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Home My WebLink About2006-08-01; City Council; 18674; Citywide Records Management Program UpdateCITY OF CARLSBAD - AGENDA BILL AB# 18,674 MTG. 8/1/oe DEPT. RECORDS CITYWIDE RECORDS MANAGEMENT rtnsts^n A mi iinr^AT^PROGRAM UPDATE DEPT. HEAD (J/f CITY ATTY. x*g^ CITY MGR. ~£jgP>^a RECOMMENDED ACTION: Adopt Resolution No. 2006-218 . approving revisions to the established Citywide Records Management Program. ITEM EXPLANATION: The Records Management Program was approved by the City Council on October 17, 2000. The Program, in addition to providing a uniform filing system and retention schedule, provides procedures that are used citywide for management 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. 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. EXHIBITS: 2006-218 approving the Program's revised Records Retention1. Resolution No. Schedule. 2. Exhibit "A" - Revised Records Retention Schedule. DEPARTMENT CONTACT: Ronna Stickrod, (760) 434-2919, rstic@ci.carlsbad.ca.us FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED D Dn D CONTINUED TO DATE SPECIFIC D CONTINUED TO DATE UNKNOWN D RETURNED TO STAFF D OTHER - SEE MINUTES D 1 RESOLUTION NO. 2006-218 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING REVISIONS TO THE ESTABLISHED 3 RECORDS MANAGEMENT PROGRAM FOR THE CITY OF CARLSBAD 4 5 WHEREAS, section 34090 of the Government Code and 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 o specific municipal records; and 9 WHEREAS, the establishment of the Records Management Program includes a 10 Filing System Guide and Records Retention Schedule, and a Program Manual to organize 11 the maintenance, retention, and disposal of City records, in accordance with the City's 12 operational needs and legal retention requirements. 13 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 14 California, as follows: 15 ,, 1. That the above recitations are true and correct,lo 17 2. That the Program's revised Records Retention Schedule set forth in the attached 18 Exhibit "A", is hereby adopted; 19 3. That the Records Management Department is hereby designated as the Custodian of the Program, and as such, shall be responsible for the safekeeping 21 and implementation of the program; 22 4. That the City Manager, City Attorney, and Records Manager are directed to 23 continue to review the Program and Retention Schedule periodically, and present 24 any revisions to the City Council for procedure and schedule modifications 25 necessary to update the current information and ensure efficient operation of the 26 Program. 28 '" 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad held on the 1st day of August, 2006, by the following vote: AYES: Council Members Lewis, Hall, Kulchin, Packard, Sigafoose NOES: None ABSENT: None ATTEST: CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE APPROVALS: CITY ATTORNEY DATE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION¥.#?$* a , 0100 0100-03 0100-04 0100-05 0100-10 0100-14 0100-15 0100-30 0100-34 0100-35 0100-50 0120 0120-05 0120-07 0120-09 0120-10 0120-13 0120-15 0120-17 0120-18 0120-20 CITY COUNCIL ADMINISTRATION CITY COUNCIL CORRESPONDENCE CITY MANAGER CORRESPONDENCE CITY MANAGER DEPARTMENT FILES ADMINISTRATIVE ORDERS CITYWIDE GOALS DATABASE COUNCIL POLICIES AWARDS/COMMENDATIONS/ PROCLAMATIONS CITY MANAGER GENERAL FILES PRESS RELEASES CALENDARS (COUNCIL AND MANAGEMENT STAFF) COUNCIL OFFICE CITY MANAGER CITY MANAGER CITY MANAGER CITY MANAGER CITY CLERK COUNCIL OFFICE CITY MANAGER CITY MANAGER ALL DEPARTMENTS CU+2 CU+2 CU+5 PE V CU+2 PE V CU+2 CU+5 CU+2 2 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RISK MANAGEMENT GENERAL INFORMATION INSURANCE MANUALS LIABILITY DATABASE LIABILITY INSURANCE (CITY POLICIES) SPECIAL EVENTS INSURANCE PROPERTY INSURANCE (CITY POLICIES) INSURANCE POOL RISK SHARING AUTHORITY INSURANCE REVIEW REQUESTS LOSS RECOVERY FILES RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT CU+2 SU+2 PE PE V CL+2 PE PE V CL+2 CU+2 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 1 of 44 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0120-23 0120-25 0120-30 0120-35 0120-40 0130 0130-10 0130-20 0130-25 0130-27 0130-30 0130-50 0140 0140-05 0140-10 0140-15 0150 0150-05 0150-15 0150-20 0150-25 0150-30 RECORD CATEGORY & DESCRIPTION INCIDENT REPORTS/CITIZEN INJURY PUBLIC OFFICIAL BONDS GENERAL SAFETY & OSHA REGULATIONS REPORTS & STUDIES POLICIES & PROCEDURES OFFICE OF RECORD RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RETENTION CL+2 CU+5 PE CU+5 SU+5 LEGAL CITATION GC 34090 GC 34090 29 CFR 1904.6, GC 34090 29 CFR 1904.6, GC 34090 GC 34090, ADMIN. DEC. RECORDS MANAGEMENT POLICIES & PROCEDURES RECORDS RETENTION SCHEDULE RECORDS DESTRUCTION LISTS RECORDS MANAGEMENT AUDITS RECORDS INVENTORIES PUBLIC RECORDS REQUESTS RECORDS MANAGEMENT RECORDS MANAGEMENT RECORDS MANAGEMENT RECORDS MANAGEMENT ALL DEPARTMENTS ALL DEPARTMENTS SU+2 SU+4 PE AU+6 CU+2 CL+2 GC 34090 CCP 343 GC 34090 GC 34090 GC 34090 GC 34090 DOCUMENT MANAGEMENT SYSTEM GENERAL INFORMATION POLICIES & PROCEDURES DMS TRAINING INFORMATION & MATERIALS RECORDS MANAGEMENT RECORDS MANAGEMENT RECORDS MANAGEMENT CU+2 SU+5 SU+2 GC 34090 GC 34090 GC 34090 INFORMATION TECHNOLOGY GENERAL INFORMATION POLICIES & PROCEDURES TRAINING INFORMATION/MATERIALS AIMWORX DATABASE CHANGE CONTROL DATABASE INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY CU+2 SU+2 SU+2 CU+2 CU+2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 0200 SERIES - AGENCIES/ORGANIZATIONS 0200 0200-31 0200-32 0200-33 LOCAL ORGANIZATIONS CABLE TELEVISION FOUNDATION AGENDAS CABLE TELEVISION FOUNDATION MINUTES CABLE TELEVISION FOUNDATION GRANTS CITY MANAGER CITY MANAGER CITY MANAGER CU+5 PE CL+5 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=C!osed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 2 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0210 0210-05 0210-10 0210-15 0230 0230-70 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EMPLOYEE ORGANIZATIONS CARLSBAD CITY EMPLOYEES ASSOCIATION (CCEA) CARLSBAD FIRE ASSOCIATION (CFA) CARLSBAD POLICE OFFICERS ASSOCIATION (CPOA) HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES PE PE PE GC 34090 GC 34090 GC 34090 GOVERNMENT/REGULATORY AGENCIES REGULATORY AGENCIES VARIOUS DEPARTMENTS CU+2 GC 34090 0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES 0300 0300-05 0300-40 0300-45 0300-50 0305 0305-05 0305-15 0305-17 0305-40 0305-45 0305-60 0310 0310-05 0310-40 0310-45 0310-55 0310-60 0310-65 CITY BOARDS, COMMISSIONS, & COMMITTEES GENERAL INFORMATION BCC APPOINTEES BCC APPLICATIONS (NOT APPOINTED) NOTICES OF BCC VACANCIES/ LIST OF VACANCIES (ANNUAL) CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 TE+5 CL+2 CU+2 GC 34090 GC 34090, GC81009(e) GC 34090 GC 34090 AD HOC BOARDS, COMMISSIONS, COMMITTEES GENERAL INFORMATION AD HOC BCC APPOINTEES AD HOC BCC APPLICATIONS (NOT APPOINTED) MEETING AGENDAS & NOTICES MEETING MINUTES AGENDA BILLS VARIOUS DEPARTMENTS VARIOUS DEPARTMENTS VARIOUS DEPARTMENTS VARIOUS DEPARTMENTS VARIOUS DEPARTMENTS VARIOUS DEPARTMENTS CU+2 TE+7 CL+2 CU+2 PE PE GC 34090 GC 34090, GC81009(e) GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 ARTS COMMISSION GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES ARTS ARTS ARTS ARTS ARTS ARTS CU+2 CU+5 PE PE V PE V SU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 3 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0315 0315-05 0315-40 0315-45 0315-55 0315-60 0315-65 0320 0320-05 0320-40 0320-45 0320-55 0320-60 0320-65 0325 0325-05 0325-40 0325-45 0325-55 0325-60 0325-65 0330 0330-05 0330-40 0330-45 0330-55 0330-60 0330-65 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION BEACH PRESERVATION COMMITTEE GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING CU+2 CU+5 PE V PE V PE V SU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 DESIGN REVIEW BOARD GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES HOUSING & REDEVELOPMENT HOUSINGS, REDEVELOPMENT HOUSINGS. REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS, REDEVELOPMENT HOUSING & REDEVELOPMENT CU+2 CU+5 PE V PE V PE V SU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090, GC 40801 HISTORIC PRESERVATION COMMISSION GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY CU+2 CU+5 PE V PE V PE V SU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 HOUSING COMMISSION GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES HOUSINGS, REDEVELOPMENT HOUSING & REDEVELOPMENT HOUSINGS, REDEVELOPMENT HOUSING & REDEVELOPMENT HOUSINGS, REDEVELOPMENT HOUSINGS, REDEVELOPMENT CU+2 CU+5 PE V PE V PE V SU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 4 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0335 0335-05 0335-40 0335-45 0335-55 0335-60 0335-65 0340 0340-05 0340-40 0340-45 0340-55 0340-60 0340-65 0345 0345-05 0345-40 0345-45 0345-55 0345-60 0345-65 0350 0350-05 0350-40 0350-45 0350-55 0350-60 0350-65 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION LIBRARY BOARD GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY CU+2 CU+5 PE V PE V PE V SU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 PARKS & RECREATION COMMISSION GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES PARKS & RECREATION PARKS & RECREATION PARKS & RECREATION PARKS & RECREATION PARKS & RECREATION PARKS & RECREATION CU+2 CU+5 PE V PE V PE V SU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 PERSONNEL BOARD GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CU+2 CU+5 PE V PE V PE V SU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 PLANNING COMMISSION GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING CU+2 CU+5 PE V PE V PE V SU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 5 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0355 0355-05 0355-40 0355-45 0355-55 0355-60 0355-65 0360 0360-05 0360-40 0360-45 0360-55 0360-60 0360-65 0365 0365-05 0365-40 0365-45 0365-55 0365-60 0365-65 0365-70 0365-75 0370 0370-05 0370-40 0370-45 0370-55 0370-60 0370-65 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION SENIOR COMMISSION GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES SENIORS SENIORS SENIORS SENIORS SENIORS SENIORS CU+2 CU+5 PE V PE V PE V SU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 SISTER CITY COMMITTEE GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES ARTS ARTS ARTS ARTS ARTS ARTS CU+2 CU+5 PE V PE V PE V SU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 TRAFFIC SAFETY COMMISSION GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES TRAFFIC SAFETY COORDINATING COMMITTEE MEETING AGENDAS TRAFFIC SAFETY COORDINATING COMMITTEE MEETING MINUTES ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING CU+2 CU+5 PE V PE V PE V SU+5 CU+5 PE GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 UNDERGROUND UTILITY ADVISORY COMMITTEE GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES ENGINEERING CITY CLERK ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING CU+2 CU+5 PE V PE V PE V SU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 6 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0400 SERIES - FISCAL/FINANCIAL SERVICES 0400 0400-05 0400-10 0400-15 0400-20 0400-30 0400-40 0400-50 0400-60 0400-70 0400-77 0400-80 0400-81 0400-82 0400-84 0400-86 0400-88 0400-90 0400-95 0400-97 0400-99 0410 0410-05 0410-10 0410-20 0410-30 0410-35 FISCAL/FINANCIAL SERVICES GENERAL INFORMATION CHART OF ACCOUNTS ACCOUNTS PAYABLE PETTY CASH FIXED ASSETS CHECK/AP REGISTERS FUND TRANSFERS GENERAL LEDGERS JOURNAL VOUCHERS/ENTRIES IFAS INSTRUCTIONS & MANUALS IFAS BATCHES & BUDGET CHANGES IFAS REPORTS IFAS - G/L MODULE - SUMMARY DATABASE IFAS - G/L MODULE - DETAIL DATABASE IFAS - ACCOUNTS PAYABLE MODULE DATABASE IFAS - ACCOUNTS RECEIVABLE MODULE DATABASE ACCOUNTING REPORTS ANNUAL REPORTS (FINANCIAL) POLICIES & PROCEDURES REFUNDS FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE CU+2 CU+2 AU+4 V AU+4 AU+4 V PE AU+4 PE V AU+4 CU+2 CU+7 CU+7 20 10 AU+4 AU+4 AU+4 AU+7 CU+2 AU+4 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, 26 CFR 301 65-1 (f) GC 26907 GC 34090 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 AUDITS, FINANCIAL GENERAL INFORMATION AUDIT REPORTS, INTERNAL AUDIT REPORTS, EXTERNAL AUDIT PROPOSALS ANNUAL AUDITS, CITY FINANCE FINANCE FINANCE FINANCE FINANCE CU+2 PE PE PE PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 7 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0410-40 0410-45 0410-50 0410-55 0420 0420-05 0420-10 0420-15 0420-17 0420-20 0420-23 0420-25 0420-30 0420-33 0420-40 0420-45 0420-46 0420-50 0420-55 0420-60 0420-65 0430 0430-05 0430-10 0430-20 0430-30 0430-35 0430-37 RECORD CATEGORY & DESCRIPTION ANNUAL AUDITS, REDEVELOPMENT ANNUAL AUDITS, WATER DISTRICT ANNUAL AUDITS, PUBLIC IMPROVEMENT ANNUAL AUDITS, INDUSTRIAL DEVELOPMENT OFFICE OF RECORD FINANCE FINANCE FINANCE FINANCE RETENTION PE PE PE PE LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 BANKING GENERAL INFORMATION BANK SIGNATURE CARDS BANK DEPOSIT CORRESPONDENCE CUSTODIAL STATEMENTS BANK STATEMENTS CHECKS/WARRANTS CHECKS/CANCELED RETURNED CHECKS UNCLAIMED CHECKS DEPOSIT SLIPS DEBIT/CREDIT MEMOS WIRE TRANSFERS DAILY BALANCE WORKSHEETS MONTHLY RECONCILIATION REPORTS POLICIES & PROCEDURES REPORTS & STUDIES FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER CU+2 SU+2 4 AU+5 AU+5 AU+5 AU+5 AU+5 AU+5 4 5 5 AU+5 AU+5 SU+5 CU+2 GC 34090 GC 34090 GC 34090, CCP 337 GC 34090, 26 CFR 1.6001-1 GC 34090, 26 CFR 1.6001-1 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, 26 CFR 1.6001-1 GC 34090, 26 CFR 1.6001-1 GC 34090, ADMIN. DEC. GC 34090 BUDGET GENERAL INFORMATION BUDGET, DEPARTMENTAL OPERATING BUDGET, CITY (ADOPTED) CAPITAL BUDGET, CITY (ADOPTED) FINANCIAL REPORTS, BUDGET RELATED FINANCIAL MASTER PLAN FINANCE VARIOUS CITY CLERK CITY CLERK FINANCE FINANCE CU+2 CU+2 PE V PE V CU+2 SU+2 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 GC 34090 RETENTION CODES: AU= After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 8 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0430-40 0430-45 0430-50 0430-70 0430-80 0430-90 0430-95 0430-96 0440 0440-05 0440-10 0440-15 0440-16 0440-20 0440-30 0440-35 0440-40 0440-45 0440-47 0440-50 0440-55 0450 0450-05 0450-10 0450-12 0450-13 RECORD CATEGORY & DESCRIPTION REVENUE ESTIMATES REVENUE SHARING POLICIES & PROCEDURES PUBLIC IMPROVEMENT CORPORATION BUDGET REDEVELOPMENT AGENCY BUDGET WATER DISTRICT BUDGET INDUSTRIAL DEVELOPMENT AUTHORITY BUDGET PUBLIC FINANCING AUTHORITY BUDGET OFFICE OF RECORD FINANCE FINANCE FINANCE CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK RETENTION CU+2 CU+2 SU+5 PE PE PE PE PE LEGAL CITATION GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS GENERAL INFORMATION PAYING/FISCAL AGENT MORTGAGE REVENUE BONDS, SINGLE FAMILY MORTGAGE REVENUE BONDS, MULTI FAMILY ASSESSMENT DISTRICTS GENERAL OBLIGATION BONDS REVENUE BONDS, OTHER CERTIFICATES OF PARTICIPATION COMMUNITY FACILITIES DISTRICTS (MELLO ROOS) COMMUNITY FACILITIES DISTRICTS BOUNDARY MAPS TAX ALLOCATION BONDS WATER DISTRICT BONDS (Pink) FINANCE FINANCE CITY CLERK, FINANCE HOUSINGS. REDEVELOPMENT CITY CLERK, FINANCE HOUSINGS REDEVELOPMENT CITY CLERK FINANCE PUBLIC WORKS CITY CLERK FINANCE CITY CLERK FINANCE CITY CLERK FINANCE CITY CLERK, FINANCE PUBLIC WORKS CITY CLERK, FINANCE PUBLIC WORKS CITY CLERK, FINANCE PUBLIC WORKS CITY CLERK, FINANCE PUBLIC WORKS CL+10 PE PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V CCP 337.5 GC 34090 GC 34090, CCP 337.5, ADMIN. DEC. GC 34090, CCP 337.5, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. PAYROLL IFAS - PAYROLL MODULE PAYROLL RECORDS - TIME CARDS ENGINEERING DEPARTMENT TIMECARD DATABASE PLANNING DEPARTMENT TIMECARD DATABASE FINANCE FINANCE ENGINEERING PLANNING AU+6 AU+6 V AU+5 AU+10 GC 34090, ADMIN. DEC. GC 34090, 29CFR516.2 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CLMCurrent Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 9 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0450-15 0450-20 0450-25 0450-26 0450-40 0450-45 0450-50 0450-55 0450-57 0450-60 0455 0455-05 0455-10 0455-20 0460 0460-05 0460-10 0460-15 0460-20 0460-30 0460-40 0460-50 0460-60 0470 0470-03 0470-05 0470-10 0470-15 RECORD CATEGORY & DESCRIPTION DEDUCTION RECORDS PAYROLL REGISTERS LEAVE BALANCE SUMMARIES W-2 TAX REPORTS, STATE TAX REPORTS, FEDERAL UNIFORM ALLOWANCE RECORDS VEHICLE ALLOWANCE RECORDS BI-LINGUAL PAY RECORDS GARNISHMENTS/LIENS OFFICE OF RECORD HUMAN RESOURCES FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE RETENTION TE+3 V PE AU+6 PE AU+4 AU+4 AU+6 AU+6 AU+6 TE+3 LEGAL CITATION GC 34090, 29 CFR 516.2 GC 34090, 37207 GC 34090, 29 CFR 516. 2 GC 34090, 29 CFR 51 6.2 GC 34090, 29 USC 436 GC 34090, 29 USC 436 GC 34090, 29 CFR 516. 2 GC 34090, 29 CFR 516.2 GC 34090, 29 CFR 516.2 GC 34090, 29 CFR 516. 2 PENSION/RETIREMENT FUND GENERAL INFORMATION DEFERRED COMPENSATION REPORTS (DEDUCTION REGISTER) PERS REPORTS FINANCE HUMAN RESOURCES FINANCE FINANCE 5 TE+5 V TE+4 GC 34090 GC 34090, 26 CFR 16001-1, 29 CFR 1627. 3(2) GC 34090, 29 CFR 516. 2 STATE CONTROLLER/ANNUAL REPORTS GENERAL INFORMATION ANNUAL REPORTS - STATE CONTROLLER STATE MANDATED COSTS (SB90) STATE CONTROLLER OPEN MEETING CLAIM SPECIAL DISTRICT REPORTS GANN LIMITATION COUNTY AUDITOR - ASSESSED VALUATION SPECIAL MISCELLANEOUS REPORTS FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE CU+2 PE PE PE PE PE SU+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 PURCHASING CORRESPONDENCE, PURCHASING GENERAL INFORMATION FORMS, 1099 CREDIT CARD PROGRAM, APPLICATIONS, CITY PURCHASING PURCHASING FINANCE FINANCE CU+2 CU+2 AU+4 CU+2 GC 34090 GC 34090 GC 34090, 29 USC 436 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 10 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0470-16 0470-20 0470-25 0470-33 0470-34 0470-35 0470-45 0470-50 0470-60 0470-65 0470-70 0470-75 0470-80 0470-81 0470-85 0470-90 0470-95 0470-99 0480 0480-05 0480-10 0480-15 0480-20 0480-24 0480-25 0480-26 0480-32 0480-35 RECORD CATEGORY & DESCRIPTION CREDIT CARD APPROVALS, CITY PURCHASE REQUISITIONS PURCHASE ORDERS CERTIFICATES OF INSURANCE (REQUIRED) CERTIFICATES OF INSURANCE (MISCELLANEOUS OR NON-APPLICABLE) STORES BIDS/QUOTES/PROPOSALS (AWARDED) BIDS CANCELED. REJECTED (NOT AWARDED) SURPLUS EQUIPMENT DISPOSAL WAREHOUSE INVENTORIES PURCHASING PROGRAMS PURCHASING MANUALS VENDOR BROCHURES VENDOR LISTS IFAS - PURCHASING MODULE CONSULTANT INFORMATION POLICIES & PROCEDURES REPORTS & STUDIES OFFICE OF RECORD FINANCE PURCHASING PURCHASING PURCHASING VARIOUS PURCHASING VARIOUS PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING FINANCE PURCHASING PURCHASING PURCHASING PURCHASING RETENTION CU+2 AU+4 AU+4 PE CU+2 CU+2 AU+5 CL+2 AU+4 AU+4 SU+2 SU+2 SU+2 SU+2 AU+4 CL+2 SU+5 CU+2 LEGAL CITATION GC 34090 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090 GC 34090 GC 34090 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, 26 CFR 301 65-1 (F) GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090, ADMIN. DEC. GC 34090 REVENUE AND TAXATION GENERAL INFORMATION ACCOUNTS RECEIVABLE (BATCHES) DAILY CASH RECEIPTS GENERAL RECEIPTS (PARKING, PLAN CHECK) UTILITY BILLING REQUESTS UTILITY BILLING RECEIPTS (WATER, TRASH) UTILITY BILLING DATABASE AMBULANCE BILLING BUSINESS LICENSES FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE CU+2 AU+4 V AU+4 AU+4 AU+4 AU+4 AU+4 CU+2 EX+4 GC 30490 GC 30490, ADMIN. DEC. GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, ADMIN. DEC. GC 34090 GC 34090, CCP 337 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 11 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0480-36 0480-38 0480-40 0480-45 0480-47 0480-48 0480-50 0480-55 0480-70 0480-75 0480-77 0480-80 0480-81 0480-82 0480-83 0480-85 0480-87 0480-90 0485 0485-05 0485-10 0485-15 0485-20 0485-21 0485-22 0485-23 0485-25 0485-35 RECORD CATEGORY & DESCRIPTION BUSINESS LICENSE DATABASE BINGO LICENSES BANKRUPTCIES COLLECTIONS GRANTS, MISC. GRANTS, CDBG PARKING CITATION REVENUES MISC. FINES/REVENUES FRANCHISES REVENUE ALLOCATIONS APPORTIONMENT INCOME TAXES, MISC. PROPERTY TAX GAS TAX SALES TAX PROPOSITION 218 TRANSIENT OCCUPANCY TAX (TOT) REPORTS & STUDIES OFFICE OF RECORD FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE RETENTION PE EX+2 CL+2 AU+4 CL+5 CL+4 AU+4 AU+4 10 2 AU+4 AU+4 AU+4 AU+4 AU+4 AU+4 AU+4 2 LEGAL CITATION GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. 24CFR570.502(b) GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 34090, CCP 337 GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 34090 FEE PROGRAMS PROCESSING FEES USE FEES IMPACT FEES FINES (DEVELOPMENT) FEE STUDIES/COMPUTATIONS FEE SCHEDULES FEE WAIVER REQUESTS ENGINEERING FEES BUILDING FEES ENGINEERING ENGINEERING ENGINEERING ENGINEERING FINANCE FINANCE FINANCE ENGINEERING BUILDING PE PE PE PE SU+2 SU+2 2 PE CL+2 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. 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 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0485-40 0485-55 0485-60 0490 0490-05 0490-10 0490-20 0490-30 0490-40 0490-50 0490-60 0490-63 0490-65 0490-70 0490-75 0490-80 RECORD CATEGORY & DESCRIPTION FLOOD CONTROL FEES PUBLIC WORKS - CAPITAL IMPROVEMENTS FEES PLANNING FEES OFFICE OF RECORD ENGINEERING PUBLIC WORKS PLANNING RETENTION CL+2 PE CL+2 LEGAL CITATION GC 30490, ADMIN. DEC. GC 34090, GC 4003, GC 4004 GC 30490, ADMIN. DEC. INVESTMENTS GENERAL INFORMATION INVESTMENT RATES INVESTMENT PORTFOLIO (CITY) INVESTMENT PORTFOLIO (CMWD) INVESTMENT PORTFOLIO (REDEVELOPMENT AGENCY) INVESTMENT COMMITTEE INVESTMENT STATEMENTS LOCAL AGENCY INVESTMENT FUND INVESTMENT REPORTS, MONTH END INVESTMENT INCOME REPORTS REPORTS & STUDIES POLICIES & PROCEDURES TREASURER TREASURER TREASURER TREASURER TREASURER TREASURER TREASURER TREASURER TREASURER TREASURER TREASURER TREASURER PE PE V PE V PE V PE V 2 PE V PE V PE V PE V PE SU+5 GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337 GC 34090 GC 34090, GC 53607, CCP337 GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337 GC 34090 GC 34090, GC 40801 0500 SERIES - COMMUNITY DEVELOPMENT/PLANNING 0500 0500-01 0500-02 0500-03 0500-04 0500-05 0500-10 0500-12 0500-15 0500-18 DEVELOPMENT/SUBDIVISIONS GENERAL INFORMATION LOT SPLITS LOT LINE ADJUSTMENTS ADJUSTMENT PLATS/BOUNDARY ADJUSTMENTS CERTIFICATES OF COMPLIANCE & NON- COMPLIANCE CERTIFICATES OF CORRECTION NOTICES OF RESTRICTION/RELEASES NOTICES OF VIOLATION /RELEASES FOOD CART PERMITS CITY CLERK, PLANNING ENGINEERING ENGINEERING ENGINEERING ENGINEERING CITY CLERK ENGINEERING CITY CLERK CITY CLERK PLANNING CITY CLERK ENGINEERING PLANNING 2 PE V PE V PE V PE V PE V PE V PE V PE GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC, GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490 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 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0500-20 0500-25 0500-28 0500-30 0500-32 0500-33 0500-34 0500-35 0500-40 0500-45 0500-50 0500-55 0500-60 0500-65 0500-67 0500-70 0500-75 0500-80 0500-85 0500-90 0500-93 0500-95 0500-97 0500-98 0500-99 RECORD CATEGORY & DESCRIPTION CONDITIONAL USE PERMITS (CUP) COASTAL DEVELOPMENT PERMITS (CDP) CONDO PERMITS (CP) CARLSBAD TRACTS, MAJOR SUBDIVISIONS (CT) PRELIMINARY REVIEW (PR) ENCROACHMENT AGREEMENT / EASEMENT (SUPPORT DOCUMENTS ONLY) HILLSIDE DEVELOPMENT PERMITS (HDP) HABITAT MANAGEMENT PLAN PERMIT (HMP) MASTER PLANS - DEVELOPMENTS (MP) MINOR SUBDIVISIONS (MS) PLANNING COMMISSION DETERMINATIONS (PCD) PLANNED DEVELOPMENTS (PD) PLANNED DEVELOPMENT PERMITS (POP) GRADING PERMITS (PE) PLANNED INDUSTRIAL PERMITS (PIP) PARCEL MAPS (PM) PRECISE PLANS (PP) PLANNED UNIT DEVELOPMENTS (PUD) SITE DEVELOPMENT PLANS (SDP) SPECIFIC PLANS (SP) SPECIAL USE PERMITS (SUP) ADMINISTRATIVE VARIANCES (AV) VARIANCES (V) HISTORICAL MAPS PERMITS DATABASE PLANTRACK DATABASE OFFICE OF RECORDCM Y CLbKK, PLANNING, FNGINFFPING HOUSINGS REDEVELOPMENT pi A MM IIS.!/1"1 CM Y CLbKK, PLANNING ENGINEERINGCITY CLERK, PLANNING, ENGINEERING ENGINEERING Ul 1 Y ULLKK, PLANNING, FNRINFFRINfi PLANNING CITY CLERK PLANNING CITY CLERK ENGINEERING PLANNING 01 i T \^uu_r\r\, PLANNING, CTMrMMCCDlM/"1 CITY CLERK PLANNING CITY CLERK ENGINEERING ENGINEERING PLANNING ENGINEERING CITY CLERK, PLANNING, ENGINEERING CITY CLERK PLANNING CITY CLERK, PLANNING, ENGINEERINGCITY CLERK, PLANNING, ENGINEERINGCITY ClERK, PLANNING, ENGINEERING CITY CLERK PLANNING CITY CLERK PLANNING PLANNING VARIOUS ENGINEERING PLANNING RETENTION PE V PE V PE V PE V 10 PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE PE V PE V PE V PE V PE PE CL+5 LEGAL CITATION GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, ADMIN DEC. GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 14 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0510 0510-05 0510-06 0510-07 0510-10 0510-15 0510-20 0510-21 0510-25 0510-30 0510-35 0510-36 0510-40 0510-50 0510-55 0510-60 0510-65 0510-67 0510-70 0510-75 0510-80 0510-83 0510-85 0510-90 0515 0515-05 0515-06 0515-10 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION LAND USE/ZONING GENERAL INFORMATION PRELIMINARY REVIEW CONSISTENCY DETERMINATIONS ADMINISTRATIVE PERMITS - APPROVALS ARCHITECTURAL DESIGN GUIDELINES LANDSCAPE GUIDELINES & STANDARDS LANDSCAPE PLANS ZONE CHANGES (ZC) ZONE CODE AMENDMENTS (ZCA) LOCAL COASTAL PROGRAM (LCP) LOCAL COASTAL PROGRAM AMENDMENTS (LCPA) LOCAL FACILITIES MANAGEMENT PLAN (LFMP) GROWTH MANAGEMENT PLAN (GMP) AGRICULTURAL PRESERVES (AP) DAY CARE PERMITS (DC) HOSPITALS & CONVALESCENT HOMES ACCESSORY STRUCTURES SECOND DWELLING UNIT (SOU) (GRANNY FLAT) MOBILE HOME PARKS (MHP) NOISE GUIDELINES COMPREHENSIVE LAND USE PLAN (PALOMAR-MC CLELLAN AIRPORT) PARKING REQUIREMENTS REPORTS & STUDIES PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING CITY CLERK PLANNING CITY CLERK PLANNING CITY CLERK PLANNING CITY CLERK PLANNING CITY CLERK PLANNING CITY CLERK PLANNING PLANNING PLANNING PLANNING ENGINEERING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING 2 CU+2 PE PE V PE PE PE PE V PE V PE V PE V PE V PE V PE PE PE PE PE V PE PE PE SU+2 2 GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003. GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 /Admin. Dec. GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 SIGNS GENERAL INFORMATION SIGNS - PRELIMINARY REVIEW SIGN PERMITS (PS) PLANNING PLANNING PLANNING REDEVELOPMENT CU+2 CU + 2 PE GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 15 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0515-15 0515-20 0515-25 0515-30 0515-40 0520 0520-05 0520-10 0520-20 0520-30 0520-40 0520-45 0520-50 0520-60 0520-70 0530 0530-05 0530-10 0530-15 0530-20 0530-30 0530-40 0540 0540-05 0540-10 0540-20 0540-30 0540-40 0540-50 RECORD CATEGORY & DESCRIPTION SIGNS, TEMPORARY SIGNS, DIRECTIONAL SIGNS, CITY IDENTIFICATION REGULATIONS REPORTS & STUDIES OFFICE OF RECORD PLANNING PLANNING PLANNING PLANNING PLANNING RETENTION PE PE PE PE 2 LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 ENVIRONMENTAL REVIEW GENERAL INFORMATION CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES NEGATIVE DECLARATIONS INITIAL STUDIES (ENVIRONMENTAL) ENVIRONMENTAL IMPACT ASSESSMENTS (EIA) ENVIRONMENTAL IMPACT REPORTS (EIR) CONSULTANTS, ENVIRONMENTAL REPORTS & STUDIES REGULATIONS PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING CU+2 PE PE PE PE PE PE PE PE GC 34090 GC 34090, CEQA GC 34090, CEQA GC 34090, CEQA GC 34090, CEQA GC 34090, CEQA GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GENERAL PLAN GENERAL INFORMATION GENERAL PLAN AND ELEMENTS GENERAL PLAN CONSISTENCY GENERAL PLAN AMENDMENTS (GPA) REPORTS & STUDIES REGULATIONS PLANNING PLANNING CITY CLERK PLANNING PLANNING CITY CLERK PLANNING PLANNING CU+2 PE V PE V PE V PE PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 PLANNING GENERAL INFORMATION CORRESPONDENCE CHRONOLOGICAL FILES DEMOGRAPHIC INFORMATION POLICIES & PROCEDURES REPORTS & STUDIES PLANNING, REGIONAL PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING CU+2 PE PE CU+10 10 PE GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 16 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0550 0550-05 0550-10 0550-15 0550-20 0550-22 0550-23 0550-30 0550-35 0550-50 0550-60 0560 0560-05 0560-10 0560-20 0560-30 0560-40 0560-50 0560-60 0560-70 0565 0565-05 0565-10 0565-20 0565-30 0565-40 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION HOUSING GENERAL INFORMATION AFFORDABLE HOUSING PROGRAMS AFFORDABLE HOUSING PROJECTS HOUSING ASSISTANCE (SECTION 8) FINANCIAL RECORDS (SECTION 8) APPLICANTS (SECTION 8) INCLUSIONARY HOUSING AGREEMENTS YARDI DATABASE POLICIES & PROCEDURES REPORTS & STUDIES HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING CU+2 AU+7 AU+7 AU+7 AU+7 TE+3 PE V PE CU+2 2 GC 34090 24 CFR 570.502(b)(3), 85.42, OMBCIR. A-110, #C 24 CFR 570.502(b)(3), 85.42, OMBCIR. A -110, #C 24CFR570.502(b)(3),85.42, OMBCIR. A-110, #C 24 CFR 570.502(b)(3), 85.42, OMB CIR. A-110, #C 24 CFR 570.502(b)(3), 85.42, OMB CIR. A-110, #C GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 40801 GC 34090 REDEVELOPMENT GENERAL INFORMATION MASTER PLAN (VILLAGE AREA) REDEVELOPMENT REGULATIONS REDEVELOPMENT PERMITS (RP) VILLAGE PARKING PROGRAM RESIDENTIAL REHABILITATION PROGRAM POLICIES & PROCEDURES REPORTS & STUDIES REDEVELOPMENT REDEVELOPMENT CITY CLERK REDEVELOPMENT REDEVELOPMENT CITY CLERK ENGINEERING REDEVELOPMENT CITY CLERK REDEVELOPMENT CITY CLERK REDEVELOPMENT REDEVELOPMENT CU+2 PE PE PE V PE PE V CU+2 2 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090, GC 4003, GC 4004, HSS 19850 GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 40801 GC 34090 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) GENERAL INFORMATION CDBG APPLICATIONS/PROPOSALS CDBG/HOME PROGRAM SUBRECIPIENT FUNDING APPROVALS ANNUAL PERFORMANCE REPORTS HOUSING & REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSING & REDEVELOPMENT CITY CLERK HOUSINGS REDEVELOPMENT CITY CLERK HOUSINGS REDEVELOPMENT CITY CLERK CU+2 TE+5 TE+5 TE+5 SU+10 GC 34090 GC 34090, 24 CFR 570.502, 24 CFR 85.42 GC 34090, 24 CFR 570.502, 24 CFR 85. 42 GC 34090, 24 CFR 570.502, 24 CFR 85.42 GC 34090, ADMIN. DEC. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 17 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0570 0570-05 0570-10 0570-33 0570-35 0570-40 0570-60 0570-65 0570-71 0575 0575-05 0575-15 0575-40 0580 0580-05 0580-10 0580-20 0590 0590-05 0590-10 0590-20 0590-30 0590-40 0590-50 0590-60 0590-65 0590-70 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION BUILDING GENERAL INFORMATION POLICIES & PROCEDURES BUILDING PERMIT FILES BUILDING PLANS ADOPTED CODES REPORTS & STUDIES CERTIFICATES OF OCCUPANCY INSPECTION LOGS BUILDING BUILDING BUILDING BUILDING BUILDING BUILDING BUILDING BUILDING CU+2 CU+2 PE V PE PE PE PE PE GC 34090 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. CODE COMPLIANCE/ENFORCEMENT GENERAL INFORMATION ENFORCEMENT CASE FILES REPORTS & STUDIES CODE ENFORCEMENT CODE ENFORCEMENT CODE ENFORCEMENT 2 PE CU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. HISTORIC PRESERVATION GENERAL INFORMATION HISTORIC SITE INVENTORY HISTORIC SITES (CASE FILES) LIBRARY LIBRARY LIBRARY CU+2 SU+2 PE GC 34090 GC 34090 GC 34090 ECONOMIC DEVELOPMENT GENERAL INFORMATION ECONOMIC/FINANCIAL ANALYSES ECONOMIC REVIEW - PROJECTS EMPLOYMENT ANALYSIS INFORMATION BUSINESS PROMOTION/RETENTION NEW DEVELOPMENT CONTACTS - INQUIRY TOURISM (CONVIS) MOBILE HOME PARK PERMITS REPORTS & STUDIES ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT CU+2 CU+5 CU+5 CU+5 CU+5 CU+2 CU+2 CU+2 CU+2 GC 34090 GC 34090 /Admin. Dec. GC 34090 /Admin. Dec. GC 34090 /Admin. Dec. GC 34090 /Admin. Dec. GC 34090 GC 34090 GC 34090 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 18 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0600 SERIES - HEALTH, SAFETY & WELFARE 0600 0600-05 0600-10 0600-25 0600-26 0600-45 0610 0610-05 0610-10 0610-13 0610-14 0610-15 0610-20 0610-25 0610-30 0610-35 0610-40 0610-50 0610-60 0610-65 0620 0620-05 0620-10 0620-20 0620-23 0620-35 0620-40 ANIMAL CONTROL GENERAL INFORMATION CONTRACT SERVICES COMPLAINTS/INVESTIGATIONS (RFA's) REQUEST FOR ACTION (RFA) DATABASE REPORTS & STUDIES PUBLIC WORKS CITY CLERK VARIOUS CITY MANAGER PUBLIC WORKS CU+2 TE+5 CL+2 CL+5 CU+2 GC 34090 CCP 337.2, CCP 343, GC 53066, BP 7042.5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 EMERGENCY SERVICES GENERAL INFORMATION 911 COMMUNICATIONS COMPUTER AIDED DISPATCH (CAD) COMPUTER AIDED DISPATCH (CAD) DATABASE EMERGENCY PLAN DISASTER EVENTS DISASTER RELIEF PROGRAMS CIVIL DEFENSE MUTUAL AID - INTERAGENCY EMERGENCY/DISASTER TRAINING (CEMAT) REPORTS & STUDIES (CEMAT) REGULATIONS EMS REPORTS FIRE POLICE POLICE POLICE POLICE FIRE FIRE FIRE FIRE FIRE CITY CLERK FIRE FIRE FIRE FIRE CU+2 CU+5 CU+5 PE SU+2 V CU+5 V CU+2 V CU+2 SU+2 CU+2 V CU+2 CU+2 7 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 HIPPA45CFR 164.530(j) ENVIRONMENTAL PROTECTION GENERAL INFORMATION AIR QUALITY HAZARDOUS MATERIALS PROGRAMS HAZARDOUS MATERIALS DISPOSAL COASTAL PROTECTION - BEACH EROSION WETLANDS - FLOODPLAINS PLANNING PLANNING FIRE FIRE PLANNING PUBLIC WORKS ENGINEERING CU+2 CU+7 SU+2 CU+10 PE PE GC 34090 CCP 338(k), GC 34090 GC 34090 CAL OSHA 40, CFR 122.21 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 Page 19 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0620-55 0620-60 0620-65 0620-70 0630 0630-05 0630-10 0630-15 0630-20 0630-25 0630-30 0630-40 0630-45 0630-47 0630-53 0630-55 0630-59 0630-60 0630-65 0630-70 0630-73 0630-75 0630-80 0630-90 0630-95 RECORD CATEGORY & DESCRIPTION OPEN SPACE TRAILS SYSTEM HABITAT MANAGEMENT PLAN (HMP) - WILDLIFE CONSERVATION REGULATIONS OFFICE OF RECORD PLANNING PLANNING PLANNING VARIOUS RETENTION PE PE PE PE LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 FIRE PROTECTION/PREVENTION GENERAL INFORMATION APPARATUS & EQUIPMENT INVENTORIES APPARATUS & EQUIPMENT SPECIFICATIONS APPARATUS & EQUIPMENT TESTS HOSE MAINTENANCE LOGS SAFETY CLOTHING & EQUIPMENT FIRE INCIDENT REPORTS FIRE/ARSON INVESTIGATION REPORTS (INVOLVING DEATH) FIRE/ARSON INVESTIGATION REPORTS (OTHER) ADOPTED FIRE CODES FIRE INSPECTIONS VIOLATION LETTERS, NOTICES (FIRE PREVENTION) FIRE SYSTEMS - SHELL BUILDINGS FIRE SYSTEMS - TENANT IMPROVEMENTS (NOTE: SPECIAL INSTRUCTIONS-SEE FIRE DEPT.) FIRE SUPPRESSION/EXTINGUISHERS FIRE HYDRANTS SMOKE DETECTORS (NON-SINGLE FAMILY) VEHICLES WEED ABATEMENT REPORTS & STUDIES FIRE FIRE FIRE FIRE FIRE FIRE FIRE FIRE FIRE FIRE CITY CLERK FIRE PREVENTION FIRE PREVENTION FIRE PREVENTION FIRE PREVENTION FIRE FIRE FIRE FIRE FIRE FIRE CU+3 CU+2 CU+2 CU+2 CU+2 CU+2 CL+3 PE CU+6 PE CL+3 CL+3 PE PE (UNLESS SU) PE PE PE CU+2 CU+3 CU+3 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, CCP 338, CCP 340.5 PC 799, CFC 104.3.2 PC 799, CFC 104.3.2 GC 34090, CCP 340.5 UFC 103.34, CFC 104. 3.4 UFC 103.34 GC 34090, CFC 104.3.4, UFC 103.34, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 GC 34090, CFC 103.3.4, ADMIN. DEC. GC 34090, ADMIN. DEC. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 20 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0640 0640-05 0640-15 0640-20 0640-25 0640-30 0640-35 0640-40 0640-45 0640-50 0640-55 0640-60 0650 0650-10 0650-20 0650-30 0650-50 0670 0670-05 0670-06 0670-07 0670-08 0670-09 0670-10 0670-11 0670-12 0670-13 0670-18 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION FLOOD CONTROL GENERAL INFORMATION NATIONAL FLOOD INSURANCE PROGRAM LAKES/BASINS DRAINAGE FACILITIES MASTER PLANS CREEKS FLOOD ZONES FLOOD CONTROL DISTRICT POLICIES & PROCEDURES REGULATIONS REPORTS & STUDIES ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING CU+2 SU+2 PE PE CU+2 PE PE CU+2 SU+5 SU+2 CL+2 GC 34090 GC 34090 /Admin. Dec. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 40801 GC 34090 GC 34090 HEALTH SERVICES FOOD ESTABLISHMENTS/HANDLERS PARAMEDIC SERVICES AMBULANCE SERVICES PEST CONTROL FINANCE PLANNING FINANCE FIRE FINANCE FIRE PUBLIC WORKS TE+2 CU+5 CU+5 CU+2 GC 34090 GC 34090 GC 34090 GC 34090 POLICE SERVICES GENERAL INFORMATION BAIL SCHEDULES VEHICLE REPORTS TRAFFIC COLLISION REPORTS (NON- INJURY) TRAFFIC COLLISION REPORTS (FATALITIES) INTERNAL INVESTIGATIONS ARREST LOGS & REPORTS PATROL LOGS DAILY ACTIVITY REPORTS COURT SCHEDULES/LOGS POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE CU+2 SU+2 CL+10 CL+5 PE CU+5 CU+10 CU+10 CU+3 CU+2 GC 34090 GC 34090 /Admin. Dec. GC 12946 GC 34090 GC 34090, PC 832.5, EVC 1045 PC832.5, EVC 1045, GC12946, PC801(C), VC2547 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 21 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0670-20 0670-25 0670-30 0670-35 0670-40 0670-50 0670-55 0670-60 0670-63 0670-65 0670-70 0670-75 0670-80 0680 0680-05 0680-10 0680-20 0680-40 0690 0690-05 0690-10 0690-20 0690-40 RECORD CATEGORY & DESCRIPTION EVIDENCE, PROPERTY FILES ASSET FORFEITURE GRANT APPLICATIONS (FEDERAL & STATE) DETENTION FACILITIES (REGIONAL) ALARM RECORDS SECURITY SERVICES SPECIAL SERVICES TOWING SERVICES PARKING ENFORCEMENT/CITATIONS PAWN SHOP RECORDS MASSAGE LICENSES/APPEALS SPECIAL EVENTS PERMITS REPORTS & STUDIES PUBLIC WELFARE GENERAL INFORMATION CHILD PROTECTIVE SERVICES AMERICANS WITH DISABILITIES (ADA) TRAUMA INTERVENTION PROGRAM (TIP) SENIOR SERVICES GENERAL INFORMATION SENIOR PROGRAMS GRANTS /Ar-iM<~ Q iNincncMrvCM-r ccD\/i/~cCi REPORTS & STUDIES OFFICE OF RECORD POLICE POLICE POLICE POLICE POLICE FIRE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE HOUSING & REDEVELOPMENT POLICE PUBLIC WORKS FACILITIES POLICE SENIOR CENTER SENIOR CENTER SENIOR CENTER SENIOR CENTER RETENTION CU+10 CL+10 5 2 3 2 2 2 CU+2 CU+2 TE+2 CL+2 CU+2 CU+2 10 CL+5 CU+2 CU+2 CU+2 CU+5 CU+2 LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 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 Page 22 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0700 SERIES - LEGAL/LEGISLATIVE 0700 0700-05 0700-10 0700-15 0700-20 0700-25 0700-26 0700-27 0700-28 0700-29 0700-30 0700-45 0700-50 0700-55 0700-60 0700-65 0700-70 0700-75 0700-80 0700-81 0700-82 0700-83 0700-84 0700-85 AGREEMENTS/CONTRACTS GENERAL INFORMATION LEASES AGREEMENTS - CONTRACTS, CITY AGREEMENTS - CONTRACTS FOR CMWD AGREEMENTS - CONTRACTS FOR HOUSING & REDEVELOPMENT COMMISSION AGREEMENTS - CONTRACTS FOR INDUSTRIAL DEVELOPMENT AUTHORITY AGREEMENTS - CONTRACTS FOR PUBLIC IMPROVEMENT CORP. AGREEMENTS - CONTRACTS FOR PUBLIC FINANCING AUTHORITY CONSULTANT DATABASE LIEN AGREEMENTS - RELEASE (PUBLIC RIGHT-OF-WAY) PUBLIC FACILITIES FEE AGREEMENTS - RELEASE FUTURE IMPROVEMENT AGREEMENTS - RELEASE HOLD HARMLESS AGREEMENTS - RELEASE PROMISSORY NOTES DRAINAGE FEE AGREEMENTS - RELEASE GROWTH MANAGEMENT AGREEMENTS - RELEASE INCREASED FEE AGREEMENTS - RELEASE NEIGHBORHOOD IMPROVEMENT AGREEMENTS - RELEASE AFFORDABLE HOUSING AGREEMENTS - RELEASE GROWTH MANAGEMENT IMPACT FEE AGREEMENTS - RELEASE LOCAL FACILITIES MANAGEMENT ZONE FEE AGREEMENTS - RELEASE PETITIONS, WAIVER REIMBURSEMENT AGREEMENTS - RELEASE VARIOUS CITY CLERK ECONOMIC DEVELOPMENT CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 PE V PE V PE V PE V PE V PE V PE V CL+2 PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V GC 34090 CCP337, CCP 343, ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. CCP 337, CCP 343. ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 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 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0700-86 0700-87 0700-88 0700-90 0700-95 0710 0710-10 0710-20 0710-30 0710-40 0710-50 0720 0720-10 0720-45 0720-60 0720-75 0725 0725-05 0725-20 0725-30 0725-40 0730 0730-05 0730-10 0730-20 0730-25 0730-30 0730-40 0730-41 RECORD CATEGORY & DESCRIPTION JOINT USE AGREEMENTS - RELEASE UNCONTROLLED STOCKPILE AGREEMENTS - RELEASE RECREATIONAL VEHICLE STORAGE FACILITY AGREEMENTS ENCROACHMENT AGREEMENTS RECORDED AGREEMENTS, OTHER (MISC.) OFFICE OF RECORD CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK RETENTION PE V PE V PE V PE V PE V LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 CITY INCORPORATION ARTICLES OF INCORPORATION - HISTORIC ANNEXATIONS/REORGANIZATIONS BOUNDARY ADJUSTMENTS DETACHMENTS - DE-ANNEXATIONS SPHERE OF INFLUENCE CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK PE V PE V PE V PE V PE GC 34090, 40801 GC 34090, 40801 GC 34090, 40801 GC 34090, 40801 GC 34090, 40801 ELECTIONS MUNICIPAL ELECTIONS ELECTIONS DATABASE ELECTION INFO (FROM REGISTRAR OF VOTERS) PROPOSITION 218 ELECTIONS CITY CLERK CITY CLERK CITY CLERK CITY CLERK PE PE CU+2 PE GC 34090 GC 34090, ADMIN. DEC. GC 34090, EC 17501, EC 17301 CA CONSTITUTION ART. XIII INITIATIVE/RECALL/REFERENDUM GENERAL INFORMATION INITIATIVE PETITION (NOT OPEN TO INSPECTION) REFERENDUM PETITION (NOT OPEN TO INSPECTION) RECALL PETITION CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+5 CL+.75 CL+.75 CL+.75 GC 34090 EC 1 7200, GC 6253.5 EC 17200, GC6253.5 EC 1 7400, GC 6253.5 FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS GENERAL INFORMATION BULLETINS FORMS - MANUALS CORRESPONDENCE (FPPC) REGULATIONS - LEGISLATION CAMPAIGN STATEMENTS (OFFICIALS ELECTED) CAMPAIGN STATEMENTS (OFFICIALS NOT ELECTED) CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 CU+2 SU+2 E+7 SU+2 PE E+7 GC 34090 GC 34090 GC 34090 GC81009(e) GC 34090 GC81009(b) GC81009(b) RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 24 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0730-45 0730-50 0730-55 0735 0735-05 0735-10 0735-20 0735-25 0735-30 0735-39 0735-40 0735-41 0735-42 0735-43 0735-50 0740 0740-05 0740-07 0740-20 0740-30 0740-35 0740-50 0740-60 0740-70 0740-71 RECORD CATEGORY & DESCRIPTION CANDIDATES STATEMENTS OF INTENTION STATEMENTS OF ORGANIZATION (FILED) STATEMENTS OF TERMINATION (FILED) OFFICE OF RECORD CITY CLERK CITY CLERK CITY CLERK RETENTION E+5 PE PE LEGAL CITATION GC81009(b) GC81009(b) GC81009(b) FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS GENERAL INFORMATION BULLETINS FORMS -MANUALS CORRESPONDENCE (FPPC) REGULATIONS/LEGISLATION STATEMENTS OF ECONOMIC INTERESTS - CANDIDATES (NON-ELECTED) STATEMENTS OF ECONOMIC INTERESTS (ELECTED OFFICIALS - ELECTION RELATED) STATEMENTS OF ECONOMIC INTERESTS (BOARDS/COMMISSIONS) STATEMENTS OF ECONOMIC INTERESTS (EMPLOYEES) STATEMENTS OF ECONOMIC INTERESTS (CONSULTANTS) LOCAL CONFLICT OF INTEREST CODE & AMENDED APPENDIX CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 CU+2 SU+2 PE SU+2 E+5 PE CU+7 CU+7 CU+7 PE GC 34090 GC 34090 GC 34090 GC81009(a) GC 34090 GC81009(b) GC81009(c) GC81009(c) GC81009(e) GC81009e) GC81009(d) LEGAL OPERATIONS GENERAL INFORMATION CORRESPONDENCE / REQUESTS FOR LEGAL ADVICE AFFIDAVITS OF PUBLICATION OATHS OF OFFICE - ELECTED OFFICIALS OATHS OF OFFICE - EMPLOYEES LEGAL MEMOS & OPINIONS LEGAL PROCEDURES CARLSBAD MUNICIPAL CODE (CMC) MUNICIPAL CODE AMENDMENTS (MCA's) CITY ATTORNEY CITY CLERK CITY CLERK CITY ATTORNEY CITY CLERK CITY CLERK HUMAN RESOURCES CITY ATTORNEY CITY ATTORNEY CITY CLERK CITY CLERK CU+2 CU+10 CU+4 TE + 6 TE + 6 PE SU+2 PE V CU + 2 GC 34090 GC 34090 CCP 343, CCP 349.4 GC 34090, 29 USC 1113 GC 34090, 29 USC 11 13 GC 34090, GC 6254, ADMIN. DEC. GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 25 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0745 0745-05 0745-10 0745-20 0745-30 0745-40 0745-50 0745-52 0745-60 0745-70 0745-80 0750 0750-05 0750-06 0750-07 0750-10 0750-20 0750-40 0750-50 0750-60 0753 0753-05 0753-10 0753-20 0753-40 0753-50 0753-60 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION CLAIMS/ LITIGATION GENERAL INFORMATION CLAIMS -BY THE CITY CLAIMS AGAINST THE CITY SUBPOENAS (OTHER THAN CASE FILES) COURT ORDERS (OTHER THAN CASE FILES) CIVIL CASE FILES CIVIL CASE FILES (HIGH PROFILE) CRIMINAL CASE FILES ARBITRATION CASE FILES AMICUS PARTICIPATION VARIOUS CITY ATTORNEY CITY CLERK CITY ATTORNEY RISK MANAGEMENT CITY ATTORNEY CITY CLERK CITY ATTORNEY CITY ATTORNEY CITY ATTORNEY CITY ATTORNEY CITY ATTORNEY CITY ATTORNEY CU+2 CL+5 V CL+5 V CL+5 V CL+5 V CL+7 V PE V CL+7 V CL+7 V 5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 LEGISLATIVE - CITY COUNCIL GENERAL INFORMATION CORRESPONDENCE - PETITIONS (MISC.) PUBLIC COMMENT INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS ORDINANCES AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 CU+2 5 CU+5 PE V PE V PE V PE V GC 34090 GC 34090 GC 34090, GC 40801, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090, GC 40806 GC 34090 LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD) GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS ORDINANCES AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 CU+5 PE V PE PE PE V GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090, GC 40806 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 26 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0755 0755-05 0755-10 0755-20 0755-40 0755-50 0755-60 0757 0757-05 0757-10 0757-20 0757-40 0757-50 0757-60 0758 0758-05 0758-10 0758-20 0758-40 0758-50 0758-60 0759 0759-05 0759-10 0759-20 0759-40 0759-50 0759-60 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS ORDINANCES AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 CU+5 PE V PE V PE V PE V GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090, GC 40806 GC 34090 LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC) GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS ORDINANCES AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 CU+5 PE V PE V PE V PE V GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090, GC 40806 GC 34090 LEGISLATIVE - PUBLIC FINANCING AUTHORITY (PFA) GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS ORDINANCES AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 CU+5 PE V PE V PE V PE V GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 36814, GC 40801 GC 34090(d), GC 40801 GC 34090, GC 40806 GC 34090 LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA) GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS ORDINANCES AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 CU+5 PE V PE V PE V PE V GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090, GC 40806 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 27 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0770 0770-10 0770-20 0770-30 0770-35 0770-45 0770-60 0770-70 0770-75 0770-80 0770-90 0775 0775-10 0775-20 0775-50 0775-60 0775-80 0775-90 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION REAL PROPERTY APPRAISALS/NEGOTIATIONS ACQUISITIONS/MERGERS EMINENT DOMAIN CONDEMNATIONS OFFERS OF DEDICATION LIENS/RELEASES (MISC.) PROPERTY INVENTORY (CITY OWNED) SPECIAL DOCUMENTS (REAL PROPERTY) CMWD HOUSING & REDEVELOPMENT COMMISSION CITY CLERK CITY CLERK ECONOMIC DEVELOPMENT CITY ATTORNEY CITY ATTORNEY CITY CLERK CITY CLERK CITY CLERK ECONOMIC DEVELOPMENT FINANCE ECONOMIC DEVELOPMENT FINANCE FINANCE FINANCE CL+2 PE V PE V PE V PE V PE V AU+4 V PE PE PE GC 34090, GC 6254(b) GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 REAL PROPERTY - DEEDS/ EASEMENTS EASEMENTS & DEEDS - CITY DEED RESTRICTIONS REAL PROPERTY, OTHER QUITCLAIMS EASEMENTS & DEEDS - MUNICIPAL WATER DISTRICT EASEMENTS & DEEDS - HOUSING & REDEVELOPMENT COMMISSION CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK PE V PE V PE V PE V PE V PE V GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 0800 SERIES - HUMAN RESOURCES/PERSONNEL 0800 0800-03 0800-05 0800-35 0800-45 0800-50 0800-60 0800-65 HUMAN RESOURCES/PERSONNEL ADMINISTRATION CORRESPONDENCE GENERAL INFORMATION EVALUATION PROGRAMS (PAY FOR PERFORMANCE) ORGANIZATIONAL CHARTS PERSONNEL POLICIES & PROCEDURES REPORTS & STUDIES TEMPORARY STAFF DATABASE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES VARIOUS HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CU+2 CU+3 SU+3 SU+3 V SU+3 V CU+3 CL+3 GC 34090 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090 GC 34090, ADMIN. DEC. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 28 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0810 0810-05 0810-07 0810-10 0810-15 0810-17 0810-20 0810-23 0810-25 0810-40 0810-70 0810-80 0810-85 0810-90 0820 0820-05 0820-20 0820-30 0820-40 0820-60 0820-70 0830 0830-05 0830-10 0830-15 0830-20 RECORD CATEGORY & DESCRIPTION EMPLOYEE RECORDS GENERAL INFORMATION IFAS - HUMAN RESOURCES MODULE DATABASE FINGERPRINTING PRE-EMPLOYMENT PHYSICALS DMV PRINTOUTS, EMPLOYEES I-9 FORMS - IMMIGRATION REQUESTS FOR LEAVE - MEDICAL PART-TIME EMPLOYEES (HOURLY) 3/4 TIME & FULL-TIME EMPLOYEES WORKERS COMPENSATION CLAIMS FILES AUTHORIZATIONS (TO USE PERSONAL DUX/CII^I /\ M \ IOD (INJURY ON DUTY) RECORDS DEPARTMENT OF TRANSPORTATION (DOT) REPORTS CLASSIFICATIONS/QUALIFICATIONS GENERAL INFORMATION CLASSIFICATION SURVEYS CLASSIFICATION APPEALS & AUDITS RECLASSIFICATIONS POLICIES & PROCEDURES REPORTS & STUDIES SALARIES, WAGES AND BENEFITS GENERAL INFORMATION DEFERRED COMPENSATION LEAVE CONVERSIONS HEALTH CARE BENEFITS OFFICE OF RECORD HUMAN RESOURCES FINANCE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES POLICE HUMAN RESOURCES TRI-STAR HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES FINANCE HUMAN RESOURCES RETENTION CU+3 TE+10 TE+5 TE+5 SU+2 TE+3 CL+3 TE+5 V TE+-10 V CU+5 SU+5 CU+5 PE CU+5 SU+5 CL+5 V CL+5 SU+5 SU+5 CU+6 PE V CU+6 CU+6 LEGAL CITATION GC 34090 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA GC 34090, VC 1808.1 IMMIGRATION REFORM CONTROL ACT (IRCA), ADMIN DEC. GC 34090, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090, EQUAL PAY ACT, TITLE VII. FEHA, ADA, FLSA, PC 832. 5, ADMIN DEC 8CCR 10102 LC4600, 5404, and 5410 8CCR14307 49 CFR SECTION 40.333 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090 GC 34090 GC 34090, FMLA, CFRA, LC 1174 GC 34090, FMLA, CFRA 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 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0830-23 0830-40 0830-60 0830-65 0830-75 0830-77 0830-80 0830-90 0840 0840-05 0840-10 0840-15 0840-30 0840-50 0840-55 0850 0850-05 0850-07 0850-10 0850-15 0850-25 0850-35 0850-40 0850-45 0850-65 0850-70 0850-80 RECORD CATEGORY & DESCRIPTION FLEX SPENDING ACCOUNTS RETIREMENT PLAN (PERS) UNEMPLOYMENT INSURANCE DISABILITY INSURANCE COBRA PROGRAM, GENERAL COBRA -PAYMENTS SALARIES (CLASSIFICATION & COMPENSATION) REPORTS & STUDIES EMPLOYEE/LABOR RELATIONS GENERAL INFORMATION NEGOTIATIONS LABOR - MANAGEMENT MINUTES, MEETINGS MEMORANDA OF UNDERSTANDING GRIEVANCES - COMPLAINTS (SAFETY) GRIEVANCES - COMPLAINTS (NON-SAFETY) RECRUITMENT/SELECTION/REPORTS GENERAL INFORMATION APPLICANT TRACKING DATABASE AFFIRMATIVE ACTION - EQUAL EMPLOYMENT OPPORTUNITY (EEO) ADVERTISING/EMPLOYMENT ANNOUNCEMENTS JOB APPLICATIONS/RESUMES WRITTEN EXAMINATION RECORDS ORAL EXAMINATION RECORDS PHYSICAL EXAMINATION RECORDS ELIGIBILITY LISTS COMPLAINTS - INVESTIGATIONS (HIRING/SELECTION) ASSESSMENT CENTERS, GENERAL OFFICE OF RECORD HUMAN RESOURCES HUMAN RESOURCES FINANCE HUMAN RESOURCES FINANCE HUMAN RESOURCES FINANCE HUMAN RESOURCES FINANCE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CITY CLERK HUMAN RESOURCES POLICE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES POLICE HUMAN RESOURCES RETENTION CU+6 PE CL+4 CL+4 CU+6 CL+6 PE CU+6 CU+3 CL+3 V CL+3 PE V TE+5 TE+5 CU+3 PE SU+3 CL+3 CL+3 CL+3 CL+3 CL+3 CL+3 CL+5 CL+3 LEGAL CITATION GC 34090, FMLA, CFRA, LC 1174 GC 34090 GC 34090, UIC 1085, 22 CCR 1085-2 GC 34090 GC 34090 GC 34090 TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA, LC 1174, UIC •i noc A r\i\diM r\crr^ GC 34090 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090 GC 34090 GC 34090, Title VII, FEHA, ADA GC 34090, ADMIN. DEC. GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA GC 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, PC832.5(b) GC 34090, TITLE VII, FEHA, ADA RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 30 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0860 0860-05 0860-20 0860-25 0860-45 0860-60 0860-70 0860-80 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION TRAINING & EMPLOYMENT PROGRAMS GENERAL INFORMATION EMPLOYEE DEVELOPMENT/TRAINING EMPLOYEE DEVELOPMENT/TRAINING (SAFETY) EDUCATIONAL TUITION REIMBURSEMENT PROGRAM POLICE OFFICERS STANDARDS & TRAINING (POST) TRAINING & TRAVEL REQUESTS VOLUNTEER PROGRAMS HUMAN RESOURCES HUMAN RESOURCES VARIOUS HUMAN RESOURCES VARIOUS HUMAN RESOURCES POLICE FINANCE CITY MANAGER LIBRARY CU+3 TE+5 TE+5 CL+3 TE+5 CL+5 CL+3 GC 34090 GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA, PC 832.5 GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA, PC 832.5 GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA 0900 SERIES - PUBLIC FACILITIES AND GROUNDS 0900 0900-05 0900-10 0900-15 0900-20 0900-30 0900-40 0900-43 0900-50 0900-60 0900-65 0900-70 0900-75 0900-76 0910 0910-05 0910-10 0910-20 0910-30 GENERAL ADMINISTRATION GENERAL INFORMATION CUSTODIAL SERVICES PUBLIC FACILITIES MAINTENANCE PUBLIC GROUNDS MAINTENANCE GRAFFITI - VANDALISM OF PUBLIC BUILDINGS FACILITIES USE APPLICATIONS FACILITIES USE PERMITS/INSURANCE BINDERS REGULATIONS POLICIES & PROCEDURES REPORTS & STUDIES WORK ORDERS FACILITIES WORK ORDER DATABASE (MAINTSTAR) HANSEN WORK ORDER DATABASE PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RECREATION RECREATION PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+2 CU+2 CU+2 CU+2 CU+2 CL+2 PE SU+5 CU+2 CU+2 20 CL+10 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC34090 GC 34090, GC40806 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. MUNICIPAL FACILITIES GENERAL INFORMATION (MAINTENANCE & OPERATIONS) CITY HALL - CIVIC CENTER FARADAY BUILDING MAINTENANCE YARD (405 OAK) PW -MAINTENANCES OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCES OPERATIONS CU+2 PE PE PE GC 34090 2.083110; GC 34090, GC 4004, H&S 19850 2.0831 1 0; GC 34090, GC 4004, H&S 19850 2.0831 10; GC 34090, GC 4004, H&S 19850 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 31 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0910-35 0910-40 0910-43 0910-45 0910-50 0910-53 0910-60 0910-70 0910-75 0910-81 0910-82 0910-83 0910-84 0910-85 0910-86 0910-91 0910-92 0910-93 0910-94 0910-95 0910-96 RECORD CATEGORY & DESCRIPTION SENIOR CENTER KRUGER HOUSE HERITAGE HALL SCOUT HOUSE SAFETY CENTER FLEET MAINTENANCE YARD HOUSING & REDEVELOPMENT OFFICE MUNICIPAL WATER DISTRICT OFFICE SWIM COMPLEX FIRE STATION #1 FIRE STATION #2 FIRE STATION #3 FIRE STATION #4 FIRE STATION #5 FIRE STATION #6 COLE LIBRARY CARLSBAD CITY LIBRARY LAS PALMAS BUILDING ADULT LEARNING CENTER CENTRO DE INFORMACION ARTS OFFICE OFFICE OF RECORD PW -MAINTENANCES OPERATIONS PW - MAINTENANCE & OPERATIONS PW -MAINTENANCES OPERATIONS PW- MAINTENANCES OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCES OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCES OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCES OPERATIONS PW - MAINTENANCE & OPERATIONS PW -MAINTENANCES OPERATIONS PW- MAINTENANCES OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCES OPERATIONS PW - MAINTENANCE & OPERATIONS PW -MAINTENANCE & OPERATIONS PW -MAINTENANCES OPERATIONS PW- MAINTENANCE & OPERATIONS RETENTION PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE LEGAL CITATION 2.0831 10; GC 34090, GC 4004, H&S 19850 2.083110; GC 34090, GC 4004, HSS 19850 2.0831 10; GC 34090, GC 4004, HSS 19850 2.0831 10; GC 34090, GC 4004, HSS 19850 2.0831 1 0; GC 34090, GC 4004, HSS 19850 2.0831 10; GC 34090, GC 4004, HSS 19850 2.0831 1 0; GC 34090, GC 4004, HSS 19850 2.0831 1 0; GC 34090, GC 4004, HSS 19850 2.0831 10; GC 34090, GC 4004, HSS 19850 2.083110; GC 34090, GC 4004, HSS 19850 2.0831 10; GC 34090, GC 4004, HSS 19850 2.0831 10; GC 34090, GC 4004, HSS 19850 2.083110; GC 34090, GC 4004, HSS 19850 2.0831 10; GC 34090, GC 4004, HSS 19850 2.0831 10; GC 34090, GC 4004, HSS 19850 2.0831 1 0; GC 34090, GC 4004, HSS 19850 2.0831 10; GC 34090, GC 4004, HSS 19850 2. 0831 10; GC 34090, GC 4004, HSS 19850 2.0831 1 0; GC 34090, GC 4004, HSS 19850 2.0831 10; GC 34090, GC 4004, HSS 19850 2.083110; GC 34090, GC 4004, HSS 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 32 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0930 0930-05 0930-06 0930-85 0930-90 0930-95 0930-99 0940 0940-10 0940-20 0940-30 0940-40 0940-50 0940-70 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION PARKS & OPEN SPACE GENERAL INFORMATION (MAINTENANCE & OPERATIONS) PARK SITE INFORMATION MUNICIPAL GOLF COURSE PLAYGROUND INSPECTIONS STATE PARKS PARK PLANNING PW - GENERAL SERVICES RECREATION PW - GENERAL SERVICES RECREATION PW- GENERAL SERVICES RECREATION PW - PARKS PW- GENERAL SERVICES RECREATION PW- GENERAL SERVICES RECREATION CU+2 PE PE 5 2 2 GC 34090 2.0831 10; GC 34090, GC 4004, H&S 19850 2.083110; GC 34090, GC 4004, H&S 19850 GC 34090 GC 34090 GC 34090 CITY RESERVOIRS/PUMP STATIONS GENERAL INFORMATION OPERATIONS - MAINTENANCE (RESERVOIRS, ETC.) RESERVOIRS PUMP STATIONS CONSTRUCTION - CIP (RESERVOIRS, ETC.) REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+2 PE PE PE CL+2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 1000 SERIES - PUBLIC WORKS/ENGINEERING 1000 1000-05 1000-15 1000-20 1000-25 1000-30 1000-35 1000-37 1000-40 1000-45 ENGINEERING GENERAL INFORMATION MONUMENTS PAVING PERMITS IMPROVEMENT, GRADING, & DRAINAGE PLANS GRADING PERMITS DRAINAGE BASIN REPORTS DRAINAGE & EROSION STANDARDS (ENGINEERING) ENGINEERING PLANS PW- ENGINEERING PW - ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW - ENGINEERING PW- ENGINEERING PW- ENGINEERING CU+2 PE PE PE PE PE PE SU+10 PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090 /Admin. Dec. GC 34090 RETENTION CODES: AU=After Audit, CL= Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 33 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 1000-47 1000-50 1000-55 1000-60 1000-65 1000-70 1000-75 1000-76 1000-77 1000-80 1005 1005-05 1010 1010-05 1010-20 1010-25 1010-30 1010-40 1020 1020-05 1020-20 1020-30 1020-40 1020-50 1020-60 RECORD CATEGORY & DESCRIPTION RIGHT-OF-WAY PERMITS SURVEY PROJECTS & MAPS POLICIES & PROCEDURES REGULATIONS (ENGINEERING) SOILS & HYDROLOGY REPORTS REPORTS & STUDIES, GENERAL HAUL ROUTE PERMITS INSPECTION REQUESTS INSPECTION LOGS MICROFICHE INDEX OFFICE OF RECORD PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW - ENGINEERING PW- ENGINEERING PW -ENGINEERING PW- ENGINEERING INSPECTION PW- ENGINEERING INSPECTION PW- ENGINEERING INSPECTION PW- ENGINEERING RETENTION PE PE PE SU+2 PE 20 CL + 2 CL+2 CL+2 PE LEGAL CITATION 40CFR122.28 GC 34090 GC 34090 GC 34090 GC34090 GC 34090 GC34090 GC 34090 GC 34090 GC 34090 /Admin. Dec. GEOGRAPHIC INFORMATION SYSTEMS (GIS) BASE MAPS GIS PUBLIC WORKS PE GC 34090, H&S 19850, GC 34090.7 HIGHWAYS & THOROUGHFARES GENERAL INFORMATION STATE ROUTE 78 INTERSTATE 5 TRUCK ROUTES & ACCESS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 PE PE SU+2 5 GC 34090 /Admin. Dec. GC 34090 /Admin. Dec. GC 34090 /Admin. Dec. GC 34090, GC 4003, GC 4004 GC 34090 /Admin. Dec. BRIDGES GENERAL INFORMATION PROJECT FILES BRIDGE INSPECTIONS BRIDGE SPECIFICATIONS OVERPASSES REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 PE PE PE PE PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004 GC 34090 /Admin. Dec. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 34 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 1025 1025-05 1025-10 1025-20 1025-30 1025-40 1025-45 1025-50 1025-60 1030 1030-05 1030-10 1030-20 1030-40 1030-45 1030-50 1030-56 1030-60 1035 1035-05 1035-07 1035-10 1035-13 1035-14 1035-15 1035-17 1035-20 1035-23 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION FLEET MAINTENANCE GENERAL INFORMATION MAINTENANCE RECORDS/ REPAIR ORDERS VEHICLE SPECIFICATIONS VEHICLE FILES FUEL MONITORING FLEET WORK ORDER DATABASE (MAINTSTAR) POLICIES & PROCEDURES REPORTS & STUDIES PW - FLEET PW - FLEET PW - FLEET PW - FLEET PW - FLEET PW - FLEET PW - FLEET PW - FLEET CU+2 CL+2 SU+2 TE+2 CU+2 20 CU+2 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 STREETS - ADMINISTRATION GENERAL INFORMATION CAPITAL PROJECTS STREET ALIGNMENTS/WIDENING STREET NAMES STREET NAME CHANGES (SNC) POLICIES & PROCEDURES STANDARDS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 PE PE PE PE CU+10 SU+10 CU+10 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 STREETS - MAINTENANCE GENERAL INFORMATION COMPLAINTS MAINTENANCE/IMPROVEMENTS PAVEMENT - OVERLAY PAVEMENT MANAGEMENT DATABASE DAILY WORK ORDERS & LOGS DAMAGE & INCIDENT REPORTS BIKE LANES CROSSWALKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CL+2 CL+2 CL+2 PE CU+5 CL+5 PE PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CLMCurrent Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 35 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 1035-25 1035-30 1035-33 1035-35 1035-37 1035-39 1035-40 1035-45 1035-50 1035-60 1035-65 1040 1040-05 1040-07 1040-20 1040-25 1040-27 1040-30 1040-35 1040-40 1040-45 1040-50 1040-55 1040-58 1040-60 1040-65 1040-70 1040-80 RECORD CATEGORY & DESCRIPTION HANDICAPPED RAMPS SIDEWALKS CURBS & GUTTERS STREET LIGHTS LIGHTING & LANDSCAPING DISTRICTS MEDIANS & ISLANDS LANDSCAPING TREE PLANTING, TRIMMING, OR REMOVAL POLICIES & PROCEDURES STREET CLOSURES REPORTS & STUDIES OFFICE OF RECORD PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RETENTION PE PE PE PE TE+2 PE CU+2 CU+5 SU+5 PE CU+5 LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 TRAFFIC ENGINEERING GENERAL INFORMATION REQUESTS/COMPLAINTS CIRCULATION SPEED ZONING TRAFFIC COUNTS (ADT) PEDESTRIAN SAFETY TRAFFIC SCHEDULES TRAFFIC IMPACT FEES/MITIGATION TRAFFIC WARRANTS TRAFFIC SIGNS SIGNAL PROJECTS SIGNAL MAINTENANCE REGULATIONS (TRAFFIC) STATISTICS REPORTS & STUDIES SURVEYS (TRAFFIC) PW- TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW -TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING/ STREETS PW- TRAFFIC ENGINEERING PW - STREETS PW- TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING CU+5 CL+5 SU+5 SU+5 SU+5 SU+5 SU+5 SU+5 EX+5 EX+5 EX+5 PE V SU+5 CU+5 CU+5 SU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 36 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 1050 1050-05 1050-10 1050-20 1050-30 1050-40 1050-45 1050-50 1050-55 1050-60 1050-70 1050-75 1050-80 1055 1055-05 1055-10 1055-15 1055-20 1055-25 1055-28 1055-30 1055-35 1055-40 1055-50 1055-55 1055-60 1055-61 1055-62 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION PARKING GENERAL INFORMATION REQUESTS/COMPLAINTS NO PARKING ZONES - ON STREET NO PARKING ZONES - OFF STREET PARKING FACILITIES, CITY PARKING PERMITS TEMPORARY CONTROLS PARKING LOTS PARKING REGULATIONS STATISTICS PARKING DISTRICTS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS ENGINEERING PUBLIC WORKS ENGINEERING CITY CLERK ENGINEERING CITY CLERK PUBLIC WORKS PUBLIC WORKS ENGINEERING CU+5 CL+5 SU+5 SU+5 5 CL+5 EX+5 CU+5 PE 5 TE+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 TRANSPORTATION GENERAL INFORMATION VILLAGE TRANSIT STATION POINSETTIA TRANSIT STATION AIR TRANSPORTATION BUS TRANSPORTATION LIGHT RAIL (COASTER) RAILROADS TAXI OPERATIONS SHUTTLE SERVICES TRANSPORTATION PLANNING PEAK HOUR TRAFFIC MANAGEMENT TRANSPORTATION DEVELOPMENT ACT (TDA) FEDERAL AID URBAN (FAU) STATE & LOCAL TRANSPORTATION PARTNERSHIP PROGRAM (SLTPP) PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+5 PE PE CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 37 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 1055-63 1055-65 1055-70 1055-75 1055-80 1055-85 1055-90 1060 1060-05 1060-10 1060-30 1060-35 1060-40 1065 1065-10 1065-20 1065-25 1065-40 1070 1070-10 1070-30 1070-40 1070-50 1070-60 1070-70 1070-80 1070-90 RECORD CATEGORY & DESCRIPTION TRANSPORTATION IMPROVEMENT PROGRAM (TIP) INTERMODAL SURFACE TRANSPORTATION EFFICIENCY ACT (ISTEA) TRANSPORTATION PROGRAMS TRANSPORTATION SURVEYS REPORTS & STUDIES REGULATIONS REGIONAL TRANSPORTATION OFFICE OF RECORD PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RETENTION CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 PUBLIC WORKS - CAPITAL IMPROVEMENTS GENERAL INFORMATION CAPITAL PROJECTS (PUBLIC WORKS) REGULATIONS (PUBLIC WORKS) STANDARDS (PUBLIC WORKS) REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PE PE V PE PE PE GC 34090 2.0831 1 0, GC 34090, GC 4004, H&S 19850 GC 34090 GC 34090 GC 34090 SPECIAL IMPROVEMENT DISTRICTS GENERAL INFORMATION MAINTENANCE DISTRICT FORMATION MAINTENANCE DISTRICT ANNEXATIONS UNDERGROUND UTILITY ASSESSMENT DISTRICTS (UUAD) PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CITY CLERK CU+2 PE PE PE GC 34090 GC 34090 GC 34090 GC 34090 SOLID WASTE MANAGEMENT GENERAL INFORMATION REFUSE COLLECTION FINANCIAL STUDIES & REPORTS (TRASH) HOUSEHOLD HAZARDOUS WASTE RECYCLING PROGRAMS MASTER PLANS REGULATIONS TRANSFER STATION PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+5 CU+10 SU+2 SU+5 SU+2 SU+2 PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 38 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1100 SERIES - CULTURAL ARTS, LIBRARY & RECREATION 1100 1100-05 1100-15 1100-20 1100-30 1100-40 1100-50 1100-60 1120 1120-05 1120-10 1120-18 1120-20 1120-23 1120-25 1120-53 1120-56 1120-80 1130 1130-05 1130-07 1130-15 1130-20 1130-30 1 1 30-40 1130-50 1130-53 1130-55 CULTURAL ARTS GENERAL INFORMATION PERFORMING ARTS PUBLIC ART ACQUISITIONS / FUNDRAISING ARTS & CULTURAL PROGRAMS VOLUNTEERS - ADVISORY GROUPS REPORTS & STUDIES CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS CU+2 CL+2 CL+2 PE SU+5 CU+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 LIBRARY SERVICES GENERAL INFORMATION ADMINISTRATION FINES - LATE FEES COLLECTION DEVELOPMENT PLAN MATERIALS SELECTION CALIFORNIA STATE LIBRARY ADULT LEARNING SERVICE MEDIA SERVICES REPORTS & STUDIES LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY CU+2 CU+2 CL+5 PE SU+10 CU+10 CU+20 CU+20 CU+10 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 RECREATION GENERAL INFORMATION REQUESTS - COMPLAINTS INJURY - INCIDENT REPORTS SPECIAL EVENTS ADULT SPORTS YOUTH SPORTS RECREATION CLASSES DAY TRIPPERS CLASS REGISTRATIONS RECREATION RECREATION RECREATION RECREATION RECREATION RECREATION RECREATION SENIOR CENTER RECREATION CU+2 CL+2 CL+2 CL+2 CL+2 CL+2 CL+2 CL + 2 CL+2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU= After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 39 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 1130-60 1130-61 1130-65 1130-80 RECORD CATEGORY & DESCRIPTION LAGOON PERMITS BOAT PERMIT DATABASE LAGOON PATROL REPORTS & STUDIES OFFICE OF RECORD RECREATION RECREATION POLICE RECREATION RETENTION CL+2 CU+2 CL+2 CU+2 LEGAL CITATION GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 1200 SERIES - UTILITIES 1200 1200-10 1200-15 1200-20 1200-23 1200-25 1200-35 1200-40 1200-43 1200-45 1200-50 1210 1210-10 1210-20 1210-25 1210-30 1210-35 1210-40 1210-45 1210-47 1210-50 1210-60 WATER SERVICES/BILLING GENERAL INFORMATION CORRESPONDENCE - CUSTOMER CONCERNS RATES - FEES METER READ REPORTS WATER SYSTEM MAINTENANCE CONNECTIONS POLICIES & PROCEDURES SUSSEX WORK ORDER DATABASE - WATER REGULATIONS REPORTS & STUDIES PUBLIC WORKS FINANCE PUBLIC WORKS FINANCE PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS FINANCE PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CL+2 PE CU+2 CU+5 V PE 15 CL+10 SU+15 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC GC 34090 GC 34090 WATER RESOURCES GENERAL INFORMATION CONSERVATION WATER SOURCES (SUPPLY) WATER QUALITY TEST REPORTS (WATER) MASTER PLAN DAMS WATER LINES CAPITAL PROJECTS CONSTRUCTION (WATER) WATER RIGHTS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+10 CU+15 CU+15 CU+12 PE PE PE PE V PE V GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 40 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 1210-65 1210-70 1210-75 1210-80 1210-85 1230 1230-05 1230-10 1230-15 1230-20 1230-25 1230-30 1230-40 1230-45 1230-50 1230-55 1230-65 1230-70 1230-72 1230-75 1230-80 1230-85 1240 1240-05 1240-10 1240-20 1240-30 1 240-40 1240-50 RECORD CATEGORY & DESCRIPTION WELLS WATER USAGE AGRICULTURAL WATER USE REPORTS & STUDIES REGULATIONS OFFICE OF RECORD PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RETENTION PE V PE PE CU+5 SU+15 LEGAL CITATION 40 CFR 141.33, H&S 19850, GC 4003, GC4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090 GC 34090 WASTEWATER MANAGEMENT GENERAL INFORMATION MASTER PLAN (WASTE WATER) CAPITAL CONSTRUCTION (SEWER LINES/MAINS) SEWER CONNECTIONS EMERGENCIES RATES - FEES WASTE WATER DISCHARGE PERMITS SLUDGE AND SOLIDS OUTFALL SEWER SYSTEMS MAINTENANCE SEWER PERMITS TEST REPORTS SPECIAL STUDIES/REPORTS WASTEWATER SERVICE/INSTALLATION WATER RECLAMATION (RECLAIMED WATER) REGULATIONS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+5 PE PE V PE PE PE PE PE PE PE V PE PE CL+5 CU+5 PE SU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 GC 34090 GC 34090 GC 34090 40 CFR 141 .33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 STORM WATER GENERAL INFORMATION MASTER PLANS STORM DRAINS STORM WATER PROTECTION PROGRAM REGULATIONS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+5 PE PE PE SU+5 CL+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141. 33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=E!ection, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 41 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 1250 1250-05 1250-10 1250-30 1250-40 1250-50 1260 1260-05 1260-10 1260-30 1260-40 1260-50 1260-60 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION TELEPHONE & COMMUNICATIONS GENERAL INFORMATION RATES CITY PHONE SYSTEM MAINTENANCE REGULATIONS REPORTS & STUDIES INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY CU+2 SU+2 CU+2 SU+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GAS & ELECTRICITY GENERAL INFORMATION RATES UNDERGROUNDING (UTILITY) PLANT FACILITIES (UTILITY) REGULATIONS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS CITY CLERK PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+5 SU+2 PE PE SU+2 CU+5 GC 34090 GC 34090 40 CFR 141.33, H&S 19850, GC 4003, GC4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 42 of 42 Revised 8/1/2006