HomeMy WebLinkAbout2004-03-09; City Council; 17532; APPROVAL CITYWIDE RECORDS MANAGEMENT RETENTION SCHEDULEWTG. 3/9/04
3EPT. Records
CITY OF CARLSBAD - AGENDA BILL - TITLE:
APPROVAL OF CITYWIDE RECORDS MANAGEMENT
PROGRAM RETENTION SCHEDULE UPDATE
DEPT. HD~W
CITY ATTY. a
RECOMMENDED ACTION:
4dopt Resolution No. 2004-076
Management Program .
, approving revisions to the established Citywide Records
ITEM EXPLANATION:
Project Background:
The Records Management Program was prepared and approved by the City Council on
3ctober 17, 2000. The Program, in addition to providing a uniform filing system and
retention schedule, provides procedures that are 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.
In accordance with Program requirements, staff is required to periodically review the
Program and present revisions to the City Council for approval. The Program has been
reviewed and revisions to the retention schedule prepared to reflect changes in law and
operational needs, including the addition of primary electronic records. These revisions
have been reviewed and approved by the City Attorney’s Office.
FISCAL IMPACT:
The operating costs associated with the Program are contained in the annual operating
budget for the Records Management Department. No fiscal impact is anticipated.
EXHl BITS:
1. Resolution No. 2004-076 approving the Program’s revised Records Retention
2. Exhibit “A - Revised Records Retention Schedule.
Schedule.
DEPARTMENT CONTACT: Ronna Stickrod, (760) 434-291 9, rstic@ci.carlsbad.ca.us
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RESOLUTION NO. 2004-076
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING REVISIONS TO
THE ESTABLISHED RECORDS MANAGEMENT PROGRAM
FOR THE CITY OF CARLSBAD
WHEREAS, sections 34090 and 34090.7 of the Government Code of the State of
California provide legal requirements relating to the retention and 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 includes a Filing
System Guide and Records Retention Schedule, and a Program Manual to organize the
maintenance, retention and disposal of City records, in accordance with the City’s operational
needs and legal retention requirements; and
WHEREAS, the Program and Retention Schedule now include electronic records
re ten tion.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. That the above recitations are true and correct.
2. That the Program’s revised Records Retention Schedule set forth in the attached
Exhibit “A”, is hereby adopted;
3. That the Records Management Department is hereby designated as the Custodian of
the Program, and as such, shall be responsible for the safekeeping and
implementation of the program;
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4. That the City Manager, City Attorney, and Records Manager are directed to continue
to review the Program and Retention Schedule periodically, and present any revisions
to the City Council for procedure and schedule modifications necessary to update the
current information and ensure efficient operation of the Program.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the
City of Carlsbad on the 9th day of March ,2004, by the following vote:
AYES:
NOES:
ABSENT:
Council XeEbers Lewis, Finnila, Kulchin, Hall, and Packard
None
None
ATTEST: CR
~.
M. WOOD, City Clerk
Resolution 2004-076 page 2
-2- 3
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0100
01 00-03
01 00-04
AP &
CllY COUNCIL ADMINISTRATION
CITY COUNCIL CORRESPONDENCE COUNCIL OFFICE cu+2
CITY MANAGER CORRESPONDENCE CITY MANAGER cu+2 GC 34090
GC 34090
DATE
~___ ___
0100-05 CITY MANAGER DEPARTMENT FILES
0100-10 ADMINISTRATIVE ORDERS
I NUMBER I DESCRIPTION I RECORD
GC 34090, ADMIN DEC CITY MANAGER cu+5
CITY MANAGER PE GC 34090 V
0100-12
0100-13
01 00-14
01 00-1 5
0100-20
GC 34090 GOALS & OBJECTIVES (CITY COUNCIL) CITY CLERK cu+5
GOALS & OBJECTIVES (DEPARTMENTAL) VARIOUS cu+5 GC 34090
CITYWIDE GOALS DATABASE CITY MANAGER 2 GC 34090, ADMIN. DEC.
PE GC 34090 V COUNCIL POLICIES CITY CLERK
DONATIONS & GIFTS CITY CLERK PE GC 34090
__
01 00-25
01 00-30
~~
AWARDS & COMMENDATIONS COUNCIL OFFICE cu+2 GC 34090
PROCLAMATIONS COUNCIL OFFICE cu+2 GC 34090
0100-34
0100-35
01 00-40
GC 34090 CITY MANAGER GENERAL FILES CITY MANAGER cu+5
PRESSRELEASES CITY MANAGER cu+2
SURVEYS, GENERAL CITY MANAGER cu+2
GC 34090
GC 34090
~
0120
0120-05
I 10120-13 (SPECIAL EVENTS INSURANCE (RISK MANAGEMENT (CLt2 (GC 34090
~
RISK MANAGEMENT
GENERAL INFORMATION RISK MANAGEMENT cu+2 GC 34090
(0120-15 (PROPERTY INSURANCE (RISK MANAGEMENT ICL+5 (GC 34090 I
01 20-07
01 20-09
01 20-10
~
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terminated, V=Vital
GC 34090 INSURANCE MANUALS RISK MANAGEMENT su+2
LIABILITY DATABASE RISK MANAGEMENT PE GC 34090, ADMIN. DEC.
PE GC 34090 v LIABILITY INSURANCE (CITY POLICIES) RISK MANAGEMENT
Page 1 of 48
Revised 3/9/2004
c
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
RETENTION FILE RECORD CATEGORY & OFFICE OF
NUMBER DESCRIPTION RECORD
RISK MANAGEMENT PE
V
INSURANCE POOL
RISK SHARING AUTHORITY 0120-17
LEGAL
CITATION
GC 34090
IGC 34090 lPE 10120-18 \INSURANCE REVIEW REQUESTS ]RISK MANAGEMENT
01 20-20
01 20-23
LOSS RECOVERY FILES RISK MANAGEMENT cu+2 GC 34090
INCIDENT REPORTS/CITIZEN INJURY RISK MANAGEMENT CL+2 GC 34090
RISK MANAGEMENT GENERAL SAFETY & OSHA
REGULATIONS 01 20-30
10120-35 IREPORTS & STUDIES IRiSK MANAGEMENT (cu+5 129 CFR 1904.6, GC 34090
PE 29 CFR 1904.6, GC 34090
~ ~
0120-40 POLICIES & PROCEDURES RISK MANAGEMENT su+5 GC 34090(d), ADMIN DEC
0130 RECORDS MANAGEMENT
01 30-05
01 30-1 0
GENERAL INFORMATION RECORDS MANAGEMENT CU+2 GC 34090
POLICIES & PROCEDURES RECORDS MANAGEMENT SU+5 GC 34090(d)
10130-27 IRECORDS MANAGEMENT AUDITS IRECORDS MANAGEMENT IAU+6 IGC 34090
01 30-20
0130-25
RECORDS RETENTION SCHEDULE RECORDS MANAGEMENT SU+4 CCP 343
RECORDS DESTRUCTION LISTS RECORDS MANAGEMENT PE GC 34090
01 30-35 MICROFICHE INDEX cu+2 CITYCLERK
RECORDS MANAGEMENT GC 34090
0 130-50 GC 34090 CL+2 CITY CLERK
VARIOUS DEPARTMENTS PUBLIC RECORDS REQUESTS
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
0140
0140-05
0140-10
0140-15
0150
Page 2 of 48
Revised 3/9/2004
DOCUMENT MANAGEMENT SYSTEM
GENERAL INFORMATION RECORDS MANAGEMENT CU+2 GC 34090
POLICIES & PROCEDURES RECORDS MANAGEMENT SU+5 GC 34090
DMS TRAINING INFORMATION &
MATERIALS
INFORMATION TECHNOLOGY
GC 34090 RECORDS MANAGEMENT SU+2
0150-15
01 50-20
GC 34090 POLICIES & PROCEDURES INFORMATION TECHNOLOGY SU+2
TRAINING INFORMATION/MATERIALS INFORMATION TECHNOLOGY SU+2 GC 34090
0150-25
01 50-30
AIMWORX DATABASE INFORMATION TECHNOLOGY CU+2 GC 34090, ADMIN. DEC.
CHANGE CONTROL DATABASE INFORMATION TECHNOLOGY CU+2 GC 34090, ADMIN. DEC.
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
CHAMBER OF COMM
CARLSBAD CONVENTION & VISITORS
BUREAU (CCVB)
CARLSBAD ECONOMIC ENHANCEMENT
COUNCIL (CEEC)
0200-1 0
0200-15
GC 34090 cu+2 MANAGER
MANAGER cu+2 GC 34090
Icu+2 (GC 34090 10200-20 IARTS ASSOCIATES lClTY MANAGER
0200-30 cu+2 GC 34090 CITY MANAGER CABLE TELEVISION FOUNDATION CITY CLERK
~VARI ous Icu+2 (GC 34090 10200-40 ICARLSBAD BOYS & GIRLS CLUB
CITY MANAGER NON-PROFIT ORGANIZATIONS
(GENERAL) 0200-50 cu+2 GC 34090
(0210 ]EMPLOYEE ORGANIZATIONS
0210-10 CARLSBAD FIRE ASSOCIATION (CFA) HUMAN RESOURCES PE GC 34090
HUMAN RESOURCES CARLSBAD POLICE OFFICERS
ASSOCIATION (CPOA) 0210-15 PE GC 34090
0220
0220-05
I
GC 34090 cu+5 AIR POLLUTION CONTROL DISTRICT
(APCD) 0230-06
OTHER ORGANIZATIONS
LEAGUE OF CALIFORNIA CITIES CITY MANAGER cu+5 GC 34090, ADMIN. DEC.
10230-10 ISAN DIEGO COUNTY, GOVERNMENT IVARIOUS Icu+5 IGC 34090
0220-1 0 NATIONAL LEAGUE OF CITIES CITY MANAGER cu+2 GC 34090
10230-15 ICALTRANS VARIOUS pu+5 IGC 34090
0230
(cu+5 (GC 34090
GOVERNMENT/ REGULATORY AGENCIES
cu+5 CALIFORNIA COASTAL COMMISSION
(CCC) 0230-12 GC 34090
VARIOUS LOCAL AGENCY FORMATION
COMMISSION (LAFCO) 0230-25
RETENTION CODES:
AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E= Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital
GC 34090 cu+5
Page 3 of 48
Revised 3/9/2004
VARIOUS SAN DIEGO ASSOCIATION OF
GOVERNMENTS (SANDAG) 0230-30 cu+5 GC 34090
cu+5 NORTH COUNTY TRANSIT DISTRICT
(NCTD)
ENClNA WATER POLLUTION CONTROL
FACILITY (EWPCF)
LEUCADIA COUNTY WATER DISTRICT
(LCWD)
0230-40
cu+5
cu+5
0230-50
0230-52
GC 34090
GC 34090
GC 34090
0230-80
0230-85
0230-90
0240
0240-10
0240-20
0240-30
0240-40
0240-50
I I I 1
0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES
STATE AGENCIES, GENERAL VARIOUS cu+5 GC 34090
GC 34090 FEDERAL EMERGENCY MANAGEMENT
AGENCY (FEMA)
GC 34090
cu+5
FEDERAL AGENCIES VARIOUS cu+5
SCHOOL DISTRICTS
CARLSBAD UNIFIED CITY CLERK 2
ENClNlTAS UNION CITY CLERK 2 GC 34090
SAN DlEGUlTO UNION CITY CLERK 2 GC 34090
GC 34090 SAN MARCOS UNIFIED CITY CLERK 2
GC 34090 COLLEGES, STATE VARIOUS 2
GC 34090
0300
0300-05
CITY BOARDS, COMMISSIONS, &COMMITTEES
GENERAL INFORMATION CITY CLERK cu+2 GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
~
0300-10 BROCHURES/APPLICATION FORMS CITY CLERK cu+2 GC 34090
0300-20 LIST OF VACANCIES (ANNUAL) CITY CLERK cu+2 GC 34090
0 3 0 0 - 3 0 APPOINTEES, LIST OF CITY CLERK cu+2 GC 34090
0305
0305-05 GENERAL INFORMATION VARIOUS cu+2 GC 34090
0305-1 5 APPLICATIONS (APPOINTED) VARIOUS TE+5 GC 34090
0305-17 APPLICATIONS (NOT SELECTED) VARIOUS CL+2 GC 34090
0305-40 AGENDAS, MEETING VARIOUS PE GC 34090, ADMIN DEC
0305-45 MINUTES, MEETING VARIOUS PE GC 34090
0305-50 NOTICES, MEETNG VARIOUS cu+2 GC 34090
0310 ARTS COMMISSION
AD HOC BOARDS, COMMISSIONS, COMMIlTEES
Page 4 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0315-05 GENERAL INFORMATION
0315-15 APPLICATIONS (APPOINTED)
ENGINEERING cu+2 GC 34090
CITY CLERK TE+5 GC 34090
0315-17 APPLICATIONS (NOT SELECTED)
031 5-25 APPOINTMENT, LETTERS OF
031 5-30 RESIGNATION, LETTERS OF
031 5-35 NOTICES OF VACANCY
031 5-40 AGENDAS, MEETING
0315-45 MINUTES, MEETING
0315-50 NOTICES, MEETING
CITY CLERK CL+2 GC 34090
COUNCIL OFFICE cu+2 GC 34090
CITY CLERK cu+2 GC 34090
CITY CLERK CL+2 GC 34090
GC 34090, ADMIN. DEC.
GC 34090(e) ENGINEERING
ENGINEERING cu+2 GC 34090.7
PE
V
PE
V
ENGINEERING
031 5-55
0315-60
0315-65
RETENTION CODES:
AU=ARer Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
GC 34090(e)
GC 34090
PE
V
PE
V
RESOLUTIONS ENGINEERING
STAFF REPORTSlPACKETS ENGINEERING
POLICIES & PROCEDURES ENGINEERING su+5 GC 34090
Page 5 of 48
Revised 3/9/2004
0320
0320-05
0320-15
DESIGN REVIEW BOARD
GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090
APPLICATIONS (APPOINTED) CITY CLERK TE+5 GC 34090
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY &
NUMBER DESCRIPTION
LEGAL
CITATION RETENTION OFFICE OF
RECORD I
0320-60
0 3 2 0 - 6 5
0325
STAFF REPORTS/PACKETS HOUSING & REDEVELOPMENT FE GC 34090
POLICIES & PROCEDURES HOUSING & REDEVELOPMENT SU+5 GC 34090, GC 40801
HISTORIC PRESERVAnON COMMISSION
0325-05 GENERAL INFORMATION
0325-15 APPLICATIONS (APPOINTED)
LIBRARY cu+2 GC 34090
CITY CLERK TE+5 GC 34090
-~~
0325-1 7 APPLICATIONS (NOT SELECTED)
0325-25 APPOINTMENT, LETTERS OF
CITY CLERK CL+2 GC 34090
GC 34090 COUNCIL OFFICE cu+2
0325-30
0325-35
RESIGNATION, LETTERS OF CITY CLERK cu+2 GC 34090
GC 34090 NOTICES OF VACANCY CITY CLERK CL+2
0325-40
0325-45
GC 34090, ADMIN. DEC.
GC 34090(e)
PE
V
PE
V
AGENDAS, MEETING LIBRARY
MINUTES, MEETING LIBRARY
0325-50 NOTICES, MEETING LIBRARY
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election,
EX=Expired, PE= Permanent, SU=Superceded, TE=Terminated, V=Vital
GC 34090.7 cu+2
Page 6 of 48
Revised 3/9/2004
0325-55
0325-60
0325-65
GC 34090(e)
GC 34090
PE
V
PE
V
RESOLUTIONS LIBRARY
STAFF REPORTSlPACKETS LIBRARY
POLICIES & PROCEDURES LIBRARY su+5 GC 34090
10330-1 5 IAPPLICATIONS (APPOINTED) IClTY CLERK ITE+5 IGC 34090 I
0330
0330-05
HOUSING COMMISSION
GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090
0330
0330-05
HOUSING COMMISSION
GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090
0330-1 5
0330-1 7
0330-25
APPLICATIONS (APPOINTED) CITY CLERK TE+5 GC 34090
GC 34090 APPLICATIONS (NOT SELECTED) CITY CLERK CL+2
APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090
0330-1 7
0330-25
GC 34090 APPLICATIONS (NOT SELECTED) CITY CLERK CL+2
APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090
0335-35 GC 34090 NOTICES OF VACANCY CITY CLERK CL+2
0335-40
0335-45
GC 34090, ADMIN. DEC. PE
V
PE
V
AGENDAS, MEETING LIBRARY
MINUTES, MEETING LIBRARY GC 34090(e)
0335-50
0335-55
0335-60
0335-65
0340
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
NOTICES, MEETING LIBRARY cu+2 GC 34090.7
GC 34090(e) RESOLUTIONS LIBRARY
GC 34090
PE
V
PE
V STAFF REPORTS/PACKETS LIBRARY
POLICIES & PROCEDURES LIBRARY su+5 GC 34090
PARKS & RECREATION COMMISSION
Page 7 of 48
Revised 3/9/2004
0340-05
0340-1 5
0340-1 7
0340-25
GENERAL INFORMATION PARKS & RECREATION cu+2 GC 34090
APPLICATIONS (APPOINTED) CITY CLERK TE+5 GC 34090
APPLICATIONS (NOT SELECTED) CITY CLERK CL+2 GC 34090
APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090
0340-30
0 3 4 0 - 3 5
GC 34090 RESIGNATION, LETTERS OF CITY CLERK cu+2
NOTICES OF VACANCY CITY CLERK CL+2 GC 34090
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
LEGAL
CITATION RETENTION RECORD CATEGORY & OFFICE OF
DESCRIPTION RECORD
IGC 34090, ADMIN. DEC. PE 10340-40 IAGENDAS, MEETING PARKS & RECREATION Iv
-
0340-50
0340-55
GC 34090.7 NOTICES, MEETING PARKS & RECREATION cu+2
PARKS & RECREATION PE GC 34090(e) V RESOLUTIONS
0340-60
0340-65
PERSONNEL BOARD
0345-05 GENERAL INFORMATION [HUMANRESOURCES (CUI2 /GC 34090
GC 34090 PE
V STAFF REPORTSlPACKETS PARKS & RECREATION
POLICIES & PROCEDURES PARKS & RECREATION su+5 GC 34090
10345-15 /APPLICATIONS (APPOINTED) /CITY CLERK lTE+5 IGC 34090
APPLICATIONS (NOT SELECTED)
APPOINTMENT, LETTERS OF 0345-25
GC 34090 CITY CLERK CL+2
COUNCIL OFFICE cu+2 GC 34090
0345-30
0345-35
RESIGNATION, LETTERS OF CITY CLERK cu+2 GC 34090
NOTICES OF VACANCY CITY CLERK CL+2 GC 34090
0345-40
0345-45
0345-55
0345-60
GC 34090, ADMIN. DEC. rt
V AGENDAS, MEETING HUMAN RESOURCES
MINUTES, MEETING HUMAN RESOURCES PE GC 34090(e) V
GC 34090(e)
GC 34090
PE
V
PE
V
RESOLUTIONS HUMAN RESOURCES
STAFF REPORTS/PACKETS HUMAN RESOURCES
10345-50 INOTICES, MEETING (HUMAN RESOURCES pu+2 IGC 34090.7
0345-65
0350
POLICIES & PROCEDURES HUMAN RESOURCES su+5 GC 34090
PLANNING COMMISSION
0350-1 5
0350-17
GC 34090 APPLICATIONS (APPOINTED) CITY CLERK TE+5
APPLICATIONS (NOT SELECTED) CITY CLERK CL+2 GC 34090
Icu+2 IGC 34090
0350-40
0350-45
(0350-35 [NOTICES OF VACANCY \CITY CLERK ICL+2 (GC 34090
PE GC 34090, ADMIN. DEC V AGENDAS, ME ET1 NG PLANNING
MINUTES, MEETING PLANNING PE GC 34090(e) V
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, EZElection,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 8 of 48
Revised 3/9/2004
FILE RECORD CATEGORY & OFFICE OF RETENTION NUMBER DESCRIPTION RECORD
0350-50 NOTICES, MEETING PLANNING cu+2
PE
V
PE
V
0350-55 RESOLUTIONS PLANNING
0350-60 STAFF REPORTSlPACKETS PLANNING
0350-65 POLICIES & PROCEDURES PLANNING su+5
LEGAL
CITATION
GC 34090.7
GC 34090(e)
GC 34090
GC 34090
0355
0355-05
(GC 34090(e) PE
10355-45 IMINUTES. MEETINGS ISENiORS Iv
SENIOR COMMISSION
GENERAL INFORMATION SENIORS cu+2 GC 34090
~~
0355-1 5 APPLICATIONS (APPOINTED)
0355-17 APPLICATIONS (NOT SELECTED)
10355-60 (STAFF REPORTSlPACKETS IGC 34090
GC 34090 CITY CLERK TE+5
CITY CLERK CL+2 GC 34090
0355-25
0355-30
0355-35
0355-40
Isu+5 IGC 34090
APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090
RESIGNATION, LETTERS OF CITY CLERK cu+2 GC 34090
NOTICES OF VACANCY CITY CLERK CL+2 GC 34090
GC 34090, ADMIN. DEC. PE
V AGENDAS, MEETING SENIORS
10360-05 IGENERAL INFORMATION IARTS Icu+2 IGC 34090
0355-50
0355-55
10360-15 1 APPLICATIONS (APPOINTED) IClTY CLERK ITE+5 IGC 34090
NOTICES, MEETING SENIORS cu+2 GC 34090.7
RESOLUTIONS SENIORS GC 34090(e) PE
V
0355-65 POLICIES & PROCEDURES
IGC 34090(e) PE
10360-45 IMINUTES. MEETING IARTS Iv
0360-17
0360-25
APPLICATIONS (NOT SELECTED) CITY CLERK CL+2 GC 34090
APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
0 3 6 0 - 3 5
0360-40
Page 9 of 48
Revised 3/9/2004
NOTICES OF VACANCY CITY CLERK CL+2 GC 34090
GC 34090, ADMIN DEC. PE
V AGENDAS, MEETING ARTS
0360-50
0360-55
NOTICES, MEETING ARTS cu+2 GC 34090.7
GC 34090(e) PE
V RESOLUTIONS ARTS
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY & OFFICE OF RETENTION NUMBER DESCRIPTION RECORD
PE v 0360-60 STAFF REPORTS/PACKETS ARTS
LEGAL
CITATION
GC 34090
0360-65
0365
0365-05
POLICIES & PROCEDURES ARTS su+5 GC 34090
TRAFFIC SAFETY COMMISSION
GENERAL INFORMATION ENGINEERING cu+2 GC 34090
0365-15
0365-17
10365-30 IRESIGNATION, LETTERS OF IClTY CLERK Icu+2 (GC 34090 I
APPLICATIONS (APPOINTED) CITY CLERK TE+5 GC 34090
APPLICATIONS (NOT SELECTED) CITY CLERK CL+2 GC 34090
0365-25 APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090
I
0365-35
0365-40
0365-45
GC 34090 NOTICES OF VACANCY CITY CLERK CL+2
AGENDAS, MEETING ENGINEERING
MINUTES, MEETING ENGINEERING
GC 34090, ADMIN. DEC. PE
V
PE
V GC 34090(e)
10370-1 5 IAPPLICATIONS (APPOINTED) IClTY CLERK ITE+5 IGC 34090 I
0365-50
0365-55
cu+2 GC 34090.7
ENGINEERING PE GC 34090(e)
NOTICES, MEETING ENGINEERING
RESOLUTIONS V
0365-60
0365-65
PE GC 34090 V STAFF REPORTS/PACKETS ENGINEERING
POLICIES & PROCEDURES ENGINEERING su+5 GC 34090
0370-05
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
GENERAL INFORMATION cu+2 GC 34090 ENGINEERING
CITY CLERK
Page 10 of 48
Revised 3/9/2004
0370-17
0370-25
GC 34090
APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090
APPLICATIONS (NOT SELECTED) CITY CLERK CL+2
0370-30
0370-35
0370-40
RESIGNATION, LETTERS OF CITY CLERK cu+2 GC 34090
NOTICES OF VACANCY CITY CLERK CL+2 GC 34090
GC 34090, ADMIN. DEC. PE
V AGENDAS, MEETING ENGINEERING
0370-45
0370-50
GC 34090(e)
GC 34090.7
PE
V MINUTES, MEETING ENGINEERING
NOTICES, MEETING ENGINEERING cu+2
0370-60
0370-65
GC 34090 PE
V STAFF REPORTS/PACKETS ENGINEERING
POLICIES & PROCEDURES ENGINEERING su+5 GC 34090
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0400
0400-05
0400-1 0
FISCAL/ FINANCIAL SERVICES
GENERAL INFORMATION FINANCE cu+2 GC 34090
CHART OF ACCOUNTS FINANCE cu+2 GC 34090
0400-1 5
0400-20
GC 34090 AU+4
V ACCOUNTS PAYABLE FINANCE
PETTY CASH FINANCE AU+4 GC 34090
0400-30
0400-40
AU+4 GC 34090,26 CFR 301 65-
V 1 (f) FIXED ASSETS FINANCE
CHECWAP REGISTERS FINANCE PE GC 26907
0400-50
0400-60
10400-81 (IFAS REPORTS IGC 34090
FUND TRANSFERS FINANCE AU+4 GC 34090
GC 34090, CCP 337 PE
V GENERAL LEDGERS FINANCE
10400-84 /IFAS - G/L MODULE - DETAIL DATABASE IFINANCE IGC 34090, ADMIN. DEC.
0400-70 JOURNAL VOUCHERS/ENTRIES FINANCE AU+4 GC 34090, CCP 337
IFAS - ACCOUNTS RECEIVABLE MODULE F,NANCE
10400-88 I DATABASE I
0400-77
0400-80
IAU+4
IFAS INSTRUCTIONS & MANUALS FINANCE cu+2 GC 34090
IFAS BATCHES & BUDGET CHANGES FINANCE cu+7 GC 34090
IGC 34090, ADMIN. DEC.
AU+4 IFAS -ACCOUNTS PAYABLE MODULE
DATABASE 0400-86 GC 34090, ADMIN. DEC.
0400-90
0400-95
10410-05 IGENERAL INFORMATION IFiNANCE Icu+2 IGC 34090
ACCOUNTING REPORTS FINANCE AU+4 GC 34090
GC 34090.7 ANNUAL REPORTS (FINANCIAL) FINANCE AU+7
0400-97
0400-99
0410
POLICIES & PROCEDURES FINANCE cu+2 GC 34090(d)
REFUNDS FINANCE AU+4 GC 34090
AUDITS, FINANCIAL
~~
041 0-1 0 AUDIT REPORTS, INTERNAL
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital
FINANCE PE GC 34090
Page 11 of 48
Revised 3/9/2004
041 0-20
041 0-30
AUDIT REPORTS, EXTERNAL FINANCE PE GC 34090
AUDIT PROPOSALS FINANCE PE GC 34090
041 0-35 ANNUAL AUDITS, CITY FINANCE PE GC 34090
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
LEGAL
CITATION RETENTION RECORD CATEGORY & OFFICE OF
DESCRIPTION RECORD
10410-40 ANNUAL AUDITS, REDEVELOPMENT FINANCE IPE IGC 34090
FINANCE ANNUAL AUDITS, INDUSTRIAL
DEVELOPMENT 041 0-55
I041 0-45
PE GC 34090
IGC 34090
0420
0420-05
IGC 34090
BANKING
GENERAL INFORMATION cu+2 GC 34090 FINANCE
TREASURER
0420- 10
0420-1 5
BANK SIGNATURE CARDS su+2 GC 34090 FINANCE
TREASURER
FINANCE BANK DEPOSIT CORRESPONDENCE TREASURER 4 GC 34090, CCP 337
0420-20
0420-23
10420-17
BANK STATEMENTS AU+5 GC 34090, 26 CFR 1.6001-1 FINANCE
TREASURER
FINANCE
TREASURER CHECKSNVARRANTS AU+5 GC 34090, CCP 337
FINANCE I TREASURER
0420-25
0420-30
IAU+5
CHECKSKANCELED AU+5 GC 34090, CCP 337
RETURNED CHECKS AU+5 GC 34090, CCP 337
FINANCE
TREASURER
FINANCE
TREASURER
IGC 34090,26 CFR 1.6001-1
0420-40 DEPOSIT SLIPS 4 GC 34090, CCP 337 FINANCE
TREASURER
0420-46 WIRE TRANSFERS
10420-33 lUNCLAlMED CHECKS
5 GC 34090, CCP 337 FINANCE
TREASURER
FINANCE
TREASURER
0420-50
IAU+5
DAILY BALANCE WORKSHEETS AU+5 GC 34090, 26 CFR 1,6001-1 FINANCE
TREASURER
IGC 34090, CCP 337
0420-60 POLICIES & PROCEDURES su+5 GC 34090(d), ADMIN. DEC. FINANCE
TREASURER
FINANCE I TREASURER
0430
0430-05
(GC 34090, CCP 337
I I I
BUDGET
GENERAL INFORMATION FINANCE cu+2 GC 34090
0430-10
0430-20
0430-30
BUDGET, DEPARTMENTAL VARIOUS cu+2 GC 34090
OPERATING BUDGET, CITY (ADOPTED)
CAPITAL BUDGET, CITY (ADOPTED)
GC 34090, ADMIN. DEC. PE
V
PE
CITY CLERK
GC 34090, ADMIN. DEC \I CITY CLERK
FINANCE
TREASURER 10420-55 IMONTHLY RECONCILIATION REPORTS I
0430-35
0430-37
/Aut5
FINANCIAL REPORTS, BUDGET RELATED FINANCE cu+2 GC 34090
FINANCIAL MASTER PLAN FINANCE su+2 GC 34090
IGC 34090,26 CFR 1.6001-1
FINANCE
TREASURER Icu+2 IGC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 12 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
RETENTION FILE RECORD CATEGORY & OFFICE OF
NUMBER DESCRIPTION RECORD
LEGAL
CITATION
0430-40
0430-45
0430-50
REVENUE ESTIMATES FINANCE cu+2 GC 34090
REVENUE SHARING FINANCE cu+2 GC 34090
POLICIES & PROCEDURES FINANCE su+5 GC 34090(d). ADMIN. DEC.
IGC 34090(d), ADMIN. DEC. 10430-80 IREDEVELOPMENT AGENCY BUDGET CITY CLERK IPE
PUBLIC IMPROVEMENT CORPORATION
BUDGET 0430-70 CLERK PE GC 34090(d), ADMIN. DEC.
0430-90
0430-95
0430-96
0440
0440-05
CITY CLERK
HOUSING & REDEVELOPMENT
MORTGAGE REVENUE BONDS, MULTI
/0440-16 1 FAMILY
WATER DISTRICT BUDGET CITY CLERK PE GC 34090(d), ADMIN. DEC.
PE GC 34090(d), ADMIN. DEC. INDUSTRIAL DEVELOPMENT AUTHORITY CLERK
BUDGET
PUBLIC FINANCING AUTHORITY BUDGET CITY CLERK PE GC 34090
BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS
GENERAL INFORMATION FINANCE CL+lO CCP 337.5
GC 34090, CCP 337.5,
ADMIN. DEC.
0440-10
0440-1 5
PAY INGlFlSCAL AGENT FINANCE PE GC 34090
PE GC 34090, CCP 337.5, CITY CLERK
HOUSING & REDEVELOPMENT
MORTGAGE REVENUE BONDS, SINGLE
FAMILY ADMIN. DEC.
10440-30 IGENERAL OBLIGATION BONDS
0440-20
0440-25
CITY CLERK I FINANCE
GC 34090. ADMIN. DEC. PE
V
CITY CLERK
PUBLIC WORKS
CITY CLERK
PUBLIC WORKS
ASSESSMENT DISTRICTS, 191 1 FINANCE
GC 34090, ADMIN. DEC. PE
V ASSESSMENT DISTRICTS, 1915 FINANCE
PE Iv
CITY CLERK PE
FINANCE V 0440-35 REVENUE BONDS, OTHER
IGC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
0440-50
0440-55
10450
PE Iv
GC 34090, ADMIN. DEC. PE
V
CITY CLERK
PUBLIC WORKS
CITY CLERK
PUBLIC WORKS
TAX ALLOCATION BONDS FINANCE
GC 34090, ADMIN. DEC. PE
V WATER DISTRICT BONDS (Pink) FINANCE
PAY ROLL
IGC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC. PE
V
CITY CLERK
PUBLIC WORKS
COMMUNITY FACILITIES DISTRICTS
(MELLO ROOS) 0440-45
CITY CLERK
PUBLIC WORKS
COMMUNITY FACILITIES DISTRICTS
10440-47 I BOUNDARY MAPS GC 34090, ADMIN. DEC
10450-05 IlFAS - PAYROLL MODULE I FINANCE lAU+6 IGC 34090, ADMIN. DEC.
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 13 of 48
Revised 3/9/2004
RETENTION FILE RECORD CATEGORY & OFFICE OF
NUMBER DESCRIPTION RECORD
AU+6
V
AU+5
0450-1 0 PAYROLL RECORDS - TIME CARDS FINANCE - ENGINEERING DEPARTMENT TIMECARD ENG,NEERING
DATABASE
PLANNING DEPARTMENT TIMECARD
DATABASE
0450-1 2
AW10 0450-1 3
HUMAN RESOURCES TE+3
FINANCE V 0450-1 5 DEDUCTION RECORDS
0450-20 PAYROLL REGISTERS FINANCE PE
GC 34090, 26 CFR 16001-1,
29 CFR 1627.3(2) DEFERRED COMPENSATION REPORTS
(DEDUCTION REGISTER) 10455-10 I
LEGAL
CITATION
GC 34090,29 CFR 516.2
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
GC 34090,29 CFR 516.2
GC 34090,37207
0455
0455-05
10460-05 IGENERAL INFORMATION IFiNANCE ICU+2 IGC 34090
,
PENSION/RETIREMENT FUND
GENERAL INFORMATION FINANCE 5 GC 34090
~~
0455-20
0460
PERS REPORTS FINANCE TE+4 GC 34090,29 CFR 516.2
STATE CONTROLLER/ANNUAL REPORTS
10460-40 IGANN LIMITATION I FINANCE I PE IGC 34090
FINANCE ANNUAL REPORTS - STATE
CONTROLLER 0460-10 PE GC 34090
1u40u-3~ IVALUATION
0460-1 5
0460-20
0460-30
10460-60 SPECIAL MISCELLANEOUS REPORTS FINANCE pu+5 IGC 34090
STATE MANDATED COSTS (SB90) FINANCE PE GC 34090
PE GC 34090 STATE CONTROLLER OPEN MEETING
CLAIM
SPECIAL DISTRICT REPORTS FINANCE PE GC 34090
I I
t I I
su+5 ^>^^ ,-^ ICOUNTY AUDITOR -ASSESSED
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
GC 34090
Page 14 of 48
Revised 3/9/2004
0470
0470-03
PURCHASING
CORRESPONDENCE, PURCHASING PURCHASING cu+2 GC 34090
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
RETENTION FILE RECORD CATEGORY & OFFICE OF
NUMBER DESCRIPTION RECORD
0470-05 GENERAL INFORMATION PURCHASING cu+2
LEGAL
CITATION
GC 34090
0470-1 0
0470-1 5
0470-1 6
FORMS, 1099 FINANCE AU+4 GC 34090,29 USC 436
CREDIT CARD PROGRAM,
APPLICATIONS, CITY FINANCE cu+2 GC 34090
GC 34090 CREDIT CARD APPROVALS, CITY FINANCE cu+2
0470-20
0470-25
CERTIFICATES OF INSURANCE PURCHASING
(MISCELLANEOUS OR NON-APPLICABLE) VARIOUS 0470-34
PURCHASE REQUISITIONS PURCHASING AU+4 GC 34090, CCP 337
PURCHASE ORDERS PURCHASING AU+4 GC 34090, CCP 337
Icu+2 GC 34090
CERTIFICATES OF INSURANCE
(REQUIRED) 0470-33 PE GC 34090 PURCHASING
VARIOUS
0470-40
0470-45
10470-70 IPURCHASING PROGRAMS IPURCHASING Isu+2 IGC 34090 1
BIDS/QUOTES/PROPOSALS. PENDING PURCHASING AU+4 GC 34090, CCP 337
BlDSlQUOTESlPROPOSALS, AWARDED PURCHASING AU+5 GC 34090, CCP 337
0470-65
FINANCE
PURCHASING
GC 34090,26 CFR 301 65-
1 (F) WAREHOUSE INVENTORIES PURCHASING AU+4
IAU+4
0470-75
0470-80
IGC 34090, ADMIN. DEC. I
PURCHASING MANUALS PURCHASING su+2 GC 34090
VENDOR BROCHURES PURCHASING su+2 GC 34090
10470-90 I CONSULTANT INFORMATION I Pu RcHAsiNG ICL+2 IGC 34090 1
0470-95
0470-99
POLICIES & PROCEDURES PURCHASING su+5 GC 34090, ADMIN. DEC.
REPORTS & STUDIES PURCHASING cu+2 GC 34090(d)
0480-05
0480-1 0
0480-1 5
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
GENERAL INFORMATION FINANCE cu+2 GC 30490
GC 30490, ADMIN. DEC. AU+4
V ACCOUNTS RECEIVABLE (BATCHES) FINANCE
DAILY CASH RECEIPTS FINANCE AU+4 GC 34090, CCP 337
Page 15 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
AU+4 UTILITY BILLING RECEIPTS (WATER,
TRASH) 0480-25
10480-24 IUTILITY BILLING REQUESTS IAU+4 IGC 34090, CCP 337
GC 34090, CCP 337
0480-26 UTILITY BILLING DATABASE FINANCE AU+4 GC 34090, ADMIN. DEC.
0480-32
0480-35
AMBULANCE BILLING FINANCE cu+2 GC 34090
BUSINESS LICENSES FINANCE EX+4 GC 34090, CCP 337
0480-36
0480-38
BUSINESS LICENSE DATABASE FINANCE PE GC 34090, ADMIN. DEC.
BINGO LICENSES FINANCE EX+2 GC 34090
0480-40
0480-45
0480-47
10480-75 IREVENUE ALLOCATIONS IFiNANCE IGC 34090
GC 34090 BANKRUPTCIES FINANCE CL+2
COLLECTIONS FINANCE AU+4 GC 30490, ADMIN. DEC.
GRANTS, MISC. FINANCE CL+5 GC 30490, ADMIN. DEC.
0480-48
0480-50
GRANTS, CDBG FINANCE CL+4 24 CFR 570.502(b)
PARKING CITATION REVENUES FINANCE AU+4 GC 30490, ADMIN. DEC.
10480-83 ISALES TAX I FINANCE IAU+4 IGC 30490, ADMIN. DEC.
0480-55
0480-70
0480-85 PROPOSITION 218
MISC. FlNESlREVENUES FINANCE AU+4 GC 30490, ADMIN. DEC.
FRANCHISES FINANCE 10 GC 34090, CCP 337
IAU+4 IGC 30490, ADMIN. DEC.
0480-77
0480-80
APPORTIONMENT INCOME FINANCE AU+4 GC 30490, ADMIN. DEC.
TAXES, MISC. FINANCE AU+4 GC 30490, ADMIN. DEC.
0480-81
0480-82
10485-10 IUSE FEES
PROPERTY TAX FINANCE AU+4 GC 30490, ADMIN. DEC.
GAS TAX FINANCE AU+4 GC 30490, ADMIN. DEC.
CITY CLERK
ENGINEERING
0480-90
0485
IGC 30490, ADMIN. DEC.
REPORTS & STUDIES FINANCE 2 GC 34090(d)
FEE PROGRAMS
0485-05 PROCESSING FEES
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
PE GC 30490, ADMIN. DEC. CITY CLERK
ENGINEERING
Page 16 of 48
Revised 3/9/2004
0485-1 5 IMPACT FEES PE GC 30490, ADMIN. DEC. CITY CLERK
ENGINEERING
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
RETENTION FILE RECORD CATEGORY & OFFICE OF
NUMBER DESCRIPTION RECORD
0485-20 FINES (DEVELOPMENT) PE CITY CLERK
ENGINEERING
LEGAL
CITATION
GC 30490, ADMIN. DEC.
10485-21 IFEE STUDIES/COMPUTATIONS I FiNANcE lsu+2 IGC 34090
0485-22 FEESCHEDULES CITY CLERK
FINANCE su+2 GC 34090
10485-23 IFEE WAIVER REQUESTS I FINANCE IGC 34090
0485-25 ENGINEERING FEES PE GC 30490, ADMIN. DEC. CITY CLERK
ENGINEERING
10485-35 BUILDING FEES BUILDING ICL+2 IGC 30490, ADMIN. DEC
0485-40
0485-55
FLOOD CONTROL FEES CL+2 GC 30490, ADMIN. DEC.
GC 34090, GC 4003, GC
4004
CITY CLERK
ENGINEERING
PUBLIC WORKS PE PUBLIC WORKS - CAPITAL
IMPROVEMENTS FEES
0485-60
0490
PLANNING FEES PLANNING CL+2 GC 30490, ADMIN. DEC.
INVESTMENTS
GC 34090, GC 53607, CCP
1337
0490-1 0
0490-20
PE
V 337
PE
V 337
GC 34090, GC 53607, CCP
GC 34090, GC 53607, CCP
INVESTMENT RATES TREASURER
INVESTMENT PORTFOLIO (CITY) TREASURER
PE
V TREASURER INVESTMENT PORTFOLIO
(REDEVELOPMENT AGENCY) 0490-40
GC 34090, GC 53607, CCP
1337
GC 34090, GC 53607, CCP
337
0490-60
10490-80 IPOLlClES & PROCEDURES IGC 34090, GC 40801
PE GC 34090, GC 53607,
V CCP337 INVESTMENT STATEMENTS TREASURER
0490-65
0490-70
IGC 30490, ADMIN. DEC PE
10500-03 ILOT LINE ADJUSTMENTS IENGiNEERiNG Iv
PE
V 337
PE
V 337
GC 34090, GC 53607, CCP INVESTMENT REPORTS, MONTH END TREASURER
INVESTMENT INCOME REPORTS TREASURER GC 34090, GC 53607, CCP
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
0500
0500-01
0500-02
Page 17 of 48
Revised 3/9/2004
DEVELOPMENT/SUBDMSIONS
CITY CLERK
PLANNING
GENERAL INFORMATION ENGINEERING 2 GC 34090
GC 30490, ADMIN. DEC. PE
V LOT SPLITS ENGINEERING
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY &
NUMBER DESCRIPTION
ADJUSTMENT PLATS/BOUNDARY
ADJUSTMENTS 0500-04
LEGAL
CITATION RETENTION OFFICE OF
RECORD
GC 30490, ADMIN. DEC. PE
V ENGINEERING
IGC 30490, ADMIN. DEC CERTIFICATES OF COMPLIANCE & NON- PE
10500-05 I COMPLIANCE Iv
NOTICES OF VIOLATION - RELEASES
IGC 30490, ADMIN. DEC
CITY CLERK
CODE ENFORCEMENT
ENGINEERING
GC 30490, ADMIN. DEC
IFE
/S.O-ZO ICONDITIONAL USE PERMITS (CUP)
IGC 30490, ADMIN. DEC.
CITY CLERK
ENGINEERING
PLANNING
0500-1 5
~O~OO-Z ICoASTAL (CDW
ENGINEERING
HOUSING & REDEVELOPMENT FE
PLANNING
0500-28
GC 34090(a), GC 4003, GC
4004, H&S 19850
PE
V 4004, H&S 19850
GC 34090(a). GC 4003, GC CITY CLERK
PLANNING
CONDO PERMITS (CP) ENGINEERING
0500-33
0500-35
GC 34090(a), GC 4003, GC
4004, H&S 19850
PE
V 4004, H&S 19850
GC 34090(a), GC 4003, GC CITY CLERK
PLANNING
CITY CLERK PE GC 34090(a). GC 4003, GC
HILLSIDE DEVELOPMENT PERMITS (HDP) ENGINEERING
V 4004, H&S 19850 MASTER PLANS (MP) - DEVELOPMENTS
PE
V PLANNING PLANNING COMMISSION
DETERMINATIONS (PCD) 0500-45
CARLSBAD TRACTS, MAJOR
10500-30 I SUBDIVISIONS (CT)
GC 34090(a). GC 4003, GC
4004, H&S 19850
CITY CLERK
ENGINEERING
PLANNING
10500-50 IPLANNED DEVELOPMENTS (PD)
GC 34090(a), GC 4003, GC
4004, H&S 19850
CITY CLERK
ENGINEERING
PLANN I NG
CITY CLERK
ENGINEERING 0500-60 GRADING PERMITS (PE)
CITY CLERK
ENGINEERING
PE
V 4004, H&S 19850
GC 34090(a). GC 4003, GC
GC 34090(a). GC 4003, GC
4004. H&S 19850
0500-67
0500-70
PE GC 34090(a). GC 4003, GC
V 4004, H&S 19850
PE
V
PARCEL MAPS (PM) ENGINEERING
GC 34090(a). GC 4003, GC CITY CLERK
PLANN I NG 4004, H&S 19850 PRECISE PLANS (PP) ENGINEERING
0500-75
0500-80
0500-85
GC 34090(a), GC 4003, GC
4004, H&S 19850
CITY CLERK PE GC 34090(a). GC 4003, GC
V 4004, H&S 19850 PUD (PLANNED UNIT DEVELOPMENTS)
GC 34090(a). GC 4003, GC
4004, H&S 19850
GC 34090(a). GC 4003, GC
CITY CLERK
PLANNING
CITY CLERK
PLANNING
SITE DEVELOPMENT PLANS (SDP) ENGINEERING PE
PE
V 4004, H&S 19850 SPECIFIC PLANS (SP) ENGINEERING
PLANNED DEVELOPMENT PERMITS CITY CLERK 1°500-55 IlPDP, PLANNING
0500-90
GC 34090(a), GC 4003, GC
4004. H&S 19850
PE
V 4004, H&S 19850
GC 34090(a). GC 4003, GC CITY CLERK
PLANNING
SPECIAL USE PERMITS (SUP) ENGINEERING
IFE GC 34090(a). GC 4003, GC
4004. H&S 19850
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 18 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
0500-93
LEGAL
CITATION RETENTION RECORD CATEGORY & OFFICE OF
DESCRIPTION RECORD
CITY CLERK PE GC 34090(a), GC 4003, GC
PLANNING V 4004, H&S 19850 ADMINISTRATIVE VARIANCES (AV)
10500-95 IVARIANCES (V)
0510-10
CITY CLERK
PLANNING
PLANNING PE GC 34090(a), GC 4003, GC
V 4004, H&S 19850 ADMINISTRATIVE PERMITS -APPROVALS CLERK
GC 34090(a), GC 4003, GC
4004. H&S 19850 I PE Iv
0510-20
0510-21
10500-98 IPERMITS DATABASE lVARiOUS IGC 34090, ADMIN. DEC
LANDSCAPE GUIDELINES & STANDARDS CLERK PE GC 34090(a) PLANNING
GC 34090(a), GC 4003, GC
4004, H&S 19850 PE PLANNING
CITY CLERK LANDSCAPE PLANS
10500-99 IPLANTRACK DATABASE
0510-25
051 0-30
0510-35
ENGINEERING I PLANNING
PLANNING PE GC 34090(a), GC 4003, GC
CITY CLERK V 4004, H&S 19850
PLANNING PE
CITY CLERK V
PLANNING PE
CITY CLERK V 4004, H&S 19850
ZONE CHANGES (ZC)
ZONE CODE AMENDMENTS (ZCA)
LOCAL COASTAL PROGRAM (LCP)
GC 34090
GC 34090(a), GC 4003, GC
ICL+5
LOCAL COASTAL PROGRAM
AMENDMENTS (LCPA)
LOCAL FACILITIES MANAGEMENT PLAN
(LFMP)
0510-36
051 0-40
IGC 34090, ADMIN. DEC.
PLANNING PE GC 34090(a), GC 4003, GC
CITY CLERK V 4004, H&S 19850
PLANNING PE GC 34090(a). GC 4003, GC
CITY CLERK V 4004, H&S 19850
105x0 IlAND USE/ZONING
051 0-50
10510-06 IPRELlMlNARY REVIEW Icu+2 IGC 34090
PLANNING PE GC 34090(a). GC 4003, GC
CITY CLERK V 4004, H&S 19850 GROWTH MANAGEMENT PLAN (GMP)
051 0-65
051 0-67
GC 34090(a). GC 4003, GC
4004, H&S 19850
GC 34090(a), GC 4003, GC
4004, H&S 19850
PE PLANNING HOSPITALS & CONVALESCENT HOMES CLERK
ACCESSORYSTRUCTURES PE PLANNING
CITY CLERK
051 0-75 MOBILE HOME PARKS (MHP) PE GC 34090 PLANNING
CITY CLERK
0515
0515-05
IGC 34090 / Adrnin Dec PLANNING IPE 10510-55 AGRICULTURAL PRESERVES (AP)
SIGNS
GENERAL INFORMATION PLANNING cu+2 GC 34090
PLANNING
CITY CLERK
GC 34090(a). GC 4003, GC
4004. H&S 19850
CITY CLERK
ENGINEERING
PLANNING
SECOND DWELLING UNIT (SDU) -
10510-70 I GRANNY FLAT
GC 34090(a), GC 4003, GC
4004, H&S 19850
PLANNING ISU+2 IGC 34090 10510-85 IPARKING REQUIREMENTS CITY CLERK
10510-90 IREPORTS & STUDIES PLANNING I CITY CLERK 12 IGC 34090(d)
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 19 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
LEGAL
CITATION RETENTION RECORD CATEGORY & OFFICE OF
DESCRIPTION RECORD
IGC 34090 PLANNING I PE 10515-10 SIGN PERMITS
0515-20
0515-25
SIGNS, DIRECTIONAL PLANNING PE GC 34090
SIGNS, CITY IDENTIFICATION PLANNING PE GC 34090
0515-30
051 5-40
REGULATIONS PLANNING PE GC 34090
REPORTS & STUDIES PLANNING 2 GC 34090(d)
0520
0520-05
10520-20 INEGATIVE DECLARATIONS PLANNING I PE IGC 34090, CEQA
ENVIRONMENTAL REVIEW
GENERAL INFORMATION PLANNING cu+2 GC 34090
PE CALIFORNIA ENVIRONMENTAL QUALITY
ACT (CEQA) GUIDELINES 0520-1 0 GC 34090, CEQA
ENVl RONMENTAL IMPACT
ASSESSMENTS (EIA)
ENVIRONMENTAL IMPACT REPORTS
EIR)
0520-40
0520-45
10530-05 GENERAL INFORMATION PLANNING pu+2 IGC 34090
PLANNING PE GC 34090, CEQA
PE GC 34090, CEQA
0520-60
0520-70
IGC 34090
~~~~
REPORTS & STUDIES PLANNING PE GC 34090, ADMIN DEC
REGULATIONS PLANNING PE GC 34090, ADMIN DEC
0530 GENERAL PLAN
I I I
0530-1 0
0530-1 5
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
GC 34090 PLANNING PE
CITY CLERK V
PE
V
GENERAL PLAN AND ELEMENTS
GC 34090 GENERAL PLAN CONSISTENCY PLANNING
Page 20 of 48
Revised 3/9/2004
0530-30
0530-40
REPORTS & STUDIES PLANNING PE GC 34090(d)
REGULATIONS PLANNING PE GC 34090
0540
0540-05
0540-1 0
PLANNING
GENERAL INFORMATION PLANNING cu+2 GC 34090
CORRESPONDENCE
CHRONOLOGICAL FILES PLANNING PE GC 34090, ADMIN. DEC.
0540-20
0540-30
DEMOGRAPHIC INFORMATION PLANNING PE GC 34090
POLICIES & PROCEDURES PLANNING cu+10 GC 34090
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
0540-40
LEGAL
CITATION RETENTION RECORD CATEGORY & OFFICE OF
DESCRIPTION RECORD
REPORTS & STUDIES PLANNING 10 GC 34090
0540-50
0550
0550-05
PLANNING, REGIONAL PLANNING PE GC 34090
HOUSING
GENERAL INFORMATION HOUSING cu+2 GC 34090
10550-15 AFFORDABLE HOUSING PROJECTS IHOUSiNG
0550-1 0
IAU+7
24 CFR 570.502(b)(3), 85.42.
OMB CIR. A -1 10, #C AFFORDABLE HOUSING PROGRAMS HOUSING AU+7
24 CFR 570502(b)(3). 85.42,
OMB CIR. A -110. #C
0550-20
0550-22
24 CFR 570.502(b)(3). 85.42,
24 CFR 570.502(b)(3). 85.42,
OMB CIR. A -1 10, #C HOUSING ASSISTANCE (SECTION 8) HOUSING AU+7
FINANCIAL RECORDS (SECTION 8) HOUSING AU+7 OMB CIR. A -1 10, #C
10550-23 IAPPLICANTS (SECTION 8)
0 5 5 0 - 3 0
0550-35
ITE+3
GC 34090 PE
V INCLUSIONARY HOUSING AGREEMENTS HOUSING
YARD1 DATABASE HOUSING PE GC 34090, ADMIN. DEC.
24 CFR 570.502(b)(3). 85.42,
OMB CIR. A -1 10. #C
0550-50
0550-60
POLICIES & PROCEDURES HOUSING cu+2 GC 34090, GC 40801
REPORTS & STUDIES HOUSING 2 GC 34090(d)
0560-1 0 MASTER PLAN (VILLAGE AREA) PE GC 34090, ADMIN. DEC. REDEVELOPMENT
CITY CLERK
0560-20
0560-30
10560-40 IVILLAGE PARKING PROGRAM
REDEVELOPMENT REGULATIONS REDEVELOPMENT PE GC 34090(e)
REDEVELOPMENT
ENGINEERING
PE GC 34090(a), GC 4003, GC
V 4004, H&S 19850 REDEVELOPMENT PERMITS (RP) CITY CLERK
REDEVELOPMENT
CITY CLERK
RESIDENTIAL REHABILITATION
PROGRAM 0560-50
IGC 34090
GC 34090, ADMIN. DEC. REDEVELOPMENT PE
CITY CLERK V
0565
0565-05
1056060 IPOLlClES & PROCEDURES IREDEVELOPMENT Icu+2 IGC 34090, GC 40801 1
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG)
GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090
0565-20
10565-10 ICDBG APPLICATIONS/PROPOSALS IHOUSING & REDEVELOPMENT ITE+5
HOUSING & REDEVELOPMENT TE+5
CITY CLERK 24 CFR 85.42
GC 34090, 24 CFR 570.502, CDBG/HOME PROGRAM
GC 34090, 24 CFR 570.502,
24 CFR 85.42
10565-30 ISUBRECIPIENT FUNDING APPROVALS HOUSING CLERK & REDEVELOPMENT ITE+5 GC 34090, 24 CFR 570.502. I 24 CFR 85.42
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 21 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
0565-40
LEGAL
CITATION RETENTION RECORD CATEGORY & OFFICE OF
DESCRIPTION RECORD
GC 34090, ADMIN. DEC. HOUSING & REDEVELOPMENT su+lo ANNUAL PERFORMANCE REPORTS CLERK
0570-33
0570-35
10570-60 IREPORTS & STUDIES IGC 34090(d), ADMIN. DEC.
PE GC 34090(a), GC 4003, GC
GC 34090(a), GC 4003, GC
V 4004, H&S 19850 BUILDING PERMITS BUILDING
4004, H&S 19850 BUILDING PLANS BUILDING PE
0570-71
0575
INSPECTION LOGS BUILDING PE GC 34090(d), ADMIN. DEC.
CODE COMPLIANCE/ENFORCEMENT
~~ ~
0575-15 ENFORCEMENT CASE FILES
0575-40 REPORTS & STUDIES
10580-05 IGENERAL INFORMATION ILiBmRY ICU+2 IGC 34090
CODE ENFORCEMENT PE GC 34090, ADMIN DEC
CODE ENFORCEMENT cu+5 GC 34090(d), ADMIN DEC
0580 HISTORIC PRESERVATION
0580-1 0
0580-20
0580-30
0580-40
0590
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
LIBRARY su+2 GC 34090(d) HISTORIC SITE INVENTORY
HISTORIC SITES (CASE FILES) LIBRARY PE GC 34090
GC 34090 POLICIES & PROCEDURES LIBRARY PE
REPORTS & STUDIES LIBRARY cu+2 GC 34090(d)
ECONOMIC DEVELOPMENT
Page 22 of 48
Revised 3/9/2004
0590-05
0590-1 0
GC 34090 GENERAL INFORMATION ECONOMIC DEVELOPMENT CU+2
ECONOMIC/FINANCIAL ANALYSES ECONOMIC DEVELOPMENT CU+5 GC 34090 / Admin. Dec.
ECONOMIC DEVELOPMENT NEW DEVELOPMENT CONTACTS -
INQUIRY 0590-50 CU+2 GC 34090
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
LEGAL
CITATION RETENTION RECORD CATEGORY & OFFICE OF
DESCRIPTION RECORD
/0590-70 IREPORTS & STUDIES ECONOMIC DEVELOPMENT Icu+2 IGC 34090(d) I
0600-05
I I I I
0600 SERIES - HEALTH, SAFETY &WELFARE
I
GENERAL INFORMATION cu+2 GC 34090 CITY CLERK
PUBLIC WORKS
10600 ANI MAL CONTROL I
0600-20
0600-25
~~
REGULATIONS CITY CLERK PE GC 34090, ADMIN DEC.
GC 34090 COMPLAINTS/INVESTIGATlONS (RFA's) CITY MANAGER CL+2
10600-10 ICONTRACT SERVICES
0600-45
lClTY CLERK
REPORTS & STUDIES cu+2 GC 34090(d) CITY CLERK
PUBLIC WORKS
CCP 337.2, CCP 343, GC
53066. BP 7042.5
0610-05
0610-1 0
GENERAL INFORMATION cu+2 GC 34090 FIRE
POLICE
91 1 COMMUNICATIONS POLICE cu+5 GC 34090
10600-26 IREQUEST FOR ACTION (RFA) DATABASE lClTY MANAGER IGC 34090, ADMIN. DEC. I
0610-13
061 0-1 4
0610-15
10600-30 IDISEASE PREVENTION
COMPUTER AIDED DISPATCH (CAD) POLICE cu+5 GC 34090
COMPUTER AIDED DISPATCH (CAD)
DATABASE
EMERGENCY PLAN FIRE
PE GC 34090, ADMIN. DEC.
su+2
V GC 34090
[Gi 34090
06 10-20
0610-25
GC 34090 cu+5
V
cu+2
V
DISASTER EVENTS FIRE
GC 34090 DISASTER RELIEF PROGRAMS FIRE
I0610 EMERGENCY SERVICES I
0610-35
06 10-40
MUTUAL AID - INTERAGENCY su+2 GC 34090
EMERGENCY/DISASTER TRAINING
(CEMAT)
FIRE
CITY CLERK
FIRE GC 34090 cu+2
V
06 10-60
06 10-65
0620
REGULATIONS FIRE cu+2 GC 34090
EMS REPORTS FIRE cu+2 GC 34090
ENVIRONMENTAL PROTECTION
10610-30 lClVlL DEFENSE IFiRE Icu+2 IGC 34090 I
0620-05
0620-1 0
GC 34090 GENERAL INFORMATION PLANNING cu+2
AIR QUALITY PLANNING cu+7 CCP 338(k), GC 34090
10610-50 IREPORTS & STUDIES (CEMAT) IFiRE Icu+2 IGC 34090(d) I
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 23 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
0620-20
LEGAL
CITATION RETENTION RECORD CATEGORY & OFFICE OF
DESCRIPTION RECORD
HAZARDOUS MATERIALS PROGRAMS FIRE su+2 GC 34090
0620-30
0620-35
POLLUTION DISCHARGE ELIMINATION ENGINEERING PE GC 34090
COASTAL PROTECTION - BEACH PLANNING
EROSION PUBLIC WORKS PE GC 34090
0620-55
0620-60
10620-70 REGULATIONS VARIOUS IPE IGC 34090
OPEN SPACE PLANNING PE GC 34090
TRAILS SYSTEM PLANNING PE GC 34090
IFiRE APPARATUS & EQUIPMENT
INVENTORIES 10630-1 0
PE HABITAT MANAGEMENT PLAN (HMP) -
WILDLIFE CONSERVATION 0620-65
Icu+2 IGC 34090
GC 34090
FIRE APPARATUS & EQUIPMENT
SPECIFICATIONS 0630-15
10630-20 APPARATUS & EQUIPMENT TESTS IFIRE pu+2 IGC 34090
cu+2 GC 34090
0630-25
0630-30
HOSE MAINTENANCE LOGS FIRE cu+2 GC 34090
GC 34090 SAFETY CLOTHING & EQUIPMENT FIRE cu+2
0630-40 FIRE INCIDENT REPORTS FIRE GC 34090, CCP 338, CCP
340.5 CL+3
FIRE/ARSON INVESTIGATION REPORTS
(INVOLVING DEATH)
FIRE/ARSON INVESTIGATION REPORTS
(OTHER)
0630-45
0630-47
VIOLATION LETTERS, NOTICES (FIRE IFIRE
10630-59 PREVENTION)
PE PC 799, CFC 104.3.2
CU+6 PC 799, CFC 104.3.2
ICL+3
0 6 3 0 - 5 3
IUFC 103.34
ADOPTED FIRE CODES PE GC 34090, CCP 340.5 FIRE
CITY CLERK
10630-60 IFIRE SYSTEMS - SHELL BUILDINGS IFIRE
0630-55
GC 34090, CFC 104.3.4,
UFC 103.34. ADMIN. DEC.
FIRE INSPECTIONS FIRE CL+3 UFC 103.34, CFC 104.3.4
0630-65
0630-70
FIRE SYSTEMS -TENANT
IMPROVEMENTS (NOTE: SPECIAL FIRE PE (UNLESS SU) GC 34090, ADMIN DEC.
INSTRUCTIONS-SEE FIRE DEPT.)
FIRE SUPPRESSION/EXTINGUISHERS FIRE PE GC 34090, ADMIN DEC
RETENTION CODES:
AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital
PE SMOKE DETECTORS (NON-SINGLE
FAMILY) 0630-75
Page 24 of 48
Revised 3/9/2004
GC 34090, ADMIN. DEC.
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY & OFFICE OF
NUMBER DESCRIPTION RECORD
0630-80 VEHICLES FIRE
LEGAL
CITATION RETENTION
cu+2 GC 34090
10630-90 IWEED ABATEMENT
~~
0630-95 REPORTS & STUDIES
Icu+3
FIRE cu+3 GC 34090, ADMIN DEC
GC 34090, CFC 103.3.4, i ADMIN. DEC.
0640 FLOOD CONTROL
0640-05
0640-1 5
0640-20
GENERAL INFORMATION ENGINEERING cu+2 GC 34090
NATIONAL FLOOD INSURANCE
PROGRAM
LAKESlBASlNS ENGINEERING PE GC 34090
ENGINEERING su+2 GC 34090 / Adrnin. Dec.
IPE IGC 34090
~~~
0640-25
0640-30
I I I 1
DRAINAGE FACILITIES ENGINEERING PE GC 34090
MASTER PLANS ENGINEERING cu+2 GC 34090
10640-40 (FLOOD ZONES ENGINEERING I PE IGC 34090
0640-45
0640-50
FLOOD CONTROL DISTRICT ENGINEERING cu+2 GC 34090
POLICIES & PROCEDURES ENGINEERING su+5 GC 34090, GC 40801
0640-60
0650
REPORTS & STUDIES ENGINEERING CL+2 GC 34090
HEALTH SERVICES
10650-20 IPARAMEDIC SERVICES
~~
0650-05
0650-10
FINANCE
IFiRE
GENERAL INFORMATION CITY CLERK 2 GC 34090
FOOD ESTABLlSHMENTSlHANDLERS TE+2 GC 34090 FINANCE
Icu+5
0650-30 AMBULANCE SERVICES FINANCE
FIRE
IGC 34090
cu+5 GC 34090
0650-50 PEST CONTROL PUBLIC WORKS cu+2 GC 34090
0650-53
0650-55
10670 IPOUCE SERVICES
MOSQUITO CONTROL PUBLIC WORKS cu+2 GC 34090
VECTOR CONTROL CODE ENFORCEMENT cu+2 GC 34090
0670-05
0670-06
10670-07 IDMV RECORDS (MOTOR VEHICLE PULLS)IPOLICE ICL+IO
GENERAL INFORMATION POLICE cu+2 GC 34090
BAIL SCHEDULES POLICE su+2 GC 34090 / Admin. Dec.
IGC 12946
CL+5 TRAFFIC COLLISION REPORTS (NON-
INJURY) 0670-08 GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 25 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY &
NUMBER DESCRIPTION
TRAFFIC COLLISION REPORTS
(FATALITIES) 0670-09
LEGAL
CITATION RETENTION OFFICE OF
RECORD
GC 34090, PC 832.5, EVC
1045
PC832.5, EVC 1045,
POLICE PE
0670-1 0
0670-1 1
cu+5 GC12946. PC80l(C), VC
2547
GC 34090
INCIDENT REPORTSllNVESTlGATlONS POLICE
ARREST LOGS POLICE cu+10
~~
0670-1 2
0670-1 3
~~
GC 34090
GC 34090
PATROL LOGS POLICE cu+10
DAILY ACTIVITY REPORTS POLICE cu+3
0670-1 8
0670-20
~
COURT SCHEDULES/LOGS POLICE cu+2 GC 34090
EVIDENCE, PROPERTY FILES POLICE cu+10 GC 34090
0670-25
0670-30
0670-35
ASSET FORFEITURE POLICE CL+ 10 GC 34090
5 GC 34090 GRANT APPLICATIONS (FEDERAL &
STATE)
DETENTION FACILITIES (REGIONAL) POLICE 2 GC 34090
0670-40
0670-50
10690 ISENIOR SERVICES
GC 34090 3 ALARM RECORDS
SECURITY SERVICES POLICE 2
POLICE
FIRE
GC 34090
0670-55
0670-60
RETENTION CODES:
AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E= Election,
EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terminated, V=Vital
SPECIAL SERVICES POLICE 2 GC 34090
GC 34090 TOWING SERVICES POLICE 2
Page 26 of 48
Revised 3/9/2004
-~
0670-65
0670-70
~~
GC 34090
GC 34090
PAWN SHOP RECORDS POLICE cu+2
MASSAGE LICENSES/APPEALS POLICE TE+2
0670-75
0670-80
SPECIAL EVENTS PERMITS POLICE CL+2 GC 34090
REPORTS & STUDIES POLICE cu+2 GC 34090(d)
0680
0680-05
0680-10
0680-20
0680-40
PUBLIC WELFARE
GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090
CHILD PROTECTIVE SERVICES POLICE 10 GC 34090
GC 34090 AMERICANS WITH DISABILITIES (ADA) PUBLIC WORKS FACILITIES CL+5
TRAUMA INTERVENTION PROGRAM (TIP) POLICE cu+2 GC 34090
0690-05
0690-1 0
GENERAL INFORMATION SENIORS cu+2 GC 34090
SENIOR PROGRAM SENIORS cu+2 GC 34090
RETENTION FILE RECORD CATEGORY & OFFICE OF
NUMBER DESCRIPTION RECORD
LEGAL
CITATION
10690-40 IREPORTS & STUDIES ISENiORS Icu+2 IGC 34090(d) I
0690-20
0690-30
I I I I
0700 SERIES - LEGAL/LEGISIATIVE
I
SENIOR NUTRITION PROGRAMS SENIORS cu+2 GC 34090
SPECIAL PROGRAMS SENIORS cut2 GC 34090
0700
0700-05
AGREEMENTS/CONTRACTS
GENERAL INFORMATION VARIOUS cut2 GC 34090
0700-1 5
0700-20
CCP 337, CCP 343, ADMIN.
lDEC.
PE
V DEC.
PE
V DEC.
CCP 337, CCP 343, ADMIN.
CCP 337, CCP 343, ADMIN.
AGREEMENTS - CONTRACTS, CITY CITY CLERK
AGREEMENTS - CONTRACTS FOR CMWD CITY CLERK
0700-25
0700-29 (CONSULTANT DATABASE IClN CLERK ICL+2 IGC 34090, ADMIN. DEC. I
AGREEMENTS - CONTRACTS FOR
HOUSING & REDEVELOPMENT CITY CLERK
COMMISSION
PE
V CITY CLERK AGREEMENTS - CONTRACTS FOR
PUBLIC IMPROVEMENT CORP. 0700-27
(GC 34090 PUBLIC FACILITIES FEE AGREEMENTS - CLERK I RELEASE I 0700-45
CCP 337, CCP 343, ADMIN.
DEC.
FUTURE IMPROVEMENT AGREEMENTS - CLERK
RELEASE 0700-50 I
LIEN AGREEMENTS - RELEASE (PUBLIC
RIGHT-OF-WAY) 0700-30
PE Iv
GC 34090 CLERK PE V
IGC 34090
0700-60
0700-65
0700-70
I I I I
GC 34090 PE
V CITY CLERK HOLD HARMLESS AGREEMENTS -
RELEASE 0 7 0 0 - 5 5
GC 34090 PE
V
PE
V RELEASE
GROWTH MANAGEMENT AGREEMENTS - CLERK PE
RELEASE V
PROMISSORY NOTES CITY CLERK
GC 34090 CITY CLERK DRAINAGE FEE AGREEMENTS -
GC 34090
AFFORDABLE HOUSING AGREEMENTS -
RELEASE
GROWTH MANAGEMENT IMPACT FEE
AGREEMENTS - RELEASE
LOCAL FACILITIES MANAGEMENT ZONE
FEE AGREEMENTS - RELEASE
0700-81
0700-82
0700-83
GC 34090 PE
V
PE
V
CITY CLERK INCREASED FEE AGREEMENTS -
RELEASE
NEIGHBORHOOD IMPROVEMENT
0700-75
GC 34090 CITY CLERK AGREEMENTS - RELEASE 0700-80
GC 34090 CLERK PE
CLERK PE
CLERK PE
V
GC 34090 V
GC 34090 V
0700-84 IPETlTlON & WAIVER ICITY CLERK Iv IGC 34090 I PE
I I I I
GC 34090 PE v CITY CLERK REIMBURSEMENT AGREEMENTS -
RELEASE 0700-85
[GC 34090 PE 1" 0700-86 (JOINT USE AGREEMENTS - RELEASE lClTY CLERK
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 27 of 48
Revised 3/9/2004
0710-10
071 0-20
0710-30
071 0-40
071 0-50
0720
0720-05
0720-1 0
0720-20
0 7 2 0 - 3 0
10725-05 IGENERAL INFORMATION IClTY CLERK Icu+5 IGC 34090 I
PE GC 34090,40801 V ARTICLES OF INCORPORATION -
HISTORIC
ANNEXATlONS/REORGANlZATlONS CITY CLERK PE GC 34090,40801
BOUNDARY ADJUSTMENTS CITY CLERK PE GC 34090,40801
DETACHMENTS - DE-ANNEXATIONS CITY CLERK PE GC 34090,40801 V
CITY CLERK PE GC 34090,40801
CITY CLERK
V
V
SPHERE OF INFLUENCE
ELECIIONS
GENERAL INFORMATION CITY CLERK PE
GENERAL MUNICIPAL ELECTIONS CITY CLERK PE GC 34090
GC 34090 SPECIAL MUNICIPAL ELECTIONS CITY CLERK PE
NOMINATIONS PAPERS CITY CLERK PE EC 17000 I Admin.Dec.
GC 34090 / Admin. Dec.
INITIATIVE PETITION (NOT OPEN TO
INSPECTION) 0725-20 CL+.75 EC 17200, GC 6253.5 CLERK
REFERENDUM PETITION (NOT OPEN TO
INSPECTION) 0725-30
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
CL+.75 EC 17200, GC 6253.5 CLERK
Page 28 of 48
Revised 3/9/2004
0725-40
0730
RECALL PETITION CITY CLERK CL+.75 EC 17400, GC 6253.5
FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY &
DESCRIPTION NUMBER
LEGAL
CITATION RETENTION OFFICE OF
RECORD
GENERAL INFORMATION
~
0730-55
0735
0735-05
0735-10
0735-20
PE GC 81009(b) STATEMENTS OF TERMINATION (FILED)
FAIR POLITICAL PRACIXCES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS
GENERAL INFORMATION CITY CLERK cu+2 GC 34090
BULLETINS CITY CLERK cu+2 GC 34090
FORMS - MANUALS CITY CLERK su+2 GC 34090
CITY CLERK
0735-25
0735-30
CORRESPONDENCE (FPPC) CITY CLERK PE GC 81009(c)
REGULATIONS/LEGISLATION CITY CLERK su+2 GC 34090
GC 81009(b) STATEMENTS OF ECONOMIC INTERESTS
10n5-39 I - CANDIDATES (NON-ELECTED) CLERK
STATEMENTS OF ECONOMIC INTERESTS CLERK
(BOARDS/COMMISSIONS) 10735-41 I
STATEMENTS OF ECONOMIC INTERESTS
0735-40 (ELECTED OFFICIALS - ELECTION CITY CLERK
ITE+7
PE GC 81009(c)
IGC 81009(d)
STATEMENTS OF ECONOMIC INTERESTS
(EMPLOYEES) 0735-42 TE+7 GC 81009(d) CLERK
STATEMENTS OF ECONOMIC INTERESTS CLERK
10735-43 I (CONSULTANTS)
LOCAL CONFLICT OF INTEREST CODE &
AMENDED APPENDIX 0735-50
ITE+7
PE GC 81009(d) CLERK
IGC 81009(d)
CORRESPONDENCE / REQUESTS FOR
LEGAL ADVICE (CITY ATTORNEY) 0740-07 CU+lO GC 34090 CLERK
10740 ILEGAL OPERATIONS I
0740-20 AFFIDAVITS OF PUBLICATION CITY CLERK
CITY ATTORNEY I CITY CLERK
CCP 343, CCP 349, GC
91 1.2, GC 3404 cu+4
ICU+* IGC 34090
I 10740-1 0 AFFIDAVITS OF POSTING IClTY CLERK IPE IGC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 29 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0745-05
0745-1 0
GENERAL INFORMATION VARIOUS cu+2 GC 34090
CITY ATTORNEY CL+5 GC 34090 v CLAIMS - BY THE CITY
10745-20 /CLAIMS AGAINST THE CITY
0745-40
0745-50
CITY CLERK
CITY ATTORNEY
GC 34090 COURT ORDERS (OTHER THAN CASE ATTORNEY CL+5
FILES) V
GC 34090 CL+7
V CIVIL CASE FILES CITY ATTORNEY
ICL+5 \I
0745-52 CIVIL CASE FILES (HIGH PROFILE)
IGC 34090
GC 34090 PE v CITY ATTORNEY
IRISK MANAGEMENT I" I
0745-60
0 7 4 5 - 7 0
GC 34090 CL+7
V
CL+7 v
CRIMINAL CASE FILES CITY ATTORNEY
GC 34090 ARBITRATION CASE FILES CITY ATTORNEY
0745-80
0750
0750-05
AMICUS PARTICIPATION CITY ATTORNEY 5 GC 34090
LEGISLATIVE - CITY COUNCIL
GENERAL INFORMATION CITY CLERK cu+2 GC 34090
~ ~~
0750-06 CORRESPONDENCE - PETITIONS (MISC ) CITY CLERK cu+2 GC 34090
0750-07 PUBLIC COMMENT CITY CLERK PE GC 34090, GC 40801
PE
V 0750-20 MINUTES, MEETING CITY CLERK
IGC 34090, ADMIN. DEC. PE
10750-10 ' (AGENDAS. MEETING IClTY CLERK Iv
GC 34090(a). GC 36814, GC
40801
0 7 5 0 - 3 0 NOTICES, MEETING CITY CLERK cu+2 GC 34090.7, 54960.1(~)(1)
0750-40
0750-50
RETENTION CODES:
AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Eledion,
EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terrninated, V=Vital
GC 34090(d), GC 40801
GC 34090(d), GC 40801
PE
V
PE
V
RESOLUTIONS CITY CLERK
ORDINANCES CITY CLERK
Page 30 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY &
NUMBER DESCRIPTION
LEGAL
CITATION RETENTION OFFICE OF
RECORD
IGC 34090(d) PE 10750-60 IAGENDA BILLS (CITY CLERK I"
0750-65
0 7 5 0 - 7 0
0750-80
GC 34090 PE
V
2 GC 34090
CLOSED SESSION AGENDA BILLS
COUNCIL ASSIGNMENTS - COUNCIL OFFICE
SUBCOMMITTEES CITY CLERK
COUNCIL LEGISLATIVE PROGRAM PE GC 34090, ADMIN. DEC.
CITY CLERK
COUNCIL OFFICE
CITY CLERK
0750-85
0753
REGULATIONS, OTHER CITY CLERK PE GC 34090(d), GC 40801
LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD)
10753-20 1 MINUTES, MEETING IClTY CLERK IGC 34090
0753-05
0753-1 0
GENERAL INFORMATION CITY CLERK cu+2 GC 34090
AGENDAS, MEETING CITY CLERK PE GC 34090
0753-30 NOTICES, MEETING CITY CLERK
lClTY CLERK IGC 34090(d), GC 40806
GC 34090.7, GC 54960.1
Icllll cu+2
I I I I
0753-40 RESOLUTIONS CITY CLERK
IGC 34090(d) 10753-60 IAGENDA BILLS /CITY CLERK IPE
PE GC 34090(d), GC 40801
0753-65
0755
0755-05
0755-10
CLOSED SESSION AGENDA BILLS CITY CLERK PE GC 34090(d)
LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION
GENERAL INFORMATION CITY CLERK cu+2 GC 34090
GC 34090 PE
V AGENDAS, MEETING CITY CLERK
PE
V 0755-20 MINUTES, MEETING CITY CLERK GC 34090(d), GC 36814, GC
40801
0755-30
0755-40
GC 34090.7, GC
cu+2 54960.1 (c)( 1 )
PE
V
NOTICES, MEETING CITY CLERK
RESOLUTIONS CITY CLERK GC 34090(d), GC 40801
10757-20 I MINUTES, MEETING
0755-50
0755-60
ICITY CLERK
GC 34090(d), GC 40801
GC 34090
PE
V
PE
ORDINANCES CITY CLERK
CITY CLERK V AGENDA BILLS
PE Iv
0755-65 CLOSED SESSION AGENDA BILLS
140801 GC 34090(d), GC 36814, GC
GC 34090 PE
V CITY CLERK
0757
0757-05
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital
LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC)
GENERAL INFORMATION CITY CLERK cu+2 GC 34090
Page 31 of 48
Revised 3/9/2004
0757-30 GC 34090.7, GC
54960.1 (d)(l) NOTICES, MEETING CITY CLERK cu+2
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
LEGAL
CITATION RETENTION RECORD CATEGORY & OFFICE OF
DESCRIPTION RECORD
0757-40
0757-50
0757-60
NOTICES MEETING
ORDINANCES GC 34090(d). GC 40801
RESOLUTIONS CITY CLERK PE GC 34090(d). GC 40801
GC 34090(d), GC 40801
V
PE
V
PE GC 34090
ORDINANCES CITY CLERK
v AGENDA BILLS CITY CLERK
10759 ~LEGISLA~VE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA)
0759-05
0759-10
0759-20
0759-30
0759-40
GENERAL INFORMATION CITY CLERK cu+2 GC 34090
CITY CLERK PE GC 34090 V AGENDAS, M EETl NG
MINUTES, MEETING CITY CLERK PE GC 34090(d). GC 36814
NOTICES, MEETING CITY CLERK cu+2 54960.1 (d)( 1 )
RESOLUTIONS CITY CLERK
v
GC 34090.7, GC
GC 34090(a), GC 40801 PE
V
0759-50
0759-60
GC 34090(d), GC 40806
GC 34090
PE
V
PE v
ORDINANCES CITY CLERK
AGENDA BILLS CITY CLERK
0770-05
0770-10
IGC 34090 IPE 10770-27 SURPLUS PROPERTY IClTY MANAGER
GENERAL INFORMATION CITY CLERK cu+2 GC 34090
APPRAISALS/NEGOTIATIONS CITY CLERK CL+2 GC 34090, GC 6254(b)
GC 34090(a) PE v CITY CLERK VACATIONS, ABANDONMENTS,
RELINQUISHMENTS 0770-40
0770-20
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
GC 34090 CITY CLERK PE
ECONOMIC DEVELOPMENT V ACQUISITIONS/MERGERS
Page 32 of 48
Revised 3/9/2004
RECORD CATEGORY & FILE NUMBER DESCRIPTION
0 7 7 0 - 5 0 ENCROACHMENTS
LEGAL
CITATION RETENTION OFFICE OF
RECORD
GC 34090 PE
V CITY CLERK
10770-80 (CMWD (FINANCE IPE IGC 34090
0770-60
0770-70
0770-75
CITY CLERK PE GC 34090 FINANCE V
FINANCE AU+4
LlENSlRELEASES (MISC.)
PROPERTY INVENTORY (CITY OWNED) DEVELOPMENT
SPECIAL DOCUMENTS (REAL
PROPERTY)
GC 34090
FINANCE PE GC 34090
FINANCE HOUSING & REDEVELOPMENT
COMMISSION 0770-90 PE GC 34090
IGC 34090, GC 40801 PE
10775-60 QUITCLAIMS IClTY CLERK Iv
0775
0775-05
0775-10
REAL PROPERTY - DEEDS/EASEMENTS
GENERAL INFORMATION CITY CLERK PE GC 34090, GC 40801
GC 34090, GC 40801 PE
V EASEMENTS & DEEDS - CITY CITY CLERK
I
0800 SERIES - HUMAN RESOURCES/PERSONNEL
I
0775-20
0775-50
GC 34090, GC 40801
GC 34090, GC 40801
PE
V
PE
V
DEED RESTRICTIONS CITY CLERK
REAL PROPERTY, OTHER CITY CLERK
t
EASEMENTS & DEEDS - MUNICIPAL
WATER DISTRICT
EASEMENTS & DEEDS - HOUSING &
REDEVELOPMENT COMMISSION
CLERK 0775-80
CLERK 0775-90
GC 34090, GC 40801
GC 34090, GC 40801
PE
V
PE
V
0800
0800-03
10800-65 ITEMPORARY STAFF DATABASE IHUMAN RESOURCES ICL+3 (GC 34090. ADMIN. DEC.
HUMAN RESOURCES/PERSONNEL ADMINISTRATION
CORRESPONDENCE HUMAN RESOURCES cu+2 GC 34090
0800-10 EMPLOYEE AWARDS CITY MANAGER
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
GC 34090, EQUAL PAY
ACT, TITLE VII, FEHA, ADA PE
Page 33 of 48
Revised 3/9/2004
EVALUATION PROGRAMS (PAY FOR
PERFORMANCE) 0800-35
GC 34090, EQUAL PAY
ACT, TITLE VII, FEHA, ADA,
FLSA
su+3 HUMAN RESOURCES
0800-45
0800-50
0800-60
GC 34090
GC 34090, EQUAL PAY
ACT, TITLE VII. FEHA, ADA,
FLSA, FMLA. CRFA
GC 34090
su+3
V
su+3
V
ORGANIZATIONAL CHARTS VARIOUS
PERSONNEL POLICIES & PROCEDURES HUMAN RESOURCES
REPORTS & STUDIES HUMAN RESOURCES cu+3
pp
0810-05 GENERAL INFORMATION GC 34090 HUMAN RESOURCES cu+3
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
RETENTION FILE RECORD CATEGORY & OFFICE OF
NUMBER DESCRIPTION RECORD
0400-84 DATABASE HUMAN RESOURCES
0810-10 FINGERPRINTING HUMAN RESOURCES TE+5
TE+10 IFAS - HUMAN RESOURCES MODULE FINANCE
LEGAL
CITATION
GC 34090
GC 34090, EQUAL PAY
ACT, TITLE VII, FEHA
081 0-1 5 PRE-EMPLOYMENT PHYSICALS HUMAN RESOURCES
10810-17 IDMV PRINTOUTS, EMPLOYEES (HUMAN RESOURCES pu+2 IGC 34090, VC 1808.1
GC 34090, EQUAL PAY
ACT. TITLE VII. FEHA. ADA TE+5
10810-20 11-9 FORMS - IMMIGRATION HUMAN RESOURCES cu+3 Or TE+l IMMIGRATION REFORM
(WHICHEVER Is CONTROL ACT (IRCA) LONGER)
081 0-23
081 0-25
081 0-30
GC 34090, TITLE VII. FEHA, REQUESTS FOR LEAVE - MEDICAL HUMAN RESOURCES CL+3 ADA, FLSA, FMLA, CRFA
PART-TIME EMPLOYEES (HOURLY) HUMAN RESOURCES TE+5 ACT, TITLE VII, FEHA, ADA,
GC 34090, EQUAL PAY
FLSA
GC 34090, EQUAL PAY
ACT, TITLE VII, FEHA, ADA
FLSA
V
TE+5
V FULL-TIME EMPLOYEES (NON-SAFETY) HUMAN RESOURCES
081 0-40
GC 34090, EQUAL PAY
ACT, TITLE VII. FEHA, ADA HUMAN RESOURCES TE+5
POLICE V EMPLOYEES - SAFETY
0810-70
081 0-80
cu+5 8 CCR 10102 WORKERS COMPENSATION CLAIMS HUMAN RESOURCES
FILES TRI-STAR
WORKERS COMPENSATION
AUTHORIZATIONS (TO USE PERSONAL HUMAN RESOURCES su+5 LC 4600, 5404, and 5410
PHYSICIAN)
RETENTION CODES:
AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital
~~
081 0-85 IOD (INJURY ON DUTY) RECORDS
DEPARTMENT OF TRANSPORTATION
(DOT) REPORTS 081 0-90
Page 34 of 48
Revised 3/9/2004
HUMAN RESOURCES cu+5 8 CCR 14307
PE 49 CFR SECTION 40.333 HUMAN RESOURCES
0820 CIASSIFICATIONS/QUALIFICATIONS
0820-05
0820-20
0820-30
0820-40
0820-60
0820-70
GENERAL INFORMATION HUMAN RESOURCES cu+5 GC 34090
GC 34090, EQUAL PAY
FLSA
GC 34090, EQUAL PAY
FLSA
GC 34090, EQUAL PAY
FLSA
GC 34090
GC 34090, EQUAL PAY
FLSA
CLASSIFICATION SURVEYS HUMAN RESOURCES su+5 ACT, TITLE VII. FEHA, ADA
CLASSIFICATION APPEALS & AUDITS HUMAN RESOURCES CL+5 ACT, TITLE VII. FEHA, ADA V
RECLASSIFICATIONS HUMAN RESOURCES CL+5 ACT, TITLE VII, FEHA, ADA
POLICIES & PROCEDURES HUMAN RESOURCES su+5
REPORTS & STUDIES HUMAN RESOURCES su+5 ACT, TITLE VII, FEHA, ADA
0 8 3 0 - 0 5
0830-1 0
GENERAL INFORMATION HUMAN RESOURCES CU+6 GC 34090
GC 34090 PE
V DEFERRED COMPENSATION HUMAN RESOURCES
0830-1 5 GC 34090, FMLA. CFRA, LC
1174 LEAVE CONVERSIONS FINANCE CU+6
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY &
NUMBER DESCRIPTION
I
LEGAL
CITATION RETENTION OFFICE OF
RECORD
10830-20 [HEALTH CARE BENEFITS HUMAN RESOURCES ICU+6 IGC 34090, FMLA, CFRA
0830-23 FLEX SPENDING ACCOUNTS HUMAN RESOURCES CU+6 GC 34090, FMLA, CFRA, LC
1174
0830-40
0830-60
0830-65
0830-75
... .
RETIREMENT PLAN (PERS) PE GC 34090 HUMAN RESOURCES
FINANCE
HUMAN RESOURCES UNEMPLOYMENT INSURANCE FINANCE
DISABILITY INSURANCE
GC 34090, UIC 1085,22
CCR 1085-2 CL+4
GC 34090 CL+4 HUMAN RESOURCES
FINANCE
GC 34090 COBRA PROGRAM, GENERAL HUMAN RESOURCES CU+6
low 1 EMPLOYEE/LABOR RELATXONS
~~ ~
0830-77 COBRA - PAYMENTS FINANCE CL+6 GC 34090
GC 34090, EQUAL PAY
ACT, TITLE VII, FEHA, ADA,
SALARIES (CLASSIFICATION & HUMAN RESOURCES PE FLSA. FMLA, CRFA, LC
COMPENSATION) 1174, UIC 1085, ADMIN. 0830-80
0840-05
0840-1 0
GENERAL INFORMATION HUMAN RESOURCES cu+3 GC 34090
GC 34090, EQUAL PAY
ACT, TITLE VII, FEHA, ADA
FLSA. FMLA. CRFA
CL+3
V NEGOTIATIONS HUMAN RESOURCES
10840-20 IMPASSE PROCEDURES HUMAN RESOURCES ICL+3 IGC 34090
LABOR - MANAGEMENT MINUTES,
MEETINGS 0840-15
GC 34090, EQUAL PAY
FLSA, FMLA, CRFA
HUMAN RESOURCES CL+3 ACT, TITLE VII, FEHA. ADA
0840-30
GC 34090, EQUAL PAY
ACT, TITLE VII, FEHA, ADA
FLSA. FMLA. CRFA
HUMAN RESOURCES PE
V MEMORANDA OF UNDERSTANDING CLERK
I0850 I RECRUITMENT/SELEClTON/REPORTS
0840-50 GC 34090 TE+5 HUMAN RESOURCES GRIEVANCES - COMPLAINTS (SAFETY)
GRIEVANCES - COMPLAINTS (NON-
SAFETY) 0840-55
ICL+3
TE+5 GC 34090 HUMAN RESOURCES
GC 34090, TITLE VII, FEHA
LA
0850-05
0850-07
GC 34090, Title VII. FEHA,
ADA GENERAL INFORMATION HUMAN RESOURCES cu+3
APPLICANT TRACKING DATABASE HUMAN RESOURCES PE GC 34090, ADMIN. DEC.
HUMAN RESOURCES AFFIRMATIVE ACTION - EQUAL
EMPLOYMENT OPPORTUNITY (EEO) 0850-10
ICL+3
GC 34090, TITLE VII, FEHA
ADA su+3
GC 34090, TITLE VII, FEHA
LA
0850-20 EMPLOYMENT ANNOUNCEMENTS HUMAN RESOURCES
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election,
EX= Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital
GC 34090, TITLE VII. FEHA
ADA CL+3
Page 35 of 48
Revised 3/9/2004
0850-25 JOB APPLICATIONS/RESUMES HUMAN RESOURCES GC 34090. TITLE VII, FEHA
ADA CL+3
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY & OFFICE OF
DESCRIPTION RECORD
0850-40 ORAL EXAMINATION RECORDS HUMAN RESOURCES
NUMBER
LEGAL
CITATION
GC 34090, TITLE VII, FEHA.
ADA
RETENTION
CL+3
0850-45
0850-50
0850-55
0850-60
0850-65
. .
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII. FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA
PHYSICAL EXAMINATION RECORDS HUMAN RESOURCES CL+3
DEPARTMENT TESTING & INTERVIEWS HUMAN RESOURCES CL+3
NOTIFICATION OF APPOINTMENTS HUMAN RESOURCES CL+3
ELIGIBILITY LISTS, ACTIVE HUMAN RESOURCES su+3
ELIGIBILITY LISTS, INACTIVE HUMAN RESOURCES CL+3
0850-70
0850-80
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA.
ADA
HUMAN RESOURCES CL+5
ASSESSMENT CENTERS, GENERAL HUMAN RESOURCES CL+3
COMPLAINTS - INVESTIGATIONS
(HIRING/SELECTION)
0850-85
0850-90
0860
10860-30 IEMPLOYMENT TRAINING SERVICES IHUMAN RESOURCES
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA
TEST & EXAMINATION DEVELOPMENT HUMAN RESOURCES su+3
STATISTICS (REPORTS) HUMAN RESOURCES cu+3
TRAINING & EMPLOYMENT PROGRAMS
Icu+3
0860-05
0860-20
GC 34090, TITLE VII, FEHA,
IADA
GENERAL INFORMATION HUMAN RESOURCES cu+3 GC 34090
EMPLOYEE DEVELOPMENTmRAlNlNG HUMAN RESOURCES
(INTERNAL) VARIOUS
GC 34090, TITLE VII, FEHA.
ADA TE+5
EMPLOYEE DEVELOPMENT/TRAlNlNG
(SAFETY)
EMPLOYEE DEVELOPMENTmRAlNlNG
(NON-SAFETY)
0860-25
0860-27
GC 34090, TITLE VII, FEHA,
ADA, PC 832.5
GC 34090, TITLE VII. FEHA,
ADA
TE+5
TE+5
HUMAN RESOURCES
VARIOUS
HUMAN RESOURCES
VARIOUS
0860-35
0860-40
10860-80 IVOLUNTEER PROGRAMS
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA
cu+3 ORGANIZATIONAL DEVELOPMENT
INTERN PROGRAMS HUMAN RESOURCES CL+3
HUMAN RESOURCES
CITY MANAGER
ICL+3
0860-45
0860-50
GC 34090, TITLE VII, FEHA,
LA
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA
HUMAN RESOURCES CL+3 EDUCATIONAL TUITION
RE I MB U RSE M ENT PROGRAM
SPECIAL EMPLOYMENT PROGRAMS HUMAN RESOURCES CL+3
I I
0900 SERIES - PUBLIC FACILITIES AND GROUNDS
I
0860-60
0860-70
10900 GENERAL ADMINISTRATION
GC 34090, TITLE VII, FEHA,
ADA, PC 832.5
GC 34090, TITLE VII, FEHA,
ADA
POLICE TE+5 POLICE OFFICERS STANDARDS &
TRAINING (POST)
TRAINING & TRAVEL REQUESTS FINANCE CL+5
0 9 0 0 - 0 7
0900-10
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
REQUESTS - COMPLAINTS PUBLIC WORKS CL+2 GC 34090
CUSTODIAL SERVICES PUBLIC WORKS cu+2 GC 34090(d)
Page 36 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY &
NUMBER DESCRIPTION
I
LEGAL
CITATION RETENTION OFFICE OF
RECORD
0900-1 5
0900-20
PUBLIC WORKS cu+2 GC 34090(d) PUBLIC FACILITIES MAINTENANCE
PUBLIC GROUNDS MAINTENANCE PUBLIC WORKS cu+2 GC 34090(d)
10900-40 (FACILITIES USE APPLICATIONS (PUBLIC WORKS Icu+2 (GC 34090(d)
PUBLIC WORKS GRAFFITI - VANDALISM OF PUBLIC
BUILDINGS 0900-30 cu+2 GC 34090(d)
IGC 34090(d), GC40806 10900-50 REGULATIONS PUBLIC WORKS IPE
FACILITIES USE PERMlTSllNSURANCE
BINDERS 0900-43 CL+2 GC34090 puBL,c WORKS
0900-60
0900-65
0900-70
0900-75
0900-76
PUBLIC WORKS su+5 GC 34090(d) POLICIES & PROCEDURES
REPORTS & STUDIES PUBLIC WORKS cu+2 GC 34090
WORK ORDERS PUBLIC WORKS cu+2 GC 34090
FACILITIES WORK ORDER DATABASE WORKS 20 GC 34090, ADMIN. DEC. (MAINTSTAR)
HANSEN WORK ORDER DATABASE PUBLIC WORKS CL+10 GC 34090, ADMIN. DEC.
0910
091 0-05
0910-10
091 0-20
091 0-30
10910-50
MUNICIPAL FACIWES
GENERAL INFORMATION (MAINTENANCE PW - MAINTENANCE & cu+2 GC 34090(d) & OPERATIONS) OPERATIONS
CITY HALL - CIVIC CENTER PE 4004, H&S 19850 OPERATIONS
FARADAY BUILDING
2 0831 IO. GC 34090(a), GC
2 083110, GC 34090(a), GC
4004, H&S 19850
2 0831 10, GC 34090(a), GC MAINTENANCE YARD (405 OAK) PE 4004, H&S 19850
PW - MAINTENANCE &
PE PW - MAINTENANCE &
OPERATIONS
PW - MAINTENANCE &
OPERATIONS
PW - MAINTENANCE &
OPERATIONS
091 0-35
091 0-40
2.0831 10; GC 34090(a), GC
4004. H&S 19850
2.0831 10; GC 34090(a), GC
2.083110; GC 34090(a), GC
4004, H&S 19850
4004. H&S 19850 PE PW - MAINTENANCE &
OPERATIONS SENIOR CENTER
PE PW - MAINTENANCE &
OPERATIONS KRUGER HOUSE
~ 2.0831 10, GC 34090(a), GC
4004, H&S 19850
2.0831 10; GC 34090(a), GC
PE PW - MAINTENANCE &
OPERATIONS 0910-43 HERITAGE HALL
4004, H&S 19850 PE PW - MAINTENANCE &
OPERATIONS 091 0-45 SCOUT HOUSE
0910-53
0910-60
10910-82 IFIRE STATION #2
2.0831 10; GC 34090(a). GC
2.083110; GC 34090(a), GC
FLEET MAINTENANCE YARD PE 4004, H&S 19850
HOUSING & REDEVELOPMENT OFFICE PE 4004, H&S 19850
PW - MAINTENANCE &
OPERATIONS
PW - MAINTENANCE &
2.0831 10; GC 34090(a), GC
4004. H&S 19850
PW - MAINTENANCE &
OPERATIONS
0910-70
0910-75
091 0-81
2.0831 10; GC 34090(a), GC
4004, H&S 19850
2.0831 10; GC 34090(a), GC
4004, H&S 19850
2.0831 10; GC 34090(a), GC
4004, H&S 19850
PE CMWD OFFICE (MUNICIPAL WATER PW - MAINTENANCE &
DISTRICT) OPERATIONS
OPERATIONS SWIM COMPLEX PE PW - MAINTENANCE &
PE PW - MAINTENANCE &
OPERATIONS FIRE STATION #I
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital
091 0-83
Page 37 of 48
Revised 3/9/2004
2.0831 10; GC 34090(a), GC
4004, H&S 19850 PE PW - MAINTENANCE &
OPERATIONS FIRE STATION #3
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
N/W QUADRANT PARK
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terminated, V=Vital Page 38 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
RETENTION FILE RECORD CATEGORY & OFFICE OF
DESCRIPTION RECORD NUMBER
PW - GENERAL SERVICES PE 1930-85 MUNICIPAL GOLF COURSE RECREATION
1930-90 REGIONAL PARKS RECREATION
1930-95 STATEPARKS RECREATION
PW - GENERAL SERVICES
PW - GENERAL SERVICES
LEGAL
CITATION
2.083110; GC 34090(a), GC
4004, H&S 19850
GC 34090
GC 34090
1930-99
I940 lCnV RESERVOIRS/PUMP STATIONS
GC 34090 PW - GENERAL SERVICES
RECREATION PARK PLANNING
)94o-10 GENERAL INFORMATION PUBLIC WORKS (cu+2 IGC 34090
1940-30
1940-40
1940-50
1940-70
OPt
(RE-- - _, - - , )940-20
I I 1 I I
GC 34090 RESERVOIRS PUBLIC WORKS PE
PUMP STATIONS PUBLIC WORKS PE GC 34090
PE GC 34090 CONSTRUCTION - CIP (RESERVOIRS, WORKS
ETC.)
REPORTS & STUDIES PUBLIC WORKS CL+2 GC 34090
!RATIONS - MAINTENANCE
SFRVOIRS FTC 1
1000-05
1000-15
IPUBLlC WORKS
GENERAL INFORMATION PW - ENGINEERING cu+2 GC 34090
MONUMENTS PW - ENGINEERING PE GC 34090
Icu+2
1000-20
1000-25
1000-30
IGC 34090
PAVING PERMITS PW - ENGINEERING PE GC 34090
IMPROVEMENT, GRADING, & DRAINAGE pw
PLANS
GRADING PERMITS PW - ENGINEERING PE GC 34090
PE GC 34090
1000-35
I I I 1
LOO0 SERIES - PUBLIC WORKS/ENGINEERING
I
GC 34090, GC 4003, GC
4004, H&S 19850 DRAINAGE BASIN REPORTS PW - ENGINEERING PE
LOO0 ENGINEERING
1000-40
1000-45
1000-47
STANDARDS (ENGINEERING) PW - ENGINEERING su+10 GC 34090 I Admin. Dec.
ENGINEERING PLANS PW - ENGINEERING PE
RIGHT-OF-WAY PERMITS PW - ENGINEERING PE 40 CFR 122.28
GC 34090
1000-50
1000-55
1000-60
SURVEY PROJECTS & MAPS PW - ENGINEERING PE GC 34090
POLICIES & PROCEDURES PW - ENGINEERING PE GC 34090
REGULATIONS (ENGINEERING) PW - ENGINEERING su+2 GC 34090
IGC 34090 1000-37 IDRAINAGE & EROSION IPW - ENGINEERING IPE
1000-65
1000-70
SOILS & HYDROLOGY REPORTS PW - ENGINEERING PE GC34090(d)
REPORTS & STUDIES, GENERAL PW - ENGINEERING 20 GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 39 of 48
Revised 3/9/2004
FILE RECORD CATEGORY & OFFICE OF RETENTION NUMBER DESCRIPTION RECORD
1000-76 INSPECTION REQUESTS PW - ENGINEERING CL+2
1000-77 INSPECTION LOGS PW - ENGINEERING CL+2
1000-80 MICROFICHE INDEX PW - ENGINEERING PE
LEGAL
CITATION
GC 34090
GC 34090(d)
GC 34090 / Admin. Dec.
LOO5 GEOGRAPHIC INFORMATION SYSTEMS (GIs)
LO10
1010-05
IO1 0-20
101 0-25
HIGHWAYS &THOROUGHFARES
GENERAL INFORMATION PUBLIC WORKS cu+2 GC 34090 / Admin. Dec.
GC 34090 / Admin. Dec. STATE ROUTE 78 PUBLIC WORKS PE
INTERSTATE 5 PUBLIC WORKS PE GC 34090 / Admin. Dec.
101 0-30 TRUCK ROUTES & ACCESS PUBLIC WORKS su+2 GC 34090, GC 4003, GC
4004
1025-50 IPOLlClES & PROCEDURES IPW - FLEET Icu+2 IGC 34090
REPORTS & STUDIES 101 0-40 PUBLIC WORKS 5 GC 34090 I Admin. Dec.
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
1020
Page 40 of 48
Revised 3/9/2004
BRIDGES
1020-05
1020-20
1020-30
1020-40
GC 34090 GENERAL INFORMATION PUBLIC WORKS cu+2
GC 34090 PROJECT FILES PUBLIC WORKS PE
BRIDGE INSPECTIONS PUBLIC WORKS PE GC 34090
GC 34090 BRIDGE SPECIFICATIONS PUBLIC WORKS PE
1020-50 OVERPASSES PUBLIC WORKS PE GC 34090, GC 4003, GC
4004
1020-60
1025
1025-05
1025-1 0
1 025- 1 5
REPORTS & STUDIES PUBLIC WORKS PE GC 34090 / Admin. Dec.
FLEET MAINTENANCE
GENERAL INFORMATION PW - FLEET cu+2 GC 34090
MAINTENANCE RECORDS PW - FLEET CL+2 GC 34090
GC 34090 REPAIR ORDERS PW - FLEET CL+2
~ ~~
1025-20 VEHICLE SPECIFICATIONS
1025-30 VEHICLE FILES
1025-40 FUEL MONITORING
PW - FLEET su+2 GC 34090
PW - FLEET TE+2 GC 34090
PW - FLEET cu+2 GC 34090
FLEET WORK ORDER DATABASE
(MA1 NTSTAR) 1025-45 PW - FLEET 20 GC 34090, ADMIN. DEC.
1025-60 REPORTS & STUDIES PW - FLEET cu+5 GC 34090
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY 81
NUMBER DESCRIPTION
LEGAL
CITATION RETENTION OFFICE OF
RECORD
1030
1030-05
1030-10
1030-20
1030-40
1030-45
STREETS - ADMINISIRAlION
GC 34090 GENERAL INFORMATION PUBLIC WORKS cu+2
CAPITAL PROJECTS PUBLIC WORKS PE GC 34090
STREET ALIGNMENTSMIDENING PUBLIC WORKS PE GC 34090
GC 34090 STREET NAMES PUBLIC WORKS PE
STREET NAME CHANGES (SNC) PUBLIC WORKS PE GC 34090
1030-50 POLICIES & PROCEDURES
1030-56 STANDARDS
PUBLIC WORKS cu+10 GC 34090
PUBLIC WORKS su+10 GC 34090
1030-60
1035
1035-05
1035-07
1035-1 0
GC 34090 REPORTS & STUDIES PUBLIC WORKS CU+IO
STREETS - MAINTENANCE
GENERAL INFORMATION PUBLIC WORKS cu+2 GC 34090
COMPLAINTS PUBLIC WORKS CL+2 GC 34090
GC 34090 MAINTENANCE/IMPROVEMENTS PUBLIC WORKS CL+2
~
1035-1 3
1035- 14
1035-15
1035-17
1035-20
1035-23
1035-25
PAVEMENT - OVERLAY PUBLIC WORKS CL+2 GC 34090
PAVEMENT MANAGEMENT DATABASE PUBLIC WORKS PE GC 34090, ADMIN. DEC.
DAILY WORK ORDERS & LOGS PUBLIC WORKS cu+5 GC 34090
DAMAGE & INCIDENT REPORTS PUBLIC WORKS CL+5 GC 34090
GC 34090 BIKE LANES PUBLIC WORKS PE
CROSSWALKS PUBLIC WORKS PE
HANDICAPPED RAMPS PUBLIC WORKS PE GC 34090
GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
1035-30
1035-33
1035-35
1035-37
Page 41 of 48
Revised 3/9/2004
SIDEWALKS PUBLIC WORKS PE GC 34090
CURBS & GUTTERS PUBLIC WORKS PE GC 34090
STREET LIGHTS PUBLIC WORKS PE GC 34090
LIGHTING & LANDSCAPING DISTRICTS PUBLIC WORKS TE+2 GC 34090, GC 4003, GC
4004
1035-39 MEDIANS & ISLANDS PUBLIC WORKS PE GC 34090, GC 4003, GC
4004
1035-40 LANDSCAPING PUBLIC WORKS GC 34090, GC 4003, GC
4004 cu+2
1035-45
1035-50
GC 34090, GC 4003, GC
4004
GC 34090, GC 4003, GC
4004
PUBLIC WORKS cu+5 TREE PLANTING, TRIMMING, OR
REMOVAL
POLICIES & PROCEDURES PUBLIC WORKS su+5
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY & OFFICE OF
NUMBER DESCRIPTION RECORD
1035-60 STREET CLOSURES PUBLIC WORKS
1035-65 REPORTS & STUDIES PUBLIC WORKS
LEGAL
CITATION RETENTION
GC 34090, GC 4003, GC
4004
GC 34090, GC 4003, GC
4004
PE
cu+5
1040
1040-05
~~
TRAFFIC ENGINEERING
GENERAL INFORMATION PW -TRAFFIC ENGINEERING CU+5 GC 34090
1040-07
1040-20
1040-25
1040-35
GC 34090
GC 34090
GC 34090
REQUESTS/COMPLAI NTS PW -TRAFFIC ENGINEERING CL+5
C I RCU LATl ON PW -TRAFFIC ENGINEERING SU+5
SPEED ZONING PW -TRAFFIC ENGINEERING SU+5
I I I 1 I
1040-27 TRAFFIC COUNTS (ADT)
1040-30 PEDESTRIAN SAFETY
1040-40 TRAFFIC IMPACT FEES~MITIGATION IPW -TRAFFIC ENGINEERING Isu+5 IGC 34090
PW -TRAFFIC ENGINEERING SU+5 GC 34090
GC 34090 PW -TRAFFIC ENGINEERING SU+5
1040-45
1040-50
1040-55 ISlGNAL PROJECTS
TRAFFIC WARRANTS PW -TRAFFIC ENGINEERING EX+5 GC 34090
TRAFFIC SIGNS PW -TRAFFIC ENGINEERING EX+5 GC 34090
IPW -TRAFFIC ENGINEERING IEX+~ IGC 34090
1040-58
1040-60
GC 34090 cu+5 SIGNAL MAINTENANCE PW - TRAFFIC ENGINEERING
REGULATIONS (TRAFFIC) PW -TRAFFIC ENGINEERING SU+5 GC 34090
1040-65
1040-70
STATISTICS PW -TRAFFIC ENGINEERING CU+5 GC 34090
REPORTS & STUDIES PW -TRAFFIC ENGINEERING CU+5 GC 34090
1040-80
1050
1050-05
SURVEYS (TRAFFIC) PW -TRAFFIC ENGINEERING SU+5 GC 34090
PARKING
GENERAL INFORMATION PUBLIC WORKS cu+5 GC 34090
1050-50
1050-10
1050-20
IGC 34090
REQUESTSKOMPLAI NTS PUBLIC WORKS CL+5 GC 34090
NO PARKING ZONES - ON STREET PUBLIC WORKS su+5 GC 34090
1050-55 IPARKING LOTS
1050-30
1050-40
1050-45
IGC 34090 ENGINEERING I CITY CLERK
GC 34090 NO PARKING ZONES - OFF STREET PUBLIC WORKS su+5
PARKING FACILITIES, CITY PUBLIC WORKS 5 GC 34090
PARKING PERMITS ENGINEERING CL+5 GC 34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital Page 42 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY &
NUMBER DESCRIPTION
LEGAL
CITATION RETENTION OFFICE OF
RECORD
1050-60 PARKING REGULATIONS PE GC 34090 ENGINEERING
CITY CLERK
1050-70 STATISTICS PUBLIC WORKS 5 GC 34090
1050-75 PARKING DISTRICTS PUBLIC WORKS TE+5 GC 34090
1050-80 REPORTS & STUDIES ENGINEERING cu+5 GC 34090
1055 TRANSPORTATION
1055-05 GENERAL INFORMATION PUBLIC WORKS cu+5
1055-10 VILLAGE TRANSIT STATION PUBLIC WORKS PE GC 34090
1055-1 5 POINSETTIA TRANSIT STATION PUBLIC WORKS PE GC 34090
1055-20 AIR TRANSPORTATION PUBLIC WORKS cu+5 GC 34090
1055-25 BUS TRANSPORTATION PUBLIC WORKS cu+5 GC 34090
1055-28 LIGHT RAIL (COASTER) PUBLIC WORKS cu+5 GC 34090
GC 34090
GC 34090 11 055-70 TRANSPORTATION PROGRAMS PUBLIC WORKS cu+5
1055-75 TRANSPORTATION SURVEYS PUBLIC WORKS cu+5 GC 34090
1055-30 RAILROADS
1055-35 TAXI OPERATIONS
PUBLIC WORKS cu+5 GC 34090
PUBLIC WORKS cu+5 GC 34090
1055-40
1055-50
1055-55
GC 34090 SHUTTLE SERVICES PUBLIC WORKS cu+5
TRANSPORTATION PLANNING PUBLIC WORKS cu+5 GC 34090
PEAK HOUR TRAFFIC MANAGEMENT PUBLIC WORKS cu+5 GC 34090
TRANSPORTATION DEVELOPMENT ACT
lTOAl 1055-60
Icu+5
GC 34090 cu+5 WORKS
GC 34090
1055-6 1 FEDERAL AID URBAN (FAU) PUBLIC WORKS cu+5 GC 34090
~~ STATE & LOCAL TRANSPORTATION
PARTNERSHIP PROGRAM (SLTPP)
TRANSPORTATION IMPROVEMENT
PROGRAM (TIP)
1055-62
1055-63
11060 lPUBLIC WORKS - CAPmAL IMPROVEMENTS
GC 34090 cu+5
cu+5 GC 34090
WORKS
WORKS
RETENTION CODES:
AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital
1055-65
Page 43 of 48
Revised 3/9/2004
INTERMODAL SURFACE
TRANSPORTATION EFFIEIENCY ACT PUBLIC WORKS
(ISTEAI
1055-80
1055-85
1055-90
GC 34090 REPORTS & STUDIES PUBLIC WORKS cu+5
REGULATIONS PUBLIC WORKS cu+5 GC 34090
REGIONAL TRANSPORTATION PUBLIC WORKS cu+5 GC 34090
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
RETENTION FILE RECORD CATEGORY & OFFICE OF
NUMBER DESCRIPTION RECORD
1060-05 GENERAL INFORMATION PUBLIC WORKS PE
LEGAL
CITATION
GC 34090
PE 1060-1 0 CAPITAL PROJECTS (PUBLIC WORKS) PUBLIC WORKS V 2.0831 10, GC 34090(a). GC
4004, H&S 19850
I1070 SOLID WASTE MANAGEMENT
I I I
1100 SERIES - CULTURAL ARTS, LIBRARY & RECREATION
I
1070-1 0
1070-30
1070-40
1070-50
1070-60
1070-70
1070-80
GENERAL INFORMATION PUBLIC WORKS cu+2 GC 34090
REFUSE COLLECTION PUBLIC WORKS cu+5 GC 34090
GC 34090 FINANCIAL STUDIES & REPORTS
(TRASH)
HOUSEHOLD HAZARDOUS WASTE PUBLIC WORKS su+2 GC 34090
GC 34090
PUBLIC WORKS cu+10
RECYCLING PROGRAMS PUBLIC WORKS su+5
MASTER PLANS PUBLIC WORKS su+2
REGULATIONS PUBLIC WORKS su+2
GC 34090
GC 34090
1100
1 100-05
1100-15
1 100-20
1 100-30
1 100-40
1 100-50
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
CULTURAL ARTS
GENERAL INFORMATION CULTURAL ARTS cu+2 GC 34090
GC 34090 PERFORMING ARTS CULTURAL ARTS CL+2
PUBLIC ART CULTURAL ARTS CL+2 GC 34090
CULTURAL ARTS PE GC 34090 ACQUISITIONS
FUNDRAISING
ARTS & CULTURAL PROGRAMS CULTURAL ARTS su+5 GC 34090
VOLUNTEERS - ADVISORY GROUPS CULTURAL ARTS cu+5 GC 34090
Page 44 of 48
Revised 3/9/2004
1 100-60 REPORTS & STUDIES CULTURAL ARTS cu+5 GC 34090
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY & OFFICE OF
NUMBER DESCRIPTION RECORD
LEGAL
CITATION RETENTION
1120
120-05
120-10
120-18
LIBRARY SERVICES
GENERAL INFORMATION LIBRARY cu+2 GC 34090
ADMINISTRATION LIBRARY cu+2 GC 34090
FINES - LATE FEES LIBRARY CL+5 GC 34090
120-20 COLLECTION DEVELOPMENT PLAN
MATERIALS SELECTION I 120-23
GC 34090 LIBRARY PE
LIBRARY su+10 GC 34090, ADMIN. DEC.
1120-25
1120-53
I 120-56
GC 34090 CALIFORNIA STATE LIBRARY LIBRARY cu+10
ADULT LEARNING SERVICE LIBRARY cu+20 GC 34090
MEDIA SERVICES LIBRARY cu+20 GC 34090
I 120-80
1130
REPORTS & STUDIES LIBRARY cu+10 GC 34090
RECREATION
I I I
1200 SERIES - UTILITIES
I
~~~
I1 30-05
I 130-07
1130-15
I 130-20
I 130-30
I 130-40
I1 30-50
1200 I WATER SERVICES/BILLING
GC 34090 GENERAL INFORMATION RECREATION cu+2
REQUESTS - COMPLAINTS RECREATION CL+2 GC 34090
INJURY - INCIDENT REPORTS RECREATION CL+2 GC 34090
SPECIAL EVENTS RECREATION CL+2 GC 34090
GC 34090 ADULT SPORTS RECREATION CL+2
YOUTH SPORTS RECREATION CL+2 GC 34090
RECREATION CLASSES RECREATION CL+2 GC 34090
I 130-55
I1 30-60
11 30-61
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
CLASS REGISTRATIONS RECREATION CL+2 GC 34090
LAGOON PERMITS RECREATION CL+2 GC 34090
BOAT PERMIT DATABASE RECREATION cu+2 GC 34090, ADMIN. DEC.
Page 45 of 48
Revised 3/9/2004
I 130-55
I1 30-60
11 30-61
CLASS REGISTRATIONS RECREATION CL+2 GC 34090
LAGOON PERMITS RECREATION CL+2 GC 34090
BOAT PERMIT DATABASE RECREATION cu+2 GC 34090, ADMIN. DEC.
1130-65
1 130-70
1 130-80
LAGOON PATROL POLICE CL+2 GC 34090
GC 34090 REGULATIONS RECREATION CL+2
REPORTS & STUDIES RECREATION cu+2 GC 34090
1130-65
1 130-70
1 130-80
LAGOON PATROL POLICE CL+2 GC 34090
GC 34090 REGULATIONS RECREATION CL+2
REPORTS & STUDIES RECREATION cu+2 GC 34090
CORRESPONDENCE - CUSTOMER
CONCERNS 1200-1 5 CL+2 GC 34090 FINANCE
PUBLIC WORKS
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY & OFFICE OF
NUMBER DESCRIPTION RECORD
FINANCE
RATES - FEES PUBLIC WORKS 1200-20
1200-23 METER READ REPORTS PUBLIC WORKS
PUBLIC WORKS 1200-25 WATER SYSTEM MAINTENANCE
LEGAL
CITATION RETENTION
PE GC 34090
GC 34090 cu+2
cu+5 GC 34090 V
1200-35
1200-40
SUSSEX WORK ORDER DATABASE - WORKS WATER I 1200-43 I
CONNECTIONS FINANCE PE GC 34090
GC 34090 POLICIES & PROCEDURES PUBLIC WORKS 15
ICL+IO
~
1200-45
1200-50
1210
1210-1 0
IGC 34090, ADMIN. DEC
__________
GC 34090 REGULATIONS PUBLIC WORKS SU+15
REPORTS & STUDIES PUBLIC WORKS cu+5
WATER RESOURCES
GENERAL INFORMATION PUBLIC WORKS cu+2
GC 34090
GC 34090
121 0-25
121 0-30
WATER SOURCES (SUPPLY) PUBLIC WORKS CU+15 GC 34090
WATER QUALITY PUBLIC WORKS CU+15 GC 34090
1210-35 ITEST REPORTS (WATER) IPuBLic WORKS ICUtl2 IGC 34090
1210-40 MASTER PLAN PUBLIC WORKS 40 CFR 141.33, H&S 19850,
GC 4003, GC 4004 PE
121 0-45
121 0-47
40 CFR 141.33, H&S 19850,
PE GC 4003, GC 4004 DAMS PUBLIC WORKS
WATER LINES PUBLIC WORKS PE 40 CFR 141.33, H&S 19850,
GC 4003. GC 4004
CAPITAL PROJECTS CONSTRUCTION WORKS
1210-50 (WATER)
1210-70 IWATER USAGE
PE v GC 4003, GC 4004
40 CFR 141.33, H&S 19850,
GC 34090, GC 4003, GC
14004
1210-60
1210-65
PE
V GC 4003, GC 4004
PE
V GC 4003, GC 4004
40 CFR 141.33, H&S 19850,
40 CFR 141.33, H&S 19850,
WATER RIGHTS PUBLIC WORKS
WELLS PUBLIC WORKS
121 0-75
121 0-80
GC 34090, GC 4003, GC
4004 AGRICULTURAL WATER USE PUBLIC WORKS PE
REPORTS & STUDIES PUBLIC WORKS cu+5 GC 34090
1230-10 IMASTER PLAN (WASTE WATER) IPuBLic WORKS
121 0-85
1230
40 CFR 141.33, H&S 19850, 1 GC 4003. GC 4004
REGULATIONS PUBLIC WORKS SU+15 GC 34090
WASTEWATER MANAGEMENT
GC 34090 PE
V PUBLIC WORKS CAPITAL CONSTRUCTION (SEWER
LINESIMAINS) 1230-15
1230-05
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
40 CFR 141.33, H&S 19850,
cu+5 GC 4003, GC 4004 GENERAL INFORMATION PUBLIC WORKS
Page 46 of 48
Revised 3/9/2004
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE RECORD CATEGORY 81
NUMBER DESCRIPTION
LEGAL
CITATION RETENTION OFFICE OF
RECORD
1GC 34090 lPE 1230-20 ISEWER CONNECTIONS PUBLIC WORKS I
1230-25
1230-30
GC 34090
GC 34090
EMERGENCIES PUBLIC WORKS PE
RATES - FEES PUBLIC WORKS PE
1230-40
1230-45
1230-50
1230-55
1230-65
40 CFR 141.33, H&S 19850,
GC 4003, GC 4004
40 CFR 141.33, H&S 19850,
GC 4003, GC 4004
40 CFR 141.33, H&S 19850,
GC 4003, GC 4004
40 CFR 141.33, H&S 19850,
INDUSTRIAL WASTE PUBLIC WORKS PE
SLUDGE AND SOLIDS PUBLIC WORKS PE
OUTFALL PUBLIC WORKS PE
PE
V GC 4003, GC 4004 SEWER SYSTEMS MAINTENANCE PUBLIC WORKS
SEWER PERMITS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850,
GC 4003. GC 4004
I 1230-72 \SPECIAL STUDIES/REPORTS PUBLIC WORKS ICL+5 IGC 34090
1230-70 40 CFR 141.33, H&S 19850,
GC 4003, GC 4004 TEST REPORTS PUBLIC WORKS PE
1230-75 WASTEWATER SERVICEIINSTALLATION PUBLIC WORKS
I 1230-85 REGULATIONS PUBLIC WORKS p+5 IGC 34090
40 CFR 141.33, H&S 19850,
cu+5 GC 4003, GC 4004
I- I I
WATER RECLAMATION (RECLAIMED
WATER) 1230-80
11240 ISTORM WATER I
40 CFR 141.33, H&S 19850,
PE GC 4003, GC 4004 WORKS
1240-05
1240-1 0
1240-20
1240-30
40 CFR 141.33, H&S 19850,
cu+5 GC 4003, GC 4004
40 CFR 141.33, H&S 19850,
GC 4003, GC 4004
40 CFR 141.33, H&S 19850,
GC 4003, GC 4004
40 CFR 141.33, H&S 19850,
GC 4003, GC 4004
GENERAL INFORMATION PUBLIC WORKS
MASTER PLANS PUBLIC WORKS PE
STORM DRAINS PUBLIC WORKS PE
STORM WATER PROTECTION PROGRAM PUBLIC WORKS PE
I1250 \TELEPHONE COMMUNICATIONS I
~~
1240-40
1240-50
REGULATIONS PUBLIC WORKS su+5 GC 34090
REPORTS & STUDIES PUBLIC WORKS CL+5 GC 34090
11260-05 IGENERAL INFORMATION (PUBLIC WORKS Icu+5 (GC 34090 I
1250-05
1250-1 0
1250-30
1250-40
1250-50
1260
RETENTION CODES:
AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
~
GENERAL INFORMATION INFORMATION TECHNOLOGY CU+2 GC 34090
RATES INFORMATION TECHNOLOGY SU+2 GC 34090
CITY PHONE SYSTEM MAINTENANCE INFORMATION TECHNOLOGY CU+2 GC 34090
GC 34090 REGULATIONS INFORMATION TECHNOLOGY SU+5
GC 34090 REPORTS & STUDIES INFORMATION TECHNOLOGY CU+5
GAS 81 ELECTRICIlY
Page 47 of 48
Revised 3/9/2004
RETENTION FILE RECORD CATEGORY & OFFICE OF
NUMBER DESCRIPTION RECORD
1260-1 0 RATES su+2 PUBLIC WORKS
CITY CLERK
1260-30 UNDERGROUNDING (UTILITY) PUBLIC WORKS PE
1260-40 PLANT FACILITIES (UTILITY) PUBLIC WORKS PE
1260-50 REGULATIONS PUBLIC WORKS su+2
1260-60 REPORTS &STUDIES PUBLIC WORKS cu+5
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
LEGAL
CITATION
GC 34090
40 CFR 141.33, H&S 19850,
GC 4003, GC 4004
40 CFR 141.33, H&S 19850,
GC 4003, GC 4004
40 CFR 141.33, H&S 19850,
GC 4003, GC 4004
GC 34090
Page 48 of 48
Revised 3/9/2004