2 GC 34090 0900-50 REGULATIONS PEM PE GC 34090, GC 40806 0900-60 POLICIES & PROCEDURES PEM SU+5 GC 34090 0900-65 REPORTS & STUDIES PEM CU+2 GC 34090 0900-75 FACILITIES WORK ORDER DATABASE (MAINTSTAR) PEM 20 GC 34090, ADMIN DEC 0900-76 HANSEN WORK ORDER DATABASE P&R, UTL, TRANS CL+10 GC 34090, ADMIN DEC 930 PARKS & OPEN SPACE 0930-05 GENERAL INFORMATION P&R CU+2 GC 34090 0930-06 PARK SITE INFORMATION P&R PE GC 34090, GC 4004, H&S 19850 0930-55 OPEN SPACE PLN PE GC 34090 0930-60 TRAILS SYSTEM P&R PE GC 34090 0930-85 MUNICIPAL GOLF COURSE P&R PE GC 34090, GC 4004, H&S 19850 0930-90 PLAYGROUND INSPECTIONS P&R 5 GC 34090 0930-99 PARK PLANNING P&R 2 GC 34090 940 cmr RESERVOIRS/PUMP STATIONS 0940-10 GENERAL INFORMATION UTL CU+2 GC 34090 0940-20 OPERATIONS - MAINTENANCE (Reservoirs, Etc.) UTL CU+2 GC 34090 0940-50 CONSTRUCTION - CIP (Reservoirs, Etc.) UTL PE GC 34090 0940-70 REPORTS & STUDIES UTL CL+2 GC 34090 Page 30 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1000 SEI IIES - PUBLIC WORKS/ENGINEERING 1000 ENGINEERING 1000-05 GENERAL INFORMATION CM&I, TRANS ENG, UTL CU+2 GC 34090 1000-15 MONUMENTS LDE, TRANS ENG PE GC 34090 1000-25 IMPROVEMENT, GRADING, & DRAINAGE PLANS LDE TRANS ENG, UTL PE GC 34090 1000-30 GRADING PERMITS CM&I, LDE, TRANS ENG PE GC 34090 1000-35 DRAINAGE BASIN REPORTS UTL, TRANS ENG PE GC 34090, GC 4003, GC 4004, H&S 19850 1000-37 DRAINAGE & EROSION UTL, TRANS ENG PE GC 34090 1000-40 STANDARDS (Engineering) LDE, TRANS ENG SU+10 GC 34090, ADMIN DEC 1000-45 ENGINEERING PLANS CM&I, UTL, TRANS ENG PE GC 34090 1000-47 RIGHT-OF-WAY PERMITS CM&I, TRANS, LDE PE 40 CFR 122.28 1000-50 SURVEY PROJECTS & MAPS LDE, TRANS ENG PE GC 34090 1000-55 POLICIES & PROCEDURES CM&I, LDE, UTL, TRANS ENG SU+2 GC 34090 1000-65 SOILS & HYDROLOGY AND STRUCTURAL REPORTS LDE, UTL, TRANS ENG PE GC 34090 1000-70 REPORTS & STUDIES, GENERAL UTL, TRANS ENG 20 GC 34090 1000-75 HAUL ROUTE/OVERSIZE LOAD PERMITS CM&I, LDE CL + 2 GC34090 1000-76 INSPECTION REQUESTS CM&I CL+2 GC 34090 1000-77 INSPECTION LOGS CM&I CL+2 GC 34090 1005 GEOGRAPHIC INFORMATION SYSTEMS (GIS) 1005-05 BASE MAPS GIS PE GC 34090, H&S 19850, GC 34090.7 1010 HIGHWAYS & THOROUGHFARES 1010-05 GENERAL INFORMATION TRAFFIC CU+2 GC 34090, ADMIN DEC 1010-20 STATE ROUTE 78 TRAFFIC PE GC 34090, ADMIN DEC 1010-25 INTERSTATE 5 TRAFFIC PE GC 34090, ADMIN DEC 1010-30 TRUCK ROUTES & ACCESS TRAFFIC SU+2 GC 34090, GC 4003, GC 4004 1010-40 REPORTS & STUDIES TRAFFIC 5 GC 34090, ADMIN DEC Page 31 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1020 BRIDGES 1020-05 GENERAL INFORMATION TRANS ENG CU+2 GC 34090 1020-20 PROJECT FILES TRANS ENG PE GC 34090 1020-30 BRIDGE INSPECTIONS TRANS ENG PE GC 34090 1020-40 BRIDGE SPECIFICATIONS TRANS ENG PE GC 34090 1020-50 OVERPASSES TRANS ENG PE GC 34090, GC 4003, GC 4004 1020-60 REPORTS & STUDIES TRANS ENG PE GC 34090, ADMIN DEC 1025 FLEET MAINTENANCE 1025-05 GENERAL INFORMATION PEM CU+2 GC 34090 1025-10 MAINTENANCE RECORDS/REPAIR ORDERS PEM CL+2 GC 34090 1025-30 VEHICLE FILES PEM TE+2 GC 34090 1025-40 FUEL MONITORING PEM CU+2 GC 34090 1025-45 FLEET WORK ORDER DATABASE (MAINTSTAR) PEM 20 GC 34090, ADMIN DEC 1025-50 POLICIES & PROCEDURES PEM CU+2 GC 34090 1025-60 REPORTS & STUDIES PEM CU+5 GC 34090 1025-70 REGULATIONS (Related to Site Compliance with Various Regulatory Federal, State, or Local Agencies) PEM PE GC 34090 1030 STREETS - ADMINISTRATION 1030-05 GENERAL INFORMATION STREETS CU+2 GC 34090 1030-10 CAPITAL PROJECTS STREETS PE GC 34090 1030-20 STREET ALIGNMENTS/WIDENING STREETS PE GC 34090 1030-50 POLICIES & PROCEDURES STREETS CU+10 GC 34090 1030-56 STANDARDS STREETS SU+10 GC 34090 1030-60 REPORTS & STUDIES STREETS CU+10 GC 34090 1035 STREETS - MAINTENANCE 1035-05 GENERAL INFORMATION STREETS CU+2 GC 34090 Page 32 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1035 STREETS - MAINTENANCE (CONTINUED) 1035-07 COMPLAINTS TRANS ENG CL+2 GC 34090 1035-10 MAINTENANCE/IMPROVEMENTS TRANS ENG CL+2 GC 34090 1035-13 PAVEMENT - OVERLAY TRANS ENG CL+2 GC 34090 1035-14 PAVEMENT MANAGEMENT DATABASE TRANS ENG PE GC 34090, ADMIN DEC 1035-15 DAILY WORK ORDERS & LOGS STREETS CU+5 GC 34090 1035-17 DAMAGE & INCIDENT REPORTS STREETS CL+5 GC 34090 1035-20 BIKE LANES TRANS ENG PE GC 34090 1035-23 CROSSWALKS TRANS ENG PE GC 34090 1035-25 HANDICAPPED RAMPS TRANS ENG PE GC 34090 1035-30 SIDEWALKS TRANS ENG PE GC 34090 1035-33 CURBS & GUTTERS TRANS ENG PE GC 34090 1035-35 STREET LIGHTS TRANS ENG PE GC 34090 1035-37 LIGHTING & LANDSCAPING DISTRICTS TRANS ENG TE+2 GC 34090, GC 4003, GC 4004 1035-39 MEDIANS & ISLANDS TRANS ENG PE GC 34090, GC 4003, GC 4004 1035-40 LANDSCAPING TRANS ENG CU+2 GC 34090, GC 4003, GC 4004 1035-45 TREE PLANTING, TRIMMING, OR REMOVAL PARKS (TREES) CU+5 GC 34090, GC 4003, GC 4004 1035-50 POLICIES & PROCEDURES TRANS ENG SU+5 GC 34090, GC 4003, GC 4004 1035-60 STREET CLOSURES CM&I PE GC 34090, GC 4003, GC 4004 1035-65 REPORTS & STUDIES TRANS ENG CU+5 GC 34090, GC 4003, GC 4004 1040 TRAFFIC ENGINEERING 1040-05 GENERAL INFORMATION TRAFFIC CU+5 GC 34090 1040-07 REQUESTS/COMPLAINTS TRAFFIC CL+5 GC 34090 1040-20 CIRCULATION TRAFFIC SU+5 GC 34090 1040-25 SPEED ZONING TRAFFIC SU+5 GC 34090 Page 33 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1040 TRAFFIC ENGINEERING (CONTINUED) 1040-27 TRAFFIC COUNTS (ADT) TRAFFIC SU+5 GC 34090 1040-30 PEDESTRIAN SAFETY TRAFFIC SU+5 GC 34090 1040-35 TRAFFIC SCHEDULES TRAFFIC SU+5 GC 34090 1040-40 TRAFFIC IMPACT FEES/MITIGATION TRAFFIC SU+5 GC 34090 1040-45 TRAFFIC WARRANTS TRAFFIC EX+5 GC 34090 1040-50 TRAFFIC SIGNS TRAFFIC EX+5 GC 34090 1040-55 SIGNAL PROJECTS TRAFFIC EX+5 GC 34090 1040-58 SIGNAL MAINTENANCE TRAFFIC PE V GC 34090 1040-60 TRAFFIC REGULATIONS TRAFFIC SU+5 GC 34090 1040-65 STATISTICS TRAFFIC CU+5 GC 34090 1040-70 REPORTS & STUDIES TRAFFIC CU+5 GC 34090 1040-80 TRAFFIC SURVEYS TRAFFIC SU+5 GC 34090 1050 PARKING 1050-05 GENERAL INFORMATION TRAFFIC CU+5 GC 34090 1050-40 PARKING FACILITIES, CITY PEM 5 GC 34090 1050-50 TEMPORARY CONTROLS TRAFFIC EX+5 GC 34090 1050-55 PARKING LOTS CLERK & TRANS ENG CU+5 GC 34090 1050-60 PARKING REGULATIONS CLERK & TRANS ENG PE GC 34090 1050-75 PARKING DISTRICTS TRAFFIC TE+5 GC 34090 1050-80 REPORTS & STUDIES TRAFFIC CU+5 GC 34090 1055 TRANSPORTATION 1055-05 GENERAL INFORMATION TRANS ENG CU+5 GC 34090 1055-10 VILLAGE TRANSIT STATION TRANS ENG PE GC 34090 1055-15 POINSETTIA TRANSIT STATION TRANS ENG PE GC 34090 Page 34 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1055 TRANSPORTATION (CONTINUED) 1055-20 AIR TRANSPORTATION TRANS ENG CU+5 GC 34090 1055-25 BUS TRANSPORTATION TRANS ENG CU+5 GC 34090 1055-28 LIGHT RAIL (Coaster) TRANS ENG CU+5 GC 34090 1055-30 RAILROADS TRANS ENG CU+5 GC 34090 1055-35 TAXI OPERATIONS TRANS ENG CU+5 GC 34090 1055-40 SHUTTLE SERVICES TRANS ENG CU+5 GC 34090 1055-50 TRANSPORTATION PLANNING TRAFFIC CU+5 GC 34090 1055-55 PEAK HOUR TRAFFIC MANAGEMENT TRAFFIC CU+5 GC 34090 1055-60 TRANSPORTATION DEVELOPMENT ACT (TDA) TRAFFIC CU+5 GC 34090 1055-61 FEDERAL AID URBAN (FAU) TRAFFIC CU+5 GC 34090 1055-62 STATE & LOCAL TRANSPORTATION PARTNERSHIP PROGRAM (SLTPP) TRAFFIC CU+5 GC 34090 1055-63 TRANSPORTATION IMPROVEMENT PROGRAM (TIP) TRAFFIC CU+5 GC 34090 1055-65 INTERMODAL SURFACE TRANSPORTATION EFFICIENCY ACT (ISTEA) TRAFFIC CU+5 GC 34090 1055-70 TRANSPORTATION PROGRAMS TRAFFIC CU+5 GC 34090 1055-75 TRANSPORTATION SURVEYS TRAFFIC CU+5 GC 34090 1055-80 REPORTS & STUDIES TRAFFIC CU+5 GC 34090 1055-85 REGULATIONS TRAFFIC CU+5 GC 34090 1055-90 REGIONAL TRANSPORTATION TRAFFIC CU+5 GC 34090 1060 PUBLIC WORKS - CAPITAL IMPROVEMENTS 1060-05 GENERAL INFORMATION UTL, TRANS ENG PE GC 34090 1060-10 CAPITAL PROJECTS (Public Works) UTL, TRANS ENG PE V GC 34090, GC 4004, H&S 19850 1060-30 REGULATIONS (Public Works) UTL, TRANS ENG PE GC 34090 1060-35 STANDARDS (Public Works) UTL, TRANS ENG PE GC 34090 1060-40 REPORTS & STUDIES UTL, TRANS ENG PE GC 34090 Page 35 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1065 SPECIAL IMPROVEMENT DISTRICTS 1065-10 GENERAL INFORMATION UTL CU+2 GC 34090 1065-20 MAINTENANCE DISTRICT FORMATION UTL PE GC 34090 1065-25 MAINTENANCE DISTRICT ANNEXATIONS UTL PE GC 34090 1065-40 UNDERGROUND UTILITY ASSESSMENT DISTRICTS (UUAD) CLERK & UTIL PE GC 34090 1070 SOLID WASTE MANAGEMENT 1070-10 GENERAL INFORMATION UTL CU+2 GC 34090 1070-30 REFUSE COLLECTION UTL CU+5 GC 34090 1070-40 FINANCIAL STUDIES & REPORTS (Trash) UTL CU+10 GC 34090 1070-50 HOUSEHOLD HAZARDOUS WASTE UTL SU+2 GC 34090 1070-60 RECYCLING PROGRAMS UTL SU+5 GC 34090 1070-70 MASTER PLANS UTL SU+2 GC 34090 1070-80 REGULATIONS UTL SU+2 GC 34090 1070-90 TRANSFER STATION UTL PE GC 34090 1100 ARTS 1100-05 GENERAL INFORMATION ARTS CU+2 GC 34090 1100-15 PERFORMING ARTS ARTS CL+2 GC 34090 1100-20 PUBLIC ART ARTS CL+2 GC 34090 1100-30 ACQUISITIONS / FUNDRAISING ARTS PE GC 34090 1100-40 ARTS & CULTURAL PROGRAMS ARTS SU+5 GC 34090 1100-50 VOLUNTEERS - ADVISORY GROUPS ARTS CU+5 GC 34090 1100-60 REPORTS & STUDIES ARTS CU+5 GC 34090 1120 LIBRARY SERVICES 1120-05 GENERAL INFORMATION LIB CU+2 GC 34090 1120-10 ADMINISTRATION LIB CU+2 GC 34090 Page 36 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1120 LIBRARY SERVICES (CONTINUED) 1120-18 FINES-LATE FEES LIB CL+5 GC 34090 1120-20 COLLECTION DEVELOPMENT PLAN LIB PE GC 34090 1120-23 MATERIALS SELECTION LIB SU+10 GC 34090, ADMIN DEC 1120-25 CALIFORNIA STATE LIBRARY LIB CU+10 GC 34090 1120-53 ADULT LEARNING SERVICE LIB CU+20 GC 34090 1120-56 MEDIA SERVICES LIB CU+20 GC 34090 1120-80 REPORTS & STUDIES LIB CU+10 GC 34090 1130 RECREATION 1130-05 GENERAL INFORMATION P&R CU+2 GC 34090 1130-07 REQUESTS - COMPLAINTS P&R CL+2 GC 34090 1130-15 INJURY - INCIDENT REPORTS P&R CL+2 GC 34090 1130-20 SPECIAL EVENTS (Including GRAD Niqht) P&R CL+2 GC 34090 1130-50 RECREATION CLASSES P&R CL+2 GC 34090 1130-53 DAY TRIPPERS SENIOR CENTER CL+2 GC 34090 1130-55 CLASS REGISTRATIONS P&R CL+2 GC 34090 1130-60 LAGOON PERMITS P&R CL+2 GC 34090 1130-61 BOAT PERMIT DATABASE P&R CU+2 GC 34090, ADMIN DEC 1130-65 SCHOLARSHIP APPLICATIONS P&R CU+2 GC 34090, ADMIN DEC 1130-80 REPORTS & STUDIES P&R CU+2 GC 34090 1200 SEI UES - ^^^^^^^^^^^^^^^^^^H^H^^^^^^^^^^^I 1200 WATER SERVICES/BILLING 1200-10 GENERAL INFORMATION UTL CU+2 GC 34090 1200-15 CORRESPONDENCE - CUSTOMER CONCERNS FIN, UTL CL+2 GC 34090 1200-23 METER READ REPORTS UTL CU+2 GC 34090 1200-25 WATER SYSTEM MAINTENANCE UTL CU+5 V GC 34090 Page 37 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1200 WATER SERVICES/BILLING 1200-35 CONNECTIONS FIN PE GC 34090 1200-40 POLICIES & PROCEDURES UTL 15 GC 34090 1200-43 SUSSEX WORK ORDER DATABASE - WATER UTL CL+10 GC 34090, ADMIN. DEC 1200-45 REGULATIONS UTL SU+15 GC 34090 1200-50 REPORTS & STUDIES UTL CU+5 GC 34090 1210 WATER RESOURCES 1210-10 GENERAL INFORMATION UTL CU+2 GC 34090 1210-20 CONSERVATION UTL CU+10 GC 34090 1210-25 WATER SOURCES (Supply) UTL CU+15 GC 34090 1210-30 WATER QUALITY UTL CU+15 GC 34090 1210-35 TEST REPORTS (Water) UTL CU+12 GC 34090; 40 CFR 141.33 1210-40 MASTER PLAN UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-45 DAMS UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-47 WATER LINES UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-50 CAPITAL PROJECTS CONSTRUCTION (Water) UTL PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-60 WATER RIGHTS UTL PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-65 WELLS UTL PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-70 WATER USAGE UTL PE GC 34090, GC 4003, GC 4004 1210-75 AGRICULTURAL WATER USE UTL PE GC 34090, GC 4003, GC 4004 1210-80 REPORTS & STUDIES UTL CU+5 GC 34090 1210-85 REGULATIONS UTL SU+15 GC 34090 Page 38 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1230 WASTEWATER MANAGEMENT 1230-05 GENERAL INFORMATION UTL CU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-10 MASTER PLAN (Waste Water) UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-15 CAPITAL CONSTRUCTION (Sewer Lines & Mains) UTL PE V GC 34090 1230-20 SEWER CONNECTIONS UTL PE GC 34090 1230-25 EMERGENCIES UTL PE GC 34090 1230-40 WASTE WATER DISCHARGE PERMITS UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-45 SLUDGE AND SOLIDS UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-50 OUTFALL UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-55 SEWER SYSTEMS MAINTENANCE UTL PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-65 SEWER PERMITS UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-70 TEST REPORTS UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-72 SPECIAL STUDIES/REPORTS UTL CL+5 GC 34090 1230-75 WASTEWATER SERVICE/INSTALLATION UTL CU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-80 WATER RECLAMATION UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-85 REGULATIONS UTL SU+5 GC 34090 1240 STORMWATER 1240-05 GENERAL INFORMATION PEM CU+3 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 Page 39 OF 40 2012 Revised RRS - Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1240 STORM WATER (CONTINUED) 1240-07 COMPLAINTS PEM CL+2 GC 34090 1240-10 MASTER PLANS UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1240-20 STORM DRAINS UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1240-40 REGULATIONS PEM & LDE SU+5 GC 34090 1240-50 REGULATORY REPORTS PEM & LDE SU+5 GC 34090 1240-60 POLICIES & PROCEDURES PEM SU+2 GC 34090 1240-70 NON-REGULATORY STUDIES PEM SU+3 GC 34090 1250 TELEPHONE & COMMUNICATIONS 1250-05 GENERAL INFORMATION IT CU+2 GC 34090 1250-10 RATES IT SU+2 GC 34090 1250-30 CITY PHONE SYSTEM MAINTENANCE IT CU+2 GC 34090 1250-40 REGULATIONS 4T SU+5 GC 34090 1250-50 REPORTS & STUDIES IT CU+5 GC 34090 1260 GAS & ELECTRICITY 1260-05 GENERAL INFORMATION UTL, TRANS ENG CU+5 GC 34090 1260-30 UNDERGROUNDING (Utility) TRANS ENG PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1260-40 PLANT FACILITIES (Utility) UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1260-60 REPORTS & STUDIES UTL, TRANS ENG CU+5 GC 34090 Page 40 OF 40 2012 Revised RRS - Owner: Records Management x2808 1^ CITY OF CARLSBAD Exhibit 2 FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0100 SERIES - ADMINISTRATION 0100 CITY COUNCIL ADMINISTRATION 0100-35 PRESS RELEASES CITY MANAGER/ COMMUNICATIONS CU+2 3 GC 34090 0300 SERIES - cmr BOARDS, COMMISSIONS, COMMITTEES 0365 TRAFFIC SAFETY COMMISSION 0365-40 MEETING AGENDAS & NOTICES TRANS TRAFFIC CU+2 GC 34090 0365-45 MEETING MINUTES TRANS TRAFFIC PE v GC 34090(e) 0365-70 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING AGENDAS TRANS TRAFFIC CU+2 GC 34090 0365-75 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING MINUTES TRANS TRAFFIC PE GC 34090 0370 UNDERGROUND UTILITY ADVISORY COMMITTEE 0370-40 MEETING AGENDAS & NOTICES TRANS UTL CU+2 GC 34090 0370-45 MEETING MINUTES TRANS UTL PE V GC 34090(e) 0500 SERIES - COMMUNITY DEVELOPMENT/PLANNING VRRRMP 0500 DEVELOPMENT/SUBDIVISIONS 0500-02 LOT SPLITS ENGINEERING LDE PE V GC 30490, Admin. Dec. 0500-11 SUBSTANTIAL CONFORMANCE EXHIBIT (SCE) LDE PE GC 34090, Admin. Dec. 0500-98 PERMITS PLUS DATABASE CED, CM&I, FIN, FIRE PREV, UTL, HNS, PEM PE GC 34090, Admin. Dec. 0510 LAND USE/ZONING 0510-70 SECOND DWELLING UNIT (SDU) LDE, GMUj PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0600 SERIES - HEALTH, SAFETY & WELFARE 0620 ENVIRONMENTAL PROTECTION 0620-05 GENERAL INFORMATION PLN, PEM GU SU+2 GC 34090 0620-35 COASTAL PROTECTION - BEACH EROSION - LAGOONS P&R PE GC 34090 0620-40 WETLANDS - FLOODPLAINS GUIDELINES PEMrPLN PE GC 34090 0620-50 REPORTS & STUDIES PEM PE GC 34090 OPFM <^PAPF ppiUI piM PE 1 L_ 1V1, 1 IL.I V PE nRTi fin TRAM 9 9Y«5TFM PE GC 3/1090 1 f^TAII-O O I O 1 ^Ivl PE 0620-60 POLICIES & PROCEDURES PEM SU+2 GC34090 Page 1 OF 7 2011 Revised RRS Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0620-65 HABITAT MANAGEMENT PLAN (HMP) - WILDLIFE CONSERVATION PEM, PLN, P&R PE SU+??? GC 34090 0620-70 REGULATIONS PEM VARIOUS PE SU+??? GC 34090 0630 FIRE PROTECTION/PREVENTION nfi?n 70 FIRF 9lIPPRF99inN/FXTIMnUI9HFP9 PEM P-E C^C '^/lOQO AHmin Hrr nr\L_ o^j^lAC-ooivjiN/i IINV?VJIOI ii_r\o PEM P-E 0*TU57U, rAUIIIIM. L/CU. 0670 POLICE SERVICES 0670-75 SPECIAL EVENTS PERMITS POLICE REC CL+2 GC 34090 0680 PUBLIC WELFARE 0680-20 AMERICANS WITH DISABILITIES (ADA) PEM RISK CL+5 GC 34090 0700 SERIES-LEGAL/LEGISLATIVE ^^^^^^^^^^^^^^^^^^ 0700 AGREEMENTS/CONTRACTS 0700-17 AGKciziViENTS - CONTRACTS (Other long term contracts not including Capital Improvements. All Agencies.) CLERK - PE V GC 34090; 4004; H&S 19850 0800 S^^^^^^^^SOURCES/PERSONNEL 0810 EMPLOYEE RECORDS 0810-50 PERSONNEL EVALUATIONS (POLICE ONLY) POLICE 5 PC 832.5 0900 SER] [ES - PUBLIC FACILITIES AND GROUNDS ^^^^^^^^^^^^^^^^^^^^^^^^l^^^^^^^^l 0900 GENERAL ADMINISTRATION Qg-]Q MUNICIPAL FACILITIES DQin (Tl nFMPRAi IMFORMATION pgiyi pgiyi 0910 10 MUNICIPAL FACILITIES pgiyi PE GC 3^1090, GC AOOA, H&S 930 PARKS & OPEN SPACE 0930-55 OPEN SPACE PLN PE GC 34090 0930-60 TRAILS SYSTEM P&R PE GC 34090 1000 SEIUES^««UCJMaRKS/£NGINEER«MMWBBBMWBil^^^^^^^^^M 1000 ENGINEERING 1000-05 GENERAL INFORMATION CM&I, TRANS ENG, UTL CU+2 GC 34090 1000-15 MONUMENTS LDE, TRANS ENG PE GC 34090 1000-25 IMPROVEMENT, GRADING, & DRAINAGE PLANS LDE, TRANS ENG, UTL PE GC 34090 1000-30 GRADING PERMITS CM&I, LDE, TRANS ENG PE GC 34090 1000-35 DRAINAGE BASIN REPORTS UTL, TRANS ENG PE GC 34090, GC 4003, GC 4004, H&S 19850 1000-37 DRAINAGE & EROSION UTL, TRANS ENG PE GC 34090 Page 2 OF 7 2011 Revised RRS Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1000-40 STANDARDS (Engineering) LDE, TRANS ENG SU+10 GC 34090 / Admin. Dec. 1000-45 ENGINEERING PLANS CM&I, UTL, TRANS ENG PE GC 34090 1000-50 SURVEY PROJECTS & MAPS LDE, TRANS ENG PE GC 34090 1000-55 POLICIES & PROCEDURES CM&I, LDE, UTL, TRANS ENG SU+2 GC 34090 1000-65 SOILS & HYDROLOGY AND STRUCTURAL REPORTS LDE, UTL, TRANS ENG PE GC34090 1000-70 REPORTS & STUDIES, GENERAL UTL, TRANS ENG 20 GC 34090 1000-75 HAUL ROUTE/OVERSIZE LOAD PERMITS TRANS, CM&I, LDE CL + 2 GC34090 1000-76 INSPECTION REQUESTS TRANS, CM&I CL+2 GC 34090 1000-77 INSPECTION LOGS TRANS, CM&I CL+2 GC 34090 1010 HIGHWAYS & THOROUGHFARES 1010-05 GENERAL INFORMATION TRANS TRAFFIC CU+2 GC 34090/Admin. Dec. 1010-20 STATE ROUTE 78 TRANS TRAFFIC PE GC 34090 / Admin. Dec. 1010-25 INTERSTATE 5 TRANS-TRAFFIC PE GC 34090 / Admin. Dec. 1010-30 TRUCK ROUTES & ACCESS TRANS-TRAFFIC SU+2 GC 34090, GC 4003, GC 4004 1010-40 REPORTS & STUDIES TRANS-TRAFFIC 5 GC 34090/Admin. Dec. 1020 BRIDGES 1020-05 GENERAL INFORMATION TRANS ENG CU+2 GC 34090 1020-20 PROJECT FILES TRANS ENG PE GC 34090 1020-30 BRIDGE INSPECTIONS TRANS ENG PE GC 34090 1020-40 BRIDGE SPECIFICATIONS TRANS ENG PE GC 34090 1020-50 OVERPASSES TRANS ENG PE GC 34090, GC 4003, GC 4004 1020-60 REPORTS & STUDIES TRANS ENG PE GC 34090/Admin. Dec. 1025 FLEET MAINTENANCE ICS ''0 VFHin F SPFriFirATIDMS 1025-70 REGULATIONS (RELATED TO SITE COMPLIANCE WITH VARIOUS REGULATORY FEDERAL, STATE OR LOCAL AGENCIES) PEM PE GC 34090 1030 STREETS - ADMINISTRATION 1030-05 GENERAL INFORMATION TRANS STREETS CU+2 GC 34090 1030-10 CAPITAL PROJECTS TRANS STREETS PE GC 34090 Page 3 OF 7 2011 Revised RRS Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1030-20 STREET ALIGNMENTS/WIDENING TRANS STREETS PE GC 34090 1030-50 POLICIES & PROCEDURES TRANS STREETS CU+10 GC 34090 1030-56 STANDARDS TRANS STREETS SU+10 GC 34090 1030-60 REPORTS & STUDIES TRANS STREETS CU+10 GC 34090 1035 STREETS - MAINTENANCE 1035-05 GENERAL INFORMATION TRANS STREETS CU+2 GC 34090 1035-07 COMPLAINTS TRANS ENG CL+2 GC 34090 1035-10 MAINTENANCE/IMPROVEMENTS TRANS ENG CL+2 GC 34090 1035-13 PAVEMENT - OVERLAY TRANS ENG CL+2 GC 34090 1035-14 PAVEMENT MANAGEMENT DATABASE TRANS ENG PE GC 34090, Admin. Dec. 1035-15 DAILY WORK ORDERS & LOGS TRANS STREETS CU+5 GC 34090 1035-17 DAMAGE & INCIDENT REPORTS TRANS STREETS CL+5 GC 34090 1035-20 BIKE LANES TRANS ENG PE GC 34090 1035-23 CROSSWALKS TRANS ENG PE GC 34090 1035-25 HANDICAPPED RAMPS TRANS ENG PE GC 34090 1035-30 SIDEWALKS TRANS ENG PE GC 34090 1035-33 CURBS & GUTTERS TRANS ENG PE GC 34090 1035-35 STREET LIGHTS TRANS ENG PE GC 34090 1035-37 LIGHTING & LANDSCAPING DISTRICTS TRANS ENG TE+2 GC 34090, GC 4003, GC 4004 1035-39 MEDIANS & ISLANDS TRANS ENG PE GC 34090, GC 4003, GC 4004 1035-40 LANDSCAPING TRANS ENG CU+2 GC 34090, GC 4003, GC 4004 1035-45 TREE PLANTING, TRIMMING, OR REMOVAL TRANS PARKS (TREES) CU+5 GC 34090, GC 4003, GC 4004 1035-50 POLICIES & PROCEDURES TRANS ENG SU+5 GC 34090, GC 4003, GC 4004 1035-60 STREET CLOSURES TRANS CM&I PE GC 34090, GC 4003, GC 4004 1035-65 REPORTS & STUDIES TRANS ENG CU+5 GC 34090, GC 4003, GC 4004 1040 TRAFFIC ENGINEERING 1040-05 GENERAL INFORMATION TRANS-TRAFFIC CU+5 GC 34090 Page 4 OF 7 2011 Revised RRS Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1040-07 REQUESTS/COMPLAINTS TRANS-TRAFFIC CL+5 GC 34090 1040-20 CIRCULATION TRANS TRAFFIC SU+5 GC 34090 1040-25 SPEED ZONING TRANS TRAFFIC SU+5 GC 34090 1040-27 TRAFFIC COUNTS (ADT) TRANS-TRAFFIC SU+5 GC 34090 1040-30 PEDESTRIAN SAFETY TRANS-TRAFFIC SU+5 GC 34090 1040-35 TRAFFIC SCHEDULES TRANS-TRAFFIC SU+5 GC 34090 1040-40 TRAFFIC IMPACT FEES/MITIGATION TRANS-TRAFFIC SU+5 GC 34090 1040-45 TRAFFIC WARRANTS TRANS-TRAFFIC EX+5 GC 34090 1040-50 TRAFFIC SIGNS TRANS-TRAFFIC EX+5 GC 34090 1040-55 SIGNAL PROJECTS TRANS-TRAFFIC EX+5 GC 34090 1040-58 SIGNAL MAINTENANCE TRANS-TRAFFIC PE V GC 34090 1040-60 REGULATIONS (Traffic) TRANS-TRAFFIC SU+5 GC 34090 1040-65 STATISTICS TRANS TRAFFIC CU+5 GC 34090 1040-70 REPORTS & STUDIES TRANS-TRAFFIC CU+5 GC 34090 1040-80 SURVEYS (Traffic) TRANS TRAFFIC SU+5 GC 34090 1050 PARKING 1050-05 GENERAL INFORMATION TRANS TRAFFIC CU+5 GC 34090 1050-40 PARKING FACILITIES, CITY TRANS PEM 5 GC 34090 1050-50 TEMPORARY CONTROLS TRANS-TRAFFIC EX+5 GC 34090 1050-55 PARKING LOTS CLERK & TRANS ENG CU+5 GC 34090 1050-60 PARKING REGULATIONS CLERK & TRANS ENG PE GC 34090 1050-75 PARKING DISTRICTS TRANS-TRAFFIC TE+5 GC 34090 1050-80 REPORTS & STUDIES TRANS-TRAFFIC CU+5 GC 34090 1055 TRANSPORTATION 1055-05 GENERAL INFORMATION TRANS ENG CU+5 GC 34090 1055-10 VILLAGE TRANSIT STATION TRANS ENG PE GC 34090 1055-15 POINSETTIA TRANSIT STATION TRANS ENG PE GC 34090 Page 5 OF 7 2011 Revised RRS Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1055-20 AIR TRANSPORTATION TRANS ENG CU+5 GC 34090 1055-25 BUS TRANSPORTATION TRANS ENG CU+5 GC 34090 1055-28 LIGHT RAIL (Coaster) TRANS ENG CU+5 GC 34090 1055-30 RAILROADS TRANS ENG CU+5 GC 34090 1055-35 TAXI OPERATIONS TRANS ENG CU+5 GC 34090 1055-40 SHUTTLE SERVICES TRANS ENG CU+5 GC 34090 1055-50 TRANSPORTATION PLANNING TRANS-TRAFFIC CU+5 GC 34090 1055-55 PEAK HOUR TRAFFIC MANAGEMENT TRANS-TRAFFIC CU+5 GC 34090 1055-60 TRANSPORTATION DEVELOPMENT ACT (TDA) TRANS-TRAFFIC CU+5 GC 34090 1055-61 FEDERAL AID URBAN (FAU) TRANS-TRAFFIC CU+5 GC 34090 1055-62 STATE & LOCAL TRANSPORTATION PARTNERSHIP PROGRAM (SLTPP) TRANS-TRAFFIC CU+5 GC 34090 1055-63 TRANSPORTATION IMPROVEMENT PROGRAM (TIP) TRANS TRAFFIC CU+5 GC 34090 1055-65 INTERMODAL SURFACE TRANSPORTATION EFFICIENCY ACT (ISTEA) TRANS-TRAFFIC CU+5 GC 34090 1055-70 TRANSPORTATION PROGRAMS TRANS-TRAFFIC CU+5 GC 34090 1055-75 TRANSPORTATION SURVEYS TRANS-TRAFFIC CU+5 GC 34090 1055-80 REPORTS & STUDIES TRANS-TRAFFIC CU+5 GC 34090 1055-85 REGULATIONS TRANS-TRAFFIC CU+5 GC 34090 1055-90 REGIONAL TRANSPORTATION TRANS TRAFFIC CU+5 GC 34090 1060 PUBLIC WORKS - CAPITAL IMPROVEMENTS 1060-05 GENERAL INFORMATION UTL, TRANS ENG PE GC 34090 1060-10 CAPITAL PROJECTS (Public Works) UTL, TRANS ENG PE V GC 34090, GC 4004, H&S 19850 1060-30 REGULATIONS (Public Works) UTL, TRANS ENG PE GC 34090 1060-35 STANDARDS (Public Works) UTL, TRANS ENG PE GC 34090 1060-40 REPORTS & STUDIES UTL, TRANS ENG PE GC 34090 1200 SER] :ES - UTILITIES JH 1240 STORM WATER 1240-05 GENERAL INFORMATION PEM CU+S3 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 Page 6 OF 7 2011 Revised RRS Owner: Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1240-07 COMPLAINTS PEM CL+2 1240-10 MASTER PLANS PEMUTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1240-20 STORM DRAINS PE ^10 CFR 1^1 33 H&S 19850 1240-20 STORM DRAINS PEM & UTL PE GC 4003, GC 4004 4 Oyin Qn PE '10 CFR 141.33, H&S 19850, 1 Z'iU-oU o I UKM WA I bK KKU 1 LU 1 lUN KKUGKAM PE GC '1003, GC 4004 1240-50 REGULATORY REPORTS & STUDIES PEM & LDE GLSU+5 GC 34090 1240-60 POLICIES & PROCEDURES PEM CU+2 GC34090 1240-70 NON REGULATORY STUDIES PEM SU+??? GC34090 1260 GAS & ELECTRICITY 1260-05 GENERAL INFORMATION UTL, TRANS ENG CU+5 GC 34090 1260-30 UNDERGROUNDING (Utility) TRANS ENG PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1260-60 REPORTS & STUDIES UTL, TRANS ENG CU+5 GC 34090 Page 7 OF 7 2011 Revised RRS Owner: Records Management x2808