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Home My WebLink About2007-09-18; City Council; 19163; City Wide Records Management Program Update Records Retention Schedule RRSCITY OF CARLSBAD - AGENDA BILL AB# MTG. DEPT. 19,163 9/11/07 Records CITYWIDE RECORDS MANAGEMENT PROGRAM UPDATE DEPT. HEAD CITY ATTY. CITY MGR. RECOMMENDED ACTION: Staff presentation to update City Council regarding the Records Management Program, and adopt Resolution No. 2007-241 approving revisions to the established Citywide Records Retention Schedule. 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 of 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 have been prepared to reflect changes in law and operational needs. These changes are minimal and do not impact the workload of citywide staff. The 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: 1. Resolution No. Schedule. 2. Redline/Strikeout Version of the current Records Retention Schedule. 2007-241 approving the Program's revised Records Retention DEPARTMENT CONTACT: Ronna Stickrod, (760) 434-2919, rstic@ci.carlsbad.ca.us FOR CITY CLERKS USE ONLY. COUNCIL ACTION:APPROVED DENIED D CONTINUED O WITHDRAWN D AMENDED D CONTINUED TO DATE SPECIFIC D CONTINUED TO DATE UNKNOWN XT RETURNED TO STAFF D OTHER - SEE MINUTES D RESOLUTION NO. 2007-241 2 A RESOLUTION OF THE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 6 provide legal requirements relating to the retention and disposition of municipal records; and 7 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 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 20 Custodian of the Program, and as such, shall be responsible for the safekeeping 71 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. 27 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 on the 18th day of September, 2007, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall, Packard and Nygaard. NOES: None. ABSENT: None. >, Mayor ATTEST: /SEAL) f J|/l. WOOC/O'tyv-x •<— CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0100 0100-03 CITY COUNCIL CORRESPONDENCE COUNCIL OFFICE CU+2 GC 34090 0100-04 CITY MANAGER CORRESPONDENCE (GENERAL FILES)CITY MANAGER CU+2 GC 34090 0100-05 CITY MANAGER DEPARTMENT FILES CITY MANAGER CU+5 GC 34090, ADMIN. DEC. 0100-10 ADMINISTRATIVE ORDERS CITY MANAGER PE V GC 34090 0100-14 CITYWIDE GOALS DATABASE CITY MANAGER CU+2 GC 34090 0100-15 COUNCIL POLICIES CITY CLERK PE V GC 34090 0100-30 AWARDS/COMMENDATIONS/ PROCLAMATIONS COUNCIL OFFICE CU+2 GC 34090 0100-35 PRESS RELEASES CITY MANAGER CU+2 GC 34090 0100-50 CALENDARS (COUNCIL AND MANAGEMENT STAFF)ALL DEPARTMENTS 2 GC 34090 0120 0120-05 GENERAL INFORMATION RISK MANAGEMENT CU+2 GC 34090 0120-07 INSURANCE MANUALS RISK MANAGEMENT SU+2 GC 34090 0120-09 LIABILITY DATABASE RISK MANAGEMENT PE GC 34090, ADMIN. DEC. 0120-10 LIABILITY INSURANCE (CITY POLICIES) RISK MANAGEMENT PE V GC 34090 0120-13 SPECIAL EVENTS INSURANCE RISK MANAGEMENT CL+2 GC 34090 0120-15 PROPERTY INSURANCE (CITY POLICIES) RISK MANAGEMENT PE GC 34090 0120-17 INSURANCE POOL RISK SHARING AUTHORITY RISK MANAGEMENT PE V GC 34090 0120-18 INSURANCE REVIEW REQUESTS RISK MANAGEMENT CL+2 GC 34090 0120-20 LOSS RECOVERY FILES RISK MANAGEMENT CU+2 GC 34090 0120-23 INCIDENT REPORTS/CITIZEN INJURY RISK MANAGEMENT CL+2 GC 34090 0120-25 PUBLIC OFFICIAL BONDS RISK MANAGEMENT CU+5 GC 34090 0120-30 GENERAL SAFETY & OSHA REGULATIONS RISK MANAGEMENT PE 29 CFR 1904.6, GC 34090 0120-35 REPORTS & STUDIES RISK MANAGEMENT CU+5 29 CFR 1904.6, GC 34090 0100 SERIES - ADMINISTRATION CITY COUNCIL ADMINISTRATION RISK MANAGEMENT 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0120 0120-40 POLICIES & PROCEDURES RISK MANAGEMENT SU+5 GC 34090, ADMIN. DEC. 0130 0130-10 POLICIES & PROCEDURES RECORDS MANAGEMENT SU+2 GC 34090 0130-20 RECORDS RETENTION SCHEDULE RECORDS MANAGEMENT SU+4 CCP 343 0130-25 RECORDS DESTRUCTION LISTS RECORDS MANAGEMENT PE GC 34090 0130-27 RECORDS MANAGEMENT AUDITS RECORDS MANAGEMENT AU+6 GC 34090 0130-30 RECORDS INVENTORIES ALL DEPARTMENTS CU+2 GC 34090 0130-50 PUBLIC RECORDS REQUESTS ALL DEPARTMENTS CL+2 GC 34090 0140 0140-05 GENERAL INFORMATION RECORDS MANAGEMENT CU+2 GC 34090 0140-10 POLICIES & PROCEDURES RECORDS MANAGEMENT SU+5 GC 34090 0140-15 DMS TRAINING INFORMATION & MATERIALS RECORDS MANAGEMENT SU+2 GC 34090 0150 0150-05 GENERAL INFORMATION INFORMATION TECHNOLOGY CU+2 GC 34090 0150-15 POLICIES & PROCEDURES INFORMATION TECHNOLOGY SU+2 GC 34090 0150-20 TRAINING INFORMATION/MATERIALS INFORMATION TECHNOLOGY SU+2 GC 34090 0150-25 AIMWORX DATABASE INFORMATION TECHNOLOGY CU+2 GC 34090 0150-30 CHANGE CONTROL DATABASE INFORMATION TECHNOLOGY CU+2 GC 34090 0200 0200-31 CABLE TELEVISION FOUNDATION AGENDAS CITY MANAGER CU +5 GC 34090 0200-32 CABLE TELEVISION FOUNDATION MINUTES CITY MANAGER PE GC 34090 0200-33 CABLE TELEVISION FOUNDATION GRANTS CITY MANAGER CL+5 GC 34090 0210 0210-05 CARLSBAD CITY EMPLOYEES ASSOCIATION (CCEA)HUMAN RESOURCES PE GC 34090 0210-10 CARLSBAD FIRE ASSOCIATION (CFA) HUMAN RESOURCES PE GC 34090 0210-15 CARLSBAD POLICE OFFICERS ASSOCIATION (CPOA)HUMAN RESOURCES PE GC 34090 0230 0230-70 REGULATORY AGENCIES VARIOUS DEPARTMENTS CU+2 GC 34090 0300 0300-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 GOVERNMENT/REGULATORY AGENCIES 0200 SERIES - AGENCIES/ORGANIZATIONS DOCUMENT MANAGEMENT SYSTEM EMPLOYEE ORGANIZATIONS LOCAL ORGANIZATIONS RECORDS MANAGEMENT RISK MANAGEMENT (CONTINUED) INFORMATION TECHNOLOGY CITY BOARDS, COMMISSIONS, & COMMITTEES 0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 2 of 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0300 0300-40 BCC APPOINTEES CITY CLERK TE+5 GC 34090, GC81009(e) 0300-45 BCC APPLICATIONS (NOT APPOINTED) CITY CLERK CL+2 GC 34090 0300-50 NOTICES OF BCC VACANCIES/ LIST OF VACANCIES (ANNUAL)CITY CLERK CU+2 GC 34090 0305 0305-05 GENERAL INFORMATION VARIOUS DEPARTMENTS CU+2 GC 34090 0305-15 AD HOC BCC APPOINTEES VARIOUS DEPARTMENTS TE+7 GC 34090, GC81009(e) 0305-17 AD HOC BCC APPLICATIONS (NOT APPOINTED)VARIOUS DEPARTMENTS CL+2 GC 34090 0305-40 MEETING AGENDAS & NOTICES VARIOUS DEPARTMENTS CU+2 GC 34090, ADMIN. DEC. 0305-45 MEETING MINUTES VARIOUS DEPARTMENTS PE GC 34090 0305-60 AGENDA BILLS VARIOUS DEPARTMENTS PE GC 34090 0310 0310-05 GENERAL INFORMATION ARTS CU+2 GC 34090 0310-40 MEETING AGENDAS & NOTICES ARTS CU+5 GC 34090, ADMIN. DEC. 0310-45 MEETING MINUTES ARTS PE GC 34090 0310-55 RESOLUTIONS ARTS PE V GC 34090 0310-60 STAFF REPORTS/PACKETS ARTS PE V GC 34090 0310-65 POLICIES & PROCEDURES ARTS SU+5 GC 34090 0315 0315-05 GENERAL INFORMATION ENGINEERING CU+2 GC 34090 0315-40 MEETING AGENDAS & NOTICES ENGINEERING CU+5 GC 34090, ADMIN. DEC. 0315-45 MEETING MINUTES ENGINEERING PE V GC 34090 0315-55 RESOLUTIONS ENGINEERING PE V GC 34090 0315-60 STAFF REPORTS/PACKETS ENGINEERING PE V GC 34090 0315-65 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090 0317 0317-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0317-40 MEETING AGENDAS & NOTICES CITY CLERK CU+5 GC 34090, ADMIN. DEC. 0317-45 MEETING MINUTES CITY CLERK PE GC 34090 0317-55 RESOLUTIONS CITY CLERK PE GC 34090 0317-60 STAFF REPORTS/PACKETS CITY CLERK PE GC 34090 CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT CITY BOARDS, COMMISSIONS, & COMMITTEES (CONTINUED) ARTS COMMISSION BEACH PRESERVATION COMMITTEE AD HOC BOARDS, COMMISSIONS, COMMITTEES 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0317 0317-70 AGREEMENTS CITY CLERK PE GC 34090 0320 0320-05 GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 0320-40 MEETING AGENDAS & NOTICES HOUSING & REDEVELOPMENT CU+5 GC 34090, ADMIN. DEC. 0320-45 MEETING MINUTES HOUSING & REDEVELOPMENT PE V GC 34090 0320-55 RESOLUTIONS HOUSING & REDEVELOPMENT PE V GC 34090 0320-60 STAFF REPORTS/PACKETS HOUSING & REDEVELOPMENT PE V GC 34090 0320-65 POLICIES & PROCEDURES HOUSING & REDEVELOPMENT SU+5 GC 34090, GC 40801 0325 0325-05 GENERAL INFORMATION LIBRARY CU+2 GC 34090 0325-40 MEETING AGENDAS & NOTICES LIBRARY CU+5 GC 34090, ADMIN. DEC. 0325-45 MEETING MINUTES LIBRARY PE V GC 34090 0325-55 RESOLUTIONS LIBRARY PE V GC 34090 0325-60 STAFF REPORTS/PACKETS LIBRARY PE V GC 34090 0325-65 POLICIES & PROCEDURES LIBRARY SU+5 GC 34090 0330 0330-05 GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 0330-40 MEETING AGENDAS & NOTICES HOUSING & REDEVELOPMENT CU+5 GC 34090, ADMIN. DEC. 0330-45 MEETING MINUTES HOUSING & REDEVELOPMENT PE V GC 34090 0330-55 RESOLUTIONS HOUSING & REDEVELOPMENT PE V GC 34090 0330-60 STAFF REPORTS/PACKETS HOUSING & REDEVELOPMENT PE V GC 34090 0330-65 POLICIES & PROCEDURES HOUSING & REDEVELOPMENT SU+5 GC 34090 0335 0335-05 GENERAL INFORMATION LIBRARY CU+2 GC 34090 0335-40 MEETING AGENDAS & NOTICES LIBRARY CU+5 GC 34090, ADMIN. DEC. 0335-45 MEETING MINUTES LIBRARY PE V GC 34090 0335-55 RESOLUTIONS LIBRARY PE V GC 34090 0335-60 STAFF REPORTS/PACKETS LIBRARY PE V GC 34090 0335-65 POLICIES & PROCEDURES LIBRARY SU+5 GC 34090 CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT (CONTINUED) HOUSING COMMISSION DESIGN REVIEW BOARD LIBRARY BOARD HISTORIC PRESERVATION COMMISSION 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0340 0340-05 GENERAL INFORMATION PARKS & RECREATION CU+2 GC 34090 0340-40 MEETING AGENDAS & NOTICES PARKS & RECREATION CU+5 GC 34090, ADMIN. DEC. 0340-45 MEETING MINUTES PARKS & RECREATION PE V GC 34090 0340-55 RESOLUTIONS PARKS & RECREATION PE V GC 34090 0340-60 STAFF REPORTS/PACKETS PARKS & RECREATION PE V GC 34090 0340-65 POLICIES & PROCEDURES PARKS & RECREATION SU+5 GC 34090 0345 0345-05 GENERAL INFORMATION HUMAN RESOURCES CU+2 GC 34090 0345-40 MEETING AGENDAS & NOTICES HUMAN RESOURCES CU+5 GC 34090, ADMIN. DEC. 0345-45 MEETING MINUTES HUMAN RESOURCES PE V GC 34090 0345-55 RESOLUTIONS HUMAN RESOURCES PE V GC 34090 0345-60 STAFF REPORTS/PACKETS HUMAN RESOURCES PE V GC 34090 0345-65 POLICIES & PROCEDURES HUMAN RESOURCES SU+5 GC 34090 0350 0350-05 GENERAL INFORMATION PLANNING CU+2 GC 34090 0350-40 MEETING AGENDAS & NOTICES PLANNING CU+5 GC 34090, ADMIN. DEC. 0350-45 MEETING MINUTES PLANNING PE V GC 34090 0350-55 RESOLUTIONS PLANNING PE V GC 34090 0350-60 STAFF REPORTS/PACKETS PLANNING PE V GC 34090 0350-65 POLICIES & PROCEDURES PLANNING SU+5 GC 34090 0355 0355-05 GENERAL INFORMATION SENIORS CU+2 GC 34090 0355-40 MEETING AGENDAS & NOTICES SENIORS CU+5 GC 34090, ADMIN. DEC. 0355-45 MEETING MINUTES SENIORS PE V GC 34090 0355-55 RESOLUTIONS SENIORS PE V GC 34090 0355-60 STAFF REPORTS/PACKETS SENIORS PE V GC 34090 0355-65 POLICIES & PROCEDURES SENIORS SU+5 GC 34090 0360 0360-05 GENERAL INFORMATION ARTS CU+2 GC 34090 0360-40 MEETING AGENDAS & NOTICES ARTS CU+5 GC 34090, ADMIN. DEC. SISTER CITY COMMITTEE PLANNING COMMISSION SENIOR COMMISSION PERSONNEL BOARD PARKS & RECREATION COMMISSION 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0360 0360-45 MEETING MINUTES ARTS PE V GC 34090 0360-55 RESOLUTIONS ARTS PE V GC 34090 0360-60 STAFF REPORTS/PACKETS ARTS PE V GC 34090 0360-65 POLICIES & PROCEDURES ARTS SU+5 GC 34090 0365 0365-05 GENERAL INFORMATION ENGINEERING CU+2 GC 34090 0365-40 MEETING AGENDAS & NOTICES ENGINEERING CU+5 GC 34090, ADMIN. DEC. 0365-45 MEETING MINUTES ENGINEERING PE V GC 34090 0365-55 RESOLUTIONS ENGINEERING PE V GC 34090 0365-60 STAFF REPORTS/PACKETS ENGINEERING PE V GC 34090 0365-65 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090 0365-70 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING AGENDAS ENGINEERING CU+5 GC 34090 0365-75 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING MINUTES ENGINEERING PE GC 34090 0370 0370-05 GENERAL INFORMATION ENGINEERING CITY CLERK CU+2 GC 34090 0370-40 MEETING AGENDAS & NOTICES ENGINEERING CU+5 GC 34090, ADMIN. DEC. 0370-45 MEETING MINUTES ENGINEERING PE V GC 34090 0370-55 RESOLUTIONS ENGINEERING PE V GC 34090 0370-60 STAFF REPORTS/PACKETS ENGINEERING PE V GC 34090 0370-65 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090 0400 0400-05 GENERAL INFORMATION FINANCE CU+2 GC 34090 0400-10 CHART OF ACCOUNTS FINANCE CU+2 GC 34090 0400-15 ACCOUNTS PAYABLE CHECK REQUESTS FINANCE AU+4 V GC 34090 0400-30 FIXED ASSETS FINANCE AU+4 V GC 34090, 26 CFR 301 65- 1(f) 0400-40 ACCOUNTS PAYABLE CHECK REGISTERS FINANCE AU+5 GC 26907 0400-45 FORMS 1099 FINANCE AU+5 GC 34090, 29USC436 0400-60 GENERAL LEDGERS (OLD HP REPORTS) FINANCE PE V GC 34090, CCP 337 0400-80 IFAS BATCHES (J/E, BUDGET, C/R, A/R)FINANCE CU+7 GC 34090 TRAFFIC SAFETY COMMISSION SISTER CITY COMMITTEE (CONTINUED) UNDERGROUND UTILITY ADVISORY COMMITTEE 0400 SERIES - FISCAL/FINANCIAL SERVICES FISCAL/FINANCIAL SERVICES 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0400 0400-81 IFAS REPORTS (EXPENDITURE & REVENUE SUMMARIES)FINANCE CU+7 GC 34090 0400-82 IFAS - G/L MODULE - SUMMARY DATABASE FINANCE 20 GC 34090, ADMIN. DEC. 0400-84 IFAS - G/L MODULE - DETAIL DATABASE FINANCE 10 GC 34090, ADMIN. DEC. 0400-86 IFAS - ACCOUNTS PAYABLE MODULE DATABASE FINANCE AU+4 GC 34090, ADMIN. DEC. 0400-88 IFAS - ACCOUNTS RECEIVABLE MODULE DATABASE FINANCE AU+4 GC 34090, ADMIN. DEC. 0400-90 ACCOUNTING REPORTS FINANCE AU+4 GC 34090 0400-95 ANNUAL REPORTS (FINANCIAL) FINANCE AU+7 GC 34090 0400-97 POLICIES & PROCEDURES FINANCE SU+2 GC 34090 0410 0410-05 GENERAL INFORMATION FINANCE CU+2 GC 34090 0410-10 AUDIT REPORTS FINANCE PE GC 34090 0410-30 AUDIT PROPOSALS FINANCE 5 GC 34090 0420 0420-05 GENERAL INFORMATION FINANCE TREASURER CU+2 GC 34090 0420-10 BANK SIGNATURE CARDS FINANCE TREASURER SU+2 GC 34090 0420-15 BANK DEPOSIT CORRESPONDENCE FINANCE TREASURER 4 GC 34090, CCP 337 0420-17 CUSTODIAL STATEMENTS FINANCE TREASURER AU+5 GC 34090, 26 CFR 1.6001-1 0420-20 BANK STATEMENTS FINANCE TREASURER AU+5 GC 34090, 26 CFR 1.6001-1 0420-25 CHECKS/CANCELED FINANCE TREASURER AU+5 GC 34090, CCP 337 0420-30 RETURNED CHECKS (NSF) FINANCE TREASURER AU+5 GC 34090, CCP 337 0420-33 UNCLAIMED CHECK RECORDS FINANCE TREASURER AU+5 GC 34090, CCP 337 0420-50 DAILY BALANCE WORKSHEETS FINANCE TREASURER AU+5 GC 34090, 26 CFR 1.6001-1 0420-55 MONTHLY BANK RECONCILIATIONS FINANCE TREASURER AU+5 GC 34090, 26 CFR 1.6001-1 0420-60 POLICIES & PROCEDURES FINANCE TREASURER SU+5 GC 34090, ADMIN. DEC. 0420-65 REPORTS & STUDIES FINANCE TREASURER CU+2 GC 34090 0430 0430-05 GENERAL INFORMATION FINANCE CU+2 GC 34090 0430-10 BUDGET, DEPARTMENTAL VARIOUS DEPARTMENTS CU+2 GC 34090 0430-20 OPERATING BUDGET, CITY (ADOPTED) CITY CLERK PE V GC 34090, ADMIN. DEC. AUDITS, FINANCIAL BANKING FISCAL/FINANCIAL SERVICES (CONTINUED) BUDGET 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0430 0430-30 CAPITAL BUDGET, CITY (ADOPTED) ALL AGENCIES CITY CLERK PE V GC 34090, ADMIN. DEC. 0430-35 FINANCIAL REPORTS, BUDGET RELATED FINANCE CU+2 GC 34090 0430-50 POLICIES & PROCEDURES FINANCE SU+5 GC 34090, ADMIN. DEC. 0440 0440-05 GENERAL INFORMATION FINANCE CL+10 CCP 337.5 0440-10 CONTINUING DISCLOSURE REPORTS FINANCE CL+10 GC 34090; ADMIN. DEC. 0440-15 MORTGAGE REVENUE BONDS, SINGLE FAMILY AND MULTI-FAMILY (TRANSCRIPT BINDERS) CITY CLERK, FINANCE HOUSING & REDEV. PE V GC 34090, CCP 337.5, ADMIN. DEC. 0440-20 ASSESSMENT DISTRICTS (TRANSCRIPT BINDERS) CITY CLERK, FINANCE PUBLIC WORKS PE V GC 34090, ADMIN. DEC. 0440-30 GENERAL OBLIGATION BONDS (1911 & 1915 ACT - TRANSCRIPT BINDERS) CITY CLERK FINANCE PE V GC 34090, ADMIN. DEC. 0440-35 REVENUE BONDS, OTHER CITY CLERK FINANCE PE V GC 34090, ADMIN. DEC. 0440-40 CERTIFICATES OF PARTICIPATION CITY CLERK FINANCE PE V GC 34090, ADMIN. DEC. 0440-45 COMMUNITY FACILITIES DISTRICTS (MELLO ROOS) CITY CLERK, FINANCE PUBLIC WORKS PE V GC 34090, ADMIN. DEC. 0440-50 TAX ALLOCATION BONDS CITY CLERK, FINANCE PUBLIC WORKS PE V GC 34090, ADMIN. DEC. 0440-55 WATER DISTRICT BONDS CITY CLERK, FINANCE PUBLIC WORKS PE V GC 34090, ADMIN. DEC. 0450 0450-05 IFAS - PAYROLL MODULE FINANCE AU+6 GC 34090, ADMIN. DEC. 0450-10 TIME CARDS FINANCE AU+6 V GC 34090, 29 CFR 516.2 0450-12 ENGINEERING DEPARTMENT TIMECARD DATABASE ENGINEERING AU+5 GC 34090, ADMIN. DEC. 0450-13 PLANNING DEPARTMENT TIMECARD DATABASE PLANNING AU+10 GC 34090, ADMIN. DEC. 0450-20 PAYROLL DEDUCTION AND CONTRIBUTION REGISTERS FINANCE AU+6 GC 34090, 37207 0450-26 W-2 FINANCE PE V GC 34090, 29 CFR 516.2 0450-40 TAX REPORTS, STATE & FEDERAL FINANCE AU+6 GC 34090, 29 USC 436 0450-60 GARNISHMENTS/LIENS FINANCE EX+6 GC 34090, 29 CFR 516.2 0455 0455-05 GENERAL INFORMATION FINANCE CU+2 GC 34090 0455-10 DEFERRED COMPENSATION REPORTS (DEDUCTION REGISTER)HUMAN RESOURCES TE+5 V GC 34090, 26 CFR 16001-1, 29 CFR 1627.3(2) 0455-20 PERS REPORTS (BI-WEEKLY & ANNUAL ACTUARIALS)FINANCE AU+6 GC 34090, 29 CFR 516.2 0460 0460-05 GENERAL INFORMATION FINANCE CU+2 GC 34090 0460-10 ANNUAL REPORTS - STATE CONTROLLER FINANCE 5 GC 34090 BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS PAYROLL PENSION/RETIREMENT FUND BUDGET (CONTINUED) ANNUAL REPORTS 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0460 0460-15 STATE MANDATED COSTS (SB90) FINANCE 5 GC 34090 0460-20 ANNUAL AUDIT REPORTS FINANCE PE GC 34090 0460-25 ANNUAL REPORTS, MISCELLANEOUS (MGT LTR, DATA COLL. FORM, ETC.)FINANCE PE GC34090 0460-40 GANN LIMITATION FINANCE 5 GC 34090 0460-50 COUNTY AUDITOR - ASSESSED VALUATION FINANCE SU+5 GC 34090 0470 0470-03 CORRESPONDENCE, PURCHASING PURCHASING CU+2 GC 34090 0470-05 GENERAL INFORMATION PURCHASING CU+2 GC 34090 0470-15 CREDIT CARD PROGRAM, APPLICATIONS, CITY FINANCE EX+2 GC 34090 0470-20 PURCHASE REQUISITIONS PURCHASING AU+4 GC 34090, CCP 337 0470-25 PURCHASE ORDERS PURCHASING AU+4 GC 34090, CCP 337 0470-33 CERTIFICATES OF INSURANCE PURCHASING VARIOUS DEPARTMENTS EX+2 GC 34090 0470-45 BIDS/QUOTES/PROPOSALS (AWARDED & NOT AWARDED)PURCHASING AU+4 GC 34090, CCP 337 0470-50 BIDS CANCELLED OR REJECTED PURCHASING CL+2 GC 34090, CCP 337 0470-60 SURPLUS EQUIPMENT DISPOSAL PURCHASING AU+4 GC 34090, CCP 337 0470-65 WAREHOUSE INVENTORIES PURCHASING AU+4 GC 34090, 26 CFR 301 65- 1(F) 0470-75 PURCHASING MANUALS PURCHASING SU+2 GC 34090 0470-81 VENDOR LISTS PURCHASING SU+2 GC 34090 0470-85 IFAS - PURCHASING MODULE FINANCE PURCHASING AU+4 GC 34090, ADMIN. DEC. 0470-99 REPORTS & STUDIES PURCHASING CU+2 GC 34090 0480 0480-05 GENERAL INFORMATION FINANCE CU+2 GC 30490 0480-26 UTILITY BILLING DATABASE FINANCE AU+4 GC 34090, ADMIN. DEC. 0480-32 AMBULANCE BILLING (REPORTS & PAYMENTS)FINANCE CU+2 GC 34090 0480-35 BUSINESS LICENSES APPLICATIONS, RENEWALS & AUDITS)FINANCE EX+4 GC 34090, CCP 337 0480-36 BUSINESS LICENSE DATABASE FINANCE PE GC 34090, ADMIN. DEC. 0480-38 BINGO LICENSES & FINANCIAL STATEMENTS FINANCE EX+4 GC 34090 0480-40 BANKRUPTCIES FINANCE CL+2 GC 34090 0480-45 COLLECTION REPORTS FINANCE AU+4 GC 30490, ADMIN. DEC. ANNUAL REPORTS PURCHASING REVENUE AND TAXATION RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 9 of 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0480 0480-47 GRANTS, MISC. FINANCE CL+5 GC 30490, ADMIN. DEC. 0480-48 GRANTS, CDBG FINANCE CL+4 24 CFR 570.502(b) 0480-70 FRANCHISES FINANCE AU+4 GC 34090, CCP 337 0480-80 TAXES, MISC. FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-81 PROPERTY TAX FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-82 GAS TAX FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-83 SALES TAX FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-87 TRANSIENT OCCUPANCY TAX (TOT) & TBID FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-90 REPORTS & STUDIES FINANCE 2 GC 34090 0485 0485-05 PROCESSING FEES ENGINEERING PE GC 30490, ADMIN. DEC. 0485-10 USE FEES ENGINEERING PE GC 30490, ADMIN. DEC. 0485-15 IMPACT FEES ENGINEERING PE GC 30490, ADMIN. DEC. 0485-20 FINES (DEVELOPMENT) ENGINEERING PE GC 30490, ADMIN. DEC. 0485-21 FEE STUDIES/COMPUTATIONS FINANCE PE GC 34090 0485-22 FEE SCHEDULES FINANCE PE GC 34090 0485-23 COST ALLOCATION PLANS FINANCE SU+5 GC 34090 0485-25 ENGINEERING FEES ENGINEERING PE GC 30490, ADMIN. DEC. 0485-35 BUILDING FEES BUILDING CL+2 GC 30490, ADMIN. DEC. 0485-40 FLOOD CONTROL FEES ENGINEERING CL+2 GC 30490, ADMIN. DEC. 0485-55 PUBLIC WORKS - CAPITAL IMPROVEMENTS FEES PUBLIC WORKS PE GC 34090, GC 4003, GC 4004 0485-60 PLANNING FEES PLANNING CL+2 GC 30490, ADMIN. DEC. 0490 0490-05 GENERAL INFORMATION TREASURER CU+2 GC 34090, GC 53607, CCP 337 0490-10 INVESTMENT RATES TREASURER PE V GC 34090, GC 53607, CCP 337 0490-20 INVESTMENT PORTFOLIO TREASURER AU+10 GC 34090, GC 53607, CCP 337.5 0490-50 INVESTMENT COMMITTEE MINUTES TREASURER 5 GC 34090 0490-60 INVESTMENT STATEMENTS TREASURER CL+5 GC 34090, GC 53607, CCP337 0490-65 INVESTMENT REPORTS, MONTH END COUNCIL REPORTS TREASURER PE V GC 34090, GC 53607, CCP 337 REVENUE AND TAXATION (CONTINUED) INVESTMENTS FEE PROGRAMS 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0490 0490-70 INVESTMENT INCOME REPORTS BROKER STATEMENTS TREASURER AU+5 GC 34090, GC 53607, CCP 337 0490-75 REPORTS & STUDIES TREASURER CU+2 GC 34090 0490-80 POLICIES & PROCEDURES TREASURER SU+5 GC 34090, GC 40801 0500 0500-01 GENERAL INFORMATION VARIOUS DEPARTMENTS 2 GC 34090 0500-02 LOT SPLITS ENGINEERING PE V GC 30490, ADMIN. DEC. 0500-03 LOT LINE ADJUSTMENTS ENGINEERING PE V GC 30490, ADMIN. DEC. 0500-04 ADJUSTMENT PLATS/BOUNDARY ADJUSTMENTS ENGINEERING PE V GC 30490, ADMIN. DEC. 0500-05 CERTIFICATES OF COMPLIANCE & NON- COMPLIANCE CITY CLERK ENGINEERING PE V GC 30490, ADMIN. DEC. 0500-10 CERTIFICATES OF CORRECTION CITY CLERK PE V GC 30490, ADMIN. DEC. 0500-12 NOTICES OF RESTRICTION/RELEASES CITY CLERK PLANNING PE V GC 30490, ADMIN. DEC. 0500-15 NOTICES OF VIOLATION /RELEASES CITY CLERK ENGINEERING PE V GC 30490, ADMIN. DEC. 0500-18 FOOD CART PERMITS PLANNING PE GC 30490 0500-20 CONDITIONAL USE PERMITS (CUP) VARIOUS DEPARTMENTS PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-25 COASTAL DEVELOPMENT PERMITS (CDP) VARIOUS DEPARTMENTS PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-28 CONDO PERMITS (CP) VARIOUS DEPARTMENTS PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-30 CARLSBAD TRACTS, MAJOR SUBDIVISIONS (CT) VARIOUS DEPARTMENTS PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-32 PRELIMINARY REVIEW (PR) ENCROACHMENT AGREEMENT / EASEMENT (SUPPORT DOCUMENTS ONLY) ENGINEERING 10 GC 34090, ADMIN DEC. 0500-33 HILLSIDE DEVELOPMENT PERMITS (HDP) VARIOUS DEPARTMENTS PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-34 HABITAT MANAGEMENT PLAN PERMIT (HMP) PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-35 MASTER PLANS - DEVELOPMENTS (MP) CITY CLERK PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-40 MINOR SUBDIVISIONS (MS) CITY CLERK ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-45 PLANNING COMMISSION DETERMINATIONS (PCD)PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-50 PLANNED DEVELOPMENTS (PD) VARIOUS DEPARTMENTS PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-55 PLANNED DEVELOPMENT PERMITS (PDP) CITY CLERK PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-60 GRADING PERMITS (PE) CITY CLERK ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-65 PLANNED INDUSTRIAL PERMITS (PIP) ENGINEERING PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 INVESTMENTS (CONTINUED) DEVELOPMENT/SUBDIVISIONS 0500 SERIES - COMMUNITY DEVELOPMENT/PLANNING 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0500 0500-67 PARCEL MAPS (PM) ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-70 PRECISE PLANS (PP) VARIOUS DEPARTMENTS PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-75 PLANNED UNIT DEVELOPMENTS (PUD) VARIOUS DEPARTMENTS PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-80 SITE DEVELOPMENT PLANS (SDP) VARIOUS DEPARTMENTS PE GC 34090, GC 4003, GC 4004, H&S 19850 0500-85 SPECIFIC PLANS (SP) VARIOUS DEPARTMENTS PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-90 SPECIAL USE PERMITS (SUP) VARIOUS DEPARTMENTS PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-93 ADMINISTRATIVE VARIANCES (AV) CITY CLERK PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-95 VARIANCES (V) CITY CLERK PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-97 HISTORICAL MAPS PLANNING PE GC 34090 0500-98 PERMITS DATABASE VARIOUS DEPARTMENTS PE GC 34090, ADMIN. DEC. 0500-99 PLANTRACK DATABASE ENGINEERING PLANNING CL+5 GC 34090, ADMIN. DEC. 0510 0510-05 GENERAL INFORMATION PLANNING 2 GC 34090 0510-06 PRELIMINARY REVIEW PLANNING CU+2 GC 34090 0510-07 CONSISTENCY DETERMINATIONS PLANNING PE GC 34090 0510-10 ADMINISTRATIVE PERMITS - APPROVALS PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-15 ARCHITECTURAL DESIGN GUIDELINES PLANNING PE GC 34090 0510-20 LANDSCAPE GUIDELINES & STANDARDS PLANNING PE GC 34090 0510-21 LANDSCAPE PLANS PLANNING PE GC 34090, GC 4003, GC 4004, H&S 19850 0510-25 ZONE CHANGES (ZC) PLANNING CITY CLERK PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-30 ZONE CODE AMENDMENTS (ZCA) PLANNING CITY CLERK PE V GC 34090 0510-35 LOCAL COASTAL PROGRAM (LCP) PLANNING CITY CLERK PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-36 LOCAL COASTAL PROGRAM AMENDMENTS (LCPA) PLANNING CITY CLERK PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-40 LOCAL FACILITIES MANAGEMENT PLAN (LFMP) PLANNING CITY CLERK PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-50 GROWTH MANAGEMENT PLAN (GMP) PLANNING CITY CLERK PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-55 AGRICULTURAL PRESERVES (AP) PLANNING PE GC 34090 / Admin. Dec. 0510-60 DAY CARE PERMITS (DC) PLANNING PE GC 34090, GC 4003, GC 4004, H&S 19850 0510-65 HOSPITALS & CONVALESCENT HOMES PLANNING PE GC 34090, GC 4003, GC 4004, H&S 19850 LAND USE/ZONING DEVELOPMENT/SUBDIVISIONS (CONTINUED) 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0510 0510-67 ACCESSORY STRUCTURES PLANNING PE GC 34090, GC 4003, GC 4004, H&S 19850 0510-70 SECOND DWELLING UNIT (SDU) (GRANNY FLAT) ENGINEERING PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-75 MOBILE HOME PARKS (MHP) PLANNING PE GC 34090 0510-80 NOISE GUIDELINES PLANNING PE GC 34090 0510-83 COMPREHENSIVE LAND USE PLAN (PALOMAR-MC CLELLAN AIRPORT)PLANNING PE GC 34090 0510-85 PARKING REQUIREMENTS PLANNING SU+2 GC 34090 0510-90 REPORTS & STUDIES PLANNING 2 GC 34090 0515 0515-05 GENERAL INFORMATION PLANNING CU+2 GC 34090 0515-06 SIGNS - PRELIMINARY REVIEW PLANNING CU + 2 GC 34090 0515-10 SIGN PERMITS (PS) PLANNING REDEVELOPMENT PE GC 34090 0515-15 SIGNS, TEMPORARY PLANNING PE GC 34090 0515-20 SIGNS, DIRECTIONAL PLANNING PE GC 34090 0515-25 SIGNS, CITY IDENTIFICATION PLANNING PE GC 34090 0515-30 REGULATIONS PLANNING PE GC 34090 0515-40 REPORTS & STUDIES PLANNING 2 GC 34090 0520 0520-05 GENERAL INFORMATION PLANNING CU+2 GC 34090 0520-10 CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES PLANNING PE GC 34090, CEQA 0520-20 NEGATIVE DECLARATIONS PLANNING PE GC 34090, CEQA 0520-30 INITIAL STUDIES (ENVIRONMENTAL) PLANNING PE GC 34090, CEQA 0520-40 ENVIRONMENTAL IMPACT ASSESSMENTS (EIA) PLANNING PE GC 34090, CEQA 0520-45 ENVIRONMENTAL IMPACT REPORTS (EIR) PLANNING PE GC 34090, CEQA 0520-50 CONSULTANTS, ENVIRONMENTAL PLANNING PE GC 34090, ADMIN. DEC. 0520-60 REPORTS & STUDIES PLANNING PE GC 34090, ADMIN. DEC. 0520-70 REGULATIONS PLANNING PE GC 34090, ADMIN. DEC. 0530 0530-05 GENERAL INFORMATION PLANNING CU+2 GC 34090 0530-10 GENERAL PLAN AND ELEMENTS PLANNING CITY CLERK PE V GC 34090 ENVIRONMENTAL REVIEW LAND USE/ZONING (CONTINUED) GENERAL PLAN SIGNS 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0530 0530-15 GENERAL PLAN CONSISTENCY PLANNING PE V GC 34090 0530-20 GENERAL PLAN AMENDMENTS (GPA) PLANNING CITY CLERK PE V GC 34090 0530-30 REPORTS & STUDIES PLANNING PE GC 34090 0530-40 REGULATIONS PLANNING PE GC 34090 0540 0540-05 GENERAL INFORMATION PLANNING CU+2 GC 34090 0540-10 CORRESPONDENCE CHRONOLOGICAL FILES PLANNING PE GC 34090, ADMIN. DEC. 0540-20 DEMOGRAPHIC INFORMATION PLANNING PE GC 34090 0540-30 POLICIES & PROCEDURES PLANNING CU+10 GC 34090 0540-40 REPORTS & STUDIES PLANNING 10 GC 34090 0540-50 PLANNING, REGIONAL PLANNING PE GC 34090 0550 0550-05 GENERAL INFORMATION HOUSING CU+2 GC 34090 0550-10 AFFORDABLE HOUSING PROGRAMS HOUSING AU+7 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110 #C 0550-15 AFFORDABLE HOUSING PROJECTS HOUSING AU+7 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110 #C 0550-20 HOUSING ASSISTANCE (SECTION 8) HOUSING AU+7 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110 #C 0550-22 FINANCIAL RECORDS (SECTION 8) HOUSING AU+7 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110 #C 0550-23 APPLICANTS (SECTION 8) HOUSING TE+3 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110 #C 0550-30 INCLUSIONARY HOUSING AGREEMENTS HOUSING PE V GC 34090 0550-35 YARDI DATABASE HOUSING PE GC 34090, ADMIN. DEC. 0550-50 POLICIES & PROCEDURES HOUSING CU+2 GC 34090, GC 40801 0550-60 REPORTS & STUDIES HOUSING 2 GC 34090 0560 0560-05 GENERAL INFORMATION REDEVELOPMENT CU+2 GC 34090 0560-10 MASTER PLAN (VILLAGE AREA) REDEVELOPMENT CITY CLERK PE GC 34090, ADMIN. DEC. 0560-20 REDEVELOPMENT REGULATIONS REDEVELOPMENT PE GC 34090 0560-30 REDEVELOPMENT PERMITS (RP) VARIOUS DEPARTMENTS PE V GC 34090, GC 4003, GC 4004, H&S 19850 0560-40 VILLAGE PARKING PROGRAM REDEVELOPMENT CITY CLERK PE GC 34090 0560-50 RESIDENTIAL REHABILITATION PROGRAM REDEVELOPMENT PE V GC 34090, ADMIN. DEC. GENERAL PLAN (CONTINUED) PLANNING HOUSING REDEVELOPMENT 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0560 0560-60 POLICIES & PROCEDURES REDEVELOPMENT CU+2 GC 34090, GC 40801 0560-70 REPORTS & STUDIES REDEVELOPMENT 2 GC 34090 0565 0565-05 GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 0565-10 CDBG APPLICATIONS/PROPOSALS HOUSING & REDEVELOPMENT TE+5 GC 34090, 24 CFR 570.502, 24 CFR 85.42 0565-20 CDBG/HOME PROGRAM HOUSING & REDEVELOPMENT TE+5 GC 34090, 24 CFR 570.502, 24 CFR 85.42 0565-30 SUBRECIPIENT FUNDING APPROVALS HOUSING & REDEVELOPMENT TE+5 GC 34090, 24 CFR 570.502, 24 CFR 85.42 0565-40 ANNUAL PERFORMANCE REPORTS HOUSING & REDEVELOPMENT SU+10 GC 34090, ADMIN. DEC. 0570 0570-05 GENERAL INFORMATION BUILDING CU+2 GC 34090 0570-10 POLICIES & PROCEDURES BUILDING CU+2 GC 34090 0570-33 BUILDING PERMIT FILES BUILDING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0570-35 BUILDING PLANS BUILDING PE GC 34090, GC 4003, GC 4004, H&S 19850 0570-40 ADOPTED CODES BUILDING PE GC 34090 0570-60 REPORTS & STUDIES BUILDING PE GC 34090, ADMIN. DEC. 0570-65 CERTIFICATES OF OCCUPANCY BUILDING PE GC 34090, ADMIN. DEC. 0570-71 INSPECTION LOGS BUILDING PE GC 34090, ADMIN. DEC. 0570-75 MOBILE HOME PARK PERMITS BUILDING CU+2 GC 34090 0575 0575-05 GENERAL INFORMATION CODE ENFORCEMENT 2 GC 34090 0575-15 ENFORCEMENT CASE FILES CODE ENFORCEMENT PE GC 34090, ADMIN. DEC. 0575-40 REPORTS & STUDIES CODE ENFORCEMENT CU+5 GC 34090, ADMIN. DEC. 0580 0580-05 GENERAL INFORMATION LIBRARY CU+2 GC 34090 0580-10 HISTORIC SITE INVENTORY LIBRARY SU+2 GC 34090 0580-20 HISTORIC SITES (CASE FILES) LIBRARY PE GC 34090 0590 0590-05 GENERAL INFORMATION ECONOMIC DEVELOPMENT CU+2 GC 34090 0590-10 ECONOMIC/FINANCIAL ANALYSES ECONOMIC DEVELOPMENT CU+5 GC 34090 / Admin. Dec. 0590-20 ECONOMIC REVIEW - PROJECTS ECONOMIC DEVELOPMENT CU+5 GC 34090 / Admin. Dec. REDEVELOPMENT (CONTINUED) BUILDING HISTORIC PRESERVATION COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) CODE COMPLIANCE/ENFORCEMENT ECONOMIC DEVELOPMENT 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0590 0590-30 EMPLOYMENT ANALYSIS INFORMATION ECONOMIC DEVELOPMENT CU+5 GC 34090 / Admin. Dec. 0590-40 BUSINESS PROMOTION/RETENTION ECONOMIC DEVELOPMENT CU+5 GC 34090 / Admin. Dec. 0590-50 NEW DEVELOPMENT CONTACTS - INQUIRY ECONOMIC DEVELOPMENT CU+2 GC 34090 0590-60 TOURISM (CONVIS) ECONOMIC DEVELOPMENT CU+2 GC 34090 0590-70 REPORTS & STUDIES ECONOMIC DEVELOPMENT CU+2 GC 34090 0600 0600-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 0600-10 CONTRACT SERVICES CITY CLERK TE+5 CCP 337.2, CCP 343, GC 53066, BP 7042.5 0600-25 COMPLAINTS/INVESTIGATIONS (RFA's) VARIOUS DEPARTMENTS CL+2 GC 34090 0600-26 REQUEST FOR ACTION (RFA) DATABASE CITY MANAGER CL+5 GC 34090, ADMIN. DEC. 0600-45 REPORTS & STUDIES PUBLIC WORKS CU+2 GC 34090 0610 0610-05 GENERAL INFORMATION FIRE CU+2 GC 34090 0610-10 911 COMMUNICATIONS (AUDIO TAPES) POLICE 100 DAYS GC 34090.6 0610-11 911 COMMUNICATIONS (REPORTS) POLICE CU+2 GC 34090 0610-14 COMPUTER AIDED DISPATCH (CAD) DATABASE POLICE PE GC 34090, ADMIN. DEC. 0610-15 EMERGENCY PLAN FIRE SU+2 V GC 34090 0610-20 DISASTER EVENTS FIRE CU+5 V GC 34090 0610-25 DISASTER RELIEF PROGRAMS FIRE CU+2 V GC 34090 0610-30 CIVIL DEFENSE FIRE CU+2 GC 34090 0610-35 MUTUAL AID - INTERAGENCY FIRE CITY CLERK SU+2 GC 34090 0610-40 EMERGENCY/DISASTER TRAINING (CEMAT) FIRE CU+2 V GC 34090 0610-50 REPORTS & STUDIES (CEMAT) FIRE CU+2 GC 34090 0610-60 REGULATIONS FIRE CU+2 GC 34090 0610-65 EMS REPORTS FIRE 7 HIPPA 45 CFR 164.530(j) 0620 0620-05 GENERAL INFORMATION PLANNING CU+2 GC 34090 0620-10 AIR QUALITY PLANNING CU+7 CCP 338(k), GC 34090 0620-20 HAZARDOUS MATERIALS PROGRAMS FIRE SU+2 GC 34090 ECONOMIC DEVELOPMENT (CONTINUED) ANIMAL CONTROL EMERGENCY SERVICES ENVIRONMENTAL PROTECTION 0600 SERIES - HEALTH, SAFETY & WELFARE 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0620 0620-23 HAZARDOUS MATERIALS DISPOSAL FIRE CU+10 CAL OSHA 40, CFR 122.21 0620-35 COASTAL PROTECTION - BEACH EROSION PLANNING PUBLIC WORKS PE GC 34090 0620-40 WETLANDS - FLOODPLAINS ENGINEERING PE GC 34090 0620-55 OPEN SPACE PLANNING PE GC 34090 0620-60 TRAILS SYSTEM PLANNING PE GC 34090 0620-65 HABITAT MANAGEMENT PLAN (HMP) - WILDLIFE CONSERVATION PLANNING PE GC 34090 0620-70 REGULATIONS VARIOUS DEPARTMENTS PE GC 34090 0630 0630-05 GENERAL INFORMATION FIRE CU+3 GC 34090, ADMIN. DEC. 0630-10 APPARATUS & EQUIPMENT INVENTORIES FIRE CU+2 GC 34090 0630-15 APPARATUS & EQUIPMENT SPECIFICATIONS FIRE CU+2 GC 34090 0630-20 APPARATUS & EQUIPMENT TESTS FIRE CU+2 GC 34090 0630-25 HOSE MAINTENANCE LOGS FIRE CU+2 GC 34090 0630-30 SAFETY CLOTHING & EQUIPMENT FIRE CU+2 GC 34090 0630-40 FIRE INCIDENT REPORTS FIRE CL+3 GC 34090, CCP 338, CCP 340.5 0630-45 FIRE/ARSON INVESTIGATION REPORTS (INVOLVING DEATH)FIRE PE PC 799, CFC 104.3.2 0630-47 FIRE/ARSON INVESTIGATION REPORTS (OTHER) FIRE CU+6 PC 799, CFC 104.3.2 0630-53 ADOPTED FIRE CODES FIRE CITY CLERK PE GC 34090, CCP 340.5 0630-55 FIRE INSPECTIONS FIRE PREVENTION CL+3 UFC 103.34, CFC 104.3.4 0630-59 VIOLATION LETTERS, NOTICES (FIRE PREVENTION)FIRE PREVENTION CL+3 UFC 103.34 0630-60 FIRE SYSTEMS - SHELL BUILDINGS FIRE PREVENTION PE GC 34090, CFC 104.3.4, UFC 103.34, ADMIN. DEC. 0630-65 FIRE SYSTEMS - TENANT IMPROVEMENTS (SPECIAL INSTRUCTIONS-SEE FIRE DEPT.)FIRE PREVENTION PE (UNLESS SU)GC 34090, ADMIN. DEC. 0630-70 FIRE SUPPRESSION/EXTINGUISHERS FIRE PE GC 34090, ADMIN. DEC. 0630-73 FIRE HYDRANTS FIRE PE GC 34090, ADMIN. DEC. 0630-75 SMOKE DETECTORS (NON-SINGLE FAMILY) FIRE PE GC 34090, ADMIN. DEC. 0630-80 VEHICLES FIRE CU+2 GC 34090 0630-90 WEED ABATEMENT FIRE CU+3 GC 34090, CFC 103.3.4, ADMIN. DEC. 0630-95 REPORTS & STUDIES FIRE CU+3 GC 34090, ADMIN. DEC. ENVIRONMENTAL PROTECTION (CONTINUED) FIRE PROTECTION/PREVENTION 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0640 0640-05 GENERAL INFORMATION ENGINEERING CU+2 GC 34090 0640-15 NATIONAL FLOOD INSURANCE PROGRAM ENGINEERING SU+2 GC 34090 / Admin. Dec. 0640-20 LAKES/BASINS ENGINEERING PE GC 34090 0640-25 DRAINAGE FACILITIES ENGINEERING PE GC 34090 0640-30 MASTER PLANS ENGINEERING CU+2 GC 34090 0640-35 CREEKS ENGINEERING PE GC 34090 0640-40 FLOOD ZONES ENGINEERING PE GC 34090 0640-45 FLOOD CONTROL DISTRICT ENGINEERING CU+2 GC 34090 0640-50 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090, GC 40801 0640-55 REGULATIONS ENGINEERING SU+2 GC 34090 0640-60 REPORTS & STUDIES ENGINEERING CL+2 GC 34090 0650 0650-10 FOOD ESTABLISHMENTS/HANDLERS FINANCE PLANNING TE+2 GC 34090 0650-20 PARAMEDIC SERVICES FINANCE FIRE CU+5 GC 34090 0650-30 AMBULANCE SERVICES FINANCE FIRE CU+5 GC 34090 0650-50 PEST CONTROL PUBLIC WORKS CU+2 GC 34090 0670 0670-05 GENERAL INFORMATION POLICE CU+2 GC 34090 0670-10 INTERNAL INVESTIGATIONS (COMPLAINTS, REPORTS, FINDINGS)POLICE CU+2 EC 1045, GC12946, GC 34090, PC801, VC 2547 0670-13 ACTIVITY LOGS POLICE CU+2 GC 34090 0670-15 CITIZEN COMPLAINTS & INVESTIGATIONS POLICE CU+5 EC1045, PC832.5, PC832.7 0670-20 POLICE REPORTS (NOT HELD PE) POLICE CU+10 GC 34090; ADMIN. DEC. 0670-21 POLICE REPORTS (HELD PE) POLICE PE GC 34090 0670-25 ASSET FORFEITURE POLICE CL+10 GC 34090 0670-30 GRANT APPLICATIONS POLICE CL+10 GC 34090 0670-35 DETENTION FACILITIES (REGIONAL) POLICE CU+2 GC 34090 0670-40 ALARM RECORDS FIRE 3 GC 34090 0670-50 MUG SHOTS POLICE 2 GC 34090 0670-55 FIELD INTERVIEWS POLICE 2 GC 34090 FLOOD CONTROL HEALTH SERVICES POLICE SERVICES 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0670 0670-60 TOWING SERVICES POLICE CU+2 GC 34090 0670-63 CITATIONS POLICE CU+2 GC 34090 0670-65 PAWN SHOP RECORDS POLICE CU+2 GC 34090 0670-70 MASSAGE LICENSES POLICE TE+2 GC 34090 0670-75 SPECIAL EVENTS PERMITS POLICE CL+2 GC 34090 0670-80 REPORTS & STUDIES POLICE CU+2 GC 34090 0670-85 DEPARTMENT DIRECTIVES POLICE SU+3 GC 34090 0680 0680-05 GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 0680-20 AMERICANS WITH DISABILITIES (ADA) PUBLIC WORKS FACILITIES CL+5 GC 34090 0690 0690-05 GENERAL INFORMATION SENIOR CENTER CU+2 GC 34090 0690-10 SENIOR PROGRAMS SENIOR CENTER CU+2 GC 34090 0690-20 SENIOR NUTRITION PROGRAMS/AIS GRANTS (AGING & INDEPENDENT SERVICES)SENIOR CENTER CU+ 5 GC 34090 0690-40 REPORTS & STUDIES SENIOR CENTER CU+2 GC 34090 0700 0700-05 GENERAL INFORMATION VARIOUS DEPARTMENTS CU+2 GC 34090 0700-10 LEASES CITY CLERK ECONOMIC DEV. PE V CCP 337, CCP 343, ADMIN. DEC. 0700-15 AGREEMENTS - CONTRACTS, CITY CITY CLERK PE V CCP 337, CCP 343, ADMIN. DEC. 0700-20 AGREEMENTS - CONTRACTS FOR CMWD CITY CLERK PE V CCP 337, CCP 343, ADMIN. DEC. 0700-25 AGREEMENTS - CONTRACTS FOR HOUSING & REDEVELOPMENT COMMISSION CITY CLERK PE V CCP 337, CCP 343, ADMIN. DEC. 0700-26 AGREEMENTS - CONTRACTS FOR INDUSTRIAL DEVELOPMENT AUTHORITY CITY CLERK PE V CCP 337, CCP 343, ADMIN. DEC. 0700-27 AGREEMENTS - CONTRACTS FOR PUBLIC IMPROVEMENT CORP.CITY CLERK PE V CCP 337, CCP 343, ADMIN. DEC. 0700-28 AGREEMENTS - CONTRACTS FOR PUBLIC FINANCING AUTHORITY CITY CLERK PE V CCP 337, CCP 343, ADMIN. DEC. 0700-29 CONSULTANT DATABASE CITY CLERK CL+2 GC 34090, ADMIN. DEC. 0700-30 LIEN AGREEMENTS - RELEASE (PUBLIC RIGHT- OF-WAY)CITY CLERK PE V GC 34090 0700-45 PUBLIC FACILITIES FEE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-50 FUTURE IMPROVEMENT AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-55 HOLD HARMLESS AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 PUBLIC WELFARE SENIOR SERVICES AGREEMENTS/CONTRACTS 0700 SERIES - LEGAL/LEGISLATIVE POLICE SERVICES (CONTINUED) 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0700 0700-60 PROMISSORY NOTES CITY CLERK PE V GC 34090 0700-65 DRAINAGE FEE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-70 GROWTH MANAGEMENT AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-75 INCREASED FEE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-80 NEIGHBORHOOD IMPROVEMENT AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-81 AFFORDABLE HOUSING AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-82 GROWTH MANAGEMENT IMPACT FEE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-83 LOCAL FACILITIES MANAGEMENT ZONE FEE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-84 PETITION & WAIVER CITY CLERK PE V GC 34090 0700-85 REIMBURSEMENT AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-86 JOINT USE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-87 UNCONTROLLED STOCKPILE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-88 RECREATIONAL VEHICLE STORAGE FACILITY AGREEMENTS CITY CLERK PE V GC 34090 0700-90 ENCROACHMENT AGREEMENTS CITY CLERK PE V GC 34090 0700-95 RECORDED AGREEMENTS, OTHER (MISC.) CITY CLERK PE V GC 34090 0710 0710-10 ARTICLES OF INCORPORATION - HISTORIC CITY CLERK PE V GC 34090, 40801 0710-20 ANNEXATIONS/REORGANIZATIONS CITY CLERK PE V GC 34090, 40801 0710-30 BOUNDARY ADJUSTMENTS CITY CLERK PE V GC 34090, 40801 0710-40 DETACHMENTS - DE-ANNEXATIONS CITY CLERK PE V GC 34090, 40801 0710-50 SPHERE OF INFLUENCE CITY CLERK PE GC 34090, 40801 0720 0720-10 MUNICIPAL ELECTIONS CITY CLERK PE GC 34090 0720-45 ELECTIONS DATABASE CITY CLERK PE GC 34090, ADMIN. DEC. 0720-60 ELECTION INFO (FROM REGISTRAR OF VOTERS) CITY CLERK CU+2 GC 34090, EC 17501, EC 17301 0720-75 PROPOSITION 218 ELECTIONS CITY CLERK PE CA CONSTITUTION ART. XIII 0725 0725-05 GENERAL INFORMATION CITY CLERK CU+5 GC 34090 0725-20 INITIATIVE PETITION (NOT OPEN TO INSPECTION)CITY CLERK CL+.75 EC 17200, GC 6253.5 CITY INCORPORATION AGREEMENTS/CONTRACTS (CONTINUED) ELECTIONS INITIATIVE/RECALL/REFERENDUM 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0725 0725-30 REFERENDUM PETITION (NOT OPEN TO INSPECTION)CITY CLERK CL+.75 EC 17200, GC 6253.5 0725-40 RECALL PETITION CITY CLERK CL+.75 EC 17400, GC 6253.5 0730 0730-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0730-10 BULLETINS CITY CLERK CU+2 GC 34090 0730-20 FORMS - MANUALS CITY CLERK SU+2 GC 34090 0730-25 CORRESPONDENCE (FPPC) CITY CLERK E+7 GC 81009(e) 0730-30 REGULATIONS - LEGISLATION CITY CLERK SU+2 GC 34090 0730-40 CAMPAIGN STATEMENTS (OFFICIALS ELECTED)CITY CLERK PE GC 81009(b) 0730-41 CAMPAIGN STATEMENTS (OFFICIALS NOT ELECTED)CITY CLERK E+7 GC 81009(b) 0730-45 CANDIDATES STATEMENTS OF INTENTION CITY CLERK E+5 GC 81009(b) 0730-50 STATEMENTS OF ORGANIZATION (FILED) CITY CLERK PE GC 81009(b) 0730-55 STATEMENTS OF TERMINATION (FILED) CITY CLERK PE GC 81009(b) 0735 0735-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0735-10 BULLETINS CITY CLERK CU+2 GC 34090 0735-20 FORMS - MANUALS CITY CLERK SU+2 GC 34090 0735-25 CORRESPONDENCE (FPPC) CITY CLERK PE GC 81009(a) 0735-30 REGULATIONS/LEGISLATION CITY CLERK SU+2 GC 34090 0735-39 STATEMENTS OF ECONOMIC INTERESTS - CANDIDATES (NON-ELECTED)CITY CLERK E+5 GC 81009(b) 0735-40 STATEMENTS OF ECONOMIC INTERESTS (ELECTED OFFICIALS - ELECTION RELATED)CITY CLERK PE GC 81009(c) 0735-41 STATEMENTS OF ECONOMIC INTERESTS (BOARDS/COMMISSIONS)CITY CLERK CU+7 GC 81009(c) 0735-42 STATEMENTS OF ECONOMIC INTERESTS (EMPLOYEES)CITY CLERK CU+7 GC 81009(e) 0735-43 STATEMENTS OF ECONOMIC INTERESTS (CONSULTANTS)CITY CLERK CU+7 GC 81009e) 0735-50 LOCAL CONFLICT OF INTEREST CODE & AMENDED APPENDIX CITY CLERK PE GC 81009(d) 0740 0740-05 GENERAL INFORMATION CITY ATTORNEY CITY CLERK CU+2 GC 34090 0740-07 CORRESPONDENCE / REQUESTS FOR LEGAL ADVICE CITY CLERK CITY ATTORNEY CU+10 GC 34090 0740-20 AFFIDAVITS OF PUBLICATION CITY CLERK CU+4 CCP 343, CCP 349.4 LEGAL OPERATIONS FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS INITIATIVE/RECALL/REFERENDUM (CONTINUED) FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0740 0740-30 OATHS OF OFFICE - ELECTED OFFICIALS CITY CLERK TE + 6 GC 34090, 29 USC 1113 0740-35 OATHS OF OFFICE - EMPLOYEES HUMAN RESOURCES TE + 6 GC 34090, 29 USC 1113 0740-50 LEGAL MEMOS & OPINIONS CITY ATTORNEY PE GC 34090, GC 6254, ADMIN. DEC. 0740-60 LEGAL PROCEDURES CITY ATTORNEY SU+2 GC 34090 0740-70 CARLSBAD MUNICIPAL CODE (CMC) CITY CLERK PE V GC 34090 0740-71 MUNICIPAL CODE AMENDMENTS (MCA's) CITY CLERK CU + 2 GC 34090 0740-75 ETHICS TRAINING CERTIFICATES CITY CLERK CU+5 GC 53235.2(b) 0745 0745-05 GENERAL INFORMATION VARIOUS DEPARTMENTS CU+2 GC 34090 0745-10 CLAIMS - BY THE CITY CITY ATTORNEY CL+5 V GC 34090 0745-20 CLAIMS AGAINST THE CITY CITY CLERK CITY ATTORNEY RISK MANAGEMENT CL+5 V GC 34090 0745-30 SUBPOENAS (OTHER THAN CASE FILES) CITY ATTORNEY CITY CLERK CL+5 V GC 34090 0745-40 COURT ORDERS (OTHER THAN CASE FILES) CITY ATTORNEY CL+5 V GC 34090 0745-50 CIVIL CASE FILES CITY ATTORNEY CL+7 V GC 34090 0745-52 CIVIL CASE FILES (HIGH PROFILE) CITY ATTORNEY PE V GC 34090 0745-60 CRIMINAL CASE FILES CITY ATTORNEY CL+7 V GC 34090 0745-70 ARBITRATION CASE FILES CITY ATTORNEY CL+7 V GC 34090 0745-80 AMICUS PARTICIPATION CITY ATTORNEY 5 GC 34090 0750 0750-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0750-06 CORRESPONDENCE - PETITIONS (MISC.) CITY CLERK CU+2 GC 34090 0750-07 PUBLIC COMMENT INFORMATION CITY CLERK 5 GC 34090, GC 40801, ADMIN. DEC. 0750-10 MEETING AGENDAS & NOTICES CITY CLERK CU+5 GC 34090, ADMIN. DEC. 0750-20 MEETING MINUTES CITY CLERK PE V GC 34090, GC 36814, GC 40801 0750-40 RESOLUTIONS CITY CLERK PE V GC 34090, GC 40801 0750-50 ORDINANCES CITY CLERK PE V GC 34090, GC 40806 0750-60 AGENDA BILLS CITY CLERK PE V GC 34090 CLAIMS/LITIGATION LEGISLATIVE - CITY COUNCIL LEGAL OPERATIONS (CONTINUED) 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0753 0753-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0753-10 MEETING AGENDAS & NOTICES CITY CLERK CU+5 GC 34090, ADMIN. DEC. 0753-20 MEETING MINUTES CITY CLERK PE V GC 34090, GC 36814, GC 40801 0753-40 RESOLUTIONS CITY CLERK PE GC 34090, GC 40801 0753-50 ORDINANCES CITY CLERK PE GC 34090, GC 40806 0753-60 AGENDA BILLS CITY CLERK PE V GC 34090 0755 0755-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0755-10 MEETING AGENDAS & NOTICES CITY CLERK CU+5 GC 34090, ADMIN. DEC. 0755-20 MEETING MINUTES CITY CLERK PE V GC 34090, GC 36814, GC 40801 0755-40 RESOLUTIONS CITY CLERK PE V GC 34090, GC 40801 0755-50 ORDINANCES CITY CLERK PE V GC 34090, GC 40806 0755-60 AGENDA BILLS CITY CLERK PE V GC 34090 0757 0757-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0757-10 MEETING AGENDAS & NOTICES CITY CLERK CU+5 GC 34090, ADMIN. DEC. 0757-20 MEETING MINUTES CITY CLERK PE V GC 34090, GC 36814, GC 40801 0757-40 RESOLUTIONS CITY CLERK PE V GC 34090, GC 40801 0757-50 ORDINANCES CITY CLERK PE V GC 34090, GC 40806 0757-60 AGENDA BILLS CITY CLERK PE V GC 34090 0758 0758-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0758-10 MEETING AGENDAS & NOTICES CITY CLERK CU+5 GC 34090, ADMIN. DEC. 0758-20 MEETING MINUTES CITY CLERK PE V GC 34090, GC 36814, GC 40801 0758-40 RESOLUTIONS CITY CLERK PE V GC 34090(d), GC 40801 0758-50 ORDINANCES CITY CLERK PE V GC 34090, GC 40806 0758-60 AGENDA BILLS CITY CLERK PE V GC 34090 0759 0759-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0759-10 MEETING AGENDAS & NOTICES CITY CLERK CU+5 GC 34090, ADMIN. DEC. LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD) LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC) LEGISLATIVE - PUBLIC FINANCING AUTHORITY (PFA) LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA) 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0759 0759-20 MEETING MINUTES CITY CLERK PE V GC 34090, GC 36814, GC 40801 0759-40 RESOLUTIONS CITY CLERK PE V GC 34090, GC 40801 0759-50 ORDINANCES CITY CLERK PE V GC 34090, GC 40806 0759-60 AGENDA BILLS CITY CLERK PE V GC 34090 0770 0770-10 APPRAISALS/NEGOTIATIONS CITY CLERK CL+2 GC 34090, GC 6254(b) 0770-20 ACQUISITIONS/MERGERS CITY CLERK ECONOMIC DEV. PE V GC 34090 0770-30 EMINENT DOMAIN CITY ATTORNEY PE V GC 34090 0770-35 CONDEMNATIONS CITY ATTORNEY CITY CLERK PE V GC 34090 0770-45 OFFERS OF DEDICATION CITY CLERK PE V GC 34090 0770-60 LIENS/RELEASES (MISC.) CITY CLERK ECONOMIC DEV. PE V GC 34090 0770-70 PROPERTY INVENTORY (CITY OWNED) FINANCE ECONOMIC DEV. AU+4 V GC 34090 0770-75 SPECIAL DOCUMENTS (REAL PROPERTY) FINANCE PE GC 34090 0770-80 CMWD FINANCE PE GC 34090 0770-90 HOUSING & REDEVELOPMENT COMMISSION FINANCE PE GC 34090 0775 0775-10 EASEMENTS & DEEDS - CITY CITY CLERK PE V GC 34090, GC 40801 0775-20 DEED RESTRICTIONS CITY CLERK PE V GC 34090, GC 40801 0775-50 REAL PROPERTY, OTHER CITY CLERK PE V GC 34090, GC 40801 0775-60 QUITCLAIMS CITY CLERK PE V GC 34090, GC 40801 0775-80 EASEMENTS & DEEDS - MUNICIPAL WATER DISTRICT CITY CLERK PE V GC 34090, GC 40801 0775-90 EASEMENTS & DEEDS - HOUSING & REDEVELOPMENT COMMISSION CITY CLERK PE V GC 34090, GC 40801 0800 0800-03 CORRESPONDENCE HUMAN RESOURCES CU+2 GC 34090 0800-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090 0800-35 EVALUATION PROGRAMS (PAY FOR PERFORMANCE)HUMAN RESOURCES SU+3 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0800-45 ORGANIZATIONAL CHARTS VARIOUS DEPARTMENTS SU+3 V GC 34090 0800-50 PERSONNEL POLICIES & PROCEDURES HUMAN RESOURCES SU+3 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA) (CONTINUED) HUMAN RESOURCES/PERSONNEL ADMINISTRATION REAL PROPERTY REAL PROPERTY - DEEDS/EASEMENTS 0800 SERIES - HUMAN RESOURCES/PERSONNEL 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0800 0800-60 REPORTS & STUDIES HUMAN RESOURCES CU+3 GC 34090 0800-65 TEMPORARY STAFF DATABASE HUMAN RESOURCES CL+3 GC 34090, ADMIN. DEC. 0810 0810-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090 0810-07 IFAS - HUMAN RESOURCES MODULE DATABASE FINANCE HUMAN RESOURCES TE+10 GC 34090 0810-10 FINGERPRINTING HUMAN RESOURCES TE+5 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA 0810-15 PRE-EMPLOYMENT PHYSICALS HUMAN RESOURCES TE+5 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA 0810-17 DMV PRINTOUTS, EMPLOYEES HUMAN RESOURCES SU+2 GC 34090, VC 1808.1 0810-20 I-9 FORMS - IMMIGRATION HUMAN RESOURCES TE+3 IMMIGRATION REFORM CONTROL ACT (IRCA) 0810-23 REQUESTS FOR LEAVE - MEDICAL HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0810-25 PART-TIME EMPLOYEES (HOURLY) HUMAN RESOURCES POLICE TE+5 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0810-40 3/4 TIME & FULL-TIME EMPLOYEES HUMAN RESOURCES POLICE TE+ 10 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, PC 832.5, FLSA, ADMIN. DEC. 0810-70 WORKERS COMPENSATION CLAIMS FILES HUMAN RESOURCES TRI-STAR CU+5 8 CCR 10102 0810-80 WORKERS COMPENSATION AUTHORIZATIONS (TO USE PERSONAL PHYSICIAN)HUMAN RESOURCES SU+5 LC 4600, 5404, and 5410 0810-85 IOD (INJURY ON DUTY) RECORDS HUMAN RESOURCES CU+5 8 CCR 14307 0810-90 DEPARTMENT OF TRANSPORTATION (DOT) REPORTS HUMAN RESOURCES PE 49 CFR SECTION 40.333 0820 0820-05 GENERAL INFORMATION HUMAN RESOURCES CU+5 GC 34090 0820-20 CLASSIFICATION SURVEYS HUMAN RESOURCES SU+5 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0820-30 CLASSIFICATION APPEALS & AUDITS HUMAN RESOURCES CL+5 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0820-40 RECLASSIFICATIONS HUMAN RESOURCES CL+5 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0820-60 POLICIES & PROCEDURES HUMAN RESOURCES SU+5 GC 34090 0820-70 REPORTS & STUDIES HUMAN RESOURCES SU+5 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0830 0830-05 GENERAL INFORMATION HUMAN RESOURCES CU+6 GC 34090 0830-10 DEFERRED COMPENSATION HUMAN RESOURCES PE V GC 34090 0830-15 LEAVE CONVERSIONS FINANCE CU+6 GC 34090, FMLA, CFRA, LC 1174 0830-20 HEALTH CARE BENEFITS HUMAN RESOURCES CU+6 GC 34090, FMLA, CFRA 0830-23 FLEX SPENDING ACCOUNTS HUMAN RESOURCES CU+6 GC 34090, FMLA, CFRA, LC 1174 HUMAN RESOURCES/PERSONNEL ADMINISTRATION (CONTINUED) EMPLOYEE RECORDS CLASSIFICATIONS/QUALIFICATIONS SALARIES, WAGES AND BENEFITS 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0830 0830-40 RETIREMENT PLAN (PERS) HUMAN RESOURCES FINANCE PE GC 34090 0830-60 UNEMPLOYMENT INSURANCE HUMAN RESOURCES FINANCE CL+4 GC 34090, UIC 1085, 22 CCR 1085-2 0830-65 DISABILITY INSURANCE HUMAN RESOURCES FINANCE CL+4 GC 34090 0830-75 COBRA PROGRAM, GENERAL HUMAN RESOURCES CU+6 GC 34090 0830-77 COBRA - PAYMENTS FINANCE CL+6 GC 34090 0830-80 SALARIES (CLASSIFICATION & COMPENSATION) HUMAN RESOURCES PE GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA, LC 1174, UIC 1085, ADMIN DEC 0830-90 REPORTS & STUDIES HUMAN RESOURCES CU+6 GC 34090 0840 0840-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090 0840-10 NEGOTIATION RECORDS HUMAN RESOURCES PE GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0840-15 LABOR - MANAGEMENT MINUTES, MEETINGS HUMAN RESOURCES CL+3 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0840-30 MEMORANDA OF UNDERSTANDING HUMAN RESOURCES CITY CLERK PE V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0840-50 GRIEVANCES - COMPLAINTS (SAFETY) HUMAN RESOURCES POLICE TE+5 GC 34090 0840-55 GRIEVANCES - COMPLAINTS (NON-SAFETY) HUMAN RESOURCES TE+5 GC 34090 0850 0850-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090, Title VII, FEHA, ADA 0850-07 APPLICANT TRACKING DATABASE HUMAN RESOURCES PE GC 34090, ADMIN. DEC. 0850-10 AFFIRMATIVE ACTION - EQUAL EMPLOYMENT OPPORTUNITY (EEO)HUMAN RESOURCES SU+3 GC 34090, TITLE VII, FEHA, ADA 0850-15 ADVERTISING/EMPLOYMENT ANNOUNCEMENTS HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-25 JOB APPLICATIONS/RESUMES HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-30 BACKGROUND INVESTIGATIONS (APPLICANTS SELECTED)POLICE TE+5 GC 12946, CCP 355.1 0850-31 BACKGROUND INVESTIGATIONS (APPLICANTS NOT SELECTED)POLICE 3 GC 34090 0850-35 WRITTEN EXAMINATION RECORDS HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-40 ORAL EXAMINATION RECORDS HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-45 PHYSICAL EXAMINATION RECORDS HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-65 ELIGIBILITY LISTS HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA SALARIES, WAGES AND BENEFITS (CONTINUED) EMPLOYEE/LABOR RELATIONS RECRUITMENT/SELECTION 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0850 0850-70 COMPLAINTS - INVESTIGATIONS (HIRING/SELECTION)HUMAN RESOURCES CL+5 GC 34090, TITLE VII, FEHA, ADA, PC832.5(b) 0850-80 ASSESSMENT CENTERS, GENERAL HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0860 0860-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090 0860-20 EMPLOYEE DEVELOPMENT/TRAINING HUMAN RESOURCES VARIOUS DEPARTMENTS TE+5 GC 34090, TITLE VII, FEHA, ADA 0860-25 EMPLOYEE DEVELOPMENT/TRAINING (SAFETY) HUMAN RESOURCES POLICE TE+5 GC 34090, TITLE VII, FEHA, ADA, PC 832.5 0860-45 EDUCATIONAL TUITION REIMBURSEMENT PROGRAM HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0860-65 CANINE RECORDS (DESTROY AFTER DOG RETIRES OR CANINE OFFICER RESIGNS)POLICE 5 GC 12946, GC 34909, CCP 355.1 0860-70 TRAINING & TRAVEL REQUESTS FINANCE CL+5 GC 34090, TITLE VII, FEHA, ADA 0860-80 VOLUNTEER PROGRAMS CITY MANAGER LIBRARY CL+3 GC 34090, TITLE VII, FEHA, ADA 0900 0900-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 0900-10 CUSTODIAL SERVICES PUBLIC WORKS CU+2 GC 34090 0900-15 PUBLIC FACILITIES MAINTENANCE PUBLIC WORKS CU+2 GC 34090 0900-20 PUBLIC GROUNDS MAINTENANCE PUBLIC WORKS CU+2 GC 34090 0900-30 GRAFFITI - VANDALISM OF PUBLIC BUILDINGS PUBLIC WORKS CU+2 GC 34090 0900-40 FACILITIES USE APPLICATIONS RECREATION CU+2 GC 34090 0900-43 FACILITIES USE PERMITS/INSURANCE BINDERS RECREATION CL+2 GC34090 0900-50 REGULATIONS PUBLIC WORKS PE GC 34090, GC40806 0900-60 POLICIES & PROCEDURES PUBLIC WORKS SU+5 GC 34090 0900-65 REPORTS & STUDIES PUBLIC WORKS CU+2 GC 34090 0900-70 WORK ORDERS PUBLIC WORKS CU+2 GC 34090 0900-75 FACILITIES WORK ORDER DATABASE (MAINTSTAR)PUBLIC WORKS 20 GC 34090, ADMIN. DEC. 0900-76 HANSEN WORK ORDER DATABASE PUBLIC WORKS CL+10 GC 34090, ADMIN. DEC. 0910 0910-05 GENERAL INFORMATION (MAINTENANCE & OPERATIONS) PW - MAINTENANCE & OPERATIONS CU+2 GC 34090 0910-10 CITY HALL - CIVIC CENTER PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-20 FARADAY BUILDING PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-30 MAINTENANCE YARD (405 OAK) PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0900 SERIES - PUBLIC FACILITIES AND GROUNDS MUNICIPAL FACILITIES TRAINING & EMPLOYMENT PROGRAMS GENERAL ADMINISTRATION RECRUITMENT/SELECTION (CONTINUED) 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0910 0910-35 SENIOR CENTER PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-40 KRUGER HOUSE PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-43 HERITAGE HALL PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-45 SCOUT HOUSE PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-50 SAFETY CENTER PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-53 FLEET MAINTENANCE YARD PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-60 HOUSING & REDEVELOPMENT OFFICE PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-70 MUNICIPAL WATER DISTRICT OFFICE PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-75 SWIM COMPLEX PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-81 FIRE STATION #1 PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-82 FIRE STATION #2 PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-83 FIRE STATION #3 PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-84 FIRE STATION #4 PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-85 FIRE STATION #5 PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-86 FIRE STATION #6 PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-91 COLE LIBRARY PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-92 CARLSBAD CITY LIBRARY PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-93 LAS PALMAS BUILDING PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-94 ADULT LEARNING CENTER PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-95 CENTRO DE INFORMACION PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-96 ARTS OFFICE PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0930 0930-05 GENERAL INFORMATION (MAINTENANCE & OPERATIONS) PW-GENERAL SERVICES RECREATION CU+2 GC 34090 0930-06 PARK SITE INFORMATION PW-GENERAL SERVICES RECREATION PE 2.083110; GC 34090, GC 4004, H&S 19850 0930-85 MUNICIPAL GOLF COURSE PW-GENERAL SERVICES RECREATION PE 2.083110; GC 34090, GC 4004, H&S 19850 0930-90 PLAYGROUND INSPECTIONS PW - PARKS 5 GC 34090 0930-95 STATE PARKS PW-GENERAL SERVICES RECREATION 2 GC 34090 0930-99 PARK PLANNING PW-GENERAL SERVICES RECREATION 2 GC 34090 PARKS & OPEN SPACE MUNICIPAL FACILITIES (CONTINUED) 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0940 0940-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 0940-20 OPERATIONS - MAINTENANCE (RESERVOIRS, ETC.)PUBLIC WORKS CU+2 GC 34090 0940-30 RESERVOIRS PUBLIC WORKS PE GC 34090 0940-40 PUMP STATIONS PUBLIC WORKS PE GC 34090 0940-50 CONSTRUCTION - CIP (RESERVOIRS, ETC.) PUBLIC WORKS PE GC 34090 0940-70 REPORTS & STUDIES PUBLIC WORKS CL+2 GC 34090 1000 1000-05 GENERAL INFORMATION PW - ENGINEERING CU+2 GC 34090 1000-15 MONUMENTS PW - ENGINEERING PE GC 34090 1000-20 PAVING PERMITS PW - ENGINEERING PE GC 34090 1000-25 IMPROVEMENT, GRADING, & DRAINAGE PLANS PW - ENGINEERING PE GC 34090 1000-30 GRADING PERMITS PW - ENGINEERING PE GC 34090 1000-35 DRAINAGE BASIN REPORTS PW - ENGINEERING PE GC 34090, GC 4003, GC 4004, H&S 19850 1000-37 DRAINAGE & EROSION PW - ENGINEERING PE GC 34090 1000-40 STANDARDS (ENGINEERING) PW - ENGINEERING SU+10 GC 34090 / Admin. Dec. 1000-45 ENGINEERING PLANS PW - ENGINEERING PE GC 34090 1000-47 RIGHT-OF-WAY PERMITS PW - ENGINEERING PE 40 CFR 122.28 1000-50 SURVEY PROJECTS & MAPS PW - ENGINEERING PE GC 34090 1000-55 POLICIES & PROCEDURES PW - ENGINEERING SU+2 GC 34090 1000-60 REGULATIONS (ENGINEERING) PW - ENGINEERING SU+2 GC 34090 1000-65 SOILS & HYDROLOGY REPORTS PW - ENGINEERING PE GC34090 1000-70 REPORTS & STUDIES, GENERAL PW - ENGINEERING 20 GC 34090 1000-75 HAUL ROUTE PERMITS PW - ENGINEERING INSPECTION CL + 2 GC34090 1000-76 INSPECTION REQUESTS PW - ENGINEERING INSPECTION CL+2 GC 34090 1000-77 INSPECTION LOGS PW - ENGINEERING INSPECTION CL+2 GC 34090 1000-80 MICROFICHE INDEX PW - ENGINEERING PE GC 34090 / Admin. Dec. 1005 1005-05 BASE MAPS GIS PUBLIC WORKS PE GC 34090, H&S 19850, GC 34090.7 1000 SERIES - PUBLIC WORKS/ENGINEERING GEOGRAPHIC INFORMATION SYSTEMS (GIS) CITY RESERVOIRS/PUMP STATIONS ENGINEERING 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1010 1010-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 / Admin. Dec. 1010-20 STATE ROUTE 78 PUBLIC WORKS PE GC 34090 / Admin. Dec. 1010-25 INTERSTATE 5 PUBLIC WORKS PE GC 34090 / Admin. Dec. 1010-30 TRUCK ROUTES & ACCESS PUBLIC WORKS SU+2 GC 34090, GC 4003, GC 4004 1010-40 REPORTS & STUDIES PUBLIC WORKS 5 GC 34090 / Admin. Dec. 1020 1020-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1020-20 PROJECT FILES PUBLIC WORKS PE GC 34090 1020-30 BRIDGE INSPECTIONS PUBLIC WORKS PE GC 34090 1020-40 BRIDGE SPECIFICATIONS PUBLIC WORKS PE GC 34090 1020-50 OVERPASSES PUBLIC WORKS PE GC 34090, GC 4003, GC 4004 1020-60 REPORTS & STUDIES PUBLIC WORKS PE GC 34090 / Admin. Dec. 1025 1025-05 GENERAL INFORMATION PW - FLEET CU+2 GC 34090 1025-10 MAINTENANCE RECORDS/ REPAIR ORDERS PW - FLEET CL+2 GC 34090 1025-20 VEHICLE SPECIFICATIONS PW - FLEET SU+2 GC 34090 1025-30 VEHICLE FILES PW - FLEET TE+2 GC 34090 1025-40 FUEL MONITORING PW - FLEET CU+2 GC 34090 1025-45 FLEET WORK ORDER DATABASE (MAINTSTAR) PW - FLEET 20 GC 34090, ADMIN. DEC. 1025-50 POLICIES & PROCEDURES PW - FLEET CU+2 GC 34090 1025-60 REPORTS & STUDIES PW - FLEET CU+5 GC 34090 1030 1030-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1030-10 CAPITAL PROJECTS PUBLIC WORKS PE GC 34090 1030-20 STREET ALIGNMENTS/WIDENING PUBLIC WORKS PE GC 34090 1030-40 STREET NAMES PUBLIC WORKS PE GC 34090 1030-45 STREET NAME CHANGES (SNC) PUBLIC WORKS PE GC 34090 1030-50 POLICIES & PROCEDURES PUBLIC WORKS CU+10 GC 34090 1030-56 STANDARDS PUBLIC WORKS SU+10 GC 34090 STREETS - ADMINISTRATION HIGHWAYS & THOROUGHFARES BRIDGES FLEET MAINTENANCE 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1030 1030-60 REPORTS & STUDIES PUBLIC WORKS CU+10 GC 34090 1035 1035-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1035-07 COMPLAINTS PUBLIC WORKS CL+2 GC 34090 1035-10 MAINTENANCE/IMPROVEMENTS PUBLIC WORKS CL+2 GC 34090 1035-13 PAVEMENT - OVERLAY PUBLIC WORKS CL+2 GC 34090 1035-14 PAVEMENT MANAGEMENT DATABASE PUBLIC WORKS PE GC 34090, ADMIN. DEC. 1035-15 DAILY WORK ORDERS & LOGS PUBLIC WORKS CU+5 GC 34090 1035-17 DAMAGE & INCIDENT REPORTS PUBLIC WORKS CL+5 GC 34090 1035-20 BIKE LANES PUBLIC WORKS PE GC 34090 1035-23 CROSSWALKS PUBLIC WORKS PE GC 34090 1035-25 HANDICAPPED RAMPS PUBLIC WORKS PE GC 34090 1035-30 SIDEWALKS PUBLIC WORKS PE GC 34090 1035-33 CURBS & GUTTERS PUBLIC WORKS PE GC 34090 1035-35 STREET LIGHTS PUBLIC WORKS PE GC 34090 1035-37 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 CU+2 GC 34090, GC 4003, GC 4004 1035-45 TREE PLANTING, TRIMMING, OR REMOVAL PUBLIC WORKS CU+5 GC 34090, GC 4003, GC 4004 1035-50 POLICIES & PROCEDURES PUBLIC WORKS SU+5 GC 34090, GC 4003, GC 4004 1035-60 STREET CLOSURES PUBLIC WORKS PE GC 34090, GC 4003, GC 4004 1035-65 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090, GC 4003, GC 4004 1040 1040-05 GENERAL INFORMATION PW - TRAFFIC ENGINEERING CU+5 GC 34090 1040-07 REQUESTS/COMPLAINTS PW - TRAFFIC ENGINEERING CL+5 GC 34090 1040-20 CIRCULATION PW - TRAFFIC ENGINEERING SU+5 GC 34090 1040-25 SPEED ZONING PW - TRAFFIC ENGINEERING SU+5 GC 34090 1040-27 TRAFFIC COUNTS (ADT) PW - TRAFFIC ENGINEERING SU+5 GC 34090 1040-30 PEDESTRIAN SAFETY PW - TRAFFIC ENGINEERING SU+5 GC 34090 STREETS - MAINTENANCE TRAFFIC ENGINEERING STREETS - ADMINISTRATION (CONTINUED) 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1040 1040-35 TRAFFIC SCHEDULES PW - TRAFFIC ENGINEERING SU+5 GC 34090 1040-40 TRAFFIC IMPACT FEES/MITIGATION PW - TRAFFIC ENGINEERING SU+5 GC 34090 1040-45 TRAFFIC WARRANTS PW - TRAFFIC ENGINEERING EX+5 GC 34090 1040-50 TRAFFIC SIGNS PW - TRAFFIC ENGINEERING/STREETS EX+5 GC 34090 1040-55 SIGNAL PROJECTS PW - TRAFFIC ENGINEERING EX+5 GC 34090 1040-58 SIGNAL MAINTENANCE PW - STREETS PE V GC 34090 1040-60 REGULATIONS (TRAFFIC) PW - TRAFFIC ENGINEERING SU+5 GC 34090 1040-65 STATISTICS PW - TRAFFIC ENGINEERING CU+5 GC 34090 1040-70 REPORTS & STUDIES PW - TRAFFIC ENGINEERING CU+5 GC 34090 1040-80 SURVEYS (TRAFFIC) PW - TRAFFIC ENGINEERING SU+5 GC 34090 1050 1050-05 GENERAL INFORMATION PUBLIC WORKS CU+5 GC 34090 1050-10 REQUESTS/COMPLAINTS PUBLIC WORKS CL+5 GC 34090 1050-20 NO PARKING ZONES - ON STREET PUBLIC WORKS SU+5 GC 34090 1050-30 NO PARKING ZONES - OFF STREET PUBLIC WORKS SU+5 GC 34090 1050-40 PARKING FACILITIES, CITY PUBLIC WORKS 5 GC 34090 1050-45 PARKING PERMITS ENGINEERING CL+5 GC 34090 1050-50 TEMPORARY CONTROLS PUBLIC WORKS EX+5 GC 34090 1050-55 PARKING LOTS ENGINEERING CITY CLERK CU+5 GC 34090 1050-60 PARKING REGULATIONS ENGINEERING CITY CLERK PE GC 34090 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 1055-05 GENERAL INFORMATION PUBLIC WORKS CU+5 GC 34090 1055-10 VILLAGE TRANSIT STATION PUBLIC WORKS PE GC 34090 1055-15 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 TRANSPORTATION PARKING TRAFFIC ENGINEERING (CONTINUED) 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1055 1055-28 LIGHT RAIL (COASTER) PUBLIC WORKS CU+5 GC 34090 1055-30 RAILROADS PUBLIC WORKS CU+5 GC 34090 1055-35 TAXI OPERATIONS PUBLIC WORKS CU+5 GC 34090 1055-40 SHUTTLE SERVICES PUBLIC WORKS CU+5 GC 34090 1055-50 TRANSPORTATION PLANNING PUBLIC WORKS CU+5 GC 34090 1055-55 PEAK HOUR TRAFFIC MANAGEMENT PUBLIC WORKS CU+5 GC 34090 1055-60 TRANSPORTATION DEVELOPMENT ACT (TDA) PUBLIC WORKS CU+5 GC 34090 1055-61 FEDERAL AID URBAN (FAU) PUBLIC WORKS CU+5 GC 34090 1055-62 STATE & LOCAL TRANSPORTATION PARTNERSHIP PROGRAM (SLTPP)PUBLIC WORKS CU+5 GC 34090 1055-63 TRANSPORTATION IMPROVEMENT PROGRAM (TIP)PUBLIC WORKS CU+5 GC 34090 1055-65 INTERMODAL SURFACE TRANSPORTATION EFFICIENCY ACT (ISTEA)PUBLIC WORKS CU+5 GC 34090 1055-70 TRANSPORTATION PROGRAMS PUBLIC WORKS CU+5 GC 34090 1055-75 TRANSPORTATION SURVEYS PUBLIC WORKS CU+5 GC 34090 1055-80 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090 1055-85 REGULATIONS PUBLIC WORKS CU+5 GC 34090 1055-90 REGIONAL TRANSPORTATION PUBLIC WORKS CU+5 GC 34090 1060 1060-05 GENERAL INFORMATION PUBLIC WORKS PE GC 34090 1060-10 CAPITAL PROJECTS (PUBLIC WORKS) PUBLIC WORKS PE V 2.083110, GC 34090, GC 4004, H&S 19850 1060-30 REGULATIONS (PUBLIC WORKS) PUBLIC WORKS PE GC 34090 1060-35 STANDARDS (PUBLIC WORKS) PUBLIC WORKS PE GC 34090 1060-40 REPORTS & STUDIES PUBLIC WORKS PE GC 34090 1065 1065-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1065-20 MAINTENANCE DISTRICT FORMATION PUBLIC WORKS PE GC 34090 1065-25 MAINTENANCE DISTRICT ANNEXATIONS PUBLIC WORKS PE GC 34090 1065-40 UNDERGROUND UTILITY ASSESSMENT DISTRICTS (UUAD) PUBLIC WORKS CITY CLERK PE GC 34090 TRANSPORTATION (CONTINUED) SPECIAL IMPROVEMENT DISTRICTS PUBLIC WORKS - CAPITAL IMPROVEMENTS 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1070 1070-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1070-30 REFUSE COLLECTION PUBLIC WORKS CU+5 GC 34090 1070-40 FINANCIAL STUDIES & REPORTS (TRASH) PUBLIC WORKS CU+10 GC 34090 1070-50 HOUSEHOLD HAZARDOUS WASTE PUBLIC WORKS SU+2 GC 34090 1070-60 RECYCLING PROGRAMS PUBLIC WORKS SU+5 GC 34090 1070-70 MASTER PLANS PUBLIC WORKS SU+2 GC 34090 1070-80 REGULATIONS PUBLIC WORKS SU+2 GC 34090 1070-90 TRANSFER STATION PUBLIC WORKS PE GC 34090 1100 1100-05 GENERAL INFORMATION CULTURAL ARTS CU+2 GC 34090 1100-15 PERFORMING ARTS CULTURAL ARTS CL+2 GC 34090 1100-20 PUBLIC ART CULTURAL ARTS CL+2 GC 34090 1100-30 ACQUISITIONS / FUNDRAISING CULTURAL ARTS PE GC 34090 1100-40 ARTS & CULTURAL PROGRAMS CULTURAL ARTS SU+5 GC 34090 1100-50 VOLUNTEERS - ADVISORY GROUPS CULTURAL ARTS CU+5 GC 34090 1100-60 REPORTS & STUDIES CULTURAL ARTS CU+5 GC 34090 1120 1120-05 GENERAL INFORMATION LIBRARY CU+2 GC 34090 1120-10 ADMINISTRATION LIBRARY CU+2 GC 34090 1120-18 FINES - LATE FEES LIBRARY CL+5 GC 34090 1120-20 COLLECTION DEVELOPMENT PLAN LIBRARY PE GC 34090 1120-23 MATERIALS SELECTION LIBRARY SU+10 GC 34090, ADMIN. DEC. 1120-25 CALIFORNIA STATE LIBRARY LIBRARY CU+10 GC 34090 1120-53 ADULT LEARNING SERVICE LIBRARY CU+20 GC 34090 1120-56 MEDIA SERVICES LIBRARY CU+20 GC 34090 1120-80 REPORTS & STUDIES LIBRARY CU+10 GC 34090 1130 1130-05 GENERAL INFORMATION RECREATION CU+2 GC 34090 1130-07 REQUESTS - COMPLAINTS RECREATION CL+2 GC 34090 SOLID WASTE MANAGEMENT CULTURAL ARTS LIBRARY SERVICES 1100 SERIES - CULTURAL ARTS, LIBRARY & RECREATION RECREATION 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1130 1130-15 INJURY - INCIDENT REPORTS RECREATION CL+2 GC 34090 1130-20 SPECIAL EVENTS RECREATION CL+2 GC 34090 1130-30 ADULT SPORTS RECREATION CL+2 GC 34090 1130-40 YOUTH SPORTS RECREATION CL+2 GC 34090 1130-50 RECREATION CLASSES RECREATION CL+2 GC 34090 1130-53 DAY TRIPPERS SENIOR CENTER CL + 2 GC 34090 1130-55 CLASS REGISTRATIONS RECREATION CL+2 GC 34090 1130-60 LAGOON PERMITS RECREATION CL+2 GC 34090 1130-61 BOAT PERMIT DATABASE RECREATION CU+2 GC 34090, ADMIN. DEC. 1130-80 REPORTS & STUDIES RECREATION CU+2 GC 34090 1200 1200-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1200-15 CORRESPONDENCE - CUSTOMER CONCERNS FINANCE PUBLIC WORKS CL+2 GC 34090 1200-20 RATES - FEES FINANCE PUBLIC WORKS PE GC 34090 1200-23 METER READ REPORTS PUBLIC WORKS CU+2 GC 34090 1200-25 WATER SYSTEM MAINTENANCE PUBLIC WORKS CU+5 V GC 34090 1200-35 CONNECTIONS FINANCE PE GC 34090 1200-40 POLICIES & PROCEDURES PUBLIC WORKS 15 GC 34090 1200-43 SUSSEX WORK ORDER DATABASE - WATER PUBLIC WORKS CL+10 GC 34090, ADMIN. DEC 1200-45 REGULATIONS PUBLIC WORKS SU+15 GC 34090 1200-50 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090 1210 1210-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1210-20 CONSERVATION PUBLIC WORKS CU+10 GC 34090 1210-25 WATER SOURCES (SUPPLY) PUBLIC WORKS CU+15 GC 34090 1210-30 WATER QUALITY PUBLIC WORKS CU+15 GC 34090 1210-35 TEST REPORTS (WATER) PUBLIC WORKS CU+12 GC 34090 1210-40 MASTER PLAN PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 RECREATION (CONTINUED) WATER RESOURCES 1200 SERIES - UTILITIES WATER SERVICES/BILLING RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 35 of 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1210 1210-45 DAMS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-47 WATER LINES PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-50 CAPITAL PROJECTS CONSTRUCTION (WATER) PUBLIC WORKS PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-60 WATER RIGHTS PUBLIC WORKS PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-65 WELLS PUBLIC WORKS PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-70 WATER USAGE PUBLIC WORKS PE GC 34090, GC 4003, GC 4004 1210-75 AGRICULTURAL WATER USE PUBLIC WORKS PE GC 34090, GC 4003, GC 4004 1210-80 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090 1210-85 REGULATIONS PUBLIC WORKS SU+15 GC 34090 1230 1230-05 GENERAL INFORMATION PUBLIC WORKS CU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-10 MASTER PLAN (WASTE WATER) PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-15 CAPITAL CONSTRUCTION (SEWER LINES/MAINS) PUBLIC WORKS PE V GC 34090 1230-20 SEWER CONNECTIONS PUBLIC WORKS PE GC 34090 1230-25 EMERGENCIES PUBLIC WORKS PE GC 34090 1230-30 RATES - FEES PUBLIC WORKS PE GC 34090 1230-40 WASTE WATER DISCHARGE PERMITS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-45 SLUDGE AND SOLIDS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-50 OUTFALL PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-55 SEWER SYSTEMS MAINTENANCE PUBLIC WORKS PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-65 SEWER PERMITS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-70 TEST REPORTS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-72 SPECIAL STUDIES/REPORTS PUBLIC WORKS CL+5 GC 34090 1230-75 WASTEWATER SERVICE/INSTALLATION PUBLIC WORKS CU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-80 WATER RECLAMATION (RECLAIMED WATER) PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-85 REGULATIONS PUBLIC WORKS SU+5 GC 34090 1240 1240-05 GENERAL INFORMATION PUBLIC WORKS CU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1240-10 MASTER PLANS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 WATER RESOURCES (CONTINUED) STORM WATER WASTEWATER MANAGEMENT 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1240 1240-20 STORM DRAINS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1240-30 STORM WATER PROTECTION PROGRAM PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1240-40 REGULATIONS PUBLIC WORKS SU+5 GC 34090 1240-50 REPORTS & STUDIES PUBLIC WORKS CL+5 GC 34090 1250 1250-05 GENERAL INFORMATION INFORMATION TECHNOLOGY CU+2 GC 34090 1250-10 RATES INFORMATION TECHNOLOGY SU+2 GC 34090 1250-30 CITY PHONE SYSTEM MAINTENANCE INFORMATION TECHNOLOGY CU+2 GC 34090 1250-40 REGULATIONS INFORMATION TECHNOLOGY SU+5 GC 34090 1250-50 REPORTS & STUDIES INFORMATION TECHNOLOGY CU+5 GC 34090 1260 1260-05 GENERAL INFORMATION PUBLIC WORKS CU+5 GC 34090 1260-10 RATES PUBLIC WORKS CITY CLERK SU+2 GC 34090 1260-30 UNDERGROUNDING (UTILITY) PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1260-40 PLANT FACILITIES (UTILITY) PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1260-50 REGULATIONS PUBLIC WORKS SU+2 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1260-60 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090 STORM WATER (CONTINUED) TELEPHONE & COMMUNICATIONS GAS & ELECTRICITY 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 37 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE EXHIBIT 2 APPROVALS: RECORDS MANAGER DATE CITY ATTORNEY DATE FILE NUMBER 0100 0100-03 0100-04 0100-05 0100-10 0100-14 0100-15 0100-30 0100 T4 0100-35 0100-50 0120 0120-05 0120-07 0120-09 0120-10 0120-13 0120-15 0120-17 0120-18 0120-20 0120-23 0120-25 0120-30 0120-35 0120-40 0130 0130-10 0130-20 0130-25 0130-27 0130-30 0130-50 0140 0140-05 RECORD CATEGORY & DESCRIPTION (iSTsi|iMi8IKMSMPWt,^..v ;V .-••,.• . /••••' • •. CITY COUNCIL ADMINISTRATION CITY COUNCIL CORRESPONDENCE CITY MANAGER CORRESPONDENCE (GENERAL FILES) CITY MANAGER DEPARTMENT FILES ADMINISTRATIVE ORDERS CITYWIDE GOALS DATABASE COUNCIL POLICIES AWARDS/COMMENDATIONS/ PROCLAMATIONS ^ITY MANAGFP GFNFP/NI Fil FS PRESS RELEASES CALENDARS (COUNCIL AND MANAGEMENT STAFF) 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 INCIDENT REPORTS/CITIZEN INJURY PUBLIC OFFICIAL BONDS GENERAL SAFETY & OSHA REGULATIONS REPORTS & STUDIES POLICIES & PROCEDURES RECORDS MANAGEMENT POLICIES & PROCEDURES RECORDS RETENTION SCHEDULE RECORDS DESTRUCTION LISTS RECORDS MANAGEMENT AUDITS RECORDS INVENTORIES PUBLIC RECORDS REQUESTS DOCUMENT MANAGEMENT SYSTEM GENERAL INFORMATION OFFICE OF RECORD COUNCIL OFFICE CITY MANAGER CITY MANAGER CITY MANAGER CITY MANAGER CITY CLERK COUNCIL OFFICE CITY MANAGER CITY MANAGER ALL DEPARTMENTS RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RECORDS MANAGEMENT RECORDS MANAGEMENT RECORDS MANAGEMENT RECORDS MANAGEMENT ALL DEPARTMENTS ALL DEPARTMENTS RECORDS MANAGEMENT RETENTION CU+2 CU+2 CU+5 PE V CU+2 PE V CU+2 PI i+£- CU+2 2 CU+2 SU+2 PE PE V CL+2 PE PE V CL+2 CU+2 CL+2 CU+5 PE CU+5 SU+5 SU+2 SU+4 PE AU+6 CU+2 CL+2 CU+2 LEGAL CITATION GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 cc vo'in GC 34090 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 29 CFR 1904.6, GC 34090 29 CFR 1904. 6. GC 34090 GC 34090, ADMIN. DEC. GC 34090 CCP 343 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=CurrentYear, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 1 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0140-10 0140-15 0150 0150-05 0150-15 0150-20 0150-25 0150-30 RECORD CATEGORY & DESCRIPTION POLICIES & PROCEDURES DMS TRAINING INFORMATION & MATERIALS OFFICE OF RECORD RECORDS MANAGEMENT RECORDS MANAGEMENT RETENTION SU+5 SU+2 LEGAL CITATION 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 - -,, :v,^rf' * •" 0200 0200-31 0200-32 0200-33 0210 0210-05 0210-10 0210-15 0230 0230-70 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 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 0315 0315-05 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 BEACH PRESERVATION COMMITTEE GENERAL INFORMATION ENGINEERING 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 Page 2 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0315-40 0315-45 0315-55 0315-60 0315-65 0317 0317-05 0317-40 0317-45 0317-55 031 7-60 0317-70 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 0335 RECORD CATEGORY & DESCRIPTION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES OFFICE OF RECORD ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING RETENTION CU+5 PE V PE V PE V SU+5 LEGAL CITATION GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS AGREEMENTS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 CU+5 PE PE PE PE 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 HOUSING & REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS. 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, 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 HOUSINGS REDEVELOPMENT HOUSING & 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 LIBRARY BOARD RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=CurrentYear, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 3 of 34 Revised 8/1/2006 y CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 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 0355 0355-05 0355-40 0355-45 0355-55 0355-60 0355-65 0360 RECORD CATEGORY & DESCRIPTION GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES OFFICE OF RECORD LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY RETENTION CU+2 CU+5 PE V PE V PE V SU+5 LEGAL CITATION 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 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 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 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 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 GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POLICIES & PROCEDURES OFFICE OF RECORD ARTS ARTS ARTS ARTS ARTS ARTS RETENTION CU+2 CU+5 PE V PE V PE V SU+5 LEGAL CITATION 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 fjjMiM ,:i ' >• i „• •'•'.:>> 7's/,- , •• j : > : ; [*f • •• -M S ^^^^f^^^^^^HHHH^^fjH^^Ji^KiHIIIi^ii^f^MffUffHHIl 0400 0400-05 0400-10 0400-15 0400-20 0400-30 0400-40 0400-45 0400-50 0400-60 0400-70 fMQO-77 FISCAL/FINANCIAL SERVICES GENERAL INFORMATION CHART OF ACCOUNTS ACCOUNTS PAYABLE CHECK REQUESTS PETTY C/^SH FIXED ASSETS ACCOUNTS PAYABLE CHECK/AP REGISTERS FORMS 1099 FUND TRANSFERS GENERAL LEDGERS (OLD HP REPORTS) JOURNAL VOUCHEPS'ENTPIES IFAS INSTRUCTIONS & MANUALS FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE- FINANCE FINANCE FINANCE CU+2 CU+2 AU+4 V AU+/I AU+4 V PSAU+5 AU+5 AU+4 PE V AU*4 CU+2 GC 34090 GC 34090 GC 34090 C^C 31090^* -1 •-* * U^fU GC 34090, 26 CFR 301 65-1(f) GC 26907 GC 34090, 29USC436 GP 310QOV *J 1 V*JU GC 34090, CCP 337 GC 3/IOQ0 C^P 337 GC 31090 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 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 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 PM 1 n ^o 0410-30 01 1 n ^s\J I I U O J 0/1 -m /in 0110 15 0110 50 nun 55« i < >_i w^ 0420 0420-05 0420-10 0420-15 0420-17 0420-20 9 0420-25 0420-30 0420-33 01°0 10 0/P(H6 0420-50 RECORD CATEGORY & DESCRIPTION IFAS BATCHES & BUDGET CHANGES (J/E, BUDGET, C/R, A/R) IFAS REPORTS (EXPENDITURE & REVENUE SUMMARIES) IFAS - G/L MODULE - SUMMARY DATABASE IFAS - G/L MODULE - DETAIL DATABASE IFAS - ACCOUNTS PAYABLE MODULE DATABASE IFAS - ACCOUNTS RECEIVABLE MODULE DATABASE ACCOUNTING REPORTS ANNUAL REPORTS (FINANCIAL) POLICIES & PROCEDURES REFUNDS AUDITS, FINANCIAL GENERAL INFORMATION AUDIT REPORTS, INTERNAL AUDIT REPORTS EVTERNAL AUDIT PROPOSALS ANNUAL AUDITS CITY ANNUAL AUDITS REDEVELOPMENT ANNUAL AUDITS WATER DISTRICT ANN1JAI AUDITS PURI IP IMPROVEMENT ANNUAL AUDITS INDUSTRIAL DEVELOPMENT BANKING GENERAL INFORMATION BANK SIGNATURE CARDS BANK DEPOSIT CORRESPONDENCE CUSTODIAL STATEMENTS BANK STATEMENTS CHECKS/WARRANTS CHECKS/CANCELED RETURNED CHECKS (NSF) UNCLAIMED CHECKS RECORDS DEPOSIT SLIPS DEBIT/CREDIT MEMOS WIPE TRANSFERS DAILY BALANCE WORKSHEETS OFFICE OF RECORD FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE 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 RETENTION CU+7 CU+7 20 10 AU+4 AU+4 AU+4 AU+7 CU+2 SU+2 AJJ4./1 CU+2 PE PE P-i- 5 PE PE PE PE PE CU+2 SU+2 4 AU+5 AU+5 AU-i-5 AU+5 AU+5 AU+5 4 s § AU+5 LEGAL CITATION 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 31090 GC 34090 GC 34090 GC 31090 GC 34090 KC 31090*-* '-t U I\JW GC 31090 GP 31090 r?n •j/inon fir 31090*^ « u IW\J GC 34090 GC 34090 GC 34090, CCP 337 GC 34090, 26 CFR 1.6001-1 GC 34090, 26 CFR 1.6001-1 GC 31090 CCP 337, GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 31090 CCP 337, GC 31090 CCP 337, GC 31090 CCP 337 GC 34090, 26 CFR 1.6001-1 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=CurrentYear, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 6 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER fM9O ^ 0420-60 0420-65 0430 0430-05 0430-10 0430-20 0430-30 0430-35 Q/l 3Q-37 Q/]3Q_/|Q 0430-45 0430-50 04 30-70 0430-S6 0430-90 0430-95 0/l3Q-96 0440 0440-05 0440-10 0440-15 ««. 0440-20 0440-30 0440-35 0440-40 0440-45 0440-47 0440-50 0440-55 RECORD CATEGORY & DESCRIPTION MONTHLY BANK RECONCILIATIONS REPORTS POLICIES & PROCEDURES REPORTS & STUDIES OFFICE OF RECORD FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER RETENTION AU+5 . SU+5 CU+2 LEGAL CITATION 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) ALL AGENCIES FINANCIAL REPORTS, BUDGET RELATED FINANCIAL MASTER PLAN REVENUE ESTIMATES REVENUE SHARING POLICIES & PROCEDURES PUBLIC IMPROVEMENT CORPORATION BUDGET ppnpwpi OPMFNT AGFNCY RUDGFT WATER DISTRICT BUDGET INDUSTRIAL DFVFI OPMFNT AUTHORITY PUBLIC FINANCING AUTHORITY BUDGET FINANCE VARIOUS DEPARTMENTS CITY CLERK CITY CLERK FINANCE FINANCE FINANCE FINANCE FINANCE CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 CU+2 PE V PE V CU+2 SU+2 ey±2- CU+2 SU+5 PE- PE- PI PI- PE GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 GC 31090 fiC "MOQO*rf V W I \J\J\J KC 3inpo GC 34090, ADMIN. DEC. GC 31090 'VDMINoic. GC 31090 ADMIN DEC GC 3-1090 ADMIN DEC GC 31090 'VDMIN DEC op ^/IOQO*~r V *J I \JiJ\J BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS GENERAL INFORMATION PAYING/FISCAL AGFNT CONTINUING DISCLOSURE REPORTS MORTGAGE REVENUE BONDS, SINGLE FAMILY AND MULTI-FAMILY (TRANSCRIPT BINDERS) MORTGAGE REVENUE BONDS MULTI FAMILY ASSESSMENT DISTRICTS (TRANSCRIPT BINDERS) GENERAL OBLIGATION BONDS (1911 & 1915 ACT - TRANSCRIPT BINDERS) 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 HOUSING & 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 PI CL+10 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; ADM IN. DEC. GC 34090, CCP 337.5, ADMIN. DEC. GC 3/l090 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 31090 ADMIN p|=Q GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=CurrentYear, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 7 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0450 0450-05 0450-10 0450-12 0450-13 r\A cr\ -i c 0450-20 CM sn *^*s 0450-26 0450-40 n/i c,n A ^U 1 DU 1 D r\A en en CM *so 'ss n/1 en C"7 0450-60 0455 0455-05 0455-10 0455-20 OA60 0460-05 0460-10 0460-15 0460-20 0460-25 ni fin "3DU I U>J _IU 0460-40 0460-50 0/tfin enV r vU *JW 0470 0470-03 0470-05 0170-10 RECORD CATEGORY & DESCRIPTION PAYROLL IFAS - PAYROLL MODULE PAYROLL RECORDS TIME CARDS ENGINEERING DEPARTMENT TIMECARD DATABASE PLANNING DEPARTMENT TIMECARD DATABASE DEDUCTION RECORDS PAYROLL DEDUCTION AND CONTRIBUTION REGISTERS LEAWE B/\L/\N°E SUMMARIES W-2 TAX REPORTS, STATE & FEDERAL TAY DCDODTC CCRCDAI UNIFORM ALLOWANCE RECORDS wpuipi p ALLOWANCE RECORDS BI-LINGUAL PAY RECORDS GARNISHMENTS/LIENS PENSION/RETIREMENT FUND GENERAL INFORMATION DEFERRED COMPENSATION REPORTS (DEDUCTION REGISTER) PERS REPORTS (BI-WEEKLY & ANNUAL ACTUARIALS) STATE CONTnOktERV-ANNUAL REPORTS GENERAL INFORMATION ANNUAL REPORTS - STATE CONTROLLER STATE MANDATED COSTS (SB90) STATE CONTROLLER OPEN MEETING CLMM ANNUAL AUDIT REPORTS ANNUAL REPORTS, MISCELLANEOUS (MGT LTR, DATA COLL. FORM, ETC.) SPECIAL DISTRICT REPORTS GANN LIMITATION COUNTY AUDITOR - ASSESSED VALUATION SPECIAL MISCELLANEOUS REPORTS PURCHASING CORRESPONDENCE, PURCHASING GENERAL INFORMATION FORMS 1099 OFFICE OF RECORD FINANCE FINANCE ENGINEERING PLANNING HUMAN RESOURCES FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE HUMAN RESOURCES FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCF FINANCE FINANCE FINANCE PURCHASING PURCHASING FINANCE RETENTION AU+6 AU+6 V AU+5 AU+10 TE+3 V PE AU+6 AU+6 PE V AU+1 AU+6 AU+1 AU+6 AU+6 AU+6 EX+6 5 CU+2 TE+5 V T6*4 AU+6 CU+2 Pfi 5 PE 5 PE PE PE PE 5 SU+5 CU+5 CU+2 CU+2/\u+/i LEGAL CITATION GC 34090, ADMIN. DEC. GC 34090, 29 CFR 516.2 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. G^ T/inon TQ PPPV V .vw, . V . . g-|Q 2 GC 34090, 37207 GC 31090 °9 CFP S4&2 GC 34090, 29 CFR 516.2 GC 34090, 29 USC 436 nr -5/inan oa i icr^ /IQR r^r- Q/inQA oa r^co 51g 2 KC '^'inQn °P PFP«~ w luu^, *_^ ^^, , ^ 51g 2 GC TlOPf) °Q CFPV V .vw, ^w V . V gig 2 GC 34090, 29 CFR 516.2 GC 34090 GC 34090, 26 CFR 16001-1,29 CFR 1627.3(2) GC 34090, 29 CFR 516.2 GC 34090 GC 34090 GC 34090 GC 34090 GC34090 GC 310QO GC 34090 GC 34090 GC 3-1090 GC 34090 GC 34090 G1^ 3/1090 °9 USC 136 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 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0470-15 0170 1fi 0470-20 0470-25 0470-33 CM 70 *\4U I / U O 1 f\A ~7f\ "%£.U 1 ' U oO 0470-45 0470-50 0470-60 0470-65 n/iyn yo^ • * ^ • ^ 0470-75 0-170 80 0470-81 0470-85 n/iyo QO 0-170 9^ 0470-99 0480 0480-05 Q/I8Q 1Q n/ion "\ c.\J \J\J *J r\/ion onV I V\S *-\S fMRO 14V I w m~ • n/jon of;\J IUVJ «_O 0480-26 0480-32 0480-35 0480-36 0480-38 0480-40 0480-45 0480-47 0480-48 Q/|gQ JjQ n/ion cc RECORD CATEGORY & DESCRIPTION CREDIT CARD PROGRAM, APPLICATIONS, CITY CPFDIT CARD APPROVAI S CITY PURCHASE REQUISITIONS PURCHASE ORDERS CERTIFICATES OF INSURANCE (REQUIRED) CERTIFICATES OF INSURANCE (MISCELLANEOUS OP NON-APPLICABLE) CT/~iDPCO 1 wr\tO B 1 DS/QUOTES/PROPOSALS (AWARDED & NOT AWARDED) BIDS CANCELEDr OR REJECTED (NOT AWARDED1) SURPLUS EQUIPMENT DISPOSAL WAREHOUSE INVENTORIES PURCHASING PROGRAMS PURCHASING MANUALS VENDOR BROCHURES VENDOR LISTS IFAS - PURCHASING MODULE CONSULTANT INFORMATION POLICIES & PROCEDURES REPORTS & STUDIES REVENUE AND TAXATION GENERAL INFORMATION ACCOUNTS RECEIVABLE (BATCHES) DAILY CASH RECEIPTS GCMFPAI PFCFIPTS (PARKING PLAN CHECK"! UTILITY BILLING REQUESTS UTII ITY Rll 1 IMG PFCFIPTS fWATFP TPASH1« . .•_• p . u . •_•_... v . .•_ wi — ii • •— • y • • • •• •— • *i • • « "->• iy UTILITY BILLING DATABASE AMBULANCE BILLING (REPORTS & PAYMENTS) BUSINESS LICENSES APPLICATIONS, RENEWALS & AUDITS) BUSINESS LICENSE DATABASE BINGO LICENSES & FINANCIAL STATEMENTS BANKRUPTCIES COLLECTION REPORTS GRANTS, MISC. GRANTS, CDBG PAPKINQ CITATION REVENUES IVIISC FINES/REVENUES OFFICE OF RECORD FINANCE FINANCE PURCHASING PURCHASING PURCHASING VARIOUS DEPARTMENTS PURCHASING VARIOUS PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING FINANCE PURCHASING PURCHASING PURCHASING PURCHASING FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE RETENTION Qy+2 EX+2 rii+o AU+4 AU+4 P6 EX+2 Cl l+°«_"_> cu+° AU*§ AU+4 CL+2 AU+4 AU+4 Cl l+0V -~s f— SU+2 Cl J + O SU+2 AU+4 Cl +° SU+5 CU+2 CU+2 AII+/I V Al J+/1 * XI~" ' /\y+/| Al \ + A1 1^^ ' A] I + /1i \*-t i AU+4 CU+2 EX+4 PE gX±3 EX+4 CL+2 AU+4 CL+5 CL+4 AU+-1 AU+-1 LEGAL CITATION GC 34090 GC 31090 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090 GC TinQO— V ^ WWW nr* -j/inon GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, 26 CFR 301 65-1 (F) GC "MOQO^^ v \J 1 WWW GC 34090 GC 310PO GC 34090 GC 34090, ADMIN. DEC. GC 310QO GC 31090 ADMIN oee. GC 34090 GC 30490 GC 30190 ADMIN^^ V *J*J l\J*JI • >k^l»lll«. eeev GC 31090 CCP 337•— *^ ^J IVW, V V • w • GC 31090 CCP 337 dC ^OQD PPP ?^71_l<<^^^IUUU, Wl ^^^^1 ^5P ^^inpn POP ??7^^•wv^iwv, -«^->^i v^vi GC 34090, ADMIN. DEC. GC 34090 GC 34090, CCP 337 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. 24 CFR 570.502(b) GC 30190 ADMIN pp_Q nP 301PO ADMIN— ^ ~~ ,^^, i IL^||;|M4. O6Gv RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX^Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 9 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0480-70 f\A QH 7c;U IOU / O n/|Qn "77 0480-80 0480-81 0480-82 0480-83 ("M RD RS 0480-87 0480-90 0485 0485-05 0485-10 0485-15 0485-20 0485-21 0485-22 0485-23 0485-25 0485-35 0485-40 0485-55 0485-60 0490 0490-05 0490-10 0490-20 C\AOC\ ^n 0/I9Q-/IO RECORD CATEGORY & DESCRIPTION FRANCHISES PPVFNUF M LOCATIONS APPORTIONMENT INCOME TAXES, MISC. PROPERTY TAX GAS TAX SALES TAX PROPOSITION °18 TRANSIENT OCCUPANCY TAX (TOT) & TBID REPORTS & STUDIES FEE PROGRAMS PROCESSING FEES USE FEES IMPACT FEES FINES (DEVELOPMENT) FEE STUDIES/COMPUTATIONS FEE SCHEDULES ppp WAIVFP REQUESTS COST ALLOCATION PLANS ENGINEERING FEES BUILDING FEES FLOOD CONTROL FEES PUBLIC WORKS - CAPITAL IMPROVEMENTS FEES PLANNING FEES INVESTMENTS GENERAL INFORMATION INVESTMENT RATES INVESTMENT PORTFOLIO (Cff¥) INVFSTMFNT PORTFOLIO (OMWD1 INWESTMENT PORTFOLIO (REDEVELOPMENT AfiFNCY^ OFFICE OF RECORD FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE ENGINEERING ENGINEERING ENGINEERING ENGINEERING FINANCE FINANCE FINANCE ENGINEERING BUILDING ENGINEERING PUBLIC WORKS PLANNING TREASURER TREASURER TREASURER JPpACI jppp TREASURER RETENTION 40 AU+4 2 AU+/I AU+4 AU+4 AU+4 AU+4 AU+'I AU+4 2 PE PE PE PE SU+2 PE SU+2 PE o SU+5 PE CL+2 CL+2 PE CL+2 P-g CU+2 PE V AU+10 PE V PF V LEGAL CITATION GC 34090, CCP 337 r;p ^/lOQO— « *J 1 U^HJ GC 30^90 ADMIN 06G, GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC '^O'lQO ADMIN*^ « **u luu, 1 Ik^KIIII. p|=Q GC 30490, ADMIN. DEC. GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 34090, GC 4003, GC 4004 GC 30490, ADMIN. DEC. GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337.5 GO 310QO GO S^fifl?~~* ^ "~" '"""1 *-"~* WWI , CCP 337 f?p TIOQO r?p "s^finy ppp -3-JT 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 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0490-50 0490-60 DA O(~\ f\r^ 0490-65 0490-70 0490-75 0490-80 0500 0500-01 0500-02 0500-03 0500-04 0500-05 0500-10 0500-12 0500-15 0500-18 n^nn on 0500-25 0500-28 0500-30 0500-32 0500-33 0500-34 RECORD CATEGORY & DESCRIPTION INVESTMENT COMMITTEE MINUTES INVESTMENT STATEMENTS LOCAL AGENCY INVESTMENT FUND INVESTMENT REPORTS, MONTH END COUNCIL REPORTS INVESTMENT INCOME REPORTS BROKER STATEMENTS REPORTS & STUDIES POLICIES & PROCEDURES F^ ''vitt'^^^liti^t'i^M^ry^' QKljfiSii^^PlhtPfJT JPi AMMTJUJRS 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 PHMniTIDMAI I I<5P PERMITS IC\ IP\ 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) OFFICE OF RECORD TREASURER TREASURER TPEASUPEP TREASURER TREASURER TREASURER TREASURER HTY CLEPK PLANNING ENGINEERING VARIOUS DEPARTMENTS ENGINEERING ENGINEERING ENGINEERING CITY CLERK ENGINEERING CITY CLERK CITY CLERK PLANNING CITY CLERK ENGINEERING PLANNING HTY CLEPK PLANNING CMniMCCDIMf^ VARIOUS DEPARTMENTS Ci>jVjH\CCraM>*^i' PLANNINGr HOUSING & REDEVELOPMENT VADinf IQ npPAPTMPMTC CiTY CLEPK PLANNING ENGINEERING VARIOUS DEPARTMENTS CITY rLEPK PLANNING ENGINEERING VARIOUS DEPARTMENTS ENGINEERING CiTY CLEPK PLANNING ENGINEERING VARIOUS DEPARTMENTS PLANNING RETENTION 2- pg— V CL+5 PE V PE V Pi-\/ AU+5 P£ CU+2 SU+5 2 PE V PE V PE V PE V PE V PE V PE V PE PE V PE V PE V PE V 10 PE V PE V LEGAL CITATION GC 34090 GC 34090, GC 53607, CCP337 GC 31090 Gn 536n7 CCP 337 GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337 GC 34090 GC 34090, GC 40801 GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, ADMIN DEC. GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, 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 11 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 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 0510 0510-05 0510-06 0510-07 0510-10 0510-15 0510-20 0510-21 0510-25 RECORD CATEGORY & DESCRIPTION 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 RECORD CITY CLERK PLANNING CITY CLERK ENGINEERING PLANNING CITY CLERK PLANNING ENGINEERING VARIOUS DEPARTMENTS CITY CLERK PLANNING CITY CLERK ENGINEERING ENGINEERING PLANNING ENGINEERING CITY CLERK PLANNING ENGINEERING VARIOUS DEPARTMENTS CITY CLERK PLANNING ENGINEERING VARIOUS DEPARTMENTS CITY CLERK PLANNING ENGINEERING VARIOUS DEPARTMENTS CITY CLERK PLANNING ENGINEERING VARIOUS DEPARTMENTS CITY CLERK PLANNING ENGINEERING VARIOUS DEPARTMENTS CITY CLERK PLANNING CITY CLERK PLANNING PLANNING VARIOUS DEPARTMENTS ENGINEERING PLANNING RETENTION 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, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. LAND USE/ZONING GENERAL INFORMATION PRELIMINARY REVIEW CONSISTENCY DETERMINATIONS ADMINISTRATIVE PERMITS - APPROVALS ARCHITECTURAL DESIGN GUIDELINES LANDSCAPE GUIDELINES & STANDARDS LANDSCAPE PLANS ZONE CHANGES (ZC) PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING CITY CLERK 2 CU+2 PE PE V PE PE PE PE V GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, 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 12 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 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 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 RECORD CATEGORY & DESCRIPTION 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 PERM ITS (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 SIGNS GENERAL INFORMATION SIGNS - PRELIMINARY REVIEW SIGN PERMITS (PS) SIGNS, TEMPORARY SIGNS, DIRECTIONAL SIGNS, CITY IDENTIFICATION REGULATIONS REPORTS & STUDIES 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 GENERAL PLAN GENERAL INFORMATION GENERAL PLAN AND ELEMENTS GENERAL PLAN CONSISTENCY OFFICE OF RECORD 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 PLANNING PLANNING PLANNING REDEVELOPMENT PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING CITY CLERK PLANNING RETENTION PE V PE V PE V PE V PE V PE PE PE PE PE V PE PE PE SU+2 2 CU+2 CU + 2 PE PE PE PE PE 2 CU+2 PE PE PE PE PE PE PE PE CU+2 PE V PE V LEGAL CITATION GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 r\~,. GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, H&S 19850 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, 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. 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 13 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0530-20 0530-30 0530-40 0540 0540-05 0540-10 0540-20 0540-30 0540-40 0540-50 0550 0550-05 0550-10 0550-15 0550-20 0550-22 0550-23 0550-30 0550-35 0550-50 0550-60 0560 0560-05 0560-10 0560-20 0560-30 0560-40 0560-50 0560-60 0560-70 0565 0565-05 0565-10 RECORD CATEGORY & DESCRIPTION GENERAL PLAN AMENDMENTS (GPA) REPORTS & STUDIES REGULATIONS OFFICE OF RECORD PLANNING CITY CLERK PLANNING PLANNING RETENTION PE V PE PE LEGAL CITATION GC 34090 GC 34090 GC 34090 PUNNING 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 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 24 CFR 570.502(b)(3), 85.42, OMBCIR. A - 110, #C 24 CFR 570.502(b)(3), 85.42, OMBCIR. A - 110, #C 24 CFR 570.502(b)(3), 85.42, OMBCIR. A - 110, #C GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 40801 GC 34090 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 HTY ENGINEERING VARIOUS DEPARTMENTS 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, GC4004, H&S 19850 GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 40801 GC 34090 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) GENERAL INFORMATION CDBG APPLICATIONS/PROPOSALS HOUSINGS REDEVELOPMENT HOUSINGS. REDEVELOPMENT CU+2 TE+5 GC 34090 GC 34090, 24 CFR 570.502, 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 14 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0565-20 0565-30 0565-40 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 CDBG/HOME PROGRAM SUBRECIPIENT FUNDING APPROVALS ANNUAL PERFORMANCE REPORTS OFFICE OF RECORD HOUSING & REDEVELOPMENT CITY CLERK HOUSINGS. REDEVELOPMENT CITY CLEPK HOUSINGS REDEVELOPMENT CITY CLERK RETENTION TE+5 TE+5 SU+10 LEGAL CITATION GC 34090, 24 CFR 570.502, 24 CFR 85.42 GC 34090, 24 CFR 570.502, 24 CFR 85.42 GC 34090, ADMIN. DEC. BUILDING GENERAL INFORMATION POLICIES & PROCEDURES BUILDING PERMIT FILES BUILDING PLANS ADOPTED CODES REPORTS & STUDIES CERTIFICATES OF OCCUPANCY 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, GC4004, H&S 19850 GC 34090, GC 4003, GC4004, 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 oewj.^Rii^-HiiytTiy^ifWA'wmwMffi^.-.;- . <•.— .••• - • - 0600 0600-05 ANIMAL CONTROL GENERAL INFORMATION PUBLIC WORKS CU+2 | GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 15 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0600-10 0600-25 0600-26 0600-45 0610 0610-05 0610-10 0610-11 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 0620-55 0620-60 0620-65 0620-70 0630 0630-05 0630-10 0630-15 0630-20 0630-25 0630-30 0630-40 RECORD CATEGORY & DESCRIPTION CONTRACT SERVICES COMPLAINTS/INVESTIGATIONS (RFA's) REQUEST FOR ACTION (RFA) DATABASE REPORTS & STUDIES EMERGENCY SERVICES GENERAL INFORMATION 911 COMMUNICATIONS (AUDIO TAPES) 911 COMMUNICATIONS (REPORTS) 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 ENVIRONMENTAL PROTECTION GENERAL INFORMATION AIR QUALITY HAZARDOUS MATERIALS PROGRAMS HAZARDOUS MATERIALS DISPOSAL COASTAL PROTECTION - BEACH EROSION WETLANDS - FLOODPLAINS OPEN SPACE TRAILS SYSTEM HABITAT MANAGEMENT PLAN (HMP) - WILDLIFE CONSERVATION REGULATIONS FIRE PROTECTION/ PREVENTION GENERAL INFORMATION APPARATUS & EQUIPMENT INVENTORIES APPARATUS & EQUIPMENT SPECIFICATIONS APPARATUS & EQUIPMENT TESTS HOSE MAINTENANCE LOGS SAFETY CLOTHING & EQUIPMENT FIRE INCIDENT REPORTS OFFICE OF RECORD CITY CLERK VARIOUS DEPARTMENTS CITY MANAGER PUBLIC WORKS FIRE POLICE POLICE POLICE POLICE FIRE FIRE FIRE FIRE FIRE CITY CLERK FIRE FIRE FIRE FIRE PLANNING PLANNING FIRE FIRE PLANNING PUBLIC WORKS ENGINEERING PLANNING PLANNING PLANNING VARIOUS DEPARTMENTS FIRE FIRE FIRE FIRE FIRE FIRE FIRE RETENTION TE+5 CL+2 CL+5 CU+2 CU+2 CU*§ 100 DAYS CU+2 CU+5 PE SU+2 V CU+5 V CU+2 V CU+2 SU+2 CU+2 V CU+2 CU+2 7 CU+2 CU+7 SU+2 CU+10 PE PE PE PE PE PE CU+3 CU+2 CU+2 CU+2 CU+2 CU+2 CL+3 LEGAL CITATION CCP 337.2, CCP 343, GC 53066, BP 7042.5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090.6 GC 34090 GC 31090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 HIPPA45CFR 164.5300) GC 34090 CCP 338(k), GC 34090 GC 34090 CAL OSHA 40, CFR 122.21 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, CCP 338, CCP 340.5 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 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 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 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 Ofi70 Dfi\J\J 1 \J w Dfi7D 07UU / U U 1 nfi7D 08 nfi7n no 0670-10 RECORD CATEGORY & DESCRIPTION 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 (NOTE: SPECIAL INSTRUCTIONS-SEE FIRE ncerr \ FIRE SUPPRESSION/EXTINGUISHERS FIRE HYDRANTS SMOKE DETECTORS (NON-SINGLE FAMILY) VEHICLES WEED ABATEMENT REPORTS & STUDIES 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 HEALTH SERVICES FOOD ESTABLISHMENTS/HANDLERS PARAMEDIC SERVICES AMBULANCE SERVICES PEST CONTROL POLICE SERVICES GENERAL INFORMATION BAIL SCHEDULES VEHICLE REPORTS TRAFFIC COLLISION PEPOPTS (NON INJURY) TRAFFIC COLLISION PEPOPTS (FATALITIES) INTERNAL INVESTIGATIONS (COMPLAINTS, REPORTS, FINDINGS) OFFICE OF RECORD FIRE FIRE FIRE CITY CLERK FIRE PREVENTION FIRE PREVENTION FIRE PREVENTION FIRE PREVENTION FIRE FIRE FIRE FIRE FIRE FIRE ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING FINANCE PLANNING FINANCE FIRE FINANCE FIRE PUBLIC WORKS POLICE n \— 'L-l v-< ^ POI ICFi V_rL- IV- 'C. POI ICE POLICE POLICE RETENTION PE CU+6 PE CL+3 CL+3 PE PE (UNLESS SU) PE PE PE CU+2 CU+3 CU+3 CU+2 SU+2 PE PE CU+2 PE PE CU+2 SU+5 SU+2 CL+2 TE+2 CU+5 CU+5 CU+2 CU+2 CI I + OO l_* 1- Cl +10*-"— u CL+5 pp CU+5 2 LEGAL CITATION 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. GC 34090 r~\^^. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 40801 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 r-\^,« (^p "lOq/lfi'-' '-' ' *-^J ' w GC 34QQQ np 'MflQn PP RT5 5v v ~ ,w**, 1 l^ \J*J~.*J, EVC IQ'IS PC832 5 EVC 1 045 GC1 2946, GC 34090, PC801(G), VC 2547 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 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0670-1 1 0670-12 0670-13 0670-15 0670-18 0670-20 0670-21 0670-25 0670-30 0670-35 0670-40 0670-50 0670-55 0670-60 OfiyO-fi'} 0670-65 0670-70 0670-75 0670-80 0670-85 0680 0680-05 0680-10 0680-20 PeSO-IO 0690 0690-05 0690-10 0690-20 0690-40 0700 0700-05 0700-10 0700-15 0700-20 0700-25 0700-26 0700-27 RECORD CATEGORY & DESCRIPTION ARPpCT I r\C;<Z S, pppOPTS• " *' " — v ' •——f*^*^ *•" ' *• — < ^^1 ^ ' *-< PATROL LOGS DAILY ACTIVITY REPORTS LOGS CITIZEN COMPLAINTS & INVESTIGATIONS POI IPT "^HFDI II FS/I OHSw V V 1 11 —TV n u xj U.I —it L_W%Jl_l EVIDENCE PROPERTY FILES POLICE REPORTS (NOT HELD PE) POLICE REPORTS (HELD PE) ASSET FORFEITURE GRANT APPLICATIONS (FEDERAL & STATE) DETENTION FACILITIES (REGIONAL) ALARM RECORDS SECURITY SERVICES MUG SHOTS SPECIAL SERVICES FIELD INTERVIEWS TOWING SERVICES PARKING FNFOPPFMFMTTIT'VnONS PAWN SHOP RECORDS MASSAGE LICENSES/APPEALS SPECIAL EVENTS PERMITS REPORTS & STUDIES DEPARTMENT DIRECTIVES OFFICE OF RECORD POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE FIRE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE RETENTION GU44G CU+10 CU+32 CU+5 CU+2 CU+10 PE CL+10 § CL+10 CU+2 3 2 2 CU+2 CU+2 CU+2 TE+2 CL+2 CU+2 SU+3 LEGAL CITATION nc '^'IOQO*_- v *j i w\^^ GC 31090 GC 34090 GC s^ogo EC10"5 PC832.5, PC832.7 op 7/ioQo^_l ^- *J HJ*J\J 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 PUBLIC WELFARE GENERAL INFORMATION CHILD PROTECTIVE SERVICES AMERICANS WITH DISABILITIES (ADA) TRAUM'V INTEPWENTION PROGRAM (TIP) HOUSINGS REDEVELOPMENT POLICE PUBLIC WORKS FACILITIES POLICE CU+2 40 CL+5 CU+2 GC 34090 GC 31090 GC 34090 np ^/inoo SENIOR SERVICES GENERAL INFORMATION SENIOR PROGRAMS SENIOR NUTRITION PROGRAMS/AIS GRANTS (AGING & INDEPENDENT SERVICES) REPORTS & STUDIES SENIOR CENTER SENIOR CENTER SENIOR CENTER SENIOR CENTER CU+2 CU+2 CU+5 CU+2 GC 34090 GC 34090 GC 34090 GC 34090 ff 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. VARIOUS DEPARTMENTS CITY CLERK ECONOMIC DEVELOPMENT CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 PE V PE V PE V PE V PE V PE V GC 34090 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. 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 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 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 0700-86 0700-87 0700-88 0700-90 0700-95 0710 0710-10 0710-20 0710-30 0710-40 0710-50 0720 0720-10 RECORD CATEGORY & DESCRIPTION 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 PETITION & WAIVER REIMBURSEMENT AGREEMENTS - RELEASE 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 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 RETENTION 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 PE V PE V PE V PE V PE V LEGAL CITATION 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 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 CITY CLERK PE | 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 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 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 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 RECORD CATEGORY & DESCRIPTION ELECTIONS DATABASE ELECTION INFO (FROM REGISTRAR OF VOTERS) PROPOSITION 218 ELECTIONS OFFICE OF RECORD CITY CLERK CITY CLERK CITY CLERK RETENTION PE CU+2 PE LEGAL CITATION GC 34090, ADMIN. DEC. GC 34090, EC 17501, EC 17301 CA CONSTITUTION ART. XIII INITIATIVE/RECALL/REFERENDUM GENERAL INFORMATION 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 1 7200, GC 6253.5 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) CANDIDATES STATEMENTS OF INTENTION STATEMENTS OF ORGANIZATION (FILED) STATEMENTS OF TERMINATION (FILED) CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 CU+2 SU+2 E+7 SU+2 PE E+7 E+5 PE PE 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 GC 81009(e) GC 34090 GC81009(b) GC81009(b) GC81009(b) GC81009(b) GC81009(b) GC 34090 GC 34090 GC 34090 GC81009(a) GC 34090 GC81009(b) GC81009(c) GC81009(c) GC81009(e) GC 81009e) 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 CITY ATTORNEY CITY CLERK CITY CLERK CITY ATTORNEY CITY CLERK CITY CLERK HUMAN RESOURCES CITY ATTORNEY CU+2 CU+10 CU+4 TE + 6 TE + 6 PE GC 34090 GC 34090 CCP 343, CCP 349.4 GC 34090, 29 USC 1113 GC 34090, 29 USC 1113 GC 34090, GC 6254, ADMIN. DEC. 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 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0740-60 0740-70 0740-71 0740-75 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 0755 0755-05 0755-10 RECORD CATEGORY & DESCRIPTION LEGAL PROCEDURES CARLSBAD MUNICIPAL CODE (CMC) MUNICIPAL CODE AMENDMENTS (MCA's) ETHICS TRAINING CERTIFICATES OFFICE OF RECORD CITY ATTORNEY CITY CLERK CITY CLERK CITY CLERK RETENTION SU+2 PE V CU + 2 CU+5 LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 53235.2(b) 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 DEPARTMENTS 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, GC36814, 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 3681 4, GC 40801 GC 34090, GC 40801 GC 34090, GC 40806 GC 34090 LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION GENERAL INFORMATION MEETING AGENDAS & NOTICES CITY CLERK CITY CLERK CU+2 CU+5 GC 34090 GC 34090, ADMIN. DEC. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=CurrentYear, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 21 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 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 0770 0770-10 0770-20 0770-30 0770-35 0770-45 RECORD CATEGORY & DESCRIPTION MEETING MINUTES RESOLUTIONS ORDINANCES AGENDA BILLS OFFICE OF RECORD CITY CLERK CITY CLERK CITY CLERK CITY CLERK RETENTION PE V PE V PE V PE V LEGAL CITATION GC 34090, GC36814, 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, GC36814, 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 3681 4, 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, GC36814, GC 40801 GC 34090, GC 40801 GC 34090, GC 40806 GC 34090 REAL PROPERTY APPRAISALS/NEGOTIATIONS ACQUISITIONS/MERGERS EMINENT DOMAIN CONDEMNATIONS OFFERS OF DEDICATION CITY CLERK CITY CLERK ECONOMIC DEVELOPMENT CITY ATTORNEY CITY ATTORNEY CITY CLERK CITY CLERK CL+2 PE V PE V PE V PE V GC 34090, GC 6254(b) GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 22 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 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 LIENS/RELEASES (MISC.) PROPERTY INVENTORY (CITY OWNED) SPECIAL DOCUMENTS (REAL PROPERTY) CMWD HOUSING & REDEVELOPMENT COMMISSION OFFICE OF RECORD CITY CLERK ECONOMIC DEVELOPMENT FINANCE ECONOMIC DEVELOPMENT FINANCE FINANCE FINANCE RETENTION PE V AU+4 V PE PE PE LEGAL CITATION 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 0800-03 0800-05 0800-35 0800-45 0800-50 0800-60 0800-65 0810 0810-05 0810-07 0810-10 0810-15 0810-17 0810-20 0810-23 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 DEPARTMENTS 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. EMPLOYEE RECORDS GENERAL INFORMATION IFAS - HUMAN RESOURCES MODULE DATABASE FINGERPRINTING PRE-EMPLOYMENT PHYSICALS DMV PRINTOUTS, EMPLOYEES -9 FORMS - IMMIGRATION REQUESTS FOR LEAVE - MEDICAL HUMAN RESOURCES FINANCE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CU+3 TE+10 TE+5 TE+5 SU+2 TE+3 CL+3 GC 34090 GC 34090 PAY ACT, TITLE VII, CCU A GC 34090, EQUAL PAY ACT, TITLE VI I, FEHA, ADA GC 34090, VC 1808.1 IMMIGRATION REFORM CONTROL ACT (IRCA), ADMIN DEC. GC 34090, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 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 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 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 0830-23 0830-40 0830-60 0830-65 0830-75 0830-77 0830-80 0830-90 0840 0840-05 RECORD CATEGORY & DESCRIPTION PART-TIME EMPLOYEES (HOURLY) 3/4 TIME & FULL-TIME EMPLOYEES WORKERS COMPENSATION CLAIMS FILES WORKERS COMPENSATION AUTHORIZATIONS (TO USE PERSONAL PHYSICIAN) IOD (INJURY ON DUTY) RECORDS DEPARTMENT OF TRANSPORTATION (DOT) REPORTS OFFICE OF RECORD HUMAN RESOURCES POLICE HUMAN RESOURCES POLICE HUMAN RESOURCES TRI-STAR HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES RETENTION TE+5 V TE+-10 V CU+5 SU+5 CU+5 PE LEGAL CITATION GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090, EQUAL PAY ACT, TITLE VI I, FEHA, ADA, FLSA, PC 832.5, ADMIN DEC 8CCR10102 LC 4600, 5404, and 5410 8CCR14307 49 CFR SECTION 40.333 CLASSIFICATIONS/QUALIFICATIONS GENERAL INFORMATION CLASSIFICATION SURVEYS CLASSIFICATION APPEALS & AUDITS RECLASSIFICATIONS POLICIES & PROCEDURES REPORTS & STUDIES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CU+5 SU+5 CL+5 V CL+5 SU+5 SU+5 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VI I, FEHA, ADA, FLSA GC 34090, EQUAL PAY ACT, TITLE VI I, FEHA, ADA, FLSA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090 GC 34090, EQUAL PAY ACT, TITLE VI I, FEHA, ADA, FLSA SALARIES, WAGES AND BENEFITS GENERAL INFORMATION DEFERRED COMPENSATION LEAVE CONVERSIONS HEALTH CARE BENEFITS FLEX SPENDING ACCOUNTS RETIREMENT PLAN (PERS) UNEMPLOYMENT INSURANCE DISABILITY INSURANCE COBRA PROGRAM, GENERAL COBRA -PAYMENTS SALARIES (CLASSIFICATION & COMPENSATION) REPORTS & STUDIES HUMAN RESOURCES HUMAN RESOURCES FINANCE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES FINANCE HUMAN RESOURCES FINANCE HUMAN RESOURCES FINANCE HUMAN RESOURCES FINANCE HUMAN RESOURCES HUMAN RESOURCES CU+6 PE V CU+6 CU+6 CU+6 PE CL+4 CL+4 CU+6 CL+6 PE CU+6 GC 34090 GC 34090 GC 34090, FMLA, CFRA, LC1174 GC 34090, FMLA, CFRA GC 34090, FMLA, CFRA, LC 11 74 GC 34090 GC 34090, UIC1085, 22 CCR 1085-2 GC 34090 GC 34090 GC 34090 oo Jt-uau, CUUML PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA, LC 1174, UIC 1085, ADMIN, npp GC 34090 EMPLOYEE/LABOR RELATIONS GENERAL INFORMATION HUMAN RESOURCES CU+3 |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 24 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0840-10 0840-15 0840-30 0840-50 0840-55 0850 0850-05 0850-07 0850-10 0850-15 0850-25 0850-30 0850-31 0850-35 0850-40 0850-45 0850-65 0850-70 0850-80 0860 0860-05 0860-20 0860-25 0860-45 0860-60 0860-65 RECORD CATEGORY & DESCRIPTION NEGOTIATION RECORDS 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 BACKGROUND INVESTIGATIONS (APPLICANTS SELECTED) BACKGROUND INVESTIGATIONS (APPLICANTS NOT SELECTED) WRITTEN EXAMINATION RECORDS ORAL EXAMINATION RECORDS PHYSICAL EXAMINATION RECORDS ELIGIBILITY LISTS COMPLAINTS - INVESTIGATIONS (HIRING/SELECTION) ASSESSMENT CENTERS, GENERAL TRAINING & EMPLOYMENT PROGRAMS GENERAL INFORMATION EMPLOYEE DEVELOPMENT/TRAINING EMPLOYEE DEVELOPMENT/TRAINING (SAFETY) EDUCATIONAL TUITION REIMBURSEMENT PROGRAM POLICE OFFICERS STANDARDS & TRAINING \ ^~**J } CANINE RECORDS (NOTE: DOG RETIREMENT OR CANINE OFFICER RESIGNS) OFFICE OF RECORD HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CITY CLERK HUMAN RESOURCES POLICE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES POLICE POLICE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES VARIOUS DEPARTMENTS HUMAN RESOURCES VARIOUS POLICE HUMAN RESOURCES POLICE POLICE RETENTION CU4PE V CL+3 PE V TE+5 TE+5 CU+3 PE SU+3 CL+3 CL+3 TE+5 3 CL+3 CL+3 CL+3 CL+3 CL+5 CL+3 CU+3 TE+5 TE+5 CL+3 :PE±§ 5 LEGAL CITATION GC 34090, EQUAL PAY ACT, TITLE VI I, FEHA, ADA, FLSA, FMLA, CRFA GC 34090, EQUAL PAY ACT, TITLE VI I, FEHA, ADA, FLSA, FMLA, CRFA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090 GC 34090 GC 34090, Title VI I, 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 1 2946, CCP 355.1 GC 34090 GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA FEHA, ADA, Df-QQO C/'h.'V GC 34090, TITLE VII, FEHA, ADA GC 34090 GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VI I, FEHA, ADA, PC 832.5 GC 34090, TITLE VII, FEHA, ADA r^r -3/inan TITI c wn FFHA /\n/\ PC RT3 5• • — • i. ., r **—• i, • V w*_.w GC 12946, GC 34909, CCP 355.1 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 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0860-70 0860-80 RECORD CATEGORY & DESCRIPTION TRAINING & TRAVEL REQUESTS VOLUNTEER PROGRAMS OFFICE OF RECORD FINANCE CITY MANAGER LIBRARY RETENTION CL+5 CL+3 LEGAL CITATION GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA 09oo^seai^*wi^ai^iii«s»iD,®RiHiw^ . .-• ••-."•. •• -. • • . - . . • 0900 0900-05 0900-10 0900-15 0900-20 0900-30 0900-40 0900-43 0900-50 0900-60 0900-65 0900-70 0900-75 0900-76 0910 0910-05 0910-10 0910-20 0910-30 0910-35 0910-40 0910-43 0910-45 0910-50 0910-53 0910-60 0910-70 0910-75 0910-81 0910-82 0910-83 GENERAL ADMINISTRATION GENERAL INFORMATION CUSTODIAL SERVICES PUBLIC FACILITIES MAINTENANCE PUBLIC GROUNDS MAINTENANCE GRAFFITI - VANDALISM OF PUBLIC BUILDINGS FACILITIES USE APPLICATIONS FACILITIES USE PERMITS/INSURANCE BINDERS REGULATIONS POLICIES & PROCEDURES REPORTS & STUDIES WORK ORDERS FACILITIES WORK ORDER DATABASE (MAINTSTAR) HANSEN WORK ORDER DATABASE PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RECREATION RECREATION PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+2 CU+2 CU+2 CU+2 CU+2 CL+2 PE SU+5 CU+2 CU+2 20 CL+10 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC34090 GC 34090, GC40806 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. MUNICIPAL FACILITIES GENERAL INFORMATION (MAINTENANCE & OPERATIONS) CITY HALL - CIVIC CENTER FARADAY BUILDING MAINTENANCE YARD (405 OAK) SENIOR CENTER KRUGER HOUSE HERITAGE HALL SCOUT HOUSE SAFETY CENTER FLEET MAINTENANCE YARD HOUSING & REDEVELOPMENT OFFICE MUNICIPAL WATER DISTRICT OFFICE SWIM COMPLEX FIRE STATION #1 FIRE STATION #2 FIRE STATION #3 PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS CU+2 PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE GC 34090 2.083110; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2.083110; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2.083110; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2.083110; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2.0831 10; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2.083110; GC 34090, GC4004, 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 26 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0910-84 0910-85 0910-86 0910-91 0910-92 0910-93 0910-94 0910-95 0910-96 0930 0930-05 0930-06 0930-85 0930-90 0930-95 0930-99 0940 0940-10 0940-20 0940-30 0940-40 0940-50 0940-70 RECORD CATEGORY & DESCRIPTION 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 - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS RETENTION PE PE PE PE PE PE PE PE PE LEGAL CITATION 2. 0831 10; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2.083110; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 2. 08311 0;GC 34090, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, H&S 19850 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, GC4004, H&S 19850 2. 0831 10; GC 34090, GC4004, 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 1 000-25 1 000-30 1000-35 1000-37 1 000-40 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, GC4004, H&S 19850 GC 34090 r\^^ 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 34 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 1 000-76 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 1025 1 025-05 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 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 GEOGRAPHIC INFORMATION SYSTEMS (CIS) BASE MAPS HIGHWAYS & THOROUGHFARES GENERAL INFORMATION STATE ROUTE 78 INTERSTATE 5 TRUCK ROUTES & ACCESS REPORTS & STUDIES BRIDGES GENERAL INFORMATION PROJECT FILES BRIDGE INSPECTIONS BRIDGE SPECIFICATIONS OVERPASSES REPORTS & STUDIES FLEET MAINTENANCE GENERAL INFORMATION MAINTENANCE RECORDS/ REPAIR ORDERS VEHICLE SPECIFICATIONS VEHICLE FILES FUEL MONITORING FLEET WORK ORDER DATABASE (MAINTSTAR) POLICIES & PROCEDURES REPORTS & STUDIES STREETS - ADMINISTRATION GENERAL INFORMATION CAPITAL PROJECTS STREET ALIGNMENTS/WIDENING STREET NAMES STREET NAME CHANGES (SNC) POLICIES & PROCEDURES STANDARDS REPORTS & STUDIES STREETS - MAINTENANCE GENERAL INFORMATION COMPLAINTS 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 CIS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PW - FLEET PW - FLEET PW - FLEET PW - FLEET PW - FLEET PW - FLEET PW - FLEET PW - FLEET PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RETENTION PE PE PE SU+2 SU+2 PE 20 CL + 2 CL+2 CL+2 PE PE CU+2 PE PE SU+2 5 CU+2 PE PE PE PE PE CU+2 CL+2 SU+2 TE+2 CU+2 20 CU+2 CU+5 CU+2 PE PE PE PE CU+10 SU+10 CU+10 CU+2 CL+2 LEGAL CITATION 40 CFR 122.28 GC 34090 GC 34090 GC 34090 GC34090 GC 34090 GC34090 GC 34090 GC 34090 ri«« GC 34090, H&S 19850, GC 34090.7 r\i — Dr" n»~~ GC 34090, GC 4003, GC 4004 r-\mm GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004 [•"*„„ GC 34090 GC 34090 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 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 28 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 1035-10 1035-13 1035-14 1035-15 1035-17 1035-20 1035-23 1035-25 1035-30 1035-33 1035-35 1035-37 1035-39 1035-40 1035-45 1035-50 1035-60 1035-65 1040 1040-05 1040-07 1 040-20 1040-25 1040-27 1 040-30 1040-35 1 040-40 1040-45 1040-50 1040-55 1040-58 1040-60 1040-65 RECORD CATEGORY & DESCRIPTION MAINTENANCE/IMPROVEMENTS PAVEMENT - OVERLAY PAVEMENT MANAGEMENT DATABASE DAILY WORK ORDERS & LOGS DAMAGE & INCIDENT REPORTS BIKE LANES CROSSWALKS HANDICAPPED RAMPS SIDEWALKS CURBS & GUTTERS STREET LIGHTS LIGHTING & LANDSCAPING DISTRICTS MEDIANS & ISLANDS LANDSCAPING TREE PLANTING, TRIMMING, OR REMOVAL POLICIES & PROCEDURES STREET CLOSURES REPORTS & STUDIES 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 PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RETENTION CL+2 CL+2 PE CU+5 CL+5 PE PE PE PE PE PE TE+2 PE CU+2 CU+5 SU+5 PE CU+5 LEGAL CITATION GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 TRAFFIC ENGINEERING GENERAL INFORMATION REQU ESTS/COM PLAI NTS 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 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 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 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 29 of 34 Revised 8/1/2006 / CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 1040-70 1040-80 1050 1050-05 1050-10 1050-20 1050-30 1050-40 1050-45 1 050-50 1050-55 1050-60 1 050-70 1050-75 1050-80 1055 1055-05 1055-10 1055-15 1055-20 1055-25 1055-28 1 055-30 1 055-35 1 055-40 1 055-50 1055-55 1055-60 1055-61 1055-62 1055-63 1055-65 1055-70 1055-75 1055-80 1055-85 1055-90 1060 1060-05 1060-10 1060-30 1060-35 1060-40 1065 1065-10 1065-20 1065-25 RECORD CATEGORY & DESCRIPTION REPORTS & STUDIES SURVEYS (TRAFFIC) OFFICE OF RECORD PW - TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING RETENTION CU+5 SU+5 LEGAL CITATION GC 34090 GC 34090 PARKING GENERAL INFORMATION REQUESTS/COMPLAINTS NO PARKING ZONES - ON STREET NO PARKING ZONES - OFF STREET PARKING FACILITIES, CITY PARKING PERMITS TEMPORARY CONTROLS PARKING LOTS PARKING REGULATIONS STATISTICS PARKING DISTRICTS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS ENGINEERING PUBLIC WORKS ENGINEERING CITY CLERK ENGINEERING CITY CLERK PUBLIC WORKS PUBLIC WORKS ENGINEERING CU+5 CL+5 SU+5 SU+5 5 CL+5 EX+5 CU+5 PE 5 TE+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 TRANSPORTATION GENERAL INFORMATION VILLAGE TRANSIT STATION POINSETTIA TRANSIT STATION AIR TRANSPORTATION BUS TRANSPORTATION LIGHT RAIL (COASTER) RAILROADS TAXI OPERATIONS SHUTTLE SERVICES TRANSPORTATION PLANNING PEAK HOUR TRAFFIC MANAGEMENT TRANSPORTATION DEVELOPMENT ACT (TDA) FEDERAL AID URBAN (FAU) STATE & LOCAL TRANSPORTATION PARTNERSHIP PROGRAM (SLTPP) TRANSPORTATION IMPROVEMENT PROGRAM (TIP) INTERMODAL SURFACE TRANSPORTATION EFFICIENCY ACT (ISTEA) TRANSPORTATION PROGRAMS TRANSPORTATION SURVEYS REPORTS & STUDIES REGULATIONS REGIONAL TRANSPORTATION PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS 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 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 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 2.083110, GC 34090, GC4004, H&S 19850 GC 34090 GC 34090 GC 34090 SPECIAL IMPROVEMENT DISTRICTS GENERAL INFORMATION MAINTENANCE DISTRICT FORMATION MAINTENANCE DISTRICT ANNEXATIONS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 PE 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 30 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 1 065-40 1070 1070-10 1070-30 1070-40 1070-50 1070-60 1070-70 1 070-80 1070-90 RECORD CATEGORY & DESCRIPTION UNDERGROUND UTILITY ASSESSMENT DISTRICTS (UUAD) OFFICE OF RECORD PUBLIC WORKS CITY CLERK RETENTION PE LEGAL CITATION GC 34090 SOLID WASTE MANAGEMENT GENERAL INFORMATION REFUSE COLLECTION FINANCIAL STUDIES & REPORTS (TRASH) HOUSEHOLD HAZARDOUS WASTE RECYCLING PROGRAMS MASTER PLANS REGULATIONS TRANSFER STATION PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+5 CU+10 SU+2 SU+5 SU+2 SU+2 PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 1100 SERIES -CULTURAL ARTS, LIBRARY & RECREATION ..-:.. -..,'• • - .; •- 1100 1 1 00-05 1100-15 1100-20 1 1 00-30 1100-40 1100-50 1 1 00-60 1120 1120-05 1120-10 1120-18 1120-20 1120-23 1120-25 1120-53 1120-56 1120-80 1130 1 1 30-05 1130-07 1130-15 1130-20 1130-30 1 1 30-40 1130-50 1130-53 1130-55 1130-60 1130-61 1130-65 1 1 30-80 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 LAGOON PERMITS BOAT PERMIT DATABASE LAGOON PATROL REPORTS & STUDIES RECREATION RECREATION RECREATION RECREATION RECREATION RECREATION RECREATION SENIOR CENTER RECREATION RECREATION RECREATION PQUGE- RECREATION CU+2 CL+2 CL+2 CL+2 CL+2 CL+2 CL+2 CL + 2 CL+2 CL+2 CU+2 Gt*2 CU+2 GC 34090 GC 34090 GC 34090 . GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 uo*sa^ffiftiMqMML.".*:i?- ..-..-.. '-•;--. •'''"•' . 1200 1200-10 1200-15 1200-20 1200-23 WATER SERVICES/BILLING GENERAL INFORMATION CORRESPONDENCE - CUSTOMER CONCERNS RATES - FEES METER READ REPORTS PUBLIC WORKS FINANCE PUBLIC WORKS FINANCE PUBLIC WORKS PUBLIC WORKS CU+2 CL+2 PE CU+2 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 31 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 1200-25 1200-35 1200-40 1200-43 1200-45 1200-50 1210 1210-10 1210-20 1210-25 1210-30 1210-35 1210-40 1210-45 1210-47 1210-50 1210-60 1210-65 1210-70 1210-75 1210-80 1210-85 1230 1230-05 1230-10 1230-15 1230-20 1230-25 1230-30 1230-40 1230-45 RECORD CATEGORY & DESCRIPTION WATER SYSTEM MAINTENANCE CONNECTIONS POLICIES & PROCEDURES SUSSEX WORK ORDER DATABASE - WATER REGULATIONS REPORTS & STUDIES OFFICE OF RECORD PUBLIC WORKS FINANCE PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RETENTION CU+5 V PE 15 CL+10 SU+15 CU+5 LEGAL CITATION GC 34090 GC 34090 GC 34090 r^i^r* GC 34090 GC 34090 WATER RESOURCES GENERAL INFORMATION CONSERVATION WATER SOURCES (SUPPLY) WATER QUALITY TEST REPORTS (WATER) MASTER PLAN DAMS WATER LINES CAPITAL PROJECTS CONSTRUCTION (WATER) WATER RIGHTS WELLS WATER USAGE AGRICULTURAL WATER USE REPORTS & STUDIES REGULATIONS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+10 CU+15 CU+15 CU+12 PE PE PE PE V PE V PE V PE PE CU+5 SU+15 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 40CFR141.33, H&S 19850, GC4003, GC 4004 40CFR141.33, H&S 19850, GC4003, GC 4004 40CFR141.33, H&S 19850, GC 4003, GC 4004 40CFR141.33, H&S 19850, GC4003, GC 4004 40CFR141.33, H&S 19850, GC4003, GC 4004 40CFR141.33, H&S 19850, GC4003,GC 4004 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 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 40CFR141.33, H&S 19850, GC4003, GC 4004 40CFR141.33, H&S 19850, GC4003, GC 4004 GC 34090 GC 34090 GC 34090 GC 34090 40CFR141.33, H&S 19850, GC4003, GC 4004 40CFR141.33, 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 32 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 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 1240-40 1240-50 1250 1250-05 1250-10 1250-30 1250-40 1250-50 1260 1260-05 1260-10 1260-30 RECORD CATEGORY & DESCRIPTION OUTFALL SEWER SYSTEMS MAINTENANCE SEWER PERMITS TEST REPORTS SPECIAL STUDIES/REPORTS WASTEWATER SERVICE/INSTALLATION WATER RECLAMATION (RECLAIMED WATER) REGULATIONS OFFICE OF RECORD PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RETENTION PE PE V PE PE CL+5 CU+5 PE SU+5 LEGAL CITATION 40CFR141.33, H&S 19850, GC4003, GC 4004 40 CFR 141 .33, H&S 19850, GC4003, GC 4004 40 CFR 141 .33, H&S 19850, GC4003, GC 4004 40 CFR 141 .33, H&S 19850, GC4003, GC 4004 GC 34090 40 CFR 141 .33, H&S 19850, GC4003, 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, GC4003, GC 4004 40 CFR 141 .33, H&S 19850, GC4003, GC 4004 40 CFR 141. 33, H&S 19850, GC4003, GC 4004 40 CFR 141 .33, H&S 19850, GC 4003, GC 4004 GC 34090 GC 34090 TELEPHONE & COMMUNICATIONS GENERAL INFORMATION RATES CITY PHONE SYSTEM MAINTENANCE REGULATIONS REPORTS & STUDIES INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY CU+2 SU+2 CU+2 SU+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GAS & ELECTRICITY GENERAL INFORMATION RATES UNDERGROUNDING (UTILITY) PUBLIC WORKS PUBLIC WORKS CITY CLERK PUBLIC WORKS CU+5 SU+2 PE GC 34090 GC 34090 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 33 of 34 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 1260-40 1260-50 1260-60 RECORD CATEGORY & DESCRIPTION PLANT FACILITIES (UTILITY) REGULATIONS REPORTS & STUDIES OFFICE OF RECORD PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RETENTION PE SU+2 CU+5 LEGAL CITATION 40CFR141.33, H&S 19850, GC4003, GC 4004 40CFR141.33, 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 34 of 34 Revised 8/1/2006 Records Management UpdateChanging the Way We Do Business Records Management Division Records Management Division established in December 1999established in December 19991,133 Boxes of Records Destroyed Since 1,133 Boxes of Records Destroyed Since Implementation Implementation (past retention or copies)(past retention or copies)Records Management BackgroundRecords Management Background Document Management SystemDocument Management System2000 2000 --Document Management Document Management System on line.System on line.2001 2001 --Complete Council Agendas, Complete Council Agendas, Agenda Bills and Attachments Agenda Bills and Attachments available to the public via the internet available to the public via the internet prior to each Council Meeting.prior to each Council Meeting.2002 2002 --Legislative Materials, Deeds, Legislative Materials, Deeds, Minutes, Resolutions, Ordinances, Minutes, Resolutions, Ordinances, Maps and Drawings available to the Maps and Drawings available to the public via the internet.public via the internet. Document Management SystemDocument Management System207,606 Documents in DMS207,606 Documents in DMS100,000 Searches / Per Year100,000 Searches / Per Year¾¾90% 90% --InternalInternal¾¾10% 10% --ExternalExternal Stored DocumentsStored DocumentsOffsite searches can take 1 Offsite searches can take 1 ––2 2 days to accomplish vs. 1 minute days to accomplish vs. 1 minute using the DMSusing the DMSWe are not able to quantify the We are not able to quantify the loss of immediate access to loss of immediate access to offsite data offsite data How Effective is DMS?How Effective is DMS?Formula based on:Formula based on:502 Internal Users 502 Internal Users 3.5 Searches per week = 90,000 per year3.5 Searches per week = 90,000 per yearAverage Salary/Benefits $30.00 per hourAverage Salary/Benefits $30.00 per hourSavings 2005/06 Costs of Manual SearchesCosts of Manual Searches67,500Text Searches 15 to 30 minutes each15 minutes = $506,250 per year30 minutes = $1,012,500 per yearMaps & Text Documents22,500Map Searches20 to 40 minutes each20 minutes = $225,000 per year40 minutes = $450,000 per year Average Cost Per Search = $16.25 Costs of Automated SearchesCosts of Automated Searches67,50067,500Text Text SearchesSearches10 seconds to 1 minute each10 seconds = $5,400 per year1 minute = $33,750 per year Maps & Text Documents22,50022,500Map Map SearchesSearches1 minute to 5 minutes each1 minute = $11,250 per year5 minutes = $56,250 per year Average Cost Per Search = $1.00 Manual vs. Automated SearchManual vs. Automated SearchManual Search = $16.25 per searchManual Search = $16.25 per searchAutomated Search = Automated Search = --1.00 per search1.00 per searchTOTAL SAVINGS $15.25 PER SEARCHTOTAL SAVINGS $15.25 PER SEARCH!!VS. 31 Areas Audited Annually . . . 31 Areas Audited Annually . . . ¾¾BuildingBuilding¾¾PlanningPlanning¾¾LibraryLibrary¾¾RecreationRecreation¾¾FinanceFinance¾¾Human ResourcesHuman Resources¾¾Housing and RedevelopmentHousing and Redevelopment. . . . . . . . Just to name a few. . . . . . . . Just to name a fewCitywide Records AuditsCitywide Records Audits Training ProgramsTraining ProgramsDMS DMS ¾¾General / SpecializedGeneral / Specialized¾¾OneOne--onon--OneOneRecords ManagementRecords Management¾¾General / SpecializedGeneral / Specialized¾¾OneOne--onon--OneOnePublic Records ActPublic Records ActSubpoena TrainingSubpoena Training •Number of trees saved! .......................................28(122 lbs = 1 tree)•Divisions (Clerk, Plng, Eng DS, Eng. Design)...4•Pounds of paper destroyed.................................3,447Free the Files “Events” Records Management Records Management In 1999 . . .In 1999 . . .In 2007 . . .In 2007 . . .“CHANGING THE WAY WE DO BUSINESS” Knowledge ManagementKnowledge Management““The Document Management System, The Document Management System, if utilized appropriately, will ensure if utilized appropriately, will ensure that accumulated knowledge does that accumulated knowledge does not not disappeardisappearas employees as employees retireretire, , but is retained for the organizationbut is retained for the organization’’s s use.use.”” RECORDS RECORDS MANAGEMENTMANAGEMENT