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Home My WebLink About2009-05-12; City Council; 19801; Citywide Records Management Program UpdateCITY OF CARLSBAD - AGENDA BILL AB# MTG. DEPT. 19.801 5/12/2009 Records CITYWIDE RECORDS MANAGEMENT PROGRAM UPDATE DEPT. HEAD^^T CITY ATTY. &^ CITY MGR. (jj^ RECOMMENDED ACTION: Adopt Resolution No. Retention Schedule. 2009-100 approving revisions to the established Citywide Records 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. ENVIRONMENTAL IMPACT: Pursuant to Public Resources Code Section 21065 and CEQA Guidelines Section 15738, this action does not constitute a "project" within the meaning of CEQA and therefore, does not require an environmental review. EXHIBITS: 1. Resolution No.2009-100 approving the Program's revised Records Retention Schedule. 2. Redline/Strikeout Version of the current Records Retention Schedule. DEPARTMENT CONTACT: Ronna Stickrod, (760) 434-2919, rstic@ci.carlsbad.ca.us FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED •rnnn n CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER -SEE MINUTES Dnnn i 4 RESOLUTION NO. 2009-100 2 A RESOLUTION OF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 5 WHEREAS, section 34090 of the California Government Code and the State of 6 California provide legal requirements relating to the retention and disposition of municipal 7 records; and o WHEREAS, other codes, both state and federal, also provide legal requirements for 9 specific municipal records; and WHEREAS, the establishment of the Records Management Program includes a 11 Filing System Guide and Records Retention Schedule, and a Program Manual to organize 12 the maintenance, retention, and disposal of City records, in accordance with the City's 13 operational needs and legal retention requirements. 14 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:16 17 1. That the above recitations are true and correct. 18 2. That the Program's revised Records Retention Schedule set forth in the attached 19 Exhibit "A", is hereby adopted; 20 3. That the Records Management Department is hereby designated as the 21 Custodian of the Program, and as such, shall be responsible for the safekeeping 22 and implementation of the program; 23 4. That the City Manager, City Attorney, and Records Manager are directed to 24 continue to review the Program and Retention Schedule periodically, and present 25 any revisions to the City Council for procedure and schedule modifications 26 necessary to update the current information and ensure efficient operation of the 28 Program. 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 12th day of May, 2009, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall and Blackburn. NOES: None. ABSENT: Council Member Packard. LEWIS, Mayor ATTEST: LORRAINE (SEAL) * 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+2 GC 34090 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 SERIES - ADMINISTRATION CITY COUNCIL ADMINISTRATION 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 0120-40 POLICIES & PROCEDURES RISK MANAGEMENT SU+5 GC 34090, ADMIN. DEC. 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 1 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0130 0130-10 POLICIES & PROCEDURES RECORDS MANAGEMENT SU+2 GC 34090 0130-20 RECORDS RETENTION SCHEDULE RECORDS MANAGEMENT SU+4 V CCP 343 0130-25 RECORDS DESTRUCTION LISTS RECORDS MANAGEMENT PE GC 34090 0130-27 RECORDS MANAGEMENT AUDITS RECORDS MANAGEMENT AU+6 GC 34090 0130-30 RECORDS INVENTORIES ALL DEPARTMENTS SU+2 GC 34090 0130-50 PUBLIC RECORDS REQUESTS ALL DEPARTMENTS CL+2 GC 34090 0140 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 DOCUMENT MANAGEMENT SYSTEM RECORDS MANAGEMENT INFORMATION TECHNOLOGY TECHNOLOGY 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 0230 0230-70 REGULATORY AGENCIES VARIOUS DEPARTMENTS CU+2 GC 34090 0300 0300-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 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 GOVERNMENT/REGULATORY AGENCIES 0200 SERIES - AGENCIES/ORGANIZATIONS LOCAL ORGANIZATIONS 0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES 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 2 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 V GC 34090(e) 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+ 2 GC 34090 0310-45 MEETING MINUTES ARTS PE V GC 34090(e) 0310-60 STAFF REPORTS/PACKETS ARTS PE GC 34090 0310-65 POLICIES & PROCEDURES ARTS SU+5 GC 34090 0315 ARTS COMMISSION BEACH PRESERVATION COMMITTEE AD HOC BOARDS, COMMISSIONS, COMMITTEES 0315 0315-05 GENERAL INFORMATION ENGINEERING CU+2 GC 34090 0315-40 MEETING AGENDAS & NOTICES ENGINEERING CU+ 2 GC 34090 0315-45 MEETING MINUTES ENGINEERING PE V GC 34090(e) 0315-60 STAFF REPORTS/PACKETS ENGINEERING PE 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+ 2 GC 34090 0317-45 MEETING MINUTES CITY CLERK PE V GC 34090(e) 0317-55 RESOLUTIONS CITY CLERK PE V GC 34090(e) 0317-60 STAFF REPORTS/PACKETS CITY CLERK PE GC 34090 0317-70 AGREEMENTS CITY CLERK PE GC 34090 BEACH PRESERVATION COMMITTEE CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 3 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0320 0320-05 GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 0320-40 MEETING AGENDAS & NOTICES HOUSING & REDEVELOPMENT CU+ 2 GC 34090 0320-45 MEETING MINUTES HOUSING & REDEVELOPMENT PE V GC 34090(e) 0320-55 RESOLUTIONS HOUSING & REDEVELOPMENT PE V GC 34090(e) 0320-60 STAFF REPORTS/PACKETS HOUSING & REDEVELOPMENT PE 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+ 2 GC 34090 0325-45 MEETING MINUTES LIBRARY PE V GC 34090(e) 0325-60 STAFF REPORTS/PACKETS LIBRARY PE GC 34090 0325-65 POLICIES & PROCEDURES LIBRARY SU+5 GC 34090 0330 HISTORIC PRESERVATION COMMISSION HOUSING COMMISSION DESIGN REVIEW BOARD 0330 0330-05 GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 0330-40 MEETING AGENDAS & NOTICES HOUSING & REDEVELOPMENT CU+ 2 GC 34090 0330-45 MEETING MINUTES HOUSING & REDEVELOPMENT PE V GC 34090(e) 0330-55 RESOLUTIONS HOUSING & REDEVELOPMENT PE V GC 34090(e) 0330-60 STAFF REPORTS/PACKETS HOUSING & REDEVELOPMENT PE 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+ 2 GC 34090 0335-45 MEETING MINUTES LIBRARY PE V GC 34090(e) 0335-60 STAFF REPORTS/PACKETS LIBRARY PE GC 34090 0335-65 POLICIES & PROCEDURES LIBRARY SU+5 GC 34090 HOUSING COMMISSION LIBRARY BOARD RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 4 of 37 Revised 4/28/09 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+ 2 GC 34090 0340-45 MEETING MINUTES PARKS & RECREATION PE V GC 34090(e) 0340-60 STAFF REPORTS/PACKETS PARKS & RECREATION PE 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+ 2 GC 34090 0345-45 MEETING MINUTES HUMAN RESOURCES PE V GC 34090(e) 0345-60 STAFF REPORTS/PACKETS HUMAN RESOURCES PE GC 34090 0345-65 POLICIES & PROCEDURES HUMAN RESOURCES SU+5 GC 34090 0350 0350-05 GENERAL INFORMATION PLANNING CU+2 GC 34090 PERSONNEL BOARD PARKS & RECREATION COMMISSION PLANNING COMMISSION 0350-40 MEETING AGENDAS & NOTICES PLANNING CU+ 2 GC 34090 0350-45 MEETING MINUTES PLANNING PE V GC 34090(e) 0350-55 RESOLUTIONS PLANNING PE V GC 34090(e) 0350-60 STAFF REPORTS/PACKETS PLANNING PE 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+ 2 GC 34090 0355-45 MEETING MINUTES SENIORS PE V GC 34090(e) 0355-60 STAFF REPORTS/PACKETS SENIORS PE. 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+ 2 GC 34090 0360-45 MEETING MINUTES ARTS PE V GC 34090(e) 0360-60 STAFF REPORTS/PACKETS ARTS PE GC 34090 0360-65 POLICIES & PROCEDURES ARTS SU+5 GC 34090 SISTER CITY COMMITTEE SENIOR COMMISSION RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 5 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0365 0365-05 GENERAL INFORMATION ENGINEERING CU+2 GC 34090 0365-40 MEETING AGENDAS & NOTICES ENGINEERING CU+ 2 GC 34090 0365-45 MEETING MINUTES ENGINEERING PE V GC 34090(e) 0365-60 STAFF REPORTS/PACKETS ENGINEERING PE GC 34090 0365-65 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090 0365-70 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING AGENDAS ENGINEERING CU+ 2 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+ 2 GC 34090 0370-45 MEETING MINUTES ENGINEERING PE V GC 34090(e) 0370-60 STAFF REPORTS/PACKETS ENGINEERING PE GC 34090 TRAFFIC SAFETY COMMISSION UNDERGROUND UTILITY ADVISORY COMMITTEE 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 GC 34090, CCP 337 0400-80 IFAS BATCHES (J/E, BUDGET, C/R, A/R)FINANCE CU+7 GC 34090 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 V GC 34090, ADMIN. DEC. 0400-88 IFAS - ACCOUNTS RECEIVABLE MODULE DATABASE FINANCE AU+4 V GC 34090, ADMIN. DEC. 0400-90 ACCOUNTING REPORTS FINANCE AU+4 GC 34090 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 6 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 FINANCE AUDITS, FINANCIAL BANKING 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 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 7 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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. 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. BUDGET BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS 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 V 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 V 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) PENSION/RETIREMENT FUND PAYROLL RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 8 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 ANNUAL REPORTS PURCHASING ANNUAL REPORTS APPLICATIONS, CITY 0470-20 PURCHASE REQUISITIONS PURCHASING AU+4 GC 34090, CCP 337 0470-25 PURCHASE ORDERS PURCHASING AU+4 GC 34090, CCP 337 0470-33 CERTIFICATES OF INSURANCE VARIOUS DEPARTMENTS CU+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 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 9 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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. 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 GC 34090, GC 53607, CCP 337 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 10 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0490-20 INVESTMENT PORTFOLIO TREASURER AU+10 GC 34090, GC 53607, CCP 337.5 0490-50 INVESTMENT COMMITTEE MINUTES TREASURER 5 GC 34090 0490-60 INVESTMENT STATEMENTS TREASURER CL+5 GC 34090, GC 53607, CCP337 0490-65 INVESTMENT REPORTS, MONTH END COUNCIL REPORTS TREASURER PE V GC 34090, GC 53607, CCP 337 0490-70 INVESTMENT INCOME REPORTS BROKER STATEMENTS TREASURER AU+5 GC 34090, GC 53607, CCP 337 0490-75 REPORTS & STUDIES TREASURER CU+2 GC 34090 0490-80 POLICIES & PROCEDURES TREASURER SU+5 GC 34090, GC 40801 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. CERTIFICATES OF COMPLIANCE & NON CITY CLERK PE DEVELOPMENT/SUBDIVISIONS 0500 SERIES - COMMUNITY DEVELOPMENT/PLANNING 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 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 11 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 LAND USE/ZONING RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 12 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 0510-87 SATELLITE ANTENNAS PLANNING PE GC 34090 0510-90 REPORTS & STUDIES PLANNING 2 GC 34090 0515 SIGNS0515 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. ENVIRONMENTAL REVIEW SIGNS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 13 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 0540-20 DEMOGRAPHIC INFORMATION PLANNING PE GC 34090 0540-30 POLICIES & PROCEDURES PLANNING CU+10 GC 34090 0540 40 REPORTS & STUDIES PLANNING 10 GC 34090 PLANNING GENERAL PLAN 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 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 14 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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. 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 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) BUILDING 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 V 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 CODE COMPLIANCE/ENFORCEMENT HISTORIC PRESERVATION RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 15 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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. 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 ECONOMIC DEVELOPMENT 0600 SERIES - HEALTH, SAFETY & WELFARE ANIMAL CONTROL () 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 (RETENTION BEGINS WHEN PATIENTS AGE IS 25 OR GREATER)FIRE 7 HIPAA 45 CFR 164.530(j) EMERGENCY SERVICES RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 16 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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. ENVIRONMENTAL PROTECTION FIRE PROTECTION/PREVENTION 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. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 17 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0630-80 VEHICLES FIRE CU+2 GC 34090 0630-90 WEED ABATEMENT FIRE CU+3 GC 34090, CFC 103.3.4, ADMIN. DEC. 0630-95 REPORTS & STUDIES FIRE CU+3 GC 34090, ADMIN. DEC. 0640 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 FLOOD CONTROL 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: CITIZEN GENERATED POLICE CL + 5 EC 1045, GC12946, GC 34090, PC801, VC 2547 0670-11 INTERNAL AFFAIRS INVESTIGATIONS (INTERNALLY GENERATED & TRAFFIC COLLISIONS INVOLVING PD) POLICE CL+2 GC 12946, GC 34090 0670-13 ACTIVITY LOGS POLICE CU+2 GC 34090 0670-15 CITIZEN COMPLAINTS & INVESTIGATIONS POLICE CU+5 EC1045, PC832.5, PC832.7 0670-20 POLICE REPORTS (NOT HELD PE) POLICE CU+10 GC 34090; ADMIN. DEC. 0670-21 POLICE REPORTS (HELD PE) POLICE PE GC 34090 0670-25 ASSET FORFEITURE POLICE CL+10 GC 34090 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 18 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 0670-90 POLICIES & PROCEDURES POLICE SU+2 GC 34090 0680 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. 0700-18 HOMEBUYER ASSISTANCE PROGRAM (RECORDED DOCUMENTS)CITY CLERK PE GC 34090, CCP 337 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 SERIES - LEGAL/LEGISLATIVE PUBLIC WELFARE SENIOR SERVICES AGREEMENTS/CONTRACTS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 19 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0700-28 AGREEMENTS - CONTRACTS FOR PUBLIC FINANCING AUTHORITY CITY CLERK PE V CCP 337, CCP 343, 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 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 LOCAL FACILITIES MANAGEMENT ZONE FEE PE0700-83 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 CITY INCORPORATION RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 20 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 INITIATIVE/RECALL/REFERENDUM FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS ELECTIONS 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) FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 21 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 LEGAL OPERATIONS () 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 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. CLAIMS/LITIGATION LEGISLATIVE - CITY COUNCIL RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 22 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD) 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 LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC) LEGISLATIVE - PUBLIC FINANCING AUTHORITY (PFA) RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 23 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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. 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 PE REAL PROPERTY LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA) 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 REAL PROPERTY - DEEDS/EASEMENTS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 24 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 GC 34090 EQUAL PAY ACT HUMAN RESOURCES/PERSONNEL ADMINISTRATION EMPLOYEE RECORDS 0800 SERIES - HUMAN RESOURCES/PERSONNEL 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 0810-95 SUPPLEMENTAL CRIMINAL HISTORY QUESTIONAIRE (EMPLOYEES & VOLUNTEERS) RECREATION VOLUNTEERS CU+3 GC 34090; PRC 5164 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 CLASSIFICATIONS/QUALIFICATIONS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 25 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 SALARIES, WAGES AND BENEFITS 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 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 26 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 0850-31 BACKGROUND INVESTIGATIONS (APPLICANTS NOT SELECTED)POLICE CL+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 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 TRAINING & EMPLOYMENT PROGRAMS ()POLICE ADA, PC 832.5 0860-45 EDUCATIONAL TUITION REIMBURSEMENT PROGRAM HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0860-60 FTO / CTO TRAINING RECORDS POLICE CL + 5 GC 12946, GC 34090 0860-65 CANINE RECORDS (DESTROY AFTER DOG RETIRES OR CANINE OFFICER RESIGNS)POLICE TE+5 GC 12946, GC 34090 0860-70 TRAINING & TRAVEL REQUESTS 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 SERIES - PUBLIC FACILITIES AND GROUNDS GENERAL ADMINISTRATION RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 27 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 MUNICIPAL FACILITIES 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 PARKS & OPEN SPACE RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 28 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 SERIES - PUBLIC WORKS/ENGINEERING CITY RESERVOIRS/PUMP STATIONS ENGINEERING1000 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 ENGINEERING RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 29 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 GEOGRAPHIC INFORMATION SYSTEMS (GIS) HIGHWAYS & THOROUGHFARES BRIDGES 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 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 30 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 STREETS - ADMINISTRATION STREETS - MAINTENANCE 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 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 31 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 TRAFFIC ENGINEERING V 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 PARKING RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 32 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 TRANSPORTATION 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 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 33 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 SPECIAL IMPROVEMENT DISTRICTS SOLID WASTE MANAGEMENT 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 1100 SERIES - CULTURAL ARTS, LIBRARY & RECREATION CULTURAL ARTS LIBRARY SERVICES RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 34 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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. RECREATION 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 1200-23 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 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 35 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 WATER RESOURCES 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 1230-40 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 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 36 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 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 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 INFORMATION TELEPHONE & COMMUNICATIONS STORM WATER 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 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 37 of 37 Revised 4/28/09 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE DATE DATE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 CU+2 GC 34090, ADMIN. DEC.Shorten retention. 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 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 V CCP 343 Add Vital Status (For Disaster Recovery Purposes) 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 SU+2 GC 34090 Change to supercede 0130-50 PUBLIC RECORDS REQUESTS ALL DEPARTMENTS CL+2 GC 34090 0140 RISK MANAGEMENT 0100 SERIES - ADMINISTRATION CITY COUNCIL ADMINISTRATION DOCUMENT MANAGEMENT SYSTEM RECORDS MANAGEMENT APPROVALS: RECORDS MANAGER CITY ATTORNEY 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 No records. See Human Resources category 0210-10 CARLSBAD FIRE ASSOCIATION (CFA)HUMAN RESOURCES PE GC 34090 No records. See Human Resources category 0210-15 CARLSBAD POLICE OFFICERS ASSOCIATION (CPOA)HUMAN RESOURCES PE GC 34090 No records. See Human Resources category 0230 0230-70 REGULATORY AGENCIES VARIOUS DEPARTMENTS CU+2 GC 34090 0300 0300-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 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 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0310-45 MEETING MINUTES ARTS PE V GC 34090(e) Add § (e) 0310-55 RESOLUTIONS ARTS PE V GC 34090 Not used by this Commission. 0310-60 STAFF REPORTS/PACKETS ARTS PE V GC 34090 Remove Vital status. 0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES AD HOC BOARDS, COMMISSIONS, COMMITTEES INFORMATION TECHNOLOGY CITY BOARDS, COMMISSIONS, & COMMITTEES ARTS COMMISSION GOVERNMENT/REGULATORY AGENCIES 0200 SERIES - AGENCIES/ORGANIZATIONS EMPLOYEE ORGANIZATIONS LOCAL ORGANIZATIONS 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0315-45 MEETING MINUTES ENGINEERING PE V GC 34090(e) Add § (e) 0315-55 RESOLUTIONS ENGINEERING PE V GC 34090 Not used by this Commission. 0315-60 STAFF REPORTS/PACKETS ENGINEERING PE V GC 34090 Remove Vital status. 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 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0317-45 MEETING MINUTES CITY CLERK PE V GC 34090(e)Add § (e) Add Vital Status 0317-55 RESOLUTIONS CITY CLERK PE V GC 34090(e)Add § (e) Add Vital Status 0317-60 STAFF REPORTS/PACKETS CITY CLERK PE GC 34090 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 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0320-45 MEETING MINUTES HOUSING & REDEVELOPMENT PE V GC 34090(e) Add § (e) 0320-55 RESOLUTIONS HOUSING & REDEVELOPMENT PE V GC 34090(e) Add § (e) 0320-60 STAFF REPORTS/PACKETS HOUSING & REDEVELOPMENT PE V GC 34090 Remove Vital status. 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 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0325-45 MEETING MINUTES LIBRARY PE V GC 34090(e)Remove Vital Status Add § (e) 0325-55 RESOLUTIONS LIBRARY PE V GC 34090 Not used by this Commission. 0325-60 STAFF REPORTS/PACKETS LIBRARY PE V GC 34090 Remove Vital status. 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 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0330-45 MEETING MINUTES HOUSING & REDEVELOPMENT PE V GC 34090(e) Add § (e) 0330-55 RESOLUTIONS HOUSING & REDEVELOPMENT PE V GC 34090(e) Add § (e) 0330-60 STAFF REPORTS/PACKETS HOUSING & REDEVELOPMENT PE V GC 34090 Remove Vital status. 0330-65 POLICIES & PROCEDURES HOUSING & REDEVELOPMENT SU+5 GC 34090 0335 0335-05 GENERAL INFORMATION LIBRARY CU+2 GC 34090 HISTORIC PRESERVATION COMMISSION HOUSING COMMISSION DESIGN REVIEW BOARD LIBRARY BOARD BEACH PRESERVATION COMMITTEE CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 0335-40 MEETING AGENDAS & NOTICES LIBRARY CU+5 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0335-45 MEETING MINUTES LIBRARY PE V GC 34090(e) Add § (e) 0335-55 RESOLUTIONS LIBRARY PE V GC 34090 Not used by this Commission. 0335-60 STAFF REPORTS/PACKETS LIBRARY PE V GC 34090 Remove Vital status. 0335-65 POLICIES & PROCEDURES LIBRARY SU+5 GC 34090 0340 0340-05 GENERAL INFORMATION PARKS & RECREATION CU+2 GC 34090 0340-40 MEETING AGENDAS & NOTICES PARKS & RECREATION CU+5 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0340-45 MEETING MINUTES PARKS & RECREATION PE V GC 34090(e) Add § (e) 0340-55 RESOLUTIONS PARKS & RECREATION PE V GC 34090 Not used by this Commission. 0340-60 STAFF REPORTS/PACKETS PARKS & RECREATION PE V GC 34090 Remove Vital status. 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 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0345-45 MEETING MINUTES HUMAN RESOURCES PE V GC 34090(e) Add § (e) 0345-55 RESOLUTIONS HUMAN RESOURCES PE V GC 34090 Not used by this Board. 0345-60 STAFF REPORTS/PACKETS HUMAN RESOURCES PE V GC 34090 Remove Vital status. 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 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0350-45 MEETING MINUTES PLANNING PE V GC 34090(e) Add § (e) 0350-55 RESOLUTIONS PLANNING PE V GC 34090(e) Add § (e) 0350-60 STAFF REPORTS/PACKETS PLANNING PE V GC 34090 Remove Vital Status. 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 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0355-45 MEETING MINUTES SENIORS PE V GC 34090(e) Add § (e) 0355-55 RESOLUTIONS SENIORS PE V GC 34090 Not used by this Commission. 0355-60 STAFF REPORTS/PACKETS SENIORS PE V GC 34090 Remove Vital Status. 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 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0360-45 MEETING MINUTES ARTS PE V GC 34090(e) Add § (e) PERSONNEL BOARD PARKS & RECREATION COMMISSION PLANNING COMMISSION SENIOR COMMISSION 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 0360-55 RESOLUTIONS ARTS PE V GC 34090 Not used by this Commission. 0360-60 STAFF REPORTS/PACKETS ARTS PE V GC 34090 Remove Vital Status. 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 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0365-45 MEETING MINUTES ENGINEERING PE V GC 34090(e) Add § (e) 0365-55 RESOLUTIONS ENGINEERING PE V GC 34090 Not used by this Commission. 0365-60 STAFF REPORTS/PACKETS ENGINEERING PE V GC 34090 Remove Vital Status. 0365-65 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090 0365-70 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING AGENDAS ENGINEERING CU+5 2 GC 34090 Shorten retention to State recommendation. 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 2 GC 34090, ADMIN. DEC.Shorten retention to State recommendation. 0370-45 MEETING MINUTES ENGINEERING PE V GC 34090(e) Add § (e) 0370-55 RESOLUTIONS ENGINEERING PE V GC 34090 Not used by this Commission. 0370-60 STAFF REPORTS/PACKETS ENGINEERING PE V GC 34090 Remove Vital Status. 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 Remove Vital Status. 0400-80 IFAS BATCHES (J/E, BUDGET, C/R, A/R)FINANCE CU+7 GC 34090 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 V GC 34090, ADMIN. DEC.Add Vital Status 0400-88 IFAS - ACCOUNTS RECEIVABLE MODULE DATABASE FINANCE AU+4 V GC 34090, ADMIN. DEC.Add Vital Status 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 UNDERGROUND UTILITY ADVISORY COMMITTEE 0400 SERIES - FISCAL/FINANCIAL SERVICES FISCAL/FINANCIAL SERVICES TRAFFIC SAFETY 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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. 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 V GC 34090, ADMIN. DEC.Add Vital Status PAYROLL BUDGET AUDITS, FINANCIAL BANKING BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 V GC 34090, 37207 Add Vital Status 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 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 EX CU+2 GC 34090 Remove redundant dept. info. Change Expired to Current. 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 ANNUAL REPORTS PURCHASING REVENUE AND TAXATION PENSION/RETIREMENT FUND 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 7 of 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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. 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 Remove Vital status. 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 FEE PROGRAMS INVESTMENTS 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 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 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 9 of 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 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 0510-87 SATELLITE ANTENNAS PLANNING PE GC 34090 NEW RECORD SERIES 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 SIGNS LAND USE/ZONING 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 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.Remove Record Series per M. Masterson 6/26/08 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 PLANNING HOUSING GENERAL PLAN ENVIRONMENTAL REVIEW 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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. 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 V GC 34090, GC 4003, GC 4004, H&S 19850 Add Vital Status 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 CL+2 GC 34090(d), ADMIN. DEC. State guideline-are you ok with this short retention? W. Foss is ok with a shorter retention, but didn't say how long. 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. CODE COMPLIANCE/ENFORCEMENT HISTORIC PRESERVATION REDEVELOPMENT COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) BUILDING 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 12 of 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 (RETENTION BEGINS WHEN PATIENT IS AGE 25)FIRE 7 HIPPAA 45 CFR 164.530(j)PAUL - Per our discussion. Can you word better??? 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 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 0600 SERIES - HEALTH, SAFETY & WELFARE ANIMAL CONTROL EMERGENCY SERVICES ENVIRONMENTAL PROTECTION 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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. 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 HEALTH SERVICES FIRE PROTECTION/PREVENTION FLOOD CONTROL 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 0670-11 INTERNAL AFFAIRS INVESTIGATIONS (INTERNAL & TRAFFIC COLLISIONS)POLICE CL+2 New record series. Are Cites same as 0670-10? (per Bruce) 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 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 0670-90 POLICIES, PROCEDURES, & DIRECTIVES POLICE SU+2 GC 34090 New record series. 0680 0680-05 GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 Not used by this office. 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. POLICE SERVICES PUBLIC WELFARE SENIOR SERVICES AGREEMENTS/CONTRACTS 0700 SERIES - LEGAL/LEGISLATIVE 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 0700-18 HOMEBUYER ASSISTANCE PROGRAM (RECORDED DOCUMENTS)CITY CLERK PE New record series. 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.No longer used. Replaced with new system. 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 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 CITY INCORPORATION ELECTIONS 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 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 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 FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS LEGAL OPERATIONS INITIATIVE/RECALL/REFERENDUM 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 17 of 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 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 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 LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD) CLAIMS/LITIGATION LEGISLATIVE - CITY COUNCIL 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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. 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 LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC) LEGISLATIVE - PUBLIC FINANCING AUTHORITY (PFA) LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA) REAL PROPERTY REAL PROPERTY - DEEDS/EASEMENTS 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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, 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 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, 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. 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 0810-95 SUPPLEMENTAL CRIMINAL HISTORY QUESTIONAIRE (EMPLOYEES & VOLUNTEERS) RECREATION VOLUNTEERS CU+3 GC 34090; PRC 5164 New record series. 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, 0820-30 CLASSIFICATION APPEALS & AUDITS HUMAN RESOURCES CL+5 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, 0820-40 RECLASSIFICATIONS HUMAN RESOURCES CL+5 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, 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, 0830 0830-05 GENERAL INFORMATION HUMAN RESOURCES CU+6 GC 34090 0830-10 DEFERRED COMPENSATION HUMAN RESOURCES PE V GC 34090 HUMAN RESOURCES/PERSONNEL ADMINISTRATION EMPLOYEE RECORDS CLASSIFICATIONS/QUALIFICATIONS SALARIES, WAGES AND BENEFITS 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 20 of 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 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 CL+3 GC 34090 Add Closed to retention. 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 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 TE+5 GC 34090, TITLE VII, FEHA, ADA EMPLOYEE/LABOR RELATIONS RECRUITMENT/SELECTION TRAINING & EMPLOYMENT 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 21 of 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 TE+5 GC 12946, GC 34909, CCP 355.1 Add "terminated" 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 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 MUNICIPAL FACILITIES GENERAL ADMINISTRATION 0900 SERIES - PUBLIC FACILITIES AND GROUNDS 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 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 PARKS & OPEN SPACE CITY RESERVOIRS/PUMP STATIONS ENGINEERING 1000 SERIES - PUBLIC WORKS/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 23 of 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 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 GEOGRAPHIC INFORMATION SYSTEMS (GIS) HIGHWAYS & THOROUGHFARES BRIDGES FLEET MAINTENANCE STREETS - ADMINISTRATION 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 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 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 TRAFFIC ENGINEERING STREETS - 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 25 of 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 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 PARKING TRANSPORTATION 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 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 1100 SERIES - CULTURAL ARTS, LIBRARY & RECREATION PUBLIC WORKS - CAPITAL IMPROVEMENTS SPECIAL IMPROVEMENT DISTRICTS SOLID WASTE MANAGEMENT CULTURAL ARTS LIBRARY 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 27 of 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 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 Part of City Fee Schedule. See Finance. 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 1200 SERIES - UTILITIES RECREATION WATER SERVICES/BILLING WATER RESOURCES 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 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 1210-40 MASTER PLAN PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 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 Part of City Fee Schedule. See Finance. 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 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 TELEPHONE & COMMUNICATIONS 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 29 of 30 Revised 9/18/2007 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EXPLANATION 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 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 30 of 30 Revised 9/18/2007