HomeMy WebLinkAbout2003-02-18; City Council; 17082; Approval Records Management Program and Retention Schedule Update4 CITY OF CARLSBAD -AGENDA BILL I
AB# 17.0~
CITY MGR DEPT. Records UPDATE
PROGRAM AND RECORDS RETENTION SCHEDULE MTG- 2/18/(>3
TITLE:
APPROVAL OF CITYWIDE RECORDS MANAGEMENT
RECOMMENDED ACTION:
Adopt Resolution No. 2003-051 , approving revisions to the established Citywide Records
Management Program and Retention Schedule and authorizing continued program
implementation.
ITEM EXPLANATION:
Project Background:
On October 17, 2002, the City Council approved the establishment and implementation of a
Citywide Records Management Program. This program was prepared and established to:
Develop a strategy to effectively manage this responsibility.
0 Effectively manage records in city departments.
0 Adopt and implement a comprehensive citywide Records Management Program and
0 Establish and implement firm policies to control the proliferation of duplicate files
0 Support the Records Management Program by adhering to the approved Retention
Retention Plan.
throughout the City.
Schedule and purging existing files.
In accordance with these recommendations and city needs, the citywide Records
Management Program, Procedures and Retention Schedule was prepared and approved by
the City Council. The Program, in addition to providing a uniform filing system and retention
schedule, has provided procedures to be used citywide for managing records, for
systematic compliance audits, and for records destruction.
The scope of the Program includes the creation, receipt, maintenance and disposition of
City records; maintenance of the approved retention schedule; utilization of appropriate
technology to facilitate records and information storage and retrieval; and the establishment of procedures to carry out these functions. Program objectives which have been
implemented are:
0 Identification of City records to facilitate access to information required to conduct
0 Maintenance of City records for the duration of the approved retention period.
0 Provision of access to City records for operating, legal or public requirements.
0 Ensuring compliance with governmental regulations.
0 Reduction of records duplication and storage
0 Disposition of City records in accordance with the approved retention schedule.
City business and to provide appropriate access to the public.
PAGE 2 OF AGENDA BILL NO. 17,082
One of the major changes contained in the Records Management Program, was the
procedure which allows for administrative approval (City Attorney) for purging and
destruction of certain records. The procedure has been implemented, in accordance with
Program requirements, and has resulted in the controlled destruction of 65 boxes of
obsolete records. In addition, 124 boxes of unnecessary records have been approved and
are awaiting destruction, and another 420 boxes are being reviewed.
Also, in accordance with Program requirements, staff is required to periodically review the
the Program and present revisions to the City Council for approval. The Program has been
reviewed and revisions prepared to reflect changes in law and operational needs. In
addition, the Program has been revised to denote all “Vital” records. These revisions have
been reviewed and approved by the City Attorney’s Office.
Program Implementation :
Due to the magnitude of this project, staff has continued the following phased
implementation of the Records Management Program:
Phase 1 :
Phase 1 implementation began in January, 2001, and was comprised of staff training and
organization of day-forward records in the City ClerkWRecords Department, City Attorney’s
Office, City Manager’s Office, and City Council Office under the new system. Phase 1
compliance audits were conducted initially in June, 2001, and have been conducted
annually thereafter.
Phases 2 and 3:
Phase 2 and 3 implementation began in July, 2001 , and was comprised of staff training
and organization of day-forward records in the Planning, Engineering (Development),
Purchasing, and Maintenance & Operations (Administration) departments under the new
system. Phase 2 and 3 compliance audits were conducted initially in June, 2002, and will
be conducted annually thereafter.
Phase 4:
Phase 4 is currently in progress, and includes staff training and organization of day-forward
records in Finance, Human Resources, Fire Prevention and Administration, Recreation
Administration and Risk Management Departments. Initial compliance audits will be
conducted before the end of the fiscal year. Regular compliance audits will be conducted
annually thereafter. At completion of Phase 4, the Program will be implemented in
approximately 70% of city departments.
Future Phases:
This program will be ongoing, and will continue to be planned in phases, until the Records
Management Program has been implemented in all city departments.
FISCAL IMPACT:
The operating costs associated with the Records Management Program are contained in
the annual operating budget for the Records Management Department. Funds for
implementation of future phases have been submitted as part of annual goal budget
PAGE 3 OF AGENDA BILL NO. 17,082
process.
EXHIBITS:
1. Resolution No. 2003-051 approving a citywide Records Management Program and
2. Exhibit “A’ - Revised Records Retention Schedule.
Records Retention Schedule.
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RESOLUTION NO. 2003-051
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD
PROGRAM FOR THE CITY OF CARLSBAD
APPROVING REVISIONS TO THE ESTABLISHED RECORDS MANAGEMENT
The City Council of the City of Carlsbad does hereby resolve as follows:
WHEREAS, Sections 34090 and 34090.7 of the Government Code of the State of
California provide legal requirements relating to the retention and the disposition of municipal
records; and
WHEREAS, other codes, both state and federal, also provide legal requirements for
specific municipal records; and
WHEREAS, the establishment of the Records Management Program which includes a
Records Retention Schedule, a uniform filing system, and Guidelines and Procedures, has
provided a superior method of organizing, maintaining, and disposing of City records, in
accordance with the operational needs and legal requirements for the retention and disposition
of records;
NOW, THEREFORE, the City Council of the City of Carlsbad resolves as follows:
1. That the revised Records Management Program set forth in the attached Exhibit
“A”, is hereby adopted;
2. That the Records Management Department is hereby designated as the Custodian of
this program and, as such, shall be responsible for the safekeeping and implementation of the
program;
3. That the City Manager, City Attorney, and Records Manager are directed to
continue to review this program periodically and present any revisions to. the City Council for
procedure and schedule modification necessary to update the current information and ensure
efficient operation of the program.
PASSED and ADOPTED at a regular meeting of the Carlsbad City Council, held on the
18th day of
AYES: Council Members Lewis, Fi
NOES: None
ABSTAIN: None
(SEAL)
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0130-30 RECORDS INVENTORIES Records Management GC 34090 CU+2 CU+2
0130-35 MICROFICHE INDEX Records Management GC 34090 CU+2 CU+2
0130-40 STORED RECORDS INDEX Records Management GC 34090 CU+2 CU+2
0130-50 PUBLIC RECORDS REQUESTS City Clerk/Various GC 34090 CL+2 CL+2
0140 DOCUMENT MANAGEMENT SYSTEM
0140-05 GENERAL INFORMATION Records Management GC 34090 CU+2 CU+2
0140-10 POLICIES & PROCEDURES Records Management GC 34090 SU+5 SU+5
0140-15 DMS TRAINING INFORMATION/MATERIALS Records Management GC 34090 SU+2 SU+2
0150 INFORMATION SYSTEMS
0150-05 GENERAL INFORMATION Information Systems GC 34090 CU+2 CU+2
0150-15 POLICIES & PROCEDURES Information Systems GC 34090 SU+2 SU+2
0150-20 TRAINING INFORMATION/MATERIALS Information Systems GC 34090 SU+2 SU+2
0200 SERIES AGENCIES/ORGANIZATIONS
0200 LOCAL ORGANIZATIONS
0200-05 CHAMBER OF COMMERCE City Manager GC 34090 CU+2 CU+2
0200-10 CCVB (CARLSBAD CONVENTION & VISITORS BUREAU)City Manager GC 34090 CU+2 CU+2
0200-15 CEEC (CARLSBAD ECONOMIC ENHANCEMENT COUNCIL)City Manager GC 34090 CU+2 CU+2
0200-20 ARTS ASSOCIATES City Manager GC 34090 CU+2 CU+2
0200-25 FRIENDS OF THE LIBRARY Library GC 34090 CU+2 CU+2
0200-30 CABLE TELEVISION FOUNDATION City Manager GC 34090 CU+2 CU+2
0200-40 CARLSBAD BOYS & GIRLS CLUB Various GC 34090 CU+2 CU+2
0200-50 NON-PROFIT ORGANIZATIONS (GENERAL)City Manager GC 34090 CU+2 CU+2
0210 EMPLOYEE ORGANIZATIONS
0210-05 CCEA (CARLSBAD CITY EMPLOYEES ASSOCIATION)Human Resources GC 34090 PE PE
0210-10 CFA (CARLSBAD FIRE ASSOCIATION)Human Resources GC 34090 PE PE
0210-15 CPOA (CARLSBAD POLICE OFFICERS ASSOCIATION)Human Resources GC 34090 PE PE
0220 OTHER ORGANIZATIONS
0220-05 LEAGUE OF CALIFORNIA CITIES City Manager GC 34090 CU+2 CU+2
0220-10 NATIONAL LEAGUE OF CITIES City Manager GC 34090 CU+2 CU+2
0220-15 SERRA COOPERATIVE LIBRARY SYSTEM Library GC 34090 CU+2 CU+2
0230 GOVERNMENT/REGULATORY AGENCIES (Selected)
0230-05 CITIES, OTHER Various GC 34090 CU+5 CU+5
0230-06 AIR POLLUTION CONTROL DISTRICT Various GC 34090 CU+5 CU+5
0230-10 SAN DIEGO COUNTY, GOVT.Various GC 34090 CU+5 CU+5
0230-12 CALIFORNIA COASTAL COMMISSION Various GC 34090 CU+5 CU+5
0230-15 CALTRANS Various GC 34090/Admin.Dec.CU+5 CU+5
0230-20 GRAND JURY, COUNTY Various GC 34090 CU+5 CU+5
0230-25 LAFCO (LOCAL AGENCY FORMATION COMMISSION)Various GC 34090 CU+5 CU+5
0230-30 SANDAG (SAN DIEGO ASSOCIATION OF GOVERNMENTS)Various GC 34090 CU+5 CU+5
0230-40 NCTD (NORTH COUNTY TRANSIT DISTRICT)Various GC 34090 CU+5 CU+5
0230-50 ENCINA WATER POLLUTION CONTROL FACILITY (EWPCF)Various GC 34090 CU+5 CU+5
0230-52 LEUCADIA COUNTY WATER DISTRICT Various GC 34090 CU+5 CU+5
0230-55 METROPOLITAN WATER DISTRICT (MWD)Various GC 34090 CU+5 CU+5
0230-57 SAN DIEGO COUNTY WATER AUTHORITY Various GC 34090 CU+5 CU+5
0230-59 VALLECITOS WATER DISTRICT Various GC 34090 CU+5 CU+5
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
2 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0230-60 ABC (ALCOHOLIC BEVERAGE CONTROL, STATE)Various GC 34090 CU+5 CU+5
0230-70 PUC (PUBLIC UTILITIES COMMISSION)Various GC 34090 CU+5 CU+5
0230-80 STATE AGENCIES, GENERAL Various GC 34090 CU+5 CU+5
0230-85 F.E.M.A. (FEDERAL EMERGENCY MANAGEMENT AGENCY)Various GC 34090 CU+5 CU+5
0230-90 FEDERAL AGENCIES Various GC 34090 CU+5 CU+5
0240 SCHOOL DISTRICTS (Education)
0240-10 CARLSBAD UNIFIED City Clerk GC 34090/Admin. Dec. 2 2
0240-20 ENCINITAS UNION City Clerk GC 34090/Admin. Dec.2 2
0240-30 SAN DIEGUITO UNION City Clerk GC 34090/Admin. Dec.2 2
0240-40 SAN MARCOS UNIFIED City Clerk GC 34090 / Admin. Dec.2 2
0240-50 COLLEGES, STATE Various GC 34090/Admin. Dec.2 2
0300 SERIES CITY BOARDS, COMMISSIONS, COMMITTEES
0300 CITY BOARDS, COMMISSIONS, COMMITTEES
0300-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2
0300-10 BROCHURES/APPLICATION FORMS City Clerk GC 34090 CU+2 CU+2
0300-20 LIST OF VACANCIES (ANNUAL)City Clerk GC 34090 CU+2 CU+2
0300-30 APPOINTEES, LIST OF City Clerk GC 34090 CU+2 CU+2
0305 AD HOC BOARDS, COMMISSIONS, COMMITTEES
0305-05 GENERAL INFORMATION Various GC 34090 CU+2 CU+2
0305-40 AGENDAS, MEETING Various GC 34090 CU+2 CU+2
0305-50 MINUTES, MEETING Various GC 34090 CU+2 CU+2
0305-50 NOTICES, MEETNG Various GC 34090 CU+2 CU+2
0310 ARTS COMMISSION
0310-05 GENERAL INFORMATION Arts GC 34090 CU+2 CU+2
0310-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5
0310-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2
0310-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2
0310-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2
0310-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2
0310-40 AGENDAS, MEETING Arts GC 34090 V CU+2 CU+2
0310-45 MINUTES, MEETING Arts GC 34090(e)V PE PE
0310-50 NOTICES, MEETING Arts GC 34090.7 CU+2 CU+2
0310-55 RESOLUTIONS Arts GC 34090(e)V PE PE
0310-60 STAFF REPORTS/PACKETS Arts GC 34090 /Admin. Dec.V PE PE
0310-65 POLICIES & PROCEDURES Arts GC 34090 SU+5 SU+5
0315 BEACH EROSION COMMITTEE
0315-05 GENERAL INFORMATION Engineering GC 34090 CU+2 CU+2
0315-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5
0315-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2
0315-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2
0315-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2
0315-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
3 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0315-40 AGENDAS, MEETING Engineering GC 34090 V CU+2 CU+2
0315-45 MINUTES, MEETING Engineering GC 34090(e)V PE PE
0315-50 NOTICES, MEETING Engineering GC 34090.7 CU+2 CU+2
0315-55 RESOLUTIONS Engineering GC 34090(e)V PE PE
0315-60 STAFF REPORTS/PACKETS Engineering GC 34090/Admin. Dec.V PE PE
0315-65 POLICIES & PROCEDURES Engineering GC 34090 SU+5 SU+5
0320 DESIGN REVIEW BOARD
0320-05 GENERAL INFORMATION Housing &
Redevelopment GC 34090 CU+2 CU+2
0320-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5
0320-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2
0320-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CL+2 CL+2
0320-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2
0320-35 NOTICES OF VACANCY City Clerk GC 34090 CU+2 CU+2
0320-40 AGENDAS, MEETING Housing &
Redevelopment GC 34090 V CU+2 CU+2
0320-45 MINUTES, MEETING Housing &
Redevelopment GC 34090(e)V PE PE
0320-50 NOTICES, MEETING Housing &
Redevelopment GC 34090.7 CU+2 CU+2
0320-55 RESOLUTIONS Housing &
Redevelopment GC 34090(e)V PE PE
0320-60 STAFF REPORTS/PACKETS Housing &
Redevelopment GC 34090/Admin. Dec.V PE PE
0320-65 POLICIES & PROCEDURES Housing &
Redevelopment GC34090, GC 40801 SU+5 SU+5
0325 HISTORIC PRESERVATION COMMISSION
0325-05 GENERAL INFORMATION Library GC 34090 CU+2 CU+2
0325-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5
0325-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2
0325-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2
0325-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2
0325-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2
0325-40 AGENDAS, MEETING Library GC 34090 V CU+2 CU+2
0325-45 MINUTES, MEETING Library GC 34090(e)V PE PE
0325-50 NOTICES, MEETING Library GC 34090.7 CU+2 CU+2
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
4 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0325-55 RESOLUTIONS Library GC 34090(e)V PE PE
0325-60 STAFF REPORTS/PACKETS Library GC 34090/Admin. Dec.V PE PE
0325-65 POLICIES & PROCEDURES Library GC 34090 SU+5 SU+5
0330 HOUSING COMMISSION
0330-05 GENERAL INFORMATION Housing &
Redevelopment GC 34090 CU+2 CU+2
0330-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5
0330-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2
0330-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2
0330-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2
0330-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2
0330-40 AGENDAS, MEETING Housing &
Redevelopment GC 34090 V CU+2 CU+2
0330-45 MINUTES, MEETING Housing &
Redevelopment GC 34090(e)V PE PE
0330-50 NOTICES, MEETING Housing &
Redevelopment GC 34090.7 CU+2 CU+2
0330-55 RESOLUTIONS Housing &
Redevelopment GC 34090(e)V PE PE
0330-60 STAFF REPORTS/PACKETS Housing &
Redevelopment GC 34090/Admin. Dec.V PE PE
0330-65 POLICIES & PROCEDURES Housing &
Redevelopment GC34090 SU+5 SU+5
0335 LIBRARY BOARD
0335-05 GENERAL INFORMATION Library GC 34090 CU+2 CU+2
0335-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5
0335-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2
0335-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2
0335-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2
0335-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2
0335-40 AGENDAS, MEETING Library GC 34090 V CU+2 CU+2
0335-45 MINUTES, MEETING Library GC 34090(e)V PE PE
0335-50 NOTICES, MEETING Library GC 34090.7 CU+2 CU+2
0335-55 RESOLUTIONS Library GC 34090(e)V PE PE
0335-60 STAFF REPORTS/PACKETS Library GC 34090/Admin. Dec.V PE PE
0335-65 POLICIES & PROCEDURES Library GC 34090 SU+5 SU+5
0340 PARKS & RECREATION COMMISSION
0340-05 GENERAL INFORMATION Parks & Recreation GC 34090 CU+2 CU+2
0340-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5
0340-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2
0340-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
5 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0340-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2
0340-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2
0340-40 AGENDAS, MEETING Parks & Recreation GC 34090 V CU+2 CU+2
0340-45 MINUTES, MEETING Parks & Recreation GC 34090(e)V PE PE
0340-50 NOTICES, MEETING Parks & Recreation GC 34090.7 CU+2 CU+2
0340-55 RESOLUTIONS Parks & Recreation GC 34090(e)V PE PE
0340-60 STAFF REPORTS/PACKETS Parks & Recreation GC 34090/Admin. Dec.V PE PE
0340-65 POLICIES & PROCEDURES Parks & Recreation GC 34090 SU+5 SU+5
0345 PERSONNEL BOARD
0345-05 GENERAL INFORMATION Human Resources GC 34090 CU+2 CU+2
0345-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5
0345-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2
0345-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2
0345-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2
0345-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CU+2
0345-40 AGENDAS, MEETING Human Resources GC 34090 V CU+2 CL+2
0345-45 MINUTES, MEETING Human Resources GC 34090(e)V PE PE
0345-50 NOTICES, MEETING Human Resources GC 34090.7 CU+2 CU+2
0345-55 RESOLUTIONS Human Resources GC 34090(e)V PE PE
0345-60 STAFF REPORTS/PACKETS Human Resources GC 34090/Admin. Dec.V PE PE
0345-65 POLICIES & PROCEDURES Human Resources GC 34090 SU+5 SU+5
0350 PLANNING COMMISSION
0350-05 GENERAL INFORMATION Planning GC 34090 CU+2 CU+2
0350-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5
0350-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2
0350-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2
0350-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2
0350-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2
0350-40 AGENDAS, MEETING Planning GC 34090 V CU+2 CU+2
0350-45 MINUTES, MEETING Planning GC 34090(e)V PE PE
0350-50 NOTICES, MEETING Planning GC 34090.7 CU+2 CU+2
0350-55 RESOLUTIONS Planning GC 34090(e)V PE PE
0350-60 STAFF REPORTS/PACKETS Planning GC 34090 / Admin. Dec.V PE PE
0350-65 POLICIES & PROCEDURES Planning GC 34090 SU+5 SU+5
0355 SENIOR COMMISSION
0355-05 GENERAL INFORMATION Seniors GC 34090 CU+2 CU+2
0355-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5
0355-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2
0355-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2
0355-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2
0355-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2
0355-40 AGENDAS, MEETING Seniors GC 34090 V CU+2 CU+2
0355-45 MINUTES, MEETINGS Seniors GC 34090(e)V PE PE
0355-50 NOTICES, MEETING Seniors GC34090.7 CU+2 CU+2
0355-55 RESOLUTIONS Seniors GC34090(e)V PE PE
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
6 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0355-60 STAFF REPORTS/PACKETS Seniors GC 34090 / Admin. Dec.V PE PE
0355-65 POLICIES & PROCEDURES Seniors GC 34090 SU+5 SU+5
0360 SISTER CITY COMMITTEE
0360-05 GENERAL INFORMATION Arts GC 34090 CU+2 CU+2
0360-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5
0360-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2
0360-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2
0360-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2
0360-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2
0360-40 AGENDAS, MEETING Arts GC 34090 V CU+2 CU+2
0360-45 MINUTES, MEETING Arts GC 34090(e)V PE PE
0360-50 NOTICES, MEETING Arts GC 34090.7 CU+2 CU+2
0360-55 RESOLUTIONS Arts GC 34090(e)V PE PE
0360-60 STAFF REPORTS/PACKETS Arts GC 34090 / Admin. Dec.V PE PE
0360-65 POLICIES & PROCEDURES Arts GC 34090 SU+5 SU+5
0365 TRAFFIC SAFETY COMMISSION
0365-05 GENERAL INFORMATION Engineering GC 34090 CU+2 CU+2
0365-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5
0365-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2
0365-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2
0365-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2
0365-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2
0365-40 AGENDAS, MEETING Engineering GC 34090 V CU+2 CU+2
0365-45 MINUTES, MEETING Engineering GC 34090(e)V PE PE
0365-50 NOTICES, MEETING Engineering GC 34090.7 CU+2 CU+2
0365-55 RESOLUTIONS Engineering GC 34090(e)V PE PE
0365-60 STAFF REPORTS/PACKETS Engineering GC 34090 / Admin. Dec.V PE PE
0365-65 POLICIES & PROCEDURES Engineering GC 34090 SU+5 SU+5
0370 UNDERGROUND UTILITY ADVISORY COMMITTEE
0370-05 GENERAL INFORMATION Engineering GC 34090 CU+2 CU+2
0370-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5
0370-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2
0370-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2
0370-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2
0370-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2
0370-40 AGENDAS, MEETING Engineering GC 34090 V CU+2 CU+2
0370-45 MINUTES, MEETING Engineering GC 34090(e)V PE PE
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
7 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0370-50 NOTICES, MEETING Engineering GC34090.7 CU+2 CU+2
0370-55 RESOLUTIONS Engineering GC34090(e)V PE PE
0370-60 STAFF REPORTS/PACKETS Engineering GC 34090/Admin. Dec.V PE PE
0370-65 POLICIES & PROCEDURES Engineering GC 34090 SU+5 SU+5
0400 SERIES FISCAL/FINANCIAL SERVICES
0400 FISCAL/FINANCIAL SERVICES
0400-05 GENERAL INFORMATION Finance GC 34090 CU+2 CU+2
0400-10 CHART OF ACCOUNTS Finance GC 34090 CU+2 CU+2
0400-15 ACCOUNTS PAYABLE Finance GC 34090 V AU +4 AU +4
0400-20 PETTY CASH Finance GC 34090 AU +4 AU +4
0400-30 FIXED ASSETS Finance GC 34090, 26 CFR 301 65-1(f)V AU +4 AU +4
0400-40 CHECK/AP REGISTERS Finance GC 26907 PE PE
0400-50 FUND TRANSFERS Finance GC 34090 AU+4 AU+4
0400-60 GENERAL LEDGERS Finance GC 34090, CCP 337 V PE PE
0400-70 JOURNAL VOUCHERS/ENTRIES Finance GC 34090, CCP 337 AU +4 AU +4
0400-75 REFUNDS, REQUESTS FOR (EXTERNAL) - REFUNDS Finance GC 34090 2 2
0400-77 IFAS INSTRUCTIONS/MANUALS Finance GC 34090 CU+2 CU+2
0400-80 IFAS BATCHES/BUDGET CHANGES Finance GC 34090 CU+7 CU+7
0400-81 IFAS REPORTS Finance GC 34090 CU+7 CU+7
0400-85 HAND TYPED CHECKS Finance GC 34090/Admin. Dec.AU + 5 AU + 5
0400-90 ACCOUNTING REPORTS Finance GC 34090/Admin. Dec.AU + 4 AU + 4
0400-95 ANNUAL REPORTS (Financial)Finance GC 34090.7 AU+7 AU+7
0400-97 POLICIES & PROCEDURES Finance GC 34090(d)CU+2 CU+2
0400-99 REFUNDS Finance GC 34090/Admin. Dec.AU +4 AU +4
0410 AUDITS, FINANCIAL
0410-05 GENERAL INFORMATION Finance GC 34090 CU+2 CU+2
0410-10 AUDIT REPORTS, INTERNAL Finance GC 34090/Admin. Dec.PE PE
0410-20 AUDIT REPORTS, EXTERNAL Finance GC 34090/Admin. Dec.PE PE
0410-30 AUDIT PROPOSALS Finance GC 34090/Admin. Dec.PE PE
0410-35 ANNUAL AUDITS, CITY Finance GC 34090/Admin. Dec.PE PE
0410-40 ANNUAL AUDITS, REDEVELOPMENT Finance GC 34090/Admin. Dec.PE PE
0410-45 ANNUAL AUDITS, WATER DISTRICT Finance GC 34090 Admin. Dec.PE PE
0410-50 ANNUAL AUDITS, PUBLIC IMPROVEMENT Finance GC 34090 Admin. Dec.PE PE
0410-55 ANNUAL AUDITS, INDUSTRIAL DEVELOPMENT Finance GC 34090/Admin. Dec.PE PE
0420 BANKING
0420-05 GENERAL INFORMATION Finance/Treasurer GC 34090 CU+2 CU+2
0420-10 BANK SIGNATURE CARDS Finance/Treasurer GC 34090 SU+2 SU+2
0420-15 BANK DEPOSIT CORRESPONDENCE Finance/Treasurer GC 34090, CCP 337 4 4
0420-17 CUSTODIAL STATEMENTS Finance/Treasurer GC 34090, 26 CFR 1.6001-1 AU+5 AU+5
0420-20 BANK STATEMENTS Finance/Treasurer GC 34090, 26 CFR 1.6001-1 AU+5 AU+5
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
8 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0420-23 CHECKS/WARRANTS Finance/Treasurer GC 34090, CCP 337 AU+5 AU+5
0420-25 CHECKS/CANCELED Finance/Treasurer GC 34090, CCP 337 AU+5 AU+5
0420-30 RETURNED CHECKS Finance/Treasurer GC 34090, CCP 337 AU+5 AU+5
0420-33 UNCLAIMED CHECKS Finance/Treasurer GC 34090, CCP 337 AU+5 AU+5
0420-35 STOP PAYMENTS Finance/Treasurer GC 34090, CCP 337 AU+5 AU+5
0420-40 DEPOSIT SLIPS Finance/Treasurer GC 34090, CCP 337 4 4
0420-45 DEBIT/CREDIT MEMOS Finance/Treasurer GC 34090, CCP 337 5 5
0420-46 WIRE TRANSFERS Finance/Treasurer GC 34090, CCP 337 5 5
0420-50 DAILY BALANCE WORKSHEETS Finance/Treasurer GC 34090, 26 CFR 1.6001-1 AU+5 AU+5
0420-55 MONTHLY RECONCILIATION REPORTS Finance/Treasurer GC 34090, 26 CFR 1.6001-1 AU+5 AU+5
0420-60 POLICIES & PROCEDURES Finance/Treasurer GC 34090(d)/Admin. Dec.SU+5 SU+5
0420-65 REPORTS & STUDIES Finance/Treasurer GC 34090 CU+2 CU+2
0430 BUDGET
0430-05 GENERAL INFORMATION Finance GC 34090 CU+2 CU+2
0430-10 BUDGET, DEPARTMENT All Depts.GC 34090 CU+2 CU+2
0430-20 OPERATING BUDGET, CITY (ADOPTED)City Clerk GC 34090/Admin. Dec.V PE PE
0430-30 CAPITAL BUDGET, CITY (ADOPTED)City Clerk GC 34090/Admin. Dec.V PE PE
0430-35 FINANCIAL REPORTS, BUDGET RELATED Finance GC 34090 CU+2 CU+2
0430-37 FINANCIAL MASTER PLAN Finance GC 34090 SU+2 SU+2
0430-40 REVENUE ESTIMATES Finance GC 34090 CU+2 CU+2
0430-45 REVENUE SHARING Finance GC 34090 CU+2 CU+2
0430-50 POLICIES & PROCEDURES Finance GC 34090(d)/Admin. Dec.SU+5 SU+5
0430-70 PUBLIC IMPROVEMENT CORPORATION BUDGET (Yellow)City Clerk GC 34090(d)/Admin. Dec.PE PE
0430-80 REDEVELOPMENT AGENCY BUDGET (Green)City Clerk GC 34090(d)/Admin. Dec.PE PE
0430-90 WATER DISTRICT BUDGET (Pink)City Clerk GC 34090(d)/Admin. Dec.PE PE
0430-95 INDUSTRIAL DEVELOPMENT AUTHORITY BUDGET (Gold)City Clerk GC 34090(d)/Admin. Dec.PE PE
0430-96 PUBLIC FINANCING AUTHORITY BUDGET City Clerk GC 34090 PE PE
0440 BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS
0440-05 GENERAL INFORMATION Finance CCP 337.5 CL+10 CL+10
0440-10 PAYING/FISCAL AGENT Finance GC 34090 PE PE
0440-15 MORTGAGE REVENUE BONDS, SINGLE FAMILY Finance/City
Clerk/Housing & Red.GC 34090, CCP 337.5/Admin.Dec.V PE PE
0440-16 MORTGAGE REVENUE BONDS, MULTI FAMILY Finance/City
Clerk/Housing & Red.GC 34090, CCP 337.5/Admin.Dec.V PE PE
0440-20 ASSESSMENT DISTRICTS, 1911 Finance/City Clerk/PW GC 34090/Admin.Dec.V PE PE
0440-25 ASSESSMENT DISTRICTS, 1915 Finance/City Clerk/PW GC 34090/Admin.Dec.V PE PE
0440-30 GENERAL OBLIGATION BONDS Finance/City Clerk GC 34090/Admin. Dec.V PE PE
0440-35 REVENUE BONDS, OTHER Finance GC 34090/Admin.Dec.V PE PE
0440-40 CERTIFICATES OF PARTICIPATION Finance/City Clerk GC 34090/Admin.Dec.V PE PE
0440-45 COMMUNITY FACILITIES DISTRICTS (MELLO ROOS) Finance/City Clerk/PW GC 34090/Admin.Dec.V PE PE
0440-47 COMMUNITY FACILITIES DISTRICTS BOUNDARY MAPS Finance/City Clerk/PW GC 34090/Admin.Dec.V PE PE
0440-50 TAX ALLOCATION BONDS Finance/City Clerk/PW GC 34090/Admin.Dec.V PE PE
0440-55 WATER DISTRICT BONDS (Pink)Finance/City Clerk/PW GC 34090/Admin.Dec.V PE PE
0450 PAYROLL
0450-10 PAYROLL RECORDS/TIME CARDS Finance GC 34090, 29 CFR 516.2 V AU+6 AU+6
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
9 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0450-12 OVERTIME RECORDS Finance GC 34090, 29 CFR 516.2 V AU+6 AU+6
0450-13 COMP TIME RECORDS Finance GC 34090, 29 CFR 516.2 V AU+6 AU+6
0450-15 DEDUCTION RECORDS Human Resources GC 34090, 29 CFR 516.2 V TE+3 TE+3
0450-20 PAYROLL/PAYCHECK REGISTERS Finance GC 34090, 37207 PE PE
0450-23 PAYROLL REPORTS Finance GC 34090, 29 CFR 516.2 AU+6 AU+6
0450-25 LEAVE BALANCE SUMMARIES Finance GC 34090, 29 CFR 516.2 AU+6 AU+6
0450-26 W-2 Finance GC 34090, 29 CFR 516.2 PE PE
0450-30 EXPENSE REPORTS Finance GC 34090/Admin Ded.AU+6 AU+6
0450-35 MILEAGE REIMBURSEMENT RECORDS Finance GC 34090, 29 CFR 516.2 AU+6 AU+6
0450-40 TAX REPORTS, STATE Finance GC 34090, 29 USR 436 AU +4 AU +4
0450-45 TAX REPORTS, FEDERAL Finance GC 34090, 29 USR 436 AU +4 AU +4
0450-50 UNIFORM ALLOWANCE RECORDS Finance GC 34090, 29 CFR 516.2 AU+6 AU+6
0450-55 VEHICLE ALLOWANCE RECORDS Finance GC 34090, 29 CFR 516.2 AU+6 AU+6
0450-57 BI-LINGUAL PAY RECORDS Finance GC 34090, 29 CFR 516.2 AU+6 AU+6
0450-60 GARNISHMENTS/LIENS Finance GC 34090, 29 CFR 516.2 TE+3 TE+3
0455 PENSION/RETIREMENT FUND
0455-05 GENERAL INFORMATION Finance GC 34090 5 5
0455-10 DEFERRED COMPENSATION REPORTS (Deduction Register)Finance/Human
Resources
GC 34090, 26 CFR 16001-1, 29 CFR
1627.3(2)V TE+5 TE+5
0455-20 PERS REPORTS Finance GC 34090, 29 CFR 516.2 TE+4 TE+4
0460 STATE CONTROLLER/ANNUAL REPORTS
0460-05 GENERAL INFORMATION Finance GC 34090 CU+2 CU+2
0460-10 ANNUAL REPORTS- STATE CONTROLLER Finance GC 34090 PE PE
0460-15 STATE MANDATED COSTS, (SB90)Finance GC 34090 PE PE
0460-20 STATE CONTROLLER OPEN MEETING CLAIM Finance GC 34090 PE PE
0460-30 SPECIAL DISTRICT REPORTS Finance GC 34090 PE PE
0460-40 GANN LIMITATION Finance GC 34090 PE PE
0460-50 COUNTY AUDITOR/ASSESSED VALUATION Finance GC 34090/Admin. Dec.SU+5 SU+5
0460-60 SPECIAL MISC. REPORTS Finance GC 34090/Admin. Dec.CU+5 CU+5
0470 PURCHASING
0470-03 CORRESPONDENCE, PURCHASING Purchasing GC 34090 CU+2 CU+2
0470-05 GENERAL INFORMATION Purchasing GC 34090 CU+2 CU+2
0470-10 FORMS, 1099 Finance GC 34090, 29 USC 436 AU+4 AU+4
0470-15 CREDIT CARD PROGRAM, APPLICATIONS Purchasing GC 34090 CU+2 CU+2
0470-16 CREDIT CARD APPROVALS, CITY Purchasing GC 34090 CU+2 CU+2
0470-20 PURCHASE REQUISITIONS Purchasing GC 34090, CCP 337 AU+4 AU+4
0470-25 PURCHASE ORDERS (OPEN)Purchasing GC 34090, CCP 337 AU+4 AU+4
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
10 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0470-30 PURCHASE ORDERS (CLOSED)Purchasing GC 34090, CCP 337 AU+4 AU+4
0470-33 CERTIFICATES OF INSURANCE (REQUIRED)Purchasing/Various GC 34090 PE PE
0470-34 CERTIFICATES OF INSURANCE (MISC./NON APPLICABLE)Purchasing/Various GC 34090 CU+2 CU+2
0470-35 STORES Purchasing GC 34090 CU+2 CU+2
0470-40 BIDS/QUOTES/PROPOSALS, PENDING Purchasing GC 34090, CCP 337 AU+4 AU+4
0470-45 BIDS/QUOTES/PROPOSALS, AWARDED Purchasing GC 34090, CCP 337 AU+5 AU+5
0470-50 BIDS, CANCELED Purchasing GC 34090, CCP 337 CL+2 CL+2
0470-55 BIDS, REJECTED Purchasing GC 34090, CCP 337 CL+2 CL+2
0470-60 SURPLUS EQUIPMENT DISPOSAL Purchasing GC 34090, CCP 337 AU+4 AU+4
0470-65 WAREHOUSE INVENTORIES Purchasing GC 34090, 26 CFR 301 65-1(F)AU+4 AU+4
0470-70 PURCHASING PROGRAMS Purchasing GC 34090 SU+2 SU+2
0470-75 PURCHASING MANUALS Purchasing GC 34090 SU+2 SU+2
0470-80 VENDOR BROCHURES Purchasing GC 34090 SU+2 SU+2
0470-81 VENDOR LISTS Purchasing GC 34090 SU+2 SU+2
0470-90 CONSULTANT INFORMATION Purchasing GC 34090 CL+2 CL+2
0470-95 POLICIES & PROCEDURES Purchasing GC 34090 / Admin. Dec.SU+5 SU+5
0470-99 REPORTS & STUDIES Purchasing GC 34090(d)CU+2 CU+2
0480 REVENUE AND TAXATION
0480-05 GENERAL INFORMATION Finance GC 30490 CU+2 CU+2
0480-10 ACCOUNTS RECEIVABLE (BATCHES)Finance GC 30490/Admin. Dec.V AU+4 AU+4
0480-15 DAILY CASH RECEIPTS Finance GC 34090, CCP 337 AU+4 AU+4
0480-20 GENERAL RECEIPTS (PARKING, PLAN CHECK)Finance GC 34090, CCP 337 AU+4 AU+4
0480-24 UTILITY BILLING REQUESTS Finance GC 34090, CCP 337 AU+4 AU+4
0480-25 UTILITY BILLING RECEIPTS (WATER,TRASH)Finance GC 34090, CCP 337 AU+4 AU+4
0480-30 PARAMEDIC BILLING Finance GC 34090 CU+2 CU+2
0480-32 AMBULANCE BILLING Finance GC 34090 CU+2 CU+2
0480-35 BUSINESS LICENSES Finance GC 34090, CCP 337 EX+4 EX+4
0480-38 BINGO LICENSES Finance GC 34090 EX+2 EX+2
0480-40 BANKRUPTCIES Finance GC 34090 CL+2 CL+2
0480-45 COLLECTIONS Finance GC 34090/Admin. Dec.AU+4 AU+4
0480-47 GRANTS, MISC.Finance GC 34090/Admin. Dec.CL+5 CL+5
0480-48 GRANTS, CDBG Finance 24 CFR 570.502(b)CL+4 CL+4
0480-50 PARKING CITATION REVENUES Finance GC 34090/Admin. Dec.AU+4 AU+4
0480-55 MISC. FINES/REVENUES Finance GC 34090/Admin. Dec.AU+4 AU+4
0480-70 FRANCHISES Finance GC 34090, CCP 337 10 10
0480-75 REVENUE ALLOCATIONS Finance GC 34090 2 2
0480-77 APPORTIONMENT INCOME Finance GC 34090/Admin. Dec.AU+4 AU+4
0480-80 TAXES, MISC.Finance GC 34090/Admin. Dec.AU+4 AU+4
0480-81 PROPERTY TAX Finance GC 34090/Admin. Dec.AU+4 AU+4
0480-82 GAS TAX Finance GC 34090/Admin. Dec.AU+4 AU+4
0480-83 SALES TAX Finance GC 34090/Admin. Dec.AU+4 AU+4
0480-85 PROPOSITION 218 Finance GC 34090/Admin. Dec.AU+4 AU+4
0480-87 TRANSIENT OCCUPANCY TAX (TOT)Finance GC 34090/Admin. Dec.AU+4 AU+4
0480-90 REPORTS & STUDIES Finance GC 34090(d)2 2
0485 FEE PROGRAMS
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
11 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0485-05 PROCESSING FEES Engineering/City Clerk GC 34090/Admin.Dec.CL+2 PE
0485-10 USE FEES Engineering/City Clerk GC 34090/Admin.Dec.CL+2 PE
0485-15 IMPACT FEES Engineering/City Clerk GC 34090/Admin.Dec.CL+2 PE
0485-20 FINES (Development)Engineering/City Clerk GC 34090/Admin.Dec.CL+2 PE
0485-21 FEE STUDIES/COMPUTATIONS Finance GC 34090 SU+2 SU+2
0485-22 FEE SCHEDULES Finance/City Clerk GC 34090 SU+2 SU+2
0485-23 FEE WAIVER REQUESTS Finance GC 34090 2 2
0485-25 ENGINEERING FEES Engineering/City Clerk GC 34090/Admin.Dec.CL+2 PE
0485-30 ANIMAL CONTROL FEES Finance GC 34090 / Admin. Dec.AU +2 AU +2
0485-35 BUILDING FEES Building GC 34090 / Admin. Dec.CL+2 CL+2
0485-40 FLOOD CONTROL FEES Engineering/City Clerk GC 34090 / Admin. Dec.CL+2 CL+2
0485-55 PUBLIC WORKS - CAPITAL IMPROVEMENTS (FEES)Public Works GC 34090, GC 4003, GC 4004 PE PE
0485-60 PLANNING FEES Planning GC 34090 / Admin. Dec.CL+2 CL+2
0490 INVESTMENTS
0490-05 GENERAL INFORMATION Treasurer GC 34090, GC 53607, CCP 337 PE PE
0490-10 INVESTMENT RATES Treasurer GC 34090, GC 53607, CCP 337 V PE PE
0490-20 INVESTMENT PORTFOLIO (CITY)Treasurer GC 34090, GC 53607, CCP 337 V PE PE
0490-30 INVESTMENT PORTFOLIO (CMWD)Treasurer GC 34090, GC 53607, CCP 337 V PE PE
0490-40 INVESTMENT PORTFOLIO (RED. AGENCY)Treasurer GC 34090, GC 53607, CCP 337 V PE PE
0490-50 INVESTMENT COMMITTEE Treasurer GC 34090 2 2
0490-60 INVESTMENT STATEMENTS Treasurer GC 34090,GC 53607, CCP337 V PE PE
0490-63 LOCAL AGENCY INVESTMENT FUND Treasurer GC 34090, GC 53607, CCP 337 V PE PE
0490-65 INVESTMENT REPORTS, MONTH END Treasurer GC 34090, GC 53607, CCP 337 V PE PE
0490-70 INVESTMENT INCOME REPORTS Treasurer GC 34090, GC 53607, CCP 337 V PE PE
0490-75 REPORTS & STUDIES Treasurer GC 34090(d)PE PE
0490-80 POLICIES & PROCEDURES Treasurer GC 34090, GC 40801 SU+5 SU+5
0500 SERIES COMMUNITY DEVELOPMENT/PLANNING
0500 DEVELOPMENT/SUBDIVISIONS
0500-01 GENERAL INFORMATION Planning/Engineering/Cit
y Clerk GC 34090 2 2
0500-02 LOT SPLITS Engineering GC 34090 / Admin. Dec.V PE PE
0500-03 LOT LINE ADJUSTMENTS Engineering GC 34090 / Admin. Dec.V PE PE
0500-04 ADJUSTMENT PLATS/BOUNDARY ADJUSTMENTS Engineering GC 34090 / Admin. Dec.V PE PE
0500-05 CERTIFICATES OF COMPLIANCE/NON COMPLIANCE Engineering/City Clerk GC 34090 / Admin. Dec.V PE PE
0500-10 CERTIFICATES OF CORRECTION Engineering/City Clerk GC 34090 / Admin. Dec.V PE PE
0500-12 NOTICES OF RESTRICTION/RELEASES Planning/City Clerk GC 34090 / Admin. Dec.V CL+5 PE
0500-15 NOTICES OF VIOLATION/RELEASES Engineering/Building/City
Clerk GC 34090 / Admin. Dec.V CL+5 PE
0500-20 CUP (CONDITIONAL USE PERMITS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-25 CDP (COASTAL DEVELOPMENT PERMITS)Planning/Housing &
Redevelopment
GC 34090(a), GC 4003, GC 4004, H&S
19850 V PE PE
0500-28 CP (CONDO PERMIT)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-30 CT (CARLSBAD TRACT, MAJOR SUBDIVISIONS)Planning/Engineering GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-33 HDP (HILLSIDE DEVELOPMENT PERMITS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-35 MASTER PLANS (Development)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
12 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0500-40 MS (MINOR SUBDIVISIONS)Engineering/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-45 PCD (PLANNING COMMISSION DETERMINATIONS)Planning GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-50 PD (PLANNED DEVELOPMENTS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-55 PDP (PLANNED DEVELOPMENT PERMITS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-60 PE (GRADING PERMITS)Engineering/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-65 PIP (PLANNED INDUSTRIAL PERMITS)Planning/Engineering GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-67 PM (PARCEL MAPS)Engineering GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-70 PP (PRECISE PLANS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-75 PUD (PLANNED UNIT DEVELOPMENTS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-80 SDP (SITE DEVELOPMENT PLANS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-85 SP (SPECIFIC PLANS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-90 SUP (SPECIAL USE PERMITS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-93 AV (ADMINISTRATIVE VARIANCES)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0500-95 V (VARIANCES)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0510 LAND USE/ZONING
0510-05 GENERAL INFORMATION Planning/City Clerk GC 34090 2 2
0510-10 ADMINISTRATIVE PERMITS/APPROVALS Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0510-15 ARCHITECTURAL DESIGN GUIDELINES Planning/City Clerk GC 34090(a)PE PE
0510-20 LANDSCAPE GUIDELINES/STANDARDS Planning/City Clerk GC 34090(a)PE PE
0510-21 LANDSCAPE PLANS Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S PE PE
0510-25 ZC (ZONE CHANGES)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0510-30 ZCA (ZONE CODE AMENDMENTS)Planning/City Clerk GC 34090 V PE PE
0510-35 LCP (LOCAL COASTAL PROGRAM)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0510-36 LCPA (LCP AMENDMENTS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0510-40 LFMP (LOCAL FACILITIES MGMT PLAN)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0510-50 GROWTH MANAGEMENT PLAN Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0510-55 AGRICULTURAL PRESERVES Planning GC 34090 / Admin. Dec.PE PE
0510-60 DAY CARE PERMITS Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S PE PE
0510-65 HOSPITALS/CONVALESCENT HOMES Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S PE PE
0510-67 ACCESSORY STRUCTURES Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S PE PE
0510-70 SECOND DWELLING UNIT (GRANNY FLAT)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0510-75 MOBILE HOME PARKS Planning/City Clerk GC 34090 PE PE
0510-85 PARKING REQUIREMENTS Planning/City Clerk GC 34090 SU+2 SU+2
0510-90 REPORTS & STUDIES Planning/City Clerk GC 34090(d)2 2
0515 SIGNS
0515-05 GENERAL INFORMATION Planning GC 34090 CU+2 CU+2
0515-10 SIGN PERMITS Planning GC 34090 PE PE
0515-15 SIGNS, TEMPORARY Planning GC 34090 PE PE
0515-20 SIGNS, DIRECTIONAL Planning GC 34090 PE PE
0515-25 SIGNS, CITY IDENTIFICATION Planning GC 34090 PE PE
0515-30 REGULATIONS Planning GC 34090 PE PE
0515-40 REPORTS & STUDIES Planning GC 34090(d)2 2
0520 ENVIRONMENTAL REVIEW
0520-05 GENERAL INFORMATION Planning GC 34090 CU+2 CU+2
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
13 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0520-10 CEQA GUIDELINES (CALIFORNIA ENVIRONMENTAL
QUALITY ACT)Planning GC 34090, CEQA PE PE
0520-20 NEGATIVE DECLARATIONS Planning GC 34090, CEQA PE PE
0520-30 INITIAL STUDIES Planning GC 34090, CEQA PE PE
0520-40 ENVIRONMENTAL IMPACT ASSESSMENTS (EIA)Planning GC 34090, CEQA PE PE
0520-45 ENVIRONMENTAL IMPACT REPORTS (EIR)Planning GC 34090, CEQA PE PE
0520-50 CONSULTANTS, ENVIRONMENTAL Planning GC 34090 / Admin. Dec.PE PE
0520-60 REPORTS & STUDIES Planning GC 34090 / Admin. Dec.PE PE
0520-70 REGULATIONS Planning GC 34090 / Admin. Dec.PE PE
0530 GENERAL PLAN
0530-05 GENERAL INFORMATION Planning GC 34090 CU+2 CU+2
0530-10 GENERAL PLAN AND ELEMENTS Planning/City Clerk GC 34090 V PE PE
0530-15 GENERAL PLAN CONSISTENCY Planning GC 34090 V PE PE
0530-20 GENERAL PLAN AMENDMENTS (GPA)Planning/City Clerk GC 34090 V PE PE
0530-30 REPORTS & STUDIES Planning GC 34090(d)PE PE
0530-40 REGULATIONS Planning GC 34090 PE PE
0540 PLANNING
0540-05 GENERAL INFORMATION Planning GC 34090 CU+2 CU+2
0540-10 CORRESPONDENCE, PLANNING (Chron Files)Planning GC 34090/Admin. Dec.CU+2 PE
0540-20 DEMOGRAPHIC INFORMATION Planning GC 34090 / Admin. Dec.PE PE
0540-30 POLICIES & PROCEDURES Planning GC 34090 / Admin. Dec.CU+10 CU+10
0540-40 REPORTS & STUDIES Planning GC 34090 / Admin. Dec.10 10
0540-50 PLANNING, REGIONAL Planning GC 34090 / Admin. Dec.PE PE
0550 HOUSING
0550-05 GENERAL INFORMATION Housing &
Redevelopment GC 34090 CU+2 CU+2
0550-10 AFFORDABLE HOUSING PROGRAMS Housing &
Redevelopment
24 CFR 570.502(b)(3), 85.42, OMB CIR.A-
110, #C AU+7 AU+7
0550-15 AFFORDABLE HOUSING PROJECTS Housing &
Redevelopment
24 CFR 570.502(b)(3), 85.42, OMB CIR.A-
110, #C AU+7 AU+7
0550-20 HOUSING ASSISTANCE (SECTION 8)Housing &
Redevelopment
24 CFR 570.502(b)(3); 85.42, OMB CIR. A -
110, #C AU+7 AU+7
0550-22 FINANCIAL RECORDS (SECTION 8)Housing &
Redevelopment
25 CFR 570.502(b)(3); 85.42, OMB CIR. A -
110, #C AU+7 AU+7
0550-23 APPLICANTS (SECTION 8)Housing &
Redevelopment
26 CFR 570.502(b)(3); 85.42, OMB CIR. A -
110, #C TE+3 TE+3
0550-30 INCLUSIONARY HOUSING AGREEMENTS Housing &
Redevelopment GC 34090 V PE PE
0550-50 POLICIES & PROCEDURES Housing &
Redevelopment GC 34090, GC 40801 CU+2 CU+2
0550-60 REPORTS & STUDIES Housing &
Redevelopment GC 34090(d)2 2
0560 REDEVELOPMENT
0560-05 GENERAL INFORMATION Housing &
Redevelopment GC 34090 CU+2 CU+2
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
14 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0560-10 MASTER PLAN Housing &
Redevelopment/Clerk GC 34090 / Admin. Dec.PE PE
0560-20 REDEVELOPMENT REGULATIONS Housing &
Redevelopment GC 34090(e)PE PE
0560-30 REDEVELOPMENT PERMITS Housing &
Redevelopment/Clerk
GC 34090(a), GC 4003, GC 4004, H&S
19850 V PE PE
0560-40 VILLAGE PARKING PROGRAM Housing &
Redevelopment/Clerk GC 34090 CU+2 PE
0560-50 RESIDENTIAL REHABILITATION PROGRAM Housing &
Redevelopment/Clerk GC 34090 / Admin. Dec. V PE PE
0560-60 POLICIES & PROCEDURES Housing &
Redevelopment GC 34090, GC 40801 CU+2 CU+2
0560-70 REPORTS & STUDIES Housing &
Redevelopment GC 34090(d)2 2
0565 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
0565-05 GENERAL INFORMATION Housing &
Redevelopment GC 34090 CU+2 CU+2
0565-10 CDBG APPLICATIONS/PROPOSALS Housing &
Redevelopment GC 34090, 24 CFR 570.502, 24 CFR 85.42 TE+5 TE+5
0565-20 CDBG/HOME PROGRAM Housing &
Redevelopment/Clerk GC 34090, 24 CFR 570.502, 24 CFR 85.42 TE+5 TE+5
0565-30 SUBRECIPIENT FUNDING APPROVALS Housing &
Redevelopment/Clerk GC 34090, 24 CFR 570.502, 24 CFR 85.42 TE+5 TE+5
0565-40 ANNUAL PERFORMANCE REPORTS Housing &
Redevelopment/Clerk GC 34090 / Admin. Dec.SU+10 SU+10
0570 BUILDING
0570-05 GENERAL INFORMATION Building GC 34090 CU+2 CU+2
0570-10 POLICIES & PROCEDURES Building GC 34090 / Admin. Dec.CU+2 CU+2
0570-20 PLAN CHECK - COMMERCIAL/INDUSTRIAL Building GC 34090 CU+5 CU+5
0570-25 PLAN CHECK - RESIDENTIAL Building GC 34090 CU+5 CU+5
0570-28 FINAL INSPECTION Building GC 34090(d)CU+5 CU+5
0570-30 BUILDING PERMITS - ISSUED Building GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0570-33 BUILDING PERMITS - FINALIZED Building GC 34090(a), GC 4003, GC 4004, H&S V PE PE
0570-35 BUILDING PLANS Building GC 34090(a), GC 4003, GC 4004, H&S PE PE
0570-40 UNIFORM BUILDING CODE Building GC 34090(e)PE PE
0570-43 NATIONAL ELECTRICAL CODE Building GC 34090(e)PE PE
0570-45 UNIFORM MECHANICAL CODE Building GC 34090(e)PE PE
0570-47 UNIFORM PLUMBING CODE Building GC 34090(e)PE PE
0570-49 UNIFORM CODES, MISCELLANEOUS Building GC 34090(e)PE PE
0570-60 REPORTS & STUDIES Building GC 34090(d)CU+2 CU+2
0570-65 CERTIFICATES OF OCCUPANCY Building GC 34090 / Admin. Dec.PE PE
0570-70 INSPECTION REQUESTS Building GC 34090 CU+5 CU+5
0570-71 INSPECTION LOGS Building GC 34090(d)CU+5 CU+5
0575 CODE COMPLIANCE/ENFORCEMENT
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
15 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0575-05 GENERAL INFORMATION Building GC 34090 2 2
0575-08 CORRESPONDENCE/COMPLAINTS Building GC 34090 CL+5 CL+5
0575-10 CONTRACTOR WORKERS COMPENSATION CERTIFICATES Building GC 34090, CFR1910.20 CU+7 CU+7
0575-15 ENFORCEMENT CASE FILES Building GC 34090 / Admin. Dec.CL+5 CL+5
0575-25 CODE VIOLATIONS Building GC 34090 / Admin. Dec.CL+5 CL+5
0575-40 REPORTS & STUDIES Building GC 34090(d)CU+2 CU+2
0580 HISTORIC PRESERVATION
0580-05 GENERAL INFORMATION Library GC 34090 CU+2 CU+2
0580-10 HISTORIC SITE INVENTORY Library GC 34090(d)SU+2 SU+2
0580-20 HISTORIC SITES (CASE FILES)Library GC 34090 / Admin. Dec.PE PE
0580-30 POLICIES & PROCEDURES Library GC 34090 / Admin. Dec.PE PE
0580-40 REPORTS & STUDIES Library GC 34090(d)CU+2 CU+2
0590 ECONOMIC DEVELOPMENT
0590-05 GENERAL INFORMATION Community GC 34090 CU+2 CU+2
0590-10 ECONOMIC/FINANCIAL ANALYSES Community GC 34090 / Admin. Dec.CU+5 CU+5
0590-20 ECONOMIC REVIEW - PROJECTS Community GC 34090 / Admin. Dec.CU+5 CU+5
0590-30 EMPLOYMENT ANALYSIS INFORMATION Community GC 34090 / Admin. Dec.CU+5 CU+5
0590-40 BUSINESS PROMOTION/RETENTION Community GC 34090 / Admin. Dec.CU+5 CU+5
0590-50 NEW DEVELOPMENT CONTACTS/INQUIRY Community GC 34090 CU+2 CU+2
0590-60 TOURISM Community GC 34090 CU+2 CU+2
0590-70 REPORTS & STUDIES Community GC 34090(d)CU+2 CU+2
0600 SERIES HEALTH, SAFETY & WELFARE
0600 ANIMAL CONTROL
0600-05 GENERAL INFORMATION Clerk/Public Works GC 34090 CU+2 CU+2
0600-10 CONTRACT SERVICES City Clerk CCP 337.2, CCP 343, GC 53066, BP TE+5 TE+5
0600-20 REGULATIONS City Clerk GC 34090 / Admin. Dec.PE PE
0600-25 COMPLAINTS/INVESTIGATIONS (RFA's)City Manager GC 34090 CL+2 CL+2
0600-30 DISEASE PREVENTION Animal Control GC 34090 2 2
0600-40 POLICIES & PROCEDURES City Clerk GC 34090, GC 40801 CU+2 CU+2
0600-45 REPORTS & STUDIES Clerk/Public Works GC 34090(d)CU+2 CU+2
0610 EMERGENCY SERVICES
0610-05 GENERAL INFORMATION Police/Fire GC 34090 CU+2 CU+2
0610-10 911 COMMUNICATIONS Police GC 34090 / Admin. Dec.CU+5 CU+5
0610-13 COMPUTER AIDED DISPATCH (CAD)Police GC 34090 / Admin. Dec.CU+5 CU+5
0610-15 EMERGENCY PLAN Fire GC 34090 V SU+2 SU+2
0610-20 DISASTER EVENTS Fire GC 34090 / Admin. Dec.V CU+5 CU+5
0610-25 DISASTER RELIEF PROGRAMS Fire GC 34090 / Admin. Dec.V CU+2 CU+2
0610-30 CIVIL DEFENSE Fire GC 34090 CU+2 CU+2
0610-35 MUTUAL AID - INTERAGENCY Fire/City Clerk GC 34090 SU+2 SU+2
0610-40 EMERGENCY/DISASTER TRAINING Fire GC 34090 V CU+2 CU+2
0610-50 REPORTS & STUDIES Fire GC 34090(d)CU+2 CU+2
0610-60 REGULATIONS Fire GC 34090 CU+2 CU+2
0620 ENVIRONMENTAL PROTECTION
0620-05 GENERAL INFORMATION Planning GC 34090 CU+2 CU+2
0620-10 AIR QUALITY Planning CCP 338(k), GC 34090 CU+7 CU+7
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
16 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0620-20 HAZARDOUS MATERIALS PROGRAMS Fire GC 34090 SU+2 SU+2
0620-23 HAZARDOUS MATERIALS DISPOSAL Fire CAL OSHA 40 CFR122.21 CU+10 CU+10
0620-25 ENERGY CONSERVATION Community GC 34090 SU+2 SU+2
0620-30 POLLUTION DISCHARGE ELIMINATION Engineering GC 34090 / Admin. Dec.PE PE
0620-35 COASTAL PROTECTION/BEACH EROSION Planning/Various GC 34090 PE PE
0620-40 WETLANDS/FLOODPLAINS Engineering GC 34090 / Admin. Dec.PE PE
0620-45 NOISE POLLUTION/ABATEMENT Community GC 34090 CL+2 CL+2
0620-50 ODOR CONTROL/ABATEMENT Community GC 34090 CL+2 CL+2
0620-55 OPEN SPACE Planning GC 34090 PE PE
0620-60 TRAILS SYSTEM Planning GC 34090 PE PE
0620-65 HABITAT MANAGEMENT PLAN/WILDLIFE CONSERVATION Planning GC 34090 PE PE
0620-70 REGULATIONS All Depts.GC 34090 PE PE
0630 FIRE PROTECTION/PREVENTION
0630-05 GENERAL INFORMATION Fire GC 34090 CU+2 CU+2
0630-07 REQUESTS/COMPLAINTS Fire GC 34090 CL+2 CL+2
0630-10 APPARATUS & EQUIPMENT INVENTORIES Fire GC 34090 CU+2 CU+2
0630-15 APPARATUS & EQUIPMENT SPECIFICATIONS Fire GC 34090 CU+2 CU+2
0630-20 APPARATUS & EQUIPMENT TESTS Fire GC 34090 CU+2 CU+2
0630-25 HOSE MAINTENANCE LOGS Fire GC 34090 CU+2 CU+2
0630-30 SAFETY CLOTHING & EQUIPMENT Fire GC 34090 CU+2 CU+2
0630-40 FIRE INCIDENT REPORTS Fire GC 34090, CCP 338, CCP 340.5 CL+3 CL+3
0630-45 FIRE/ARSON INVESTIGATION REPORTS (INVOLVING Fire PC 801, UFC 104.32 PE PE
0630-47 FIRE/ARSON INVESTIGATION REPORTS (OTHER)Fire PC 801, UFC 104.32 CL+6 CL+6
0630-53 UNIFORM FIRE CODE (UFC)City Clerk/Fire GC 34090, CCP 340.5 SU+3 SU+3
0630-55 FIRE INSPECTIONS/CODE ENFORCEMENT Fire UFC 103.34 CL+3 CL+3
0630-57 FIRE INSPECTION NOTICES Fire UFC 103.34 CL+3 CL+3
0630-59 VIOLATION LETTERS, NOTICES (FIRE)Fire UFC 103.34 CL+3 CL+3
0630-60 FIRE PERMITS Fire GC 34090 CL+2 CL+2
0630-65 FIRE ALARMS Fire GC 34090 CL+2 CL+2
0630-70 FIRE SUPPRESSION/EXTINGUISHERS Fire GC 34090 CL+2 CL+2
0630-73 FIRE HYDRANTS Fire GC 34090 / Admin. Dec.PE PE
0630-75 SMOKE DETECTORS Fire GC 34090 CU+2 CU+2
0630-77 SPRINKLER SYSTEMS Fire GC 34090 CU+2 CU+2
0630-80 VEHICLES Fire GC 34090 CU+2 CU+2
0630-90 WEED ABATEMENT City Clerk/Fire GC 34090 CU+2 CU+2
0630-95 REPORTS & STUDIES Fire GC 34090 CL+2 CL+2
0640 FLOOD CONTROL
0640-05 GENERAL INFORMATION Engineering GC 34090 CU+2 CU+2
0640-15 NATIONAL FLOOD INSURANCE PROGRAM Engineering GC 34090 / Admin. Dec.SU+2 SU+2
0640-20 LAKES/BASINS Engineering GC 34090 PE PE
0640-25 DRAINAGE FACILITIES Engineering GC 34090 PE PE
0640-30 MASTER PLANS Engineering GC 34090 CU+2 CU+2
0640-35 CREEKS Engineering GC 34090 PE PE
0640-40 FLOOD ZONES Engineering GC 34090 PE PE
0640-45 FLOOD CONTROL DISTRICT Engineering GC 34090 CU+2 CU+2
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
17 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0640-50 POLICIES & PROCEDURES Engineering GC 34090, GC 40801 SU+5 SU+5
0640-55 REGULATIONS Engineering GC 34090 SU+2 SU+2
0640-60 REPORTS & STUDIES Engineering GC 34090 CL+2 CL+2
0650 HEALTH SERVICES
0650-05 GENERAL INFORMATION City Clerk GC 34090 2 2
0650-10 FOOD ESTABLISHMENTS/HANDLERS Finance/Planning GC 34090 / Admin. Dec.TE+2 TE+2
0650-20 PARAMEDIC SERVICES Finance/Fire GC 34090 / Admin. Dec.CU+5 CU+5
0650-30 AMBULANCE SERVICES Finance/Fire GC 34090 / Admin. Dec.CU+5 CU+5
0650-50 PEST CONTROL Public Works GC 34090 CU+2 CU+2
0650-53 MOSQUITO CONTROL Public Works GC 34090 CU+2 CU+2
0650-55 VECTOR CONTROL Community GC 34090 CU+2 CU+2
0670 POLICE SERVICES
0670-05 GENERAL INFORMATION Police GC 34090 CU+2 CU+2
0670-06 BAIL SCHEDULES Police GC 34090 / Admin. Dec.SU+2 SU+2
0670-07 DMV RECORDS (MOTOR VEHICLE PULLS)Police GC 12946 CL+7 CL+10
0670-08 TRAFFIC COLLISION REPORTS (Non-Injury)Police GC 34090 CL+5 CL+5
0670-09 TRAFFIC COLLISION REPORTS (Fatalities)Police GC 34090/ PC 832.5/Evc1045 PE PE
0670-10 INCIDENT REPORTS/INVESTIGATIONS Police PC832.5, Evc1045, GC12946, PC801(C),
VC2547 CU+5 CU+5
0670-11 ARREST LOGS Police GC 34090 CU+10 CU+10
0670-12 PATROL LOGS Police GC 34090 CU+2 CU+10
0670-13 DAILY ACTIVITY REPORTS Police GC 34090 CU+2 CU+3
0670-18 COURT SCHEDULES/LOGS Police GC 34090 CU+2 CU+2
0670-20 EVIDENCE, PROPERTY FILES Police GC 34090 CU+2 CU+10
0670-25 ASSET FORFEITURE Police GC 34090 CL+2 CL+10
0670-30 GRANT APPLICATIONS (FEDERAL & STATE)Police GC 34090 5 5
0670-35 DETENTION FACILITIES (REGIONAL)Police GC 34090 2 2
0670-40 ALARM RECORDS Police/Fire GC 34090 2 3
0670-50 SECURITY SERVICES Police GC 34090 2 2
0670-55 SPECIAL SERVICES Police GC 34090 2 2
0670-60 TOWING SERVICES Police GC 34090 2 2
0670-63 PARKING ENFORCEMENT/CITATIONS Police GC 34090.7 CU+2 CU+2
0670-65 PAWN SHOP RECORDS Police GC 34090 CU+2 CU+2
0670-70 MASSAGE LICENSES/APPEALS Police GC 34090 TE+2 TE+2
0670-75 SPECIAL EVENTS PERMITS Police GC 34090 CL+2 CL+2
0670-80 REPORTS & STUDIES Police GC 34090(d)CU+2 CU+2
0680 PUBLIC WELFARE
0680-05 GENERAL INFORMATION Housing &
Redevelopment GC 34090 CU+2 CU+2
0680-10 CHILD PROTECTIVE SERVICES Police GC 34090/Admin.Dec.10 10
0680-20 AMERICANS WITH DISABILITIES (ADA)Facilities/Public Works GC 34090 CL+5 CL+5
0680-35 HOMELESS SERVICES Housing &
Redevelopment GC 34090 CU+2 CU+2
0680-40 TRAUMA INTERVENTION PROGRAM (TIP)Police GC 34090 CU+2 CU+2
0690 SENIOR SERVICES
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
18 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0690-05 GENERAL INFORMATION Seniors GC 34090 CU+2 CU+2
0690-10 SENIOR PROGRAM Seniors GC 34090 CU+2 CU+2
0690-20 SENIOR NUTRITION PROGRAMS Seniors GC 34090 CU+2 CU+2
0690-30 SPECIAL PROGRAMS Seniors GC 34090 CU+2 CU+2
0690-40 REPORTS & STUDIES Seniors GC 34090(d)CU+2 CU+2
0700 SERIES LEGAL/LEGISLATIVE
0700 AGREEMENTS/CONTRACTS
0700-05 GENERAL INFORMATION Various GC 34090 CU+2 CU+2
0700-10 LEASES City Clerk CCP 337, CCP 343/Admin.Dec.V TE+5 PE
0700-15 AGREEMENTS/CONTRACTS, CITY City Clerk CCP 337, CCP 343/Admin.Dec.V TE+5 PE
0700-20 AGREEMENTS/CONTRACTS - CMWD (PINK)City Clerk CCP 337, CCP 343/Admin.Dec.V TE+5 PE
0700-25 AGREEMENTS/CONTRACTS - HOUSING & RED. COMMISSION
(GREEN)City Clerk CCP 337, CCP 343/Admin.Dec.V TE+5 PE
0700-27 AGREEMENTS/CONTRACTS - PUBLIC IMPROVEMENT CORP.
(YELLOW)City Clerk CCP 337, CCP 343/Admin.Dec.V TE+5 PE
0700-30 LIEN AGREEMENTS (PUBLIC RIGHT-OF-WAY)City Clerk GC 34090 V PE PE
0700-35 LIEN RELEASES (RIGHT OF WAY)City Clerk GC 34090 V PE PE
0700-45 PUBLIC FACILITIES FEE AGREEMENTS/RELEASE City Clerk GC 34090 V PE PE
0700-50 FUTURE IMPROVEMENT AGREEMENTS/RELEASE City Clerk GC 34090 V PE PE
0700-55 HOLD HARMLESS AGREEMENTS/RELEASE City Clerk GC 34090 V PE PE
0700-60 PROMISSORY NOTES City Clerk GC 34090 V PE PE
0700-65 DRAINAGE FEE AGREEMENT/RELEASE City Clerk GC 34090 V PE PE
0700-70 GROWTH MANAGEMENT AGREEMENT/RELEASE City Clerk GC 34090 V PE PE
0700-75 INCREASED FEE AGREEMENT/RELEASE City Clerk GC 34090 V PE PE
0700-80 NEIGHBORHOOD IMPROVEMENT AGREEMENT/RELEASE City Clerk GC 34090 V PE PE
0700-81 AFFORDABLE HOUSING AGREEMENT/RELEASE City Clerk GC 34090 V PE PE
0700-82 GROWTH MANAGEMENT IMPACT FEE AGREEMENT/RELEASE City Clerk GC 34090 V PE PE
0700-83 LOCAL FACILITIES MANAGEMENT ZONE FEE
AGREEMENT/RELEASE City Clerk GC 34090 V PE PE
0700-84 PETITION & WAIVER City Clerk GC 34090 V PE PE
0700-85 REIMBURSEMENT AGREEMENT/RELEASE City Clerk GC 34090 V PE PE
0700-86 JOINT USE AGREEMENT/RELEASE City Clerk GC 34090 V PE PE
0700-87 UNCONTROLLED STOCKPILE AGREEMENT/RELEASE City Clerk GC 34090 V PE PE
0700-88 RECREATIONAL VEHICLE STORAGE FACILITY AGREEMENT City Clerk GC 34090 V PE PE
0700-90 ENCROACHMENT AGREEMENT City Clerk GC 34090 V PE PE
0700-95 RECORDED AGREEMENT, Other (Misc.)City Clerk GC 34090 V PE PE
0710 CITY INCORPORATION
0710-10 ARTICLES OF INCORPORATION - HISTORIC City Clerk GC 34090, 40801 V PE PE
0710-20 ANNEXATIONS/REORGANIZATIONS City Clerk GC 34090, 40801 V PE PE
0710-30 BOUNDARY ADJUSTMENTS City Clerk GC 34090, 40801 V PE PE
0710-40 DETACHMENTS/DE-ANNEXATIONS City Clerk GC 34090, 40801 V PE PE
0710-50 SPHERE OF INFLUENCE City Clerk GC 34090, 40801 PE PE
0720 ELECTIONS
0720-05 GENERAL INFORMATION City Clerk GC 34090 / Admin. Dec.PE PE
0720-10 GENERAL MUNICIPAL ELECTIONS City Clerk GC 34090 PE PE
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
19 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0720-20 SPECIAL MUNICIPAL ELECTIONS City Clerk GC 34090 PE PE
0720-30 NOMINATIONS PAPERS City Clerk EC 17000/Admin.Dec.CL+4 PE
0720-35 PETITIONS IN LIEU (FORMS)City Clerk EC 17000 CU+2 CU+2
0720-40 VOTER REGISTRATION/OUTREACH City Clerk EC 17000 CU+2 CU+2
0720-50 POLICIES & PROCEDURES City Clerk EC 17000 SU+5 SU+5
0720-60 ELECTION INFO (FROM REGISTRAR OF VOTERS)City Clerk GC 34090, EC 17501, EC 17301 CU+2 CU+2
0720-70 MAPS/PRECINCTS City Clerk GC 34090 PE PE
0720-75 PROPOSITION 218 ELECTIONS City Clerk Calif. Constitution Art. XIII PE PE
0725 INITIATIVE/RECALL/REFERENDUM
0725-05 GENERAL INFORMATION City Clerk GC 34090 / Admin. Dec.CU+5 CU+5
0725-20 INITIATIVE PETITION (Not Open to Inspection)City Clerk EC 17200, GC 6253.5 CL+.75 CL+.75
0725-30 REFERENDUM PETITION (Not Open to Inspection)City Clerk EC 17200, GC 6253.5 CL+.75 CL+.75
0725-40 RECALL PETITION City Clerk EC 17400, GC 6253.5 CL+.75 CL+.75
0730 FPPC - CAMPAIGN STATEMENTS
0730-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2
0730-10 BULLETINS City Clerk GC 34090 CU+2 CU+2
0730-20 FORMS/MANUALS City Clerk GC 34090 SU+2 SU+2
0730-25 CORRESPONDENCE (FPPC)City Clerk GC 81009(b)PE PE
0730-30 REGULATIONS/LEGISLATION City Clerk GC 34090 SU+2 SU+2
0730-40 CAMPAIGN STATEMENTS (FILED)City Clerk GC 81009(b)PE PE
0730-45 CANDIDATES STATEMENTS OF INTENTION City Clerk GC 81009(b)EX+5 EX+5
0730-50 STATEMENTS OF ORGANIZATION (FILED)City Clerk GC 81009(b)PE PE
0730-55 STATEMENTS OF TERMINATION (FILED)City Clerk GC 81009(b)PE PE
0735 FPPC - CONFLICT OF INTEREST STATEMENTS
0735-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2
0735-10 BULLETINS City Clerk GC 34090 CU+2 CU+2
0735-20 FORMS/MANUALS City Clerk GC 34090 SU+2 SU+2
0735-25 CORRESPONDENCE (FPPC)City Clerk GC 81009(c)PE PE
0735-30 REGULATIONS/LEGISLATION City Clerk GC 34090 SU+2 SU+2
0735-39 STATEMENTS OF ECONOMIC INTERESTS - CANDIDATES City Clerk GC 81009(c)PE PE
0735-40 STATEMENTS OF ECONOMIC INTERESTS (ELECTED
OFFICIALS/ELECTION RELATED)City Clerk GC 81009(c)PE PE
0735-41 STATEMENTS OF ECONOMIC INTERESTS
(BOARDS/COMMISSIONS)City Clerk GC 81009(c)PE PE
0735-42 STATEMENTS OF ECONOMIC INTERESTS (EMPLOYEES)City Clerk GC 81009(c)PE PE
0735-43 STATEMENTS OF ECONOMIC INTERESTS (CONSULTANTS)City Clerk GC 81009(c)PE PE
0735-50 LOCAL CONFLICT OF INTEREST CODE & AMENDED
APPENDIX City Clerk GC 81009(c)PE PE
0740 LEGAL OPERATIONS
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
20 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0740-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2
0740-07 CORRESPONDENCE / REQUESTS FOR LEGAL ADVICE (CITY
ATTORNEY)City Clerk GC 34090 CU+10 CU+10
0740-10 AFFIDAVITS OF POSTING (CHRONOLOGICAL)City Clerk GC 34090 PE PE
0740-20 AFFIDAVITS OF PUBLICATION (CHRONOLOGICAL)City Clerk CCP 343, CCP 349, GC 911.2, GC 3404 CU+4 CU+4
0740-30 OATHS OF OFFICE - ELECTED OFFICIALS City Clerk GC 34090 PE PE
0740-33 OATHS OF OFFICE - BOARDS/COMMISSIONS City Clerk GC 34090 PE PE
0740-35 OATHS OF OFFICE - EMPLOYEES City Clerk GC 34090 PE PE
0740-50 LEGAL OPINIONS City Attorney GC 34090, GC 6254 SU+2 SU+2
0740-55 REQUESTS FOR LEGAL ADVICE Various GC 34090 CU+10 CU+10
0740-60 LEGAL PROCEDURES City Attorney GC 34090 SU+2 SU+2
0740-70 CARLSBAD MUNICIPAL CODE (CURRENT)City Clerk GC 34090 V PE PE
0740-71 MUNICIPAL CODE AMENDMENTS (MCA's)City Clerk GC 34090 PE PE
0745 CLAIMS/LITIGATION
0745-05 GENERAL INFORMATION Various GC 34090 CU+2 CU+2
0745-10 CLAIMS - BY THE CITY City Attorney GC 34090 / Admin. Dec.V CL+5 CL+5
0745-20 CLAIMS, OPEN - AGAINST THE CITY City Attorney/City
Clerk/Risk Management GC 34090 / Admin. Dec.V CL+5 CL+5
0745-25 CLAIMS, CLOSED - AGAINST THE CITY City Attorney GC 34090 / Admin. Dec.CL+5 CL+5
0745-30 SUBPOENAS (OTHER THAN CASE FILES)City Attorney GC 34090 / Admin. Dec.V CL+5 CL+5
0745-40 COURT ORDERS (OTHER THAN CASE FILES)City Attorney GC 34090 / Admin. Dec.V CL+5 CL+5
0745-50 CIVIL CASE FILES (ACTIVE)City Attorney GC 34090 / Admin. Dec.V CL+7 CL+7
0745-52 CIVIL CASE FILES (HIGH PROFILE)City Attorney GC 34090/Admin.Dec.V PE PE
0745-55 CIVIL CASE FILES (CLOSED)City Attorney GC 34090 / Admin. Dec.CL+7 CL+7
0745-60 CRIMINAL CASE FILES (ACTIVE)City Attorney GC 34090 / Admin. Dec.V CL+7 CL+7
0745-65 CRIMINAL CASE FILES (CLOSED)City Attorney GC 34090 / Admin. Dec.CL+7 CL+7
0745-70 ARBITRATION CASE FILES (ACTIVE)City Attorney GC 34090 / Admin. Dec.V CL+7 CL+7
0745-75 ARBITRATION CASE FILES (CLOSED)City Attorney GC 34090 / Admin. Dec.CL+7 CL+7
0745-80 AMICUS PARTICIPATION City Attorney GC 34090 / Admin. Dec.5 5
0750 LEGISLATIVE - COUNCIL
0750-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2
0750-06 CORRESPONDENCE/PETITIONS (MISC.)City Clerk GC 34090 CU+2 CU+2
0750-07 PUBLIC COMMENT City Clerk GC 34090, GC 40801 PE PE
0750-10 AGENDAS, MEETING City Clerk GC 34090 / Admin. Dec.V PE PE
0750-20 MINUTES, MEETING City Clerk GC 34090(a), GC 36814, GC 40801 V PE PE
0750-30 NOTICES, MEETING City Clerk GC 34090.7, 54960.1(c)(1)CU+2 CU+2
0750-40 RESOLUTIONS City Clerk GC 34090(d), GC 40801 V PE PE
0750-50 ORDINANCES City Clerk GC 34090(d), GC 40801 V PE PE
0750-60 AGENDA BILLS (NUMERICAL SEQUENCE)City Clerk GC 34090(d) / Admin. Dec.V PE PE
0750-65 CLOSED SESSIONS City Clerk GC 34090 / Admin. Dec.V PE PE
0750-70 COUNCIL ASSIGNMENTS/SUBCOMMITTEES Council/City Clerk GC 34090 2 2
0750-80 COUNCIL LEGISLATIVE PROGRAM Council/City Clerk GC 34090/Admin. Dec.CU+2 PE
0750-85 REGULATIONS, OTHER City Clerk GC34090(d), GC40801 PE PE
0750-90 PENDING LEGISLATION City Manager No Citation CU CU
0753 LEGISLATIVE - CMWD- MUNICIPAL WATER DISTRICT (PINK
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
21 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0753-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2
0753-10 AGENDAS, MEETING City Clerk GC 34090 / Admin. Dec.PE PE
0753-20 MINUTES, MEETING City Clerk GC 34090 / Admin. Dec.PE PE
0753-30 NOTICES, MEETING City Clerk GC 34090.7, GC 54960.1 (c) (1)CU+2 CU+2
0753-40 RESOLUTIONS City Clerk GC 34090(d), GC 40801 PE PE
0753-50 ORDINANCES City Clerk GC 34090(d), GC 40806 PE PE
0753-60 AGENDA BILLS (CHRONOLOGICAL)City Clerk GC 34090(d) / Admin. Dec.PE PE
0753-65 CLOSED SESSIONS (Agenda Bills, Chron. Order)City Clerk GC 34090(d) / Admin. Dec.PE PE
0755 LEGISLATIVE - HOUSING & RED COMMISSION (GREEN
0755-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2
0755-10 AGENDAS, MEETING City Clerk GC 34090 / Admin. Dec.V PE PE
0755-20 MINUTES, MEETING City Clerk GC 34090(d), GC 36814, GC 40801 V PE PE
0755-30 NOTICES, MEETING City Clerk GC 34090.7, GC 54960.1(c) (1)CU+2 CU+2
0755-40 RESOLUTIONS City Clerk GC 34090(d), GC 40801 V PE PE
0755-50 ORDINANCES City Clerk GC 34090(d), GC 40801 V PE PE
0755-60 AGENDA BILLS (CHRONOLOGICAL)City Clerk GC 34090 / Admin. Dec.V PE PE
0755-65 CLOSED SESSIONS (Agenda Bills, Chron. Order)City Clerk GC 34090 / Admin. Dec.V PE PE
0757 LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION
(YELLOW FILES)
0757-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2
0757-10 AGENDAS, MEETING City Clerk GC 34090 / Admin. Dec.V PE PE
0757-20 MINUTES, MEETING City Clerk GC 34090(d), GC 36814, GC 40801 V PE PE
0757-30 NOTICES, MEETING City Clerk GC 34090.7, GC 54960.1(d)(1)CU+2 CU+2
0757-40 RESOLUTIONS City Clerk GC 34090(d), GC 40801 V PE PE
0757-50 ORDINANCES City Clerk GC 34090(d), GC 40801 V PE PE
0757-60 AGENDA BILLS (CHRONOLOGICAL)City Clerk GC 34090 / Admin. Dec.V PE PE
0758 LEGISLATIVE - PUBLIC FINANCING AUTHORITY
0758-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2
0758-10 AGENDAS, MEETING City Clerk GC 34090 / Admin. Dec.V PE PE
0758-20 MINUTES, MEETING City Clerk GC 34090(d), GC 36814, GC 40801 V PE PE
0758-30 NOTICES, MEETING City Clerk GC 34090.7, GC 54960.1(d)(1)CU+2 CU+2
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
22 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0758-40 RESOLUTIONS City Clerk GC 34090(d), GC 40801 V PE PE
0758-50 ORDINANCES City Clerk GC 34090(d), GC 40801 V PE PE
0758-60 AGENDA BILLS (CHRONOLOGICAL)City Clerk GC 34090 / Admin. Dec.V PE PE
0759 LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY
(GOLD FILES)
0759-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2
0759-10 AGENDAS, MEETING City Clerk GC 34090 / Admin. Dec.V PE PE
0759-20 MINUTES, MEETING City Clerk GC 34090(d), GC 36814 V PE PE
0759-30 NOTICES, MEETING City Clerk GC 34090.7, GC 54960.1(d)(1)CU+2 CU+2
0759-40 RESOLUTIONS City Clerk GC 34090(a), GC 40801 V PE PE
0759-50 ORDINANCES City Clerk GC 34090(d), GC 40806 V PE PE
0759-60 AGENDA BILLS (CHRONOLOGICAL)City Clerk GC 34090 / Admin. Dec.V PE PE
0770 REAL PROPERTY
0770-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2
0770-10 APPRAISALS/NEGOTIATIONS City Clerk GC 34090, GC 6254(b)CL+2 CL+2
0770-20 ACQUISITIONS/MERGERS - ACTIVE City Clerk GC 34090 V PE PE
0770-25 ACQUISITIONS/MERGERS - CLOSED City Clerk GC 34090 V PE PE
0770-27 SURPLUS PROPERTY - ACTIVE City Manager GC 34090 / Admin. Dec.PE PE
0770-29 SURPLUS PROPERTY - CLOSED City Manager GC 34090 / Admin. Dec.PE PE
0770-30 EMINENT DOMAIN City Attorney GC 34090 V PE PE
0770-35 CONDEMNATIONS City Attorney GC 34090 V PE PE
0770-40 VACATIONS, ABANDONMENTS, RELINQUISHMENTS City Clerk GC 34090(a)V PE PE
0770-45 OFFERS OF DEDICATION City Clerk GC 34090 V PE PE
0770-50 ENCROACHMENTS City Clerk GC 34090 V PE PE
0770-60 LIENS/RELEASES (MISC.)Finance/City Clerk GC 34090 V PE PE
0770-70 PROPERTY INVENTORY (CITY OWNED)Finance GC 34090 / Admin. Dec.V AU+4 AU+4
0770-75 SPECIAL DOCUMENTS (Real Property)Finance GC 34090 / Admin. Dec.PE PE
0770-80 CMWD (PINK)Finance GC 34090 / Admin. Dec.PE PE
0770-90 H&R COMMISSION (GREEN)Finance GC 34090 / Admin. Dec.PE PE
0775 REAL PROPERTY - DEEDS/EASEMENTS
0775-05 GENERAL INFORMATION City Clerk GC 34090, GC 40801 PE PE
0775-10 EASEMENTS/DEEDS (City)City Clerk GC 34090, GC 40801 V PE PE
0775-20 DEED RESTRICTIONS City Clerk GC 34090, GC 40801 V PE PE
0775-50 REAL PROPERTY, OTHER City Clerk GC 34090, GC 40801 V PE PE
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
23 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0775-60 QUITCLAIMS City Clerk GC 34090, GC 40801 V PE PE
0775-80 EASEMENTS/DEEDS - CMWD (PINK)City Clerk GC 34090, GC 40801 V PE PE
0775-90 EASEMENTS/DEEDS - H&R COMMISSION (GREEN)City Clerk GC 34090, GC 40801 V PE PE
0800 SERIES HUMAN RESOURCES/PERSONNEL
0800 HUMAN RESOURCES/PERSONNEL ADMINISTRATION
0800-03 CORRESPONDENCE (CHRON FILES)Human Resources GC 34090 CU+2 CU+2
0800-05 GENERAL INFORMATION Human Resources GC 34090/Admin.Dec.CU+3 CU+3
0800-10 EMPLOYEE AWARDS City Manager GC 34090, Equal Pay Act, Title VII, FEHA,
ADA/Admin.Dec.PE PE
0800-20 EMPLOYEE ORIENTATION
Human
Resources/Library
/Recreation
GC 34090, Equal Pay Act, Title VII, FEHA,
ADA,FLSA, FMLA, CRFA/Admin.Dec.SU+3 SU+2
0800-25 EMPLOYEE HANDBOOKS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA ,FLSA, FMLA, CRFA/Admin.Dec.SU+3 SU+3
0800-30 EMPLOYEE NEWSLETTERS Human Resources GC 34090/Admin.Dec.CU+3 CU+3
0800-35 EVALUATION PROGRAMS (PAY FOR PERFORMANCE)Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA/Admin.Dec.SU+3 SU+3
0800-45 ORGANIZATIONAL CHARTS All Departments GC 34090/Admin.Dec.V SU+3 SU+3
0800-50 PERSONNEL POLICIES & PROCEDURES Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA, FMLA, CRFA/Admin.Dec.V SU+3 SU+3
0800-60 REPORTS & STUDIES Human Resources GC 34090/Admin.Dec.CU+3 CU+3
0800-70 REGULATIONS (FEDERAL/STATE)Human Resources (no citation)CU CU
0810 EMPLOYEE RECORDS
0810-05 GENERAL INFORMATION Human Resources GC 34090/Admin.Dec.CU+3 CU+3
0810-10 FINGERPRINTING Human Resources GC 34090, Title VII, FEHA/Admin.Dec.TE+5 TE+5
0810-15 PRE-EMPLOYMENT PHYSICALS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA/Admin.Dec.TE+5 TE+5
0810-17 DMV PRINTOUTS, EMPLOYEES Human Resources GC 34090, VC 1808.1/Admin. Dec.SU+2 SU+2
0810-20 I9, FORMS - IMMIGRATION Human Resources IRCA (Immigration Reform Control Act)
CU+3 OR
TE+1
(whichever is
longer)
CU+3 OR
TE+1
(whichever is
longer)
0810-23 REQUESTS FOR LEAVE - MEDICAL Human Resources GC 34090, Title VII, FEHA, ADA, FLSA,
FMLA, CRFA/Admin.Dec.CL+3 CL+3
0810-25 PART-TIME EMPLOYEES (HOURLY)Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA/Admin.Dec.V TE+5 TE+5
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
24 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0810-30 FULL-TIME EMPLOYEES (NON SAFETY)Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA/Admin.Dec.V TE+5 TE+5
0810-40 EMPLOYEES - SAFETY Human Resources,
Police
GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA, PC 832.5/Admin.Dec.V TE+5 TE+5
0810-50 RETIRED EMPLOYEES Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA/Admin.Dec.TE+5 TE+5
0810-55 INACTIVE EMPLOYEES (RESIGNATIONS)Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA/Admin.Dec.TE+5 TE+5
0810-60 TERMINATED EMPLOYEES Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA/Admin.Dec.TE+5 TE+5
0810-70 WORKERS COMPENSATION CLAIMS FILES, OPEN Human Resources/Tri-
Star 8 CCR 10102 CU+5 CU+5
0810-75 WORKERS COMPENSATION CLAIMS FILES, CLOSED Human Resources/Tri-
Star 8 CCR 10102 CL+5 CL+5
0810-77 WORKERS COMPENSATION REPORTS Human Resources/Tri-
Star 8 CCR 10103.1 CU+5 CU+5
0810-80 WORKERS COMPENSATION AUTHORIZATIONS (TO USE
PERSONAL PHYSICIAN)Human Resources LC 4600, 5404, and 5410/Admin.Dec.SU+5 SU+5
0810-85 IOD (INJURY ON DUTY) RECORDS Human Resources 8 CCR 14307 CU+5 CU+5
0820 CLASSIFICATIONS/QUALIFICATIONS
0820-05 GENERAL INFORMATION Human Resources GC 34090/Admin. Dec.CU+5 CU+5
0820-10 JOB DESCRIPTIONS/SPECIFICATIONS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA, FMLA, CFRA/Admin.Dec.V SU+5 SU+5
0820-20 CLASSIFICATION SURVEYS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA/Admin. Dec.SU+5 SU+5
0820-30 CLASSIFICATION APPEALS/AUDITS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA/Admin. Dec.V CL+5 CL+5
0820-40 RECLASSIFICATIONS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA/Admin.Dec.CL+5 CL+5
0820-50 SALARY SURVEYS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA/Admin.Dec.SU+5 SU+5
0820-60 POLICIES & PROCEDURES Human Resources GC 34090 / Admin. Dec.SU+5 SU+5
0820-70 REPORTS & STUDIES Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA/Admin.Dec.SU+5 SU+5
0830 SALARIES, WAGES, AND BENEFITS
0830-05 GENERAL INFORMATION Human Resources GC 34090/Admin.Dec.CU+6 CU+6
0830-10 DEFERRED COMPENSATION Human Resources GC 34090/Admin.Dec.V PE PE
0830-15 LEAVE CONVERSIONS Human Resources GC 34090, FMLA, CFRA, LC 1174/Admin. CU+6 CU+6
0830-20 HEALTH CARE BENEFITS Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6
0830-21 ENROLLMENT FORMS Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6
0830-23 FLEX SPENDING ACCOUNTS Human Resources GC 34090, FMLA, CFRA, LC 1174/Admin. CU+6 CU+6
0830-25 VISION CARE BENEFITS Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6
0830-30 DENTAL CARE BENEFITS Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6
0830-33 WELLNESS BENEFITS Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6
0830-40 RETIREMENT PLAN (PERS)Human Resources GC 34090/Admin. Dec.PE PE
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
25 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0830-50 LIFE INSURANCE Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6
0830-55 AD&D INSURANCE Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6
0830-60 UNEMPLOYMENT INSURANCE Human Resources GC 34090, UIC 1085, 22 CCR 1085-
2/Admin. Dec.CL+4 CL+4
0830-65 STATE DISABILITY INSURANCE Human Resources GC 34090/Admin. Dec.CL+4 CL+4
0830-70 LONG TERM DISABILITY INSURANCE Human Resources GC 34090, ADA, FMLA, CRFA/Admin. Dec.CU+6 CU+6
0830-75 COBRA PROGRAM, GENERAL Human Resources GC 34090/Admin. Dec.CU+6 CU+6
0830-76 COBRA - RETIREES Human Resources GC 34090/Admin. Dec.CL+6 CL+6
0830-77 COBRA - PAYMENTS Finance GC 34090/Admin. Dec.CL+6 CL+6
0830-80 SALARIES (CLASSIFICATION/COMPENSATION)Human Resources
GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA, FMLA, CRFA, LC 1174, UIC
1085/Admin.Dec.
SU+5 PE
0830-90 REPORTS & STUDIES Human Resources GC34090/Admin. Dec.CU+6 CU+6
0840 EMPLOYEE/LABOR RELATIONS
0840-05 GENERAL INFORMATION Human Resources GC 34090/Admin.Dec.CU+3 CU+3
0840-10 NEGOTIATIONS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA, FMLA, CRFA/Admin.Dec.V CL+3 CL+3
0840-15 LABOR/MANAGEMENT MINUTES, MEETINGS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA, FMLA, CRFA/Admin.Dec.CL+3 CL+3
0840-20 IMPASSE PROCEDURES Human Resources GC 34090/Admin. Dec.CL+3 CL+3
0840-30 MEMORANDA OF UNDERSTANDING Human Resources/City
Clerk
GC 34090, Equal Pay Act, Title VII, FEHA,
ADA, FLSA, FMLA, CRFA/Admin.Dec.V TE+3 PE
0840-50 GRIEVANCES/COMPLAINTS (SAFETY)Human Resources GC 34090 / Admin. Dec.TE+5 TE+5
0840-55 GRIEVANCES/COMPLAINTS (NON-SAFETY)Human Resources GC 34090/Admin.Dec.TE+5 TE+5
0850 RECRUITMENT/SELECTION/REPORTS
0850-05 GENERAL INFORMATION Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CU+3 CU+3
0850-10 AFFIRMATIVE ACTION/EEO (EQUAL EMPLOYMENT Human Resources GC 34090, Title VII, FEHA, ADA/Admin. SU+3 SU+3
0850-15 ADVERTISING (EMPLOYMENT)Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3
0850-20 EMPLOYMENT ANNOUNCEMENTS Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3
0850-25 JOB APPLICATIONS/RESUMES Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3
0850-30 EXAMINATION NOTICES Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3
0850-35 COMPLETED EXAMINATIONS (Written)Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3
0850-40 ORAL EXAMINATION RECORDS Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3
0850-45 PHYSICAL EXAMINATION RECORDS Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3
0850-50 DEPARTMENT TESTING & INTERVIEWS Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3
0850-55 NOTIFICATION OF APPOINTMENTS Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3
0850-60 ELIGIBILITY LISTS, ACTIVE Human Resources GC 34090, Title VII, FEHA, ADA/Admin. SU+3 SU+3
0850-65 ELIGIBILITY LISTS, INACTIVE Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3
0850-70 COMPLAINTS/INVESTIGATIONS (HIRING/SELECTION)Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+5 CL+5
0850-80 ASSESSMENT CENTERS, GENERAL Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3
0850-85 TEST & EXAMINATION DEVELOPMENT Human Resources GC 34090, Title VII, FEHA, ADA/Admin. SU+3 SU+3
0850-90 STATISTICS (REPORTS)Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CU+3 CU+3
0860 TRAINING & EMPLOYMENT PROGRAMS
0860-05 GENERAL INFORMATION Human Resources GC 34090/Admin. Dec.CU+3 CU+3
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
26 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0860-20 EMPLOYEE DEVELOPMENT/TRAINING (INTERNAL)Human Resources/All
Departments
GC 34090, Title VII, FEHA, ADA/Admin.
Dec.TE+5 TE+5
0860-25 EMPLOYEE DEVELOPMENT/TRAINING (SAFETY)Human Resources/All
Departments
GC 34090, Title VII, FEHA, ADA, PC
832.5/Admin. Dec.TE+5 TE+5
0860-27 EMPLOYEE DEVELOPMENT/TRAINING (NON-SAFETY)Human Resources/All
Departments
GC 34090, Title VII, FEHA, ADA/Admin.
Dec.TE+5 TE+5
0860-30 EMPLOYMENT TRAINING SERVICES Human Resources GC 34090, Title VII, FEHA, ADA/Admin.
Dec.CU+3 CU+3
0860-35 ORGANIZATIONAL DEVELOPMENT Human Resources/City
Manager
GC 34090, Title VII, FEHA, ADA/Admin.
Dec.CU+3 CU+3
0860-40 INTERN PROGRAMS Human Resources GC 34090, Title VII, FEHA, ADA/Admin.
Dec.CL+3 CL+3
0860-45 EDUCATIONAL REIMBURSEMENT/TUITION Human Resources GC 34090, Title VII, FEHA, ADA/Admin.
Dec.CL+3 CL+3
0860-50 SPECIAL EMPLOYMENT PROGRAMS Human Resources GC 34090, Title VII, FEHA, ADA/Admin.
Dec.CL+3 CL+3
0860-60 POST (POLICE OFFICERS STANDARDS & TRAINING)Police GC 34090, Title VII, FEHA, ADA,
PC832.5/Admin. Dec.TE+5 TE+5
0860-70 TRAINING/TRAVEL REQUESTS Finance GC 34090, Title VII, FEHA, ADA/Admin.
Dec.CL+5 CL+5
0860-80 VOLUNTEER PROGRAMS All Departments GC 34090, Title VII, FEHA, ADA/Admin.
Dec.CL+3 CL+3
0900 SERIES PUBLIC FACILITIES AND GROUNDS
0900 GENERAL ADMINISTRATION
0900-05 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2
0900-07 REQUESTS/COMPLAINTS Public Works GC 34090 CL+2 CL+2
0900-10 CUSTODIAL SERVICES Public Works GC 34090(d)CU+2 CU+2
0900-15 PUBLIC FACILITIES MAINTENANCE Public Works GC 34090(d)CU+2 CU+2
0900-20 PUBLIC GROUNDS MAINTENANCE Public Works GC 34090(d)CU+2 CU+2
0900-30 GRAFFITI/VANDALISM OF PUBLIC BUILDINGS Public Works GC 34090(d)CU+2 CU+2
0900-40 FACILITIES USE APPLICATIONS Public Works GC 34090(d)CU+2 CU+2
0900-43 FACILITIES USE PERMITS/INSURANCE BINDERS Public Works GC34090 CL+2 CL+2
0900-50 REGULATIONS Public Works GC 34090(d), GC40806 PE PE
0900-60 POLICIES & PROCEDURES Public Works GC 34090(d)SU+5 SU+5
0900-65 REPORTS/STUDIES Public Works GC 34090/Admin. Dec.CU+2 CU+2
0900-70 WORK ORDERS Public Works GC 34090 CU+2 CU+2
0910 MUNICIPAL FACILITIES
0910-05 GENERAL INFORMATION (Maintenance & Operations)Development (Building)GC 34090(d)CU+2 CU+2
0910-10 CITY HALL/CIVIC CENTER Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-20 FARADAY BUILDING Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-30 MAINTENANCE YARD (405 OAK)Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-35 SENIOR CENTER Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-40 KRUGER HOUSE Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-43 HERITAGE HALL Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
27 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0910-45 SCOUT HOUSE Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-50 SAFETY CENTER Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-53 FLEET MAINTENANCE YARD Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-60 HOUSING & REDEVELOPMENT OFFICE Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-70 CMWD OFFICE (MUNICIPAL WATER DISTRICT)Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-75 SWIM COMPLEX Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-81 FIRE STATION #1 Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-82 FIRE STATION #2 Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-83 FIRE STATION #3 Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-84 FIRE STATION #4 Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-85 FIRE STATION #5 Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-86 FIRE STATION #6 Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-91 COLE LIBRARY Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-92 CARLSBAD CITY LIBRARY (SOUTH CARLSBAD)Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-93 LAS PALMAS BUILDING Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-94 ADULT LEARNING CENTER Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-95 CENTRO DE INFORMACION Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0910-96 ARTS OFFICE Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE
0930 PARKS & OPEN SPACE
0930-05 GENERAL INFORMATION (Maintenance & Operations)Public Works/General
Services GC 34090 CU+2 CU+2
0930-07 AVIARA PARKSITE (ZONE 19)Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-10 CALAVERA HILLS PARK/COMMUNITY CENTER Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-15 EL FUERTE PARK Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-20 HARDING COMMUNITY CENTER Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-25 MAGEE PARK Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-30 HOLIDAY PARK Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-35 LA COSTA CANYON PARK Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-40 CANNON LAKE PARK Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-45 CARRILLO RANCH PARK Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-50 HOSP GROVE PARK Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-55 LAGUNA RIVIERA PARK Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-58 LARWIN PARK Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
28 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
0930-65 N/W QUADRANT PARK Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-70 POINSETTIA PARK Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-75 SKATEBOARD PARK Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-80 STAGECOACH PARK/COMMUNITY CENTER Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-83 VETERANS' MEMORIAL PARK Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-85 MUNICIPAL GOLF COURSE Public Works/General
Services
2.083110; GC 34090(a), GC 4004,H&S
19850 PE PE
0930-90 REGIONAL PARKS Public Works/General
Services GC 34090 5 5
0930-95 STATE PARKS Public Works/General
Services GC 34090 2 2
0930-99 PARK PLANNING Public Works/General
Services GC 34090 2 2
0940 CITY RESERVOIRS/PUMP STATIONS
0940-10 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2
0940-20 OPERATIONS/MAINTENANCE (Reservoirs, etc.)Public Works GC 34090 CU+2 CU+2
0940-30 RESERVOIRS Public Works GC 34090 PE PE
0940-40 PUMP STATIONS Public Works GC 34090 PE PE
0940-50 CONSTRUCTION/CIP (Reservoirs, etc.)Public Works GC 34090 PE PE
0940-70 REPORTS & STUDIES Public Works GC 34090 CL+2 CL+2
1000 SERIES PUBLIC WORKS/ENGINEERING
1000 ENGINEERING
1000-05 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2
1000-15 MONUMENTS Public Works GC 34090 PE PE
1000-20 PAVING PERMITS Public Works GC 34090 / Admin. Dec.PE PE
1000-25 IMPROVEMENT/GRADING/DRAINAGE PLANS Public Works GC 34090 PE PE
1000-30 GRADING PERMITS Public Works GC 34090 PE PE
1000-35 DRAINAGE BASIN REPORTS Public Works GC 34090, GC 4003, GC 4004, H&S 19850 PE PE
1000-37 DRAINAGE/EROSION Public Works GC 34090 PE PE
1000-40 STANDARDS (Engineering)Public Works GC 34090/Admin.Dec.SU+10 SU+10
1000-45 ENGINEERING PLANS Public Works GC 34090 PE PE
1000-47 RIGHT-OF-WAY PERMITS Public Works 40 CFR 122.28 PE PE
1000-50 SURVEY PROJECTS & MAPS Public Works GC 34090 PE PE
1000-55 POLICIES & PROCEDURES Public Works GC 34090 / Admin. Dec.PE PE
1000-60 REGULATIONS (Engineering)Public Works GC 34090 / Admin. Dec.SU+2 SU+2
1000-65 SOILS REPORTS Public Works GC34090(d)PE PE
1000-70 REPORTS & STUDIES, GENERAL Public Works GC 34090 / Admin. Dec.20 20
1000-76 INSPECTION REQUESTS Public Works GC 34090 CL+2 CL+2
1000-77 INSPECTION LOGS Public Works GC 34090(d)CL+2 CL+2
1000-80 MICROFICHE INDEX Public Works GC 34090 / Admin. Dec.PE PE
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
29 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
1005 GEOGRAPHIC INFORMATION SYSTEMS (GIS)
1005-05 BASE MAPS GIS/Public Works GC 34090, H&S 19850, GC 34090.7 PE PE
1010 HIGHWAYS & THOROUGHFARES
1010-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+2 CU+2
1010-20 STATE ROUTE 78 Public Works GC 34090 / Admin. Dec.CU+5 PE
1010-25 INTERSTATE 5 Public Works GC 34090 / Admin. Dec.CU+5 PE
1010-30 TRUCK ROUTES/ACCESS Public Works GC 34090, GC 4003, GC 4004 SU+2 SU+2
1010-40 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.5 5
1020 BRIDGES
1020-05 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2
1020-20 PROJECT FILES Public Works GC 34090 / Admin. Dec.PE PE
1020-30 BRIDGE INSPECTIONS Public Works GC 34090 PE PE
1020-40 BRIDGE SPECIFICATIONS Public Works GC 34090 PE PE
1020-50 OVERPASSES Public Works GC 34090, GC 4003, GC 4004 PE PE
1020-60 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.PE PE
1025 FLEET MAINTENANCE Public Works GC 34090 / Admin. Dec.CU+2 CU+2
1025-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+2 CU+2
1025-10 MAINTENANCE RECORDS Public Works GC 34090 / Admin. Dec.CL+2 CL+2
1025-15 REPAIR ORDERS Public Works GC 34090 / Admin. Dec.CL+2 CL+2
1025-20 VEHICLE SPECIFICATIONS Public Works GC 34090 / Admin. Dec.SU+2 SU+2
1025-30 VEHICLE FILES Public Works GC 34090 / Admin. Dec.TE+2 TE+2
1025-40 FUEL MONITORING Public Works GC 34090 / Admin. Dec.CU+2 CU+2
1025-50 POLICIES & PROCEDURES Public Works GC 34090 / Admin. Dec.CU+2 CU+2
1025-60 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1030 STREETS - ADMINISTRATION
1030-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+2 CU+2
1030-10 CAPITAL PROJECTS Public Works GC 34090 / Admin. Dec.PE PE
1030-20 STREET ALIGNMENTS/WIDENING Public Works GC 34090 / Admin. Dec.PE PE
1030-40 STREET NAMES Public Works GC 34090 / Admin. Dec.PE PE
1030-45 STREET NAME CHANGES (SNC’S)Public Works GC 34090 / Admin. Dec.PE PE
1030-50 POLICIES & PROCEDURES Public Works GC 34090 / Admin. Dec.CU+10 CU+10
1030-56 STANDARDS Public Works GC 34090 / Admin. Dec.SU+10 SU+10
1030-60 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.CU+10 CU+10
1035 STREETS - MAINTENANCE
1035-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+2 CU+2
1035-07 REQUESTS/COMPLAINTS Public Works GC 34090 / Admin. Dec.CL+2 CL+2
1035-10 MAINTENANCE/IMPROVEMENTS Public Works GC 34090 / Admin. Dec.CL+2 CL+2
1035-13 PAVEMENT/OVERLAY Public Works GC 34090/Admin.Dec.CL+2 CL+2
1035-15 DAILY WORK ORDERS/LOGS Public Works GC 34090/Admin.Dec.CU+5 CU+5
1035-17 DAMAGE/INCIDENT REPORTS Public Works GC 34090/Admin.Dec.CL+5 CL+5
1035-20 BIKE LANES Public Works GC 34090 / Admin. Dec.PE PE
1035-23 CROSSWALKS Public Works GC 34090 / Admin. Dec.PE PE
1035-25 HANDICAPPED RAMPS Public Works GC 34090 / Admin. Dec.PE PE
1035-30 SIDEWALKS Public Works GC 34090 / Admin. Dec.PE PE
1035-33 CURBS/GUTTERS Public Works GC 34090 / Admin. Dec.PE PE
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
30 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
1035-35 STREET LIGHTS Public Works GC 34090 / Admin. Dec.PE PE
1035-37 LIGHTING/LANDSCAPING DISTRICTS Public Works GC 34090, GC 4003, GC 4004 TE+2 TE+2
1035-39 MEDIANS/ISLANDS Public Works GC 34090, GC 4003, GC 4004 PE PE
1035-40 LANDSCAPING Public Works GC 34090, GC 4003, GC 4004 CU+2 CU+2
1035-45 TREE PLANTING/TRIMMING/REMOVAL Public Works GC 34090, GC 4003, GC 4004 CU+5 CU+5
1035-50 POLICIES & PROCEDURES Public Works GC 34090, GC 4003, GC 4004 SU+5 SU+5
1035-60 STREET CLOSURES Public Works GC 34090, GC 4003, GC 4004 PE PE
1035-65 REPORTS & STUDIES Public Works GC 34090, GC 4003, GC 4004 CU+5 CU+5
1040 TRAFFIC ENGINEERING
1040-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1040-07 REQUESTS/COMPLAINTS Public Works GC 34090 / Admin. Dec.CL+5 CL+5
1040-20 CIRCULATION Public Works GC 34090 / Admin. Dec.SU+5 SU+5
1040-25 SPEED ZONING Public Works GC 34090 / Admin. Dec.SU+5 SU+5
1040-27 TRAFFIC COUNTS (ADT)Public Works GC 34090 / Admin. Dec.SU+5 SU+5
1040-30 PEDESTRIAN SAFETY Public Works GC 34090 / Admin. Dec.SU+5 SU+5
1040-35 TRAFFIC SCHEDULES Public Works GC 34090 / Admin. Dec.SU+5 SU+5
1040-40 TRAFFIC IMPACT FEES/MITIGATION Public Works GC 34090 / Admin. Dec.SU+5 SU+5
1040-45 TRAFFIC WARRANTS Public Works GC 34090 / Admin. Dec.EX+5 EX+5
1040-50 TRAFFIC SIGNS Public Works GC 34090 / Admin. Dec.EX+5 EX+5
1040-55 SIGNAL PROJECTS Public Works GC 34090 / Admin. Dec.EX+5 EX+5
1040-58 SIGNAL MAINTENANCE Public Works GC 34090 / Admin. Dec.V CU+5 CU+5
1040-60 REGULATIONS (Traffic)Public Works GC 34090 / Admin. Dec.SU+5 SU+5
1040-65 STATISTICS Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1040-70 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1040-80 SURVEYS (Traffic)Public Works GC 34090 / Admin. Dec.SU+5 SU+5
1050 PARKING
1050-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1050-10 REQUESTS/COMPLAINTS (Parking)Public Works GC 34090 / Admin. Dec.CL+5 CL+5
1050-20 NO PARKING ZONES - ON STREET Public Works GC 34090 / Admin. Dec.SU+5 SU+5
1050-30 NO PARKING ZONES - OFF STREET Public Works GC 34090 / Admin. Dec.SU+5 SU+5
1050-40 PARKING FACILITIES, CITY Public Works GC 34090 / Admin. Dec.5 5
1050-45 PARKING PERMITS Engineering GC 34090 / Admin. Dec.CL+5 CL+5
1050-50 TEMPORARY CONTROLS Public Works GC 34090 / Admin. Dec.EX+5 EX+5
1050-55 PARKING LOTS Engineering/City Clerk GC 34090 / Admin. Dec.CU+5 CU+5
1050-60 PARKING REGULATIONS Engineering/City Clerk GC 34090 / Admin. Dec.PE PE
1050-70 STATISTICS Public Works GC 34090 / Admin. Dec.5 5
1050-75 PARKING DISTRICTS Public Works GC 34090 / Admin. Dec.TE+5 TE+5
1050-80 REPORTS & STUDIES Community
Development/ GC 34090 / Admin. Dec.CU+5 CU+5
1055 TRANSPORTATION
1055-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-10 VILLAGE TRANSIT STATION Public Works GC 34090 / Admin. Dec.PE PE
1055-15 POINSETTIA TRANSIT STATION Public Works GC 34090 / Admin. Dec.PE PE
1055-20 AIR TRANSPORTATION Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-25 BUS TRANSPORTATION Public Works GC 34090 / Admin. Dec.CU+5 CU+5
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
31 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
1055-28 LIGHT RAIL (COASTER)Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-30 RAILROADS Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-35 TAXI OPERATIONS Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-40 SHUTTLE SERVICES Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-50 TRANSPORTATION PLANNING Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-55 PEAK HOUR TRAFFIC MANAGEMENT Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-60 TRANSPORTATION DEVELOPMENT ACT (TDA)Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-61 FEDERAL AID URBAN (FAU)Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-62 SLTPP (State & Local Transportation Partnership Program)Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-63 TIP (Transportation Improvement Program)Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-65 ISTEA Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-70 TRANSPORTATION PROGRAMS Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-75 TRANSPORTATION SURVEYS Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-80 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-85 REGULATIONS Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1055-90 REGIONAL TRANSPORTATION Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1060 PUBLIC WORKS - CAPITAL IMPROVEMENTS
1060-05 GENERAL INFORMATION Public Works GC 34090/Admin.Dec.PE PE
1060-10 CAPITAL PROJECTS (Public Works)Public Works 2.083110, GC 34090(a), GC 4004; H&S
19850 V PE PE
1060-30 REGULATIONS (Public Works)Public Works GC 34090/Admin.Dec.PE PE
1060-35 STANDARDS (Public Works)Public Works GC 34090/Admin.Dec.PE PE
1060-40 REPORTS & STUDIES Public Works GC 34090/Admin.Dec.PE PE
1065 SPECIAL IMPROVEMENT DISTRICTS
1065-10 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+2 CU+2
1065-20 MAINTENANCE DISTRICT FORMATION Public Works GC 34090 / Admin. Dec.PE PE
1065-25 MAINTENANCE DISTRICT ANNEXATIONS Public Works GC 34090 / Admin. Dec.PE PE
1065-40 UNDERGROUND UTILITY DISTRICTS (UUAD)Public Works/City Clerk GC 34090 / Admin. Dec.PE PE
1070 SOLID WASTE MANAGEMENT
1070-10 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2
1070-30 REFUSE COLLECTION Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1070-35 COLLECTION RATES (Trash)Public Works NO CITATION CU+2 CU+2
1070-40 FINANCIAL STUDIES/REPORTS (Trash)Public Works GC 34090 / Admin. Dec.CU+10 CU+10
1070-50 HOUSEHOLD HAZARDOUS WASTE Public Works GC 34090 / Admin. Dec.SU+2 SU+2
1070-60 RECYCLING PROGRAMS Public Works GC 34090 / Admin. Dec.SU+5 SU+5
1070-70 MASTER PLANS Public Works GC 34090 SU+2 SU+2
1070-80 REGULATIONS Public Works GC 34090 / Admin. Dec.SU+2 SU+2
1070-90 TRANSFER STATION Public Works GC 34090 / Admin. Dec.PE PE
1100 SERIES RECREATION AND CULTURAL
1100 CULTURAL ARTS
1100-05 GENERAL INFORMATION Cultural Arts GC 34090 CU+2 CU+2
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
32 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
1100-15 PERFORMING ARTS Cultural Arts GC 34090 CL+2 CL+2
1100-20 PUBLIC ART Cultural Arts GC 34090 CL+2 CL+2
1100-30 ACQUISITIONS/FUNDRAISING Cultural Arts GC 34090 PE PE
1100-40 ARTS & CULTURAL PROGRAMS Cultural Arts GC 34090 SU+5 SU+5
1100-50 VOLUNTEERS/ADVISORY GROUPS Cultural Arts GC 34090 CU+5 CU+5
1100-60 REPORTS & STUDIES Cultural Arts GC 34090 CU+5 CU+5
1120 LIBRARY SERVICES
1120-05 GENERAL INFORMATION Library GC 34090 CU+2 CU+2
1120-10 ADMINISTRATION Library GC 34090 CU+2 CU+2
1120-18 FINES/LATE FEES Library GC 34090 / Admin. Dec.CL+5 CL+5
1120-20 COLLECTION DEVELOPMENT Library GC 34090 PE PE
1120-23 MATERIALS SELECTION Library GC 34090 / Admin. Dec.CU+10 CU+10
1120-25 CALIFORNIA STATE LIBRARY Library GC 34090 / Admin. Dec.CU+10 CU+10
1120-30 ACQUISITIONS/FUNDRAISING Library GC 34090 PE PE
1120-40 VOLUNTEERS/ADVISORY GROUPS Library GC 34090 / Admin. Dec.CU+10 CU+10
1120-45 COMPUTERS/AUTOMATION Library GC 34090 / Admin. Dec.CU+20 CU+20
1120-50 REFERENCE SERVICES Library GC 34090 / Admin. Dec.CU+20 CU+20
1120-51 GENEALOGY SERVICES Library GC 34090 / Admin. Dec.CU+20 CU+20
1120-52 CHILDREN'S SERVICES Library GC 34090 / Admin. Dec.CU+20 CU+20
1120-53 ADULT LEARNING SERVICE Library GC 34090 / Admin. Dec.CU+20 CU+20
1120-54 CENTRO DE INFORMACION (Programs/Services)Library GC 34090 / Admin. Dec.CU+20 CU+20
1120-55 GRAPHIC ART SERVICES Library GC 34090 / Admin. Dec.CU+20 CU+20
1120-56 MEDIA SERVICES Library GC 34090 / Admin. Dec.CU+20 CU+20
1120-70 SPECIAL PROGRAMS Library GC 34090 / Admin. Dec.CL+10 CL+10
1120-80 REPORTS & STUDIES Library GC 34090 / Admin. Dec.CU+10 CU+10
1130 RECREATION
1130-05 GENERAL INFORMATION Recreation GC 34090 CL+2 CL+2
1130-07 REQUESTS/COMPLAINTS Recreation GC 34090 CL+2 CL+2
1130-15 ACCIDENT/INCIDENT REPORTS (Recreation)Recreation GC 34090 CL+2 CL+2
1130-20 SPECIAL EVENTS Recreation GC 34090 CL+2 CL+2
1130-30 ADULT SPORTS Recreation GC 34090 CL+2 CL+2
1130-40 YOUTH SPORTS Recreation GC 34090 CL+2 CL+2
1130-50 RECREATION CLASSES Recreation GC 34090 CL+2 CL+2
1130-55 CLASS REGISTRATIONS Recreation GC 34090 CL+2 CL+2
1130-60 LAGOON PERMITS Recreation GC 34090 CL+2 CL+2
1130-65 LAGOON PATROL Police GC 34090 CL+2 CL+2
1130-70 REGULATIONS (Recreation)Recreation GC 34090 CL+2 CL+2
1130-80 REPORTS & STUDIES Recreation GC 34090 CL+2 CL+2
1200 SERIES UTILITIES
1200 WATER SERVICES/BILLING
1200-10 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2
1200-15 CORRESPONDENCE/CUSTOMER CONCERNS Public Works/Finance GC 34090 CL+2 CL+2
1200-20 RATES/FEES Public Works/Finance GC 34090 PE PE
1200-23 METER READ REPORTS Public Works GC 34090 CU+2 CU+2
1200-25 WATER SYSTEM MAINTENANCE Public Works GC 34090 / Admin. Dec.V CU+5 CU+5
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
33 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
1200-35 CONNECTIONS Finance GC 34090 / Admin. Dec.PE PE
1200-40 POLICIES & PROCEDURES Public Works GC 34090 / Admin. Dec.15 15
1200-45 REGULATIONS Public Works GC 34090 / Admin. Dec.SU+15 SU+15
1200-50 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1210 WATER RESOURCES
1210-10 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2
1210-20 CONSERVATION Public Works GC 34090 / Admin. Dec.CU+10 CU+10
1210-25 WATER SOURCES (SUPPLY)Public Works GC 34090 / Admin. Dec.CU+15 CU+15
1210-30 WATER QUALITY Public Works GC 34090 / Admin. Dec.CU+15 CU+15
1210-35 TEST REPORTS (Water)Public Works GC 34090 / Admin. Dec.CU+12 CU+12
1210-40 MASTER PLAN Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
1210-45 DAMS Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
1210-47 WATER LINES Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
1210-50 CAPITAL PROJECTS CONSTRUCTION (Water)Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 V PE PE
1210-60 WATER RIGHTS Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 V PE PE
1210-65 WELLS Public Works GC 34090, GC 4003, GC 4004 V PE PE
1210-70 WATER USAGE Public Works GC 34090, GC 4003, GC 4004 PE PE
1210-75 AGRICULTURAL WATER USE Public Works GC 34090, GC 4003, GC 4004 PE PE
1210-80 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.CU+5 CU+5
1210-85 REGULATIONS Public Works GC 34090 / Admin. Dec.SU+15 SU+15
1230 WASTEWATER MANAGEMENT
1230-05 GENERAL INFORMATION Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 CU+5 CU+5
1230-10 MASTER PLAN (Waste water)Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
1230-15 CAPITAL CONSTRUCTION (SEWER LINES/MAINS)Public Works GC 34090 V PE PE
1230-20 SEWER CONNECTIONS Public Works GC 34090 PE PE
1230-25 EMERGENCIES Public Works GC 34090 PE PE
1230-30 RATES/FEES/ADMIN.Public Works GC 34090 PE PE
1230-40 INDUSTRIAL WASTE Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
1230-45 SLUDGE AND SOLIDS Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
1230-50 OUTFALL Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
1230-55 SEWER SYSTEMS MAINTENANCE Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 V PE PE
1230-65 SEWER PERMITS Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
34 of 35
Approved 10/17/2000
Revised 02/18/2003
CITY OF CARLSBAD
FILING SYSTEM GUIDE
AND
RECORDS RETENTION SCHEDULE
FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL
RETENTION
TOTAL
RETENTION
1230-70 TEST REPORTS Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
1230-72 SPECIAL STUDIES/REPORTS Public Works GC 34090/ Admin Dec.CL+5 CL+5
1230-75 WASTEWATER SERVICE/INSTALLATION Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 CU+5 CU+5
1230-80 WATER RECLAMATION (Reclaimed Water)Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
1230-85 REGULATIONS Public Works GC 34090 / Admin. Dec.SU+5 SU+5
1240 STORM WATER
1240-05 GENERAL INFORMATION Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 CU+5 CU+5
1240-20 STORM DRAINS Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
1240-30 STORM WATER PROTECTION PROGRAM Public Words 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
1240-40 STORM WATER REGULATIONS Public Works GC 34090/ Admin. Dec.SU+5 SU+5
1240-50 REPORTS & STUDIES Public Works GC 34090/ Admin. Dec.CL+5 CL+5
1250 TELEPHONE & COMMUNICATIONS
1250-05 GENERAL INFORMATION Information Technology GC 34090 CU+2 CU+2
1250-10 RATES Information Technology GC 34090 SU+2 SU+2
1250-30 CITY PHONE SYSTEM MAINTENANCE Information Technology GC 34090 CU+2 CU+2
1250-40 REGULATIONS Information Technology GC 34090 SU+5 SU+5
1250-50 REPORTS & STUDIES Information Technology GC 34090 CU+5 CU+5
1260 GAS & ELECTRICITY
1260-05 GENERAL INFORMATION Public Works GC 34090 CU+5 CU+5
1260-10 RATES Public Works/City Clerk GC 34090 / Admin. Dec.SU+2 SU+2
1260-30 UNDERGROUNDING (Utility)Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
1260-40 PLANT FACILITIES (Utility)Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC
4004 PE PE
1260-50 REGULATIONS Public Works GC 34090 / Admin. Dec.SU+2 SU+2
1260-60 REPORTS & STUDIES Public Works GC 34090 CU+5 CU+5
RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated
V=Vital
35 of 35
Approved 10/17/2000
Revised 02/18/2003