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Home My WebLink About2010-05-11; City Council; 20225; Citywide Records Management Program UpdateCITY OF CARLSBAD - AGENDA BILL 9^ / AB# MTG. DEPT. 20.225 5/11/10 Records CITYWIDE RECORDS MANAGEMENT PROGRAM UPDATE DEPT. DIRECTO CITY ATTORNEY CITY MANAGER RECOMMENDED ACTION: Adopt Resolution No. 2010-106 approving revisions to the established Citywide Records Retention Schedule. ITEM EXPLANATION: The Records Management Program was approved by the City Council on October 17, 2000. The Program, in addition to providing a uniform filing system and retention schedule, provides procedures that are used citywide for management of records, for systematic compliance audits, and for records destruction. The scope of the Program includes the creation, receipt, maintenance and disposition of City records; maintenance of the approved retention schedule; utilization of appropriate technology to facilitate records and information storage and retrieval; and the establishment of procedures to carry out these functions. In accordance with Program requirements, staff is required to periodically review the Program and present revisions to the City Council for approval. The Program has been reviewed and revisions to the retention schedule have been prepared to reflect changes in law and operational needs. These changes are minimal and do not impact the workload of citywide staff. The revisions have been reviewed and approved by the City Attorney's office. FISCAL IMPACT: The operating costs associated with the Program are contained in the annual operating budget for the Records Management Department. No fiscal impact is anticipated. 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. 2010-106 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 Ronna.Stickrod(S)ci.carlsbad.ca.us FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED - DENIED CONTINUED WITHDRAWN AMENDED p<^D D D D CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER - SEE MINUTES D D D D EXHIBIT 1 1 RESOLUTION NO.2010-106 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING REVISIONS TO 3 THE ESTABLISHED RECORDS MANAGEMENT 4 PROGRAM FOR THE CITY OF CARLSBAD 5 WHEREAS, section 34090 of the California Government code and the State of California provide legal requirements relating to the retention and disposition of 7 municipal records; and 8 WHEREAS, other codes, both state and federal, also provide legal requirements 9 for specific municipal records; and WHEREAS, the establishment of the Records Management Program includes a 10 Filing System Guide and Records Retention Schedule, and a Program Manual to organize the maintenance, retention, and disposal of City records, in accordance with 12 the City's operational needs and legal retention requirements. 13 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of .. Carlsbad, California, as follows: 1. That the above recitations are true and correct.15 2. That the Program's revised Records Retention Schedule set forth in the attached 16 Exhibit "A", is hereby adopted; 3. That the Records Management Department is hereby designated as the 18 Custodian of the Program, and as such, shall be responsible for the safekeeping 19 and implementation of the program; 20 4. That the City Manager, City Attorney, and Records Manager are directed to continue to review the Program and Retention Schedule periodically, and present any revisions to the City Council for procedure and schedule modifications 22 necessary to update the current information and ensure efficient operation of the 23 Program. 24 // 25 // 26 „ 27 // 28 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 11th day of May, 2010, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall, Packard and Blackburn. NOES: None. ABSENT: None. ATTEST: CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE EXHIBIT A APPROVALS: RECORDS MANAGER DATE CITY ATTORNEY DATE FILE NO.RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION OlOOSEWES-ADNIJNIStRAIlOW*:''':^^ '"">""" " "?*£ ^i:r;" - • ':*tfe, , .;;- *?",.. ,;->-^ " >- .... - 0100 0100-03 0100-04 0100-05 0100-10 0100-15 0100-30 0100-35 0100-50 0120 0120-05 0120-07 0120-09 0120-10 0120-13 0120-15 0120-17 0120-18 CITY COUNCIL ADMINISTRATION CITY COUNCIL CORRESPONDENCE CITY MANAGER CORRESPONDENCE (GENERAL FILES) CITY MANAGER DEPARTMENT FILES ADMINISTRATIVE ORDERS COUNCIL POLICIES AWARDS/COMMENDATIONS/ PROCLAMATIONS PRESS RELEASES CALENDARS (COUNCIL AND MANAGEMENT STAFF) COUNCIL OFFICE CITY MANAGER CITY MANAGER CITY MANAGER CITY CLERK COUNCIL OFFICE CITY MANAGER ALL DEPARTMENTS CU+2 CU+2 CU+2 PE V PE V CU+2 CU+2 2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RISK MANAGEMENT GENERAL INFORMATION INSURANCE MANUALS LIABILITY DATABASE LIABILITY INSURANCE (CITY POLICIES) SPECIAL EVENTS INSURANCE PROPERTY INSURANCE (CITY POLICIES) INSURANCE POOL RISK SHARING AUTHORITY INSURANCE REVIEW REQUESTS RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT CU+2 SU+2 PE PE V CL+2 PE PE V CL+2 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX-Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Iof45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0120 0120-20 0120-23 0120-25 0120-30 0120-35 0120-40 0130 0130-10 0130-20 0130-25 0130-27 0130-30 0130-50 0140 0140-05 0140-10 0140-15 0150 0150-05 0150-15 0150-20 0150-25 0150-30 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION RISK MANAGEMENT (CONTINUED) LOSS RECOVERY FILES INCIDENT REPORTS/CITIZEN INJURY PUBLIC OFFICIAL BONDS GENERAL SAFETY & OSHA REGULATIONS REPORTS & STUDIES POLICIES & PROCEDURES RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT CU+2 CL+2 CU+5 PE CU+5 SU+5 GC 34090 GC 34090 GC 34090 29CFR 1904.6, GC 34090 29CFR 1904.6, GC 34090 GC 34090, ADMIN. DEC. RECORDS MANAGEMENT POLICIES & PROCEDURES RECORDS RETENTION SCHEDULE RECORDS DESTRUCTION LISTS RECORDS MANAGEMENT AUDITS RECORDS INVENTORIES PUBLIC RECORDS REQUESTS RECORDS MANAGEMENT RECORDS MANAGEMENT RECORDS MANAGEMENT RECORDS MANAGEMENT ALL DEPARTMENTS ALL DEPARTMENTS SU+2 SU+4 V PE AU+6 SU+2 CL+2 GC 34090 CCP 343 GC 34090 GC 34090 GC 34090 GC 34090 DOCUMENT MANAGEMENT SYSTEM GENERAL INFORMATION POLICIES & PROCEDURES DMS TRAINING INFORMATION & MATERIALS RECORDS MANAGEMENT RECORDS MANAGEMENT RECORDS MANAGEMENT CU+2 SU+5 SU+2 GC 34090 GC 34090 GC 34090 INFORMATION TECHNOLOGY GENERAL INFORMATION POLICIES & PROCEDURES TRAINING INFORMATION/MATERIALS AIMWORX DATABASE CHANGE CONTROL DATABASE INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY CU+2 SU+2 SU+2 CU+2 CU+2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO.RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0200 SERIES -AGENCIES/ORGANIZATIONS Ii - 0200 0200-31 0200-32 0200-33 0230 0230-70 LOCAL ORGANIZATIONS CABLE TELEVISION FOUNDATION AGENDAS CABLE TELEVISION FOUNDATION MINUTES & RESOLUTIONS CABLE TELEVISION FOUNDATION GRANTS CITY MANAGER CITY MANAGER CITY MANAGER CU*2 PE CL+5 GC 34090 GC 34090 GC 34090 GOVERNMENT/REGULATORY AGENCIES REGULATORY AGENCIES VARIOUS DEPTS CU+2 GC 34090 0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES 0300 0300-05 0300-40 0300-45 0300-50 0300-65 0305 0305-05 0305-15 0305-17 0305-40 0305-45 0305-60 0310 0310-40 0310-45 0310-60 CITY BOARDS, COMMISSIONS, & COMMITTEES GENERAL INFORMATION BCC APPOINTEES BCC APPLICATIONS (NOT APPOINTED) NOTICES OF BCC VACANCIES/ LIST OF VACANCIES (ANNUAL) BOARDS, COMMISSIONS, COMMITTEES POLICIES & PROCEDURES CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 TE+5 CL+2 CU+2 SU+5 GC 34090 GC 34090, GC81009(e) GC 34090 GC 34090 GC 34090 AD HOC BOARDS, COMMISSIONS, COMMITTEES GENERAL INFORMATION AD HOC BCC APPOINTEES AD HOC BCC APPLICATIONS (NOT APPOINTED) MEETING AGENDAS & NOTICES MEETING MINUTES AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 TE+7 CL+2 CU+2 PE V PE GC 34090 GC 34090, GC81009(e) GC 34090 GC 34090, ADMIN. DEC. GC 34090(e) GC 34090 ARTS COMMISSION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS ARTS ARTS ARTS CU+2 PE V PE GC 34090 GC 34090(e) 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 3 Of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0315 0315-40 0315-45 0317 0317-40 0317-45 0317-55 0317-60 0317-70 0320 0320-40 0320-45 0320-55 0320-60 0325 0325-40 0325-45 0325-60 0330 0330-40 0330-45 0330-55 0330-60 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION BEACH PRESERVATION COMMITTEE MEETING AGENDAS & NOTICES MEETING MINUTES ENGINEERING ENGINEERING CU+2 PE V GC 34090 GC 34090(e) CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS AGREEMENTS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 PE V PE V PE PE GC 34090 GC 34090(e) GC 34090(6) GC 34090 GC 34090 DESIGN REVIEW BOARD MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT CU+2 PE V PE V PE GC 34090 GC 34090(e) GC 34090(6) GC 34090 HISTORIC PRESERVATION COMMISSION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS LIBRARY LIBRARY LIBRARY CU+2 PE V PE GC 34090 GC 34090(6) GC 34090 HOUSING COMMISSION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT CU+2 PE V PE V PE GC 34090 GC 34090(6) GC 34090(6) 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 4 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0335 0335-40 0335-45 0335-60 0340 0340-40 0340-45 0340-60 0345 0345-40 0345-45 0345-60 0350 0350-40 0350-45 0350-55 0350-60 0355 0355-40 0355-45 0355-60 0360 0360-40 0360-45 0360-60 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION LIBRARY BOARD MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS LIBRARY LIBRARY LIBRARY CU+2 PE V PE GC 34090 GC 34090(e) GC 34090 PARKS & RECREATION COMMISSION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS PARKS & RECREATION PARKS & RECREATION PARKS & RECREATION CU+2 PE V PE GC 34090 GC 34090(e) GC 34090 PERSONNEL BOARD MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CU+2 PE V PE GC 34090 GC 34090(e) GC 34090 PLANNING COMMISSION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS PLANNING PLANNING PLANNING PLANNING CU+2 PE V PE V PE GC 34090 GC 34090(6) GC 34090(6) GC 34090 SENIOR COMMISSION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS SENIORS SENIORS SENIORS CU+2 PE V PE. GC 34090 GC 34090(e) GC 34090 SISTER CITY COMMITTEE MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS ARTS ARTS ARTS CU+2 PE V PE GC 34090 GC 34090(e) 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 5 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0365 0365-40 0365-45 0365-60 0365-70 0365-75 0370 0370-40 0370-45 0370-60 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION TRAFFIC SAFETY COMMISSION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS TRAFFIC SAFETY COORDINATING COMMITTEE MEETING AGENDAS TRAFFIC SAFETY COORDINATING COMMITTEE MEETING MINUTES ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING CU+2 PE V PE CU+2 PE GC 34090 GC 34090(e) GC 34090 GC 34090 GC 34090 UNDERGROUND UTILITY ADVISORY COMMITTEE MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS ENGINEERING ENGINEERING ENGINEERING CU+2 PE V PE GC 34090 GC 34090(e) GC 34090 0400 SERIES -FISCAL/FINANCIAL SERVICES 0400 0400-05 0400-10 0400-15 0400-30 0400-40 0400-45 0400-60 0400-80 0400-81 0400-82 0400-84 0400-86 FISCAL/ FINANCIAL SERVICES GENERAL INFORMATION CHART OF ACCOUNTS ACCOUNTS PAYABLE CHECK REQUESTS FIXED ASSETS ACCOUNTS PAYABLE CHECK REGISTERS FORMS 1099 GENERAL LEDGERS (OLD HP REPORTS) I FAS BATCHES (J/E, BUDGET, C/R, A/R) IFAS REPORTS (EXPENDITURE & REVENUE SUMMARIES) IFAS - G/L MODULE - SUMMARY DATABASE IFAS - G/L MODULE - DETAIL DATABASE IFAS - ACCOUNTS PAYABLE MODULE DATABASE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE CU+2 CU+2 AU+4 V AU+4 V AU+5 AU+5 PE CU+7 CU+7 20 10 AU+4 V GC 34090 GC 34090 GC 34090 GC 34090, 26 CFR 301 65-1 (f) GC 26907 GC 34090, 29USC436 GC 34090, CCP 337 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 6 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0400 0400-88 0400-90 0400-95 0400-97 0410 0410-05 0410-10 0410-30 0420 0420-05 0420-10 0420-15 0420-17 0420-20 0420-25 0420-30 0420-33 0420-50 0420-55 0420-60 0420-65 0430 0430-05 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION FISCAL/FINANCIAL SERVICES (CONTINUED) IFAS - ACCOUNTS RECEIVABLE MODULE DATABASE ACCOUNTING REPORTS ANNUAL REPORTS (FINANCIAL) POLICIES & PROCEDURES FINANCE FINANCE FINANCE FINANCE AU+4 V AU+4 AU+7 SU+2 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 AUDITS, FINANCIAL GENERAL INFORMATION AUDIT REPORTS AUDIT PROPOSALS FINANCE FINANCE FINANCE CU+2 PE 5 GC 34090 GC 34090 GC 34090 BANKING GENERAL INFORMATION BANK SIGNATURE CARDS BANK DEPOSIT CORRESPONDENCE CUSTODIAL STATEMENTS BANK STATEMENTS CHECKS/CANCELED RETURNED CHECKS (NSF) UNCLAIMED CHECK RECORDS DAILY BALANCE WORKSHEETS MONTHLY BANK RECONCILIATIONS POLICIES & PROCEDURES REPORTS & STUDIES FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER CU+2 SU+2 4 AU+5 AU+5 AU+5 AU+5 AU+5 AU+5 AU+5 SU+5 CU+2 GC 34090 GC 34090 GC 34090, CCP 337 GC 34090, 26 CFR 1.6001-1 GC 34090, 26 CFR 1.6001-1 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, 26 CFR 1.6001-1 GC 34090, 26 CFR 1.6001-1 GC 34090, ADMIN. DEC. GC 34090 BUDGET GENERAL INFORMATION FINANCE 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0430 0430-10 0430-20 0430-30 0430-35 0430-50 0440 0440-05 0440-10 0440-15 0440-20 0440-30 0440-35 0440-40 0440-45 0440-50 0440-55 0450 0450-05 0450-10 0450-12 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION BUDGET (CONTINUED) BUDGET, DEPARTMENTAL OPERATING BUDGET, CITY (ADOPTED) CAPITAL BUDGET, CITY (ADOPTED) ALL AGENCIES FINANCIAL REPORTS, BUDGET RELATED POLICIES & PROCEDURES VARIOUS DEPTS CITY CLERK CITY CLERK FINANCE FINANCE CU+2 PE V PE V CU+2 SU+5 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 GC 34090, ADMIN. DEC. BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS GENERAL INFORMATION CONTINUING DISCLOSURE REPORTS MORTGAGE REVENUE BONDS, SINGLE & MULTI-FAMILY (TRANSCRIPT BINDERS) ASSESSMENT DISTRICTS (TRANSCRIPT BINDERS) GENERAL OBLIGATION BONDS (1911 & 191 5 ACT -TRANSCRIPT DIMnCDQI REVENUE BONDS, OTHER CERTIFICATES OF PARTICIPATION COMMUNITY FACILITIES DISTRICTS (MELLO ROOS) TAX ALLOCATION BONDS WATER DISTRICT BONDS FINANCE FINANCE CITY CLERK, FINANCE HOUSING &REDEV. CITY CLERK, FINANCE PUBLIC WORKS CITY CLERK FINANCE CITY CLERK FINANCE CITY CLERK FINANCE CITY CLERK, FINANCE CITY CLERK, FINANCE CITY CLERK, FINANCE CL+10 CL+10 PE V PE V PE V PE V PE V PE V PE V PE V CCP 337.5 GC 34090; ADMIN. DEC. GC 34090, CCP 337.5, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. PAYROLL IFAS - PAYROLL MODULE TIME CARDS ENGINEERING DEPARTMENT TIMECARD DATABASE FINANCE FINANCE ENGINEERING AU+6 V AU+6 V AU+5 GC 34090, ADMIN. DEC. GC 34090, 29 CFR 516.2 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 8 Of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0450 0450-13 0450-20 0450-26 0450-40 0450-60 0455 0455-05 0455-10 0455-20 0460 0460-05 0460-10 0460 0460-15 0460-20 0460-25 0460-40 0460-50 0470 0470-03 0470-05 0470-15 0470-20 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION PAYROLL (CONTINUED) PLANNING DEPARTMENT TIMECARD DATABASE PAYROLL DEDUCTION AND CONTRIBUTION REGISTERS W-2 TAX REPORTS, STATE & FEDERAL GARNISHMENTS/LIENS PLANNING FINANCE FINANCE FINANCE FINANCE AU+10 AU+6 V PE V AU+6 EX+6 GC 34090, ADMIN. DEC. GC 34090, 37207 GC 34090, 29 CFR 516.2 GC 34090, 29 USC 436 GC 34090, 29 CFR 516.2 PENSION/RETIREMENT FUND GENERAL INFORMATION DEFERRED COMPENSATION REPORTS (DEDUCTION REGISTER) PERS REPORTS (BI-WEEKLY & ANNUAL ACTUARIALS) FINANCE HUMAN RESOURCES FINANCE CU+2 TE+5 V AU+6 GC 34090 GC 34090, 26 CFR 16001-1, 29 CFR 1627.3(2) GC 34090, 29 CFR 516.2 ANNUAL REPORTS GENERAL INFORMATION ANNUAL REPORTS - STATE CONTROLLER FINANCE FINANCE CU+2 5 GC 34090 GC 34090 ANNUAL REPORTS STATE MANDATED COSTS (SB90) ANNUAL AUDIT REPORTS ANNUAL REPORTS, MISCELLANEOUS (MGT LTR, DATA COLL. FORM, ETC.) GANN LIMITATION COUNTY AUDITOR - ASSESSED VALUATION FINANCE FINANCE FINANCE FINANCE FINANCE 5 PE PE 5 SU+5 GC 34090 GC 34090 GC34090 GC 34090 GC 34090 PURCHASING CORRESPONDENCE, PURCHASING GENERAL INFORMATION CREDIT CARD PROGRAM, APPLICATIONS, CITY PURCHASE REQUISITIONS PURCHASING PURCHASING FINANCE PURCHASING CU+2 CU+2 EX+2 AU+4 GC 34090 GC 34090 GC 34090 GC 34090, CCP 337 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 9 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0470 0470-25 0470-33 0470-45 0470-50 0470-60 0470-65 0470-75 0470-81 0470-85 0470-99 0480 0480-05 0480-26 0480-32 0480-35 0480-36 0480-38 0480-40 0480-45 0480-47 0480-48 0480-70 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION PURCHASING (CONTINUED) PURCHASE ORDERS CERTIFICATES OF INSURANCE BIDS/QUOTES/PROPOSALS (AWARDED & NOT AWARDED) BIDS CANCELLED OR REJECTED SURPLUS EQUIPMENT DISPOSAL WAREHOUSE INVENTORIES PURCHASING MANUALS VENDOR LISTS IFAS - PURCHASING MODULE REPORTS & STUDIES PURCHASING VARIOUS DEPTS PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING FINANCE PURCHASING PURCHASING AU+4 CU+2 AU+4 CL+2 AU+4 AU+4 SU+2 SU+2 AU+4 CU+2 GC 34090, CCP 337 GC 34090 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, 26 CFR 301 65-1 (F) GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 REVENUE AND TAXATION GENERAL INFORMATION UTILITY BILLING DATABASE AMBULANCE BILLING (REPORTS & PAYMENTS) BUSINESS LICENSES APPLICATIONS, RENEWALS & AUDITS) BUSINESS LICENSE DATABASE BINGO LICENSES & FINANCIAL STATEMENTS BANKRUPTCIES COLLECTION REPORTS GRANTS, MISC. GRANTS, CDBG FRANCHISES FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE CU+2 AU+4 CU+2 EX+4 PE EX+4 CL+2 AU+4 CL+5 CL+4 AU+4 GC 30490 GC 34090, ADMIN. DEC. GC 34090 GC 34090, CCP 337 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. 24 CFR 570.502(b) GC 34090, CCP 337 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 10 Of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0480 0480-80 0480-81 0480-82 0480-83 0480-87 0480-90 0485 0485-05 0485-10 0485-15 0485-20 0485-21 0485-22 0485-23 0485-25 0485-40 0485-55 0485-60 0490 0490-05 0490-10 0490-20 0490-50 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION REVENUE AND TAXATION (CONTINUED) TAXES, MISC. PROPERTY TAX GAS TAX SALES TAX TRANSIENT OCCUPANCY TAX (TOT) & TBID REPORTS & STUDIES FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE AU+4 AU+4 AU+4 AU+4 AU+4 2 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 34090 FEE PROGRAMS PROCESSING FEES USE FEES IMPACT FEES FINES (DEVELOPMENT) FEE STUDIES/COMPUTATIONS FEE SCHEDULES COST ALLOCATION PLANS ENGINEERING FEES FLOOD CONTROL FEES PUBLIC WORKS - CAPITAL IMPROVEMENTS FEES PLANNING FEES ENGINEERING ENGINEERING ENGINEERING ENGINEERING FINANCE FINANCE FINANCE ENGINEERING ENGINEERING PUBLIC WORKS PLANNING PE PE PE PE PE PE SU+5 PE CL+2 PE CL+2 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 34090, GC 4003, GC 4004 GC 30490, ADMIN. DEC. INVESTMENTS GENERAL INFORMATION INVESTMENT RATES INVESTMENT PORTFOLIO INVESTMENT COMMITTEE MINUTES TREASURER TREASURER TREASURER TREASURER CU+2 PE AU+10 5 GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337.5 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 11 Of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0490 0490-60 0490-65 0490-70 0490-75 0490-80 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION INVESTMENTS (CONTINUED) INVESTMENT STATEMENTS INVESTMENT REPORTS, MONTH END COUNCIL REPORTS INVESTMENT INCOME REPORTS BROKER STATEMENTS REPORTS & STUDIES POLICIES & PROCEDURES TREASURER TREASURER TREASURER TREASURER TREASURER CL+5 PE V AU+5 CU+2 SU+5 GC 34090, GC 53607, CCP337 GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337 GC 34090 GC 34090, GC 40801 0500 SERIES - COMMUNITY DEVELOPMENT/PLANNING 0500 0500-01 0500-02 0500-03 0500-04 0500-05 0500-10 0500-12 0500-15 0500-18 0500-20 0500-25 0500-28 0500-30 0500-32 DEVELOPMENT/SUBDIVISIONS GENERAL INFORMATION LOT SPLITS LOT LINE ADJUSTMENTS ADJUSTMENT PLATS/BOUNDARY ADJUSTMENTS CERTIFICATES OF COMPLIANCE & NON- COMPLIANCE CERTIFICATES OF CORRECTION NOTICES OF RESTRICTION/RELEASES NOTICES OF VIOLATION /RELEASES FOOD CART PERMITS CONDITIONAL USE PERMITS (CUP) COASTAL DEVELOPMENT PERMITS (CDP) CONDO PERMITS (CP) CARLSBAD TRACTS, MAJOR SUBDIVISIONS (CT) PRELIMINARY REVIEW (PR) ENCROACHMENT AGMT/EASEMENT (SUPPORT DOCUMENTS ONLY) VARIOUS DEPTS ENGINEERING ENGINEERING CITY CLERK ENGINEERING CITY CLERK ENGINEERING CITY CLERK CITY CLERK PLANNING CITY CLERK ENGINEERING PLANNING VARIOUS DEPTS VARIOUS DEPTS VARIOUS DEPTS VARIOUS DEPTS ENGINEERING 2 PE V PE V PE V PE V PE V PE V PE V PE PE V PE V PE V PE V 10 GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, ADMIN DEC. 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0500 0500-33 0500-34 0500-35 0500-40 0500-45 0500-50 0500-55 0500-60 0500-65 0500-67 0500-70 0500-75 0500-80 0500-85 0500-90 0500-93 0500-95 0500-97 0500-98 0500-99 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION DEVELOPMENT/SUBDIVISIONS (CONTINUED) HILLSIDE DEVELOPMENT PERMITS (HDP) HABITAT MANAGEMENT PLAN PERMIT (HMP) MASTER PLANS - DEVELOPMENTS (MP) MINOR SUBDIVISIONS (MS) PLANNING COMMISSION DETERMINATIONS (PCD) PLANNED DEVELOPMENTS (PD) PLANNED DEVELOPMENT PERMITS (POP) GRADING PERMITS (PE) PLANNED INDUSTRIAL PERMITS (PIP) PARCEL MAPS (PM) PRECISE PLANS (PP) PLANNED UNIT DEVELOPMENTS (PUD) SITE DEVELOPMENT PLANS (SDP) SPECIFIC PLANS (SP) SPECIAL USE PERMITS (SUP) ADMINISTRATIVE VARIANCES (AV) VARIANCES (V) HISTORICAL MAPS PERMITS DATABASE PLANTRACK DATABASE VARIOUS DEPTS PLANNING CITY CLERK PLANNING CITY CLERK ENGINEERING PLANNING VARIOUS DEPTS CITY CLERK PLANNING CITY CLERK ENGINEERING CITY CLERK ENGINEERING PLANNING ENGINEERING VARIOUS DEPTS VARIOUS DEPTS VARIOUS DEPTS VARIOUS DEPTS VARIOUS DEPTS CITY CLERK PLANNING CITY CLERK PLANNING PLANNING VARIOUS DEPTS ENGINEERING PLANNING PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE PE V PE V PE V PE V PE PE CL+5 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 13 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0510 0510-05 0510-06 0510-07 0510-10 0510-15 0510-20 0510-21 0510-25 0510-30 0510-35 0510-36 0510-40 0510-50 0510-55 0510-60 0510-65 0510-67 0510-70 0510-75 0510-80 0510-83 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION LAND USE/ZONING GENERAL INFORMATION PRELIMINARY REVIEW CONSISTENCY DETERMINATIONS ADMINISTRATIVE PERMITS - APPROVALS ARCHITECTURAL DESIGN GUIDELINES LANDSCAPE GUIDELINES & STANDARDS LANDSCAPE PLANS ZONE CHANGES (ZC) ZONE CODE AMENDMENTS (ZCA) LOCAL COASTAL PROGRAM (LCP) LOCAL COASTAL PROGRAM AMENDMENTS (LCPA) LOCAL FACILITIES MANAGEMENT PLAN (LFMP) GROWTH MANAGEMENT PLAN (GMP) AGRICULTURAL PRESERVES (AP) DAY CARE PERMITS (DC) HOSPITALS & CONVALESCENT HOMES ACCESSORY STRUCTURES SECOND DWELLING UNIT (SOU) (GRANNY FLAT) MOBILE HOME PARKS (MHP) NOISE GUIDELINES COMPREHENSIVE LAND USE PLAN (PALOMAR-MC CLELLAN AIRPORT) PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING CITY CLERK PLANNING CITY CLERK PLANNING CITY CLERK PLANNING CITY CLERK PLANNING CITY CLERK PLANNING CITY CLERK PLANNING PLANNING PLANNING PLANNING ENGINEERING PLANNING PLANNING PLANNING PLANNING 2 CU+2 PE PE V PE PE PE PE V PE V PE V PE V PE V PE V PE PE PE PE PE V PE PE PE GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 / Admin. Dec. GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090 GC 34090 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0510 0510-85 0510-87 0510-90 0515 0515-05 0515-06 0515-10 0515-15 0515-20 0515-25 0515-30 0515-40 0520 0520-05 0520-10 0520-20 0520-30 0520-40 0520-45 0520-50 0520-60 0520-70 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION LAND USE/ZONING (CONTINUED) PARKING REQUIREMENTS SATELLITE ANTENNAS REPORTS & STUDIES PLANNING PLANNING PLANNING SU+2 PE 2 GC 34090 GC 34090 GC 34090 SIGNS GENERAL INFORMATION SIGNS - PRELIMINARY REVIEW SIGN PERMITS (PS) SIGNS, TEMPORARY SIGNS, DIRECTIONAL SIGNS, CITY IDENTIFICATION REGULATIONS REPORTS & STUDIES PLANNING PLANNING PLANNING REDEVELOPMENT PLANNING PLANNING PLANNING PLANNING PLANNING CU+2 CU + 2 PE PE PE PE PE 2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 ENVIRONMENTAL REVIEW GENERAL INFORMATION CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES NEGATIVE DECLARATIONS INITIAL STUDIES (ENVIRONMENTAL) ENVIRONMENTAL IMPACT ASSESSMENTS (EIA) ENVIRONMENTAL IMPACT REPORTS (EIR) CONSULTANTS, ENVIRONMENTAL REPORTS & STUDIES REGULATIONS PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING CU+2 PE PE PE PE PE PE PE PE GC 34090 GC 34090, CEQA GC 34090, CEQA GC 34090, CEQA GC 34090, CEQA GC 34090, CEQA GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0530 0530-05 0530-10 0530-15 0530-20 0530-30 0530-40 0540 0540-05 0540-20 0540-30 0540-40 0540-50 0550 0550-05 0550-10 0550-15 0550-20 0550-22 0550-23 0550-30 0550-35 0550-50 0550-60 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION GENERAL PLAN GENERAL INFORMATION GENERAL PLAN AND ELEMENTS GENERAL PLAN CONSISTENCY GENERAL PLAN AMENDMENTS (GPA) REPORTS & STUDIES REGULATIONS PLANNING PLANNING CITY CLERK PLANNING PLANNING CITY CLERK PLANNING PLANNING CU+2 PE V PE V PE V PE PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 PLANNING GENERAL INFORMATION DEMOGRAPHIC INFORMATION POLICIES & PROCEDURES REPORTS & STUDIES PLANNING, REGIONAL PLANNING PLANNING PLANNING PLANNING PLANNING CU+2 PE CU+10 10 PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 HOUSING GENERAL INFORMATION AFFORDABLE HOUSING PROGRAMS AFFORDABLE HOUSING PROJECTS HOUSING ASSISTANCE (SECTION 8) FINANCIAL RECORDS (SECTION 8) APPLICANTS (SECTION 8) INCLUSIONARY HOUSING AGREEMENTS YARD I DATABASE POLICIES & PROCEDURES REPORTS & STUDIES HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING CU+2 AU+7 AU+7 AU+7 AU+7 TE+3 PE V PE CU+2 2 GC 34090 24 CFR 570.502(b)(3), 85.42, OMBCIR. A-110#C 24 CFR 570.502(b)(3), 85.42, OMBCIR. A -110 #C 24 CFR 570.502(b)(3), 85.42, OMBCIR. A -110 #C 24 CFR 570.502(b)(3), 85.42, OMBCIR. A -110 #C 24 CFR 570.502(b)(3), 85.42, OMBCIR. A-110#C GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 40801 GC 34090 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0560 0560-05 0560-10 0560-20 0560-30 0560-40 0560-50 0560-60 0560-70 0565 0565-05 0565-10 0565-20 0565-30 0565-40 0570 0570-05 0570-10 0570-33 0570-35 0570-40 0570-60 0570-65 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION REDEVELOPMENT GENERAL INFORMATION MASTER PLAN (VILLAGE AREA) REDEVELOPMENT REGULATIONS REDEVELOPMENT PERMITS (RP) VILLAGE PARKING PROGRAM RESIDENTIAL REHABILITATION PROGRAM POLICIES & PROCEDURES REPORTS & STUDIES REDEVELOPMENT REDEVELOPMENT CITY CLERK REDEVELOPMENT VARIOUS DEPTS REDEVELOPMENT CITY CLERK REDEVELOPMENT REDEVELOPMENT REDEVELOPMENT CU+2 PE PE PE V PE PE V CU+2 2 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090, GC 4003, GC 4004, HSS 19850 GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 40801 GC 34090 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) GENERAL INFORMATION CDBG APPLICATIONS/PROPOSALS CDBG/HOME PROGRAM SUBRECIPIENT FUNDING APPROVALS ANNUAL PERFORMANCE REPORTS HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT CU+2 TE+5 TE+5 TE+5 SU+10 GC 34090 GC 34090, 24 CFR 570.502, 24 CFR 85.42 GC 34090, 24 CFR 570.502, 24 CFR 85.42 GC 34090, 24 CFR 570.502, 24 CFR 85. 42 GC 34090, ADMIN. DEC. BUILDING GENERAL INFORMATION POLICIES & PROCEDURES BUILDING PERMIT FILES BUILDING PLANS ADOPTED CODES REPORTS & STUDIES CERTIFICATES OF OCCUPANCY BUILDING BUILDING BUILDING BUILDING BUILDING BUILDING BUILDING CU+2 CU+2 PE V PE V PE PE PE GC 34090 GC 34090 GC 34090, GC 4003, GC 4004, HSS 19850 GC 34090, GC 4003, GC 4004, HSS 19850 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 17 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0570 0570-71 0570-75 0575 0575-05 0575-15 0575-20 0575-40 0580 0580-05 0580-10 0580-20 0590 0590-05 0590-10 0590-20 0590-30 0590-40 0590-50 0590-60 0590-70 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION BUILDING (CONTINUED) INSPECTION LOGS MOBILE HOME PARK PERMITS BUILDING BUILDING PE CU+2 GC 34090, ADMIN. DEC. GC 34090 CODE COMPLIANCE/ENFORCEMENT GENERAL INFORMATION ENFORCEMENT CASE FILES (NO RECORDED NOTICE) ENFORCEMENT CASE FILES (WITH RECORDED NOTICE) REPORTS & STUDIES CODE ENFORCEMENT CODE ENFORCEMENT CODE ENFORCEMENT CODE ENFORCEMENT 2 CL+6 6YRS. AFTER NOTICE PPI pAQpn CU+5 GC 34090 GC 34090, CCP 337.1, CCP 338.1 GC 34090, CCP 337.1, CCP 338.1 GC 34090, ADMIN. DEC. HISTORIC PRESERVATION GENERAL INFORMATION HISTORIC SITE INVENTORY HISTORIC SITES (CASE FILES) LIBRARY LIBRARY LIBRARY CU+2 SU+2 PE GC 34090 GC 34090 GC 34090 ECONOMIC DEVELOPMENT GENERAL INFORMATION ECONOMIC/FINANCIAL ANALYSES ECONOMIC REVIEW - PROJECTS EMPLOYMENT ANALYSIS INFORMATION BUSINESS PROMOTION/RETENTION NEW DEVELOPMENT CONTACTS - INQUIRY TOURISM (CONVIS) REPORTS & STUDIES ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT CU+2 CU+5 CU+5 CU+5 CU+5 CU+2 CU+2 CU+2 GC 34090 GC 34090 /Admin. Dec. GC 34090 / Admin. Dec. GC 34090 / Admin. Dec. GC 34090 /Admin. Dec. GC 34090 GC 34090 GC 34090 0600 SERIES * HEALTH, SAFETY & WELFARE 0600 0600-05 ANIMAL CONTROL GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 18 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0600 0600-10 0600-25 0600-26 0600-45 0610 0610-05 0610-10 0610-11 0610-14 0610-15 0610-20 0610-25 0610-30 0610-35 0610-40 0610-50 0610-60 0610-65 0620 0620-05 0620-10 0620-20 0620-23 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION ANIMAL CONTROL (CONTINUED) CONTRACT SERVICES COMPLAINTS/INVESTIGATIONS (RFA's) REQUEST FOR ACTION (RFA) DATABASE REPORTS & STUDIES POLICE VARIOUS DEPTS CITY MANAGER PUBLIC WORKS TE+5 CL+2 CL+5 CU+2 CCP337.2, CCP343, GC 53066, BP 7042.5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 EMERGENCY SERVICES GENERAL INFORMATION 911 COMMUNICATIONS (AUDIO TAPES) 911 COMMUNICATIONS (REPORTS) COMPUTER AIDED DISPATCH (CAD) DATABASE EMERGENCY PLAN DISASTER EVENTS DISASTER RELIEF PROGRAMS CIVIL DEFENSE MUTUAL AID - INTERAGENCY EMERGENCY/DISASTER TRAINING (CEMAT) REPORTS & STUDIES (CEMAT) REGULATIONS EMS REPORTS (RETENTION BEGINS WHEN PATIENTS AGE IS 25 OR GREATER) FIRE POLICE POLICE POLICE FIRE FIRE FIRE FIRE FIRE FIRE FIRE FIRE FIRE CU+2 100 DAYS CU+2 PE SU+2 V CU+5 V CU+2 V CU+2 SU+2 CU+2 V CU+2 CU+2 7 GC 34090 GC 34090.6 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 HIPAA45CFR 164.530(j) ENVIRONMENTAL PROTECTION GENERAL INFORMATION AIR QUALITY HAZARDOUS MATERIALS PROGRAMS HAZARDOUS MATERIALS DISPOSAL PLANNING PLANNING FIRE FIRE CU+2 CU+7 SU+2 CU+10 GC 34090 CCP 338(k), GC 34090 GC 34090 CAL OSHA 40, CFR 122.21 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0620 0620-35 0620-40 0620-55 0620-60 0620-65 0620-70 0630 0630-05 0630-10 0630-15 0630-20 0630-25 0630-30 0630-40 0630-45 0630-47 0630-53 0630-55 0630-59 0630-60 0630-65 0630-70 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION ENVIRONMENTAL PROTECTION (CONTINUED) COASTAL PROTECTION - BEACH EROSION WETLANDS - FLOODPLAINS OPEN SPACE TRAILS SYSTEM HABITAT MANAGEMENT PLAN (HMP) - WILDLIFE CONSERVATION REGULATIONS PLANNING PUBLIC WORKS ENGINEERING PLANNING PLANNING PLANNING VARIOUS DEPTS PE PE PE PE PE PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 FIRE PROTECTION/PREVENTION GENERAL INFORMATION APPARATUS & EQUIPMENT INVENTORIES APPARATUS & EQUIPMENT SPECIFICATIONS APPARATUS & EQUIPMENT TESTS HOSE MAINTENANCE LOGS SAFETY CLOTHING & EQUIPMENT FIRE INCIDENT REPORTS FIRE/ARSON INVESTIGATION REPORTS (INVOLVING DEATH) FIRE/ARSON INVESTIGATION REPORTS (OTHER) ADOPTED FIRE CODES FIRE INSPECTIONS VIOLATION LETTERS, NOTICES (FIRE PREVENTION) FIRE SYSTEMS - SHELL BUILDINGS FIRE SYSTEMS - TENANT IMPROVEMENTS (SPECIAL INSTRUCTIONS-SEE FIRE DEPT.) FIRE SUPPRESSION/EXTINGUISHERS FIRE FIRE FIRE FIRE FIRE FIRE FIRE FIRE FIRE FIRE CITY CLERK FIRE PREVENTION FIRE PREVENTION FIRE PREVENTION FIRE PREVENTION FIRE CU+3 CU+2 CU+2 CU+2 CU+2 CU+2 CL+3 PE CU+6 PE CL+3 CL+3 PE PE (UNLESS SU) PE GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, CCP 338, CCP 340.5 PC 799, CFC 104.3.2 PC 799, CFC 104.3.2 GC 34090, CCP 340.5 UFC 103.34, CFC 104.3.4 UFC 103.34 GC 34090, CFC 104.3.4, UFC 103.34, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0630 0630-73 0630-75 0630-80 0630-90 0630-95 0640 0640-05 0640-15 0640-20 0640-25 0640-30 0640-35 0640-40 0640-45 0640-50 0640-55 0640-60 0650 0650-10 0650-20 0650-30 0650-50 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION FIRE PROTECTION/ PREVENTION (CONTINUED) FIRE HYDRANTS SMOKE DETECTORS (NON-SINGLE FAMILY) VEHICLES WEED ABATEMENT REPORTS & STUDIES FIRE FIRE FIRE FIRE FIRE PE PE CU+2 CU+3 CU+3 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 GC 34090, CFC 103.3.4, ADMIN. DEC. GC 34090, ADMIN. DEC. FLOOD CONTROL GENERAL INFORMATION NATIONAL FLOOD INSURANCE PROGRAM LAKES/BASINS DRAINAGE FACILITIES MASTER PLANS CREEKS FLOOD ZONES FLOOD CONTROL DISTRICT POLICIES & PROCEDURES REGULATIONS REPORTS & STUDIES ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING CU+2 SU+2 PE PE CU+2 PE PE CU+2 SU+5 SU+2 CL+2 GC 34090 GC 34090 /Admin. Dec. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 40801 GC 34090 GC 34090 HEALTH SERVICES FOOD ESTABLISHMENTS/HANDLERS PARAMEDIC SERVICES AMBULANCE SERVICES PEST CONTROL FINANCE PLANNING FINANCE FIRE FINANCE FIRE PUBLIC WORKS TE+2 CU+5 CU+5 CU+2 GC 34090 GC 34090 GC 34090 GC 34090 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0670 0670-05 0670-10 0670-11 0670-13 0670-15 0670-20 0670-21 0670-25 0670-30 0670-35 0670-40 0670-50 0670-55 0670-60 0670-63 0670-65 0670-70 0670-75 0670-80 0670-85 0670-90 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION POLICE SERVICES GENERAL INFORMATION INTERNAL INVESTIGATIONS: CITIZEN GENERATED (COMPLAINTS, REPORTS, FINDINGS) INTERNAL AFFAIRS INVESTIGATIONS (INTERNALLY GENERATED & TRAFFIC COLLISIONS INVOLVING PD) ACTIVITY LOGS CITIZEN COMPLAINTS & INVESTIGATIONS POLICE REPORTS (NOT HELD PE) POLICE REPORTS (HELD PE) ASSET FORFEITURE GRANT APPLICATIONS DETENTION FACILITIES (REGIONAL) ALARM RECORDS MUG SHOTS FIELD INTERVIEWS TOWING SERVICES CITATIONS PAWN SHOP RECORDS MASSAGE LICENSES SPECIAL EVENTS PERMITS REPORTS & STUDIES DEPARTMENT DIRECTIVES POLICIES & PROCEDURES POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE FIRE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE CU+2 CL + 5 CL+2 CU+2 CU+5 CU+10 PE CL+10 CL+10 CU+2 3 2 2 CU+2 CU+2 CU+2 TE+2 CL+2 CU+2 SU+3 SU+2 GC 34090 EC 1045, GC12946, GC 34090, PC801, VC2547 GC 12946, GC 34090 GC 34090 EC1045, PC832.5, PC832.7 GC 34090; ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0680 0680-20 0690 0690-05 0690-10 0690-20 0690-40 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION PUBLIC WELFARE AMERICANS WITH DISABILITIES (ADA)PUBLIC WORKS FACILITIES CL+5 GC 34090 SENIOR SERVICES GENERAL INFORMATION SENIOR PROGRAMS SENIOR NUTRITION PROGRAMS/AIS GRANTS (AGING & INDEPENDENT SERVICES) REPORTS & STUDIES SENIOR CENTER SENIOR CENTER SENIOR CENTER SENIOR CENTER CU+2 CU+2 CU+5 CU+2 GC 34090 GC 34090 GC 34090 GC 34090 0700 SERIES -LEGAL/LEGISLATIVE ^ 0700 0700-10 0700-15 0700-16 0700-18 0700-20 0700-25 0700-26 0700-27 0700-28 0700-30 0700-45 AGREEMENTS/CONTRACTS LEASES AGREEMENTS - CONTRACTS (INCLUDES CAPITAL IMPROVEMENT) AGREEMENTS - CONTRACTS (OTHER - INCLUDES EQUIPMENT, SERVICES OR SUPPLIES) HOMEBUYER ASSISTANCE PROGRAM (RECORDED DOCUMENTS) AGREEMENTS - CONTRACTS FOR CMWD AGREEMENTS - CONTRACTS FOR HOUSING & REDEVELOPMENT COMMISSION AGREEMENTS - CONTRACTS FOR INDUSTRIAL DEVELOPMENT AUTHORITY AGREEMENTS - CONTRACTS FOR PUBLIC IMPROVEMENT CORP. AGREEMENTS - CONTRACTS FOR PUBLIC FINANCING AUTHORITY LIEN AGREEMENTS - RELEASE (PUBLIC RIGHT-OF-WAY) PUBLIC FACILITIES FEE AGREEMENTS - RELEASE CITY CLERK ECONOMIC DEV. CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK PE V PE V TE+5 PE PE V PE V PE V PE V PE V PE V PE V CCP 337, CCP 343, ADMIN. DEC. GC 34090; 4004; H&S 19850 CCP 337.2, CCP 343 GC 34090, CCP 337 CCP 337, CCP 343, ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. GC 34090 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 23 Of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0700 0700-50 0700-55 0700-60 0700-65 0700-70 0700-75 0700-80 0700-81 0700-82 0700-83 0700-84 0700-85 0700-86 0700-87 0700-88 0700-90 0700-95 0710 0710-10 0710-20 0710-30 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION AGREEMENTS/CONTRACTS (CONTINUED) FUTURE IMPROVEMENT AGREEMENTS - RELEASE HOLD HARMLESS AGREEMENTS - RELEASE PROMISSORY NOTES DRAINAGE FEE AGREEMENTS - RELEASE GROWTH MANAGEMENT AGREEMENTS - RELEASE INCREASED FEE AGREEMENTS - RELEASE NEIGHBORHOOD IMPROVEMENT AGREEMENTS - RELEASE AFFORDABLE HOUSING AGREEMENTS - RELEASE GROWTH MANAGEMENT IMPACT FEE AGREEMENTS - RELEASE LOCAL FACILITIES MANAGEMENT ZONE FEE AGREEMENTS - RELEASE PETITION & WAIVER REIMBURSEMENT AGREEMENTS - RELEASE JOINT USE AGREEMENTS - RELEASE UNCONTROLLED STOCKPILE AGREEMENTS - RELEASE RECREATIONAL VEHICLE STORAGE FACILITY AGREEMENTS ENCROACHMENT AGREEMENTS RECORDED AGREEMENTS, OTHER (MISC.) CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 CITY INCORPORATION ARTICLES OF INCORPORATION - HISTORIC ANNEXATIONS/REORGANIZATIONS BOUNDARY ADJUSTMENTS CITY CLERK CITY CLERK CITY CLERK PE V PE V PE V GC 34090, 40801 GC 34090, 40801 GC 34090, 40801 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0710 0710-40 0710-50 0720 0720-10 0720-45 0720-60 0720-75 0725 0725-05 0725-20 0725-30 0725-40 0730 0730-05 0730-25 0730-40 0730-41 0730-45 0730-50 0730-55 0735 0735-05 0735-25 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION CITY INCORPORATION (CONTINUED) DETACHMENTS - DE-ANNEXATIONS SPHERE OF INFLUENCE CITY CLERK CITY CLERK PE V PE GC 34090, 40801 GC 34090, 40801 ELECTIONS MUNICIPAL ELECTIONS ELECTIONS DATABASE ELECTION INFO (FROM REGISTRAR OF VOTERS) PROPOSITION 218 ELECTIONS CITY CLERK CITY CLERK CITY CLERK CITY CLERK PE PE CU+2 PE GC 34090 GC 34090, ADMIN. DEC. GC 34090, EC 17501, EC 17301 CA CONSTITUTION ART. XIII INITIATIVE /RECALL/ REFERENDUM GENERAL INFORMATION INITIATIVE PETITION (NOT OPEN TO INSPECTION) REFERENDUM PETITION (NOT OPEN TO INSPECTION) RECALL PETITION CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+5 CL+.75 CL+.75 CL+.75 GC 34090 EC 17200, GC 6253.5 EC 17200, GC6253.5 EC 17400, GC 6253.5 FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS GENERAL INFORMATION CORRESPONDENCE (FPPC) CAMPAIGN STATEMENTS (OFFICIALS ELECTED) CAMPAIGN STATEMENTS (OFFICIALS NOT ELECTED) CANDIDATES STATEMENTS OF INTENTION STATEMENTS OF ORGANIZATION (FILED) STATEMENTS OF TERMINATION (FILED) CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 E+7 PE E+7 E+5 PE PE GC 34090 GC 81009(e) GC81009(b) GC81009(b) GC81009(b) GC81009(b) GC81009(b) FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS GENERAL INFORMATION CORRESPONDENCE (FPPC) CITY CLERK CITY CLERK CU+2 PE GC 34090 GC81009(a) 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0735 0735-39 0735-40 0735-41 0735-42 0735-43 0735-50 0740 0740-05 0740-07 0740-20 0740-30 0740-35 0740-50 0740-60 0740-70 0740-71 0740-75 0745 0745-10 0745-20 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS (CONTINUED) STATEMENTS OF ECONOMIC INTERESTS - CANDIDATES (NON-ELECTED) STATEMENTS OF ECONOMIC INTERESTS (ELECTED OFFICIALS - ELECTION RELATED) STATEMENTS OF ECONOMIC INTERESTS (BOARDS/COMMISSIONS) STATEMENTS OF ECONOMIC INTERESTS (EMPLOYEES) STATEMENTS OF ECONOMIC INTERESTS (CONSULTANTS) LOCAL CONFLICT OF INTEREST CODE & AMENDED APPENDIX CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK E+5 PE CU+7 CU+7 CU+7 PE GC81009(b) GC81009(c) GC81009(c) GC 81009(e) GC81009e) GC81009(d) LEGAL OPERATIONS GENERAL INFORMATION CORRESPONDENCE / REQUESTS FOR LEGAL ADVICE AFFIDAVITS OF PUBLICATION OATHS OF OFFICE - ELECTED OFFICIALS OATHS OF OFFICE - EMPLOYEES LEGAL MEMOS & OPINIONS LEGAL PROCEDURES CARLSBAD MUNICIPAL CODE (CMC) MUNICIPAL CODE AMENDMENTS (MCAs) ETHICS TRAINING CERTIFICATES CITY ATTORNEY CITY CLERK CITY ATTORNEY CITY CLERK CITY CLERK HUMAN RESOURCES CITY ATTORNEY CITY ATTORNEY CITY CLERK CITY CLERK CITY CLERK CU+2 CU+10 CU+4 TE + 6 TE + 6 PE SU+2 PE V CU + 2 CU+5 GC 34090 GC 34090 CCP 343, CCP 349.4 GC 34090, 29 USC 1113 GC 34090, 29 USC 1113 GC 34090, GC 6254, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 53235.2(5) CLAIMS/LITIGATION CLAIMS -BY THE CITY CLAIMS AGAINST THE CITY CITY ATTORNEY CITY CLERK CITY ATTORNEY RISK MANAGEMENT CL+5 V CL+5 V GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 26 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0745 0745-30 0745-40 0745-50 0745-52 0745-60 0745-70 0745-80 0750 0750-06 0750-07 0750-10 0750-20 0750-40 0750-50 0750-60 0753 0753-10 0753-20 0753-40 0753-50 0753-60 0755 0755-10 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION CLAIMS/ LITIGATION (CONTINUED) SUBPOENAS (OTHER THAN CASE FILES) COURT ORDERS (OTHER THAN CASE FILES) CIVIL CASE FILES CIVIL CASE FILES (HIGH PROFILE) CRIMINAL CASE FILES ARBITRATION CASE FILES AMICUS PARTICIPATION CITY ATTORNEY CITY CLERK CITY ATTORNEY CITY ATTORNEY CITY ATTORNEY CITY ATTORNEY CITY ATTORNEY CITY ATTORNEY CL+5 V CL+5 V CL+7 V PE V CL+7 V CL+7 V 5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 LEGISLATIVE - CITY COUNCIL CORRESPONDENCE - PETITIONS (MISC.) PUBLIC COMMENT INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS ORDINANCES AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 5 CU+2 PE V PE V PE V PE V GC 34090 GC 34090, GC 40801, ADMIN. DEC. GC 34090 GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090, GC 40806 GC 34090 LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD) MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS ORDINANCES AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 PE V PE PE PE V GC 34090 GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090, GC 40806 GC 34090 LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION MEETING AGENDAS & NOTICES CITY CLERK CU+2 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 27 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0755 0755-20 0755-40 0755-60 0757 0757-10 0757-20 0757-40 0757-60 0758 0758-10 0758-20 0758-40 0758-60 0759 0759-10 0759-20 0759-40 0759-60 0770 0770-10 0770-20 0770-30 0770-35 0770-45 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION ( MEETING MINUTES RESOLUTIONS AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK RETENTION LEGAL CITATION CONTINUED) PE V PE V PE V GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090 LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC) MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 PE V PE V PE V GC 34090 GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090 LEGISLATIVE - PUBLIC FINANCING AUTHORITY (PFA) MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 PE V PE V PE V GC 34090 GC 34090, GC 36814, GC 40801 GC 34090(d), GC 40801 GC 34090 LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA) MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 PE V PE V PE V GC 34090 GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090 REAL PROPERTY APPRAISALS/NEGOTIATIONS ACQUISITIONS/MERGERS EMINENT DOMAIN CONDEMNATIONS OFFERS OF DEDICATION CITY CLERK CITY CLERK ECONOMIC DEV. CITY ATTORNEY CITY ATTORNEY CITY CLERK CITY CLERK CL+2 PE V PE V PE V PE V GC 34090, GC 6254(b) GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 28 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0770 0770-60 0770-70 0770-75 0770-80 0770-90 0775 0775-10 0775-20 0775-50 0775-60 0775-80 0775-90 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION REAL PROPERTY (CONTINUED) LIENS/RELEASES (MISC.) PROPERTY INVENTORY (CITY OWNED) SPECIAL DOCUMENTS (REAL PROPERTY) CMWD HOUSING & REDEVELOPMENT COMMISSION CITY CLERK ECONOMIC DEV. FINANCE ECONOMIC DEV. FINANCE FINANCE FINANCE PE V AU+4 V PE PE PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 REAL PROPERTY - DEEDS/EASEMENTS EASEMENTS & DEEDS - CITY DEED RESTRICTIONS REAL PROPERTY, OTHER QUITCLAIMS EASEMENTS & DEEDS - MUNICIPAL WATER DISTRICT EASEMENTS & DEEDS - HOUSING & REDEVELOPMENT COMMISSION CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK PE V PE V PE V PE V PE V PE V GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 0800 SERIES -HUMAN RESOURCES/PERSONNEL 0800 0800-03 0800-05 0800-35 0800-45 0800-50 0800-60 0800-65 HUMAN RESOURCES/PERSONNEL ADMINISTRATION CORRESPONDENCE GENERAL INFORMATION EVALUATION PROGRAMS (PAY FOR PERFORMANCE) ORGANIZATIONAL CHARTS PERSONNEL POLICIES & PROCEDURES REPORTS & STUDIES TEMPORARY STAFF DATABASE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES VARIOUS DEPTS HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CU+2 CU+3 SU+3 SU+3 V SU+3 V CU+3 CL+3 GC 34090 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090 GC 34090, ADMIN. DEC. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 29 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0810 0810-05 0810-07 0810-10 0810-15 0810-20 0810-23 0810-25 0810-40 0810-70 0810-80 0810-90 0810-95 0820 0820-05 0820-20 0820-30 0820-40 0820-60 0820-70 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION EMPLOYEE RECORDS GENERAL INFORMATION IFAS - HUMAN RESOURCES MODULE DATABASE FINGERPRINTING PRE-EMPLOYMENT PHYSICALS 1-9 FORMS - IMMIGRATION REQUESTS FOR LEAVE - MEDICAL PART-TIME EMPLOYEES (HOURLY) 3/4 TIME & FULL-TIME EMPLOYEES WORKERS COMPENSATION CLAIMS FILES WORKERS COMPENSATION AUTHORIZATIONS (TO USE PERSONAL PHYSICIAN) DEPARTMENT OF TRANSPORTATION (DOT) REPORTS SUPPLEMENTAL CRIMINAL HISTORY QUESTIONAIRE (EMPLOYEES & VOLUNTEERS) HUMAN RESOURCES FINANCE HUMAN HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES POLICE HUMAN RESOURCES POLICE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES RECREATION VOLUNTEERS CU+3 TE+10 30 DAYS CL+3 TE+3 CL+3 TE+5 V TE+-10 V CU+5 SU+5 PE CU+3 GC 34090 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA IMMIGRATION REFORM CONTROL ACT (IRCA) GC 34090, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, PC 832.5, FLSA, ADMIN. DEC. 8CCR10102 LC4600, 5404, and 5410 49 CFR SECTION 40.333 GC 34090; PRC5164 CLASSIFICATIONS/QUALIFICATIONS GENERAL INFORMATION CLASSIFICATION SURVEYS CLASSIFICATION APPEALS & AUDITS RECLASSIFICATIONS POLICIES & PROCEDURES REPORTS & STUDIES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CU+5 CL+2 CL+5 V CL+5 SU+5 SU+5 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0830 0830-05 0830-10 0830-15 0830-20 0830-23 0830-40 0830-60 0830-65 0830-77 0830-80 0830-90 0840 0840-05 0840-10 0840-15 0840-30 0840-50 0840-55 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION SALARIES, WAGES AND BENEFITS GENERAL INFORMATION DEFERRED COMPENSATION LEAVE CONVERSIONS HEALTH CARE BENEFITS FLEX SPENDING ACCOUNTS RETIREMENT PLAN (PERS) UNEMPLOYMENT INSURANCE DISABILITY INSURANCE COBRA - PAYMENTS SALARIES (CLASSIFICATION & COMPENSATION) REPORTS & STUDIES HUMAN RESOURCES HUMAN RESOURCES FINANCE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES FINANCE HUMAN RESOURCES FINANCE HUMAN RESOURCES FINANCE FINANCE HUMAN RESOURCES HUMAN RESOURCES CU+6 PE V CU+6 CU+6 SU+2 PE CL+4 CL+4 CL+6 PE CU+6 GC 34090 GC 34090 GC 34090, FMLA, CFRA, LC 1174 GC 34090, FMLA, CFRA GC 34090, FMLA, CFRA, LC 1174 GC 34090 GC 34090, UIC 1085, 22 CCR 1085-2 GC 34090 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA, LC 1174, UIC 1085, ADMIN DEC GC 34090 EMPLOYEE/LABOR RELATIONS GENERAL INFORMATION NEGOTIATION RECORDS LABOR - MANAGEMENT MINUTES, MEETINGS MEMORANDA OF UNDERSTANDING GRIEVANCES - COMPLAINTS (SAFETY) GRIEVANCES - COMPLAINTS (NON- SAFETY) HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CITY CLERK HUMAN RESOURCES POLICE HUMAN RESOURCES CU+3 PE CL+3 PE V TE+5 TE+5 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090 GC 34090 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 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0850 0850-05 0850-07 0850-10 0850-15 0850-25 0850-30 0850-31 0850-35 0850-40 0850-65 0850-70 0850-80 0860 0860-05 0860-20 0860-25 0860-45 0860-60 0860-65 0860-70 0860-80 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION RECRUITMENT/SELECTION GENERAL INFORMATION APPLICANT TRACKING DATABASE AFFIRMATIVE ACTION - EQUAL EMPLOYMENT OPPORTUNITY (EEO) ADVERTISING/EMPLOYMENT ANNOUNCEMENTS JOB APPLICATIONS/RESUMES BACKGROUND INVESTIGATIONS (APPLICANTS SELECTED) BACKGROUND INVESTIGATIONS (APPLICANTS NOT SELECTED) WRITTEN EXAMINATION RECORDS ORAL EXAMINATION RECORDS ELIGIBILITY LISTS COMPLAINTS - INVESTIGATIONS (HIRING/SELECTION) ASSESSMENT CENTERS, GENERAL HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES POLICE HUMAN RESOURCES POLICE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CU+3 PE SU+3 CL+3 CL+3 TE+5 CL+3 CL+3 CL+3 CL+3 CL+5 CL+3 GC 34090, Title VII, FEHA, ADA GC 34090, ADMIN. DEC. GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA GC 12946 GC 34090 GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA, PC832.5(b) GC 34090, TITLE VII, FEHA, ADA TRAINING & EMPLOYMENT PROGRAMS GENERAL INFORMATION EMPLOYEE DEVELOPMENT/TRAINING EMPLOYEE DEVELOPMENT/TRAINING (SAFETY) EDUCATIONAL TUITION REIMBURSEMENT PROGRAM FTO / CTO TRAINING RECORDS CANINE RECORDS (DESTROY AFTER DOG RETIRES OR CANINE OFFICER TRAINING & TRAVEL REQUESTS VOLUNTEER PROGRAMS HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES POLICE POLICE FINANCE CITY MANAGER LIBRARY CU+3 TE+5 TE+5 CL+3 CL + 5 TE+5 CL+5 CL+3 GC 34090 GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA, PC 832.5 GC 34090, TITLE VII, FEHA, ADA GC 12946, GC 34090 GC 1 2946, GC 34090 GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 32 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO.RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0900 SERIES -PUBLIC FACILITIES AND GROUNDS ^ ii?< 0900 0900-05 0900-10 0900-15 0900-20 0900-30 0900-40 0900-43 0900-50 0900-60 0900-65 0900-70 0900-75 0900-76 0910 0910-05 0910-10 0910-20 0910-30 0910-35 0910-40 0910-43 0910-45 GENERAL ADMINISTRATION GENERAL INFORMATION CUSTODIAL SERVICES PUBLIC FACILITIES MAINTENANCE PUBLIC GROUNDS MAINTENANCE GRAFFITI - VANDALISM OF PUBLIC BUILDINGS FACILITIES USE APPLICATIONS FACILITIES USE PERMITS/INSURANCE BINDERS REGULATIONS POLICIES & PROCEDURES REPORTS & STUDIES WORK ORDERS FACILITIES WORK ORDER DATABASE (MAINTSTAR) HANSEN WORK ORDER DATABASE PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RECREATION RECREATION PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+2 CU+2 CU+2 CU+2 CU+2 CL+2 PE SU+5 CU+2 CU+2 20 CL+10 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC34090 GC 34090, GC40806 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. MUNICIPAL FACILITIES GENERAL INFORMATION (MAINTENANCE & OPERATIONS) CITY HALL - CIVIC CENTER FARADAY BUILDING MAINTENANCE YARD (405 OAK) SENIOR CENTER KRUGER HOUSE HERITAGE HALL SCOUT HOUSE PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS CU+2 PE PE PE PE PE PE PE GC 34090 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 33 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0910 0910-50 0910-53 0910-60 0910-70 0910-75 0910-81 0910-82 0910-83 0910-84 0910-85 0910-86 0910-91 0910-92 0910-93 0910-94 0910-95 0910-96 0930 0930-05 0930-06 0930-85 0930-90 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION MUNICIPAL FACILITIES (CONTINUED) SAFETY CENTER FLEET MAINTENANCE YARD HOUSING & REDEVELOPMENT OFFICE MUNICIPAL WATER DISTRICT OFFICE SWIM COMPLEX FIRE STATION #1 FIRE STATION #2 FIRE STATION #3 FIRE STATION #4 FIRE STATION #5 FIRE STATION #6 COLE LIBRARY CARLSBAD CITY LIBRARY LAS PALMAS BUILDING ADULT LEARNING CENTER CENTRO DE INFORMACION ARTS OFFICE PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 PARKS & OPEN SPACE GENERAL INFORMATION (MAINTENANCE & OPERATIONS) PARK SITE INFORMATION MUNICIPAL GOLF COURSE PLAYGROUND INSPECTIONS PW-GENERAL SERVICES PW-GENERAL SERVICES PW-GENERAL SERVICES PW - PARKS CU+2 PE PE 5 GC 34090 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 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 34 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0930 0930-95 0930-99 0940 0940-10 0940-20 0940-30 0940-40 0940-50 0940-70 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION PARKS & OPEN SPACE (CONTINUED) STATE PARKS PARK PLANNING PW-GENERAL SERVICES PW-GENERAL SERVICES RECREATION 2 2 GC 34090 GC 34090 CITY RESERVOIRS/PUMP STATIONS GENERAL INFORMATION OPERATIONS - MAINTENANCE (RESERVOIRS, ETC.) RESERVOIRS PUMP STATIONS CONSTRUCTION - CIP (RESERVOIRS, ETC.) REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+2 PE PE PE CL+2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 1000 SERIES - PUBLIC WORKS/ ENGINEERING 1000 1000-05 1000-15 1000-20 1000-25 1000-30 1000-35 1000-37 1000-40 1000-45 1000-47 1000-50 1000-55 ENGINEERING GENERAL INFORMATION MONUMENTS PAVING PERMITS IMPROVEMENT, GRADING, & DRAINAGE PLANS GRADING PERMITS DRAINAGE BASIN REPORTS DRAINAGE & EROSION STANDARDS (ENGINEERING) ENGINEERING PLANS RIGHT-OF-WAY PERMITS SURVEY PROJECTS & MAPS POLICIES & PROCEDURES PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING CU+2 PE PE PE PE PE PE SU+10 PE PE PE SU+2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090 /Admin. Dec. GC 34090 40CFR 122.28 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 35 Of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1000 1000-60 1000-65 1000-70 1000-75 1000-76 1000-77 1000-80 1005 1005-05 1010 1010-05 1010-20 1010-25 1010-30 1010-40 1020 1020-05 1020-20 1020-30 1020-40 1020-50 1020-60 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION ENGINEERING (CONTINUED) REGULATIONS (ENGINEERING) SOILS & HYDROLOGY REPORTS REPORTS & STUDIES, GENERAL HAUL ROUTE/OVERSIZE LOAD PERMITS INSPECTION REQUESTS INSPECTION LOGS MICROFICHE INDEX PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING INSPECTION PW- ENGINEERING INSPECTION PW- ENGINEERING INSPECTION PW- ENGINEERING SU+2 PE 20 CL + 2 CL+2 CL+2 PE GC 34090 GC34090 GC 34090 GC34090 GC 34090 GC 34090 GC 34090 / Admin. Dec. GEOGRAPHIC INFORMATION SYSTEMS (CIS) BASE MAPS CIS PUBLIC WORKS PE GC 34090, H&S19850, GC 34090.7 HIGHWAYS & THOROUGHFARES GENERAL INFORMATION STATE ROUTE 78 INTERSTATE 5 TRUCK ROUTES & ACCESS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 PE PE SU+2 5 GC 34090 /Admin. Dec. GC 34090 /Admin. Dec. GC 34090 /Admin. Dec. GC 34090, GC 4003, GC 4004 GC 34090 /Admin. Dec. BRIDGES GENERAL INFORMATION PROJECT FILES BRIDGE INSPECTIONS BRIDGE SPECIFICATIONS OVERPASSES REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 PE PE PE PE PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004 GC 34090 / Admin. Dec. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 36 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1025 1025-05 1025-10 1025-20 1025-30 1025-40 1025-45 1025-50 1025-60 1030 1030-05 1030-10 1030-20 1030-40 1030-45 1030-50 1030-56 1030-60 1035 1035-05 1035-07 1035-10 1035-13 1035-14 1035-15 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION FLEET MAINTENANCE GENERAL INFORMATION MAINTENANCE RECORDS/REPAIR ORDERS VEHICLE SPECIFICATIONS VEHICLE FILES FUEL MONITORING FLEET WORK ORDER DATABASE (MAINTSTAR) POLICIES & PROCEDURES REPORTS & STUDIES PW - FLEET PW - FLEET PW - FLEET PW - FLEET PW - FLEET PW - FLEET PW - FLEET PW - FLEET CU+2 CL+2 SU+2 TE+2 CU+2 20 CU+2 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 STREETS - ADMINISTRATION GENERAL INFORMATION CAPITAL PROJECTS STREET ALIGNMENTS/WIDENING STREET NAMES STREET NAME CHANGES (SNC) POLICIES & PROCEDURES STANDARDS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 PE PE PE PE CU+10 SU+10 CU+10 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 STREETS - MAINTENANCE GENERAL INFORMATION COMPLAINTS MAINTENANCE/IMPROVEMENTS PAVEMENT - OVERLAY PAVEMENT MANAGEMENT DATABASE DAILY WORK ORDERS & LOGS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CL+2 CL+2 CL+2 PE CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 37 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1035 1035-17 1035-20 1035-23 1035-25 1035-30 1035-33 1035-35 1035-37 1035-39 1035-40 1035-45 1035-50 1035-60 1035-65 1040 1040-05 1040-07 1040-20 1040-25 1040-27 1040-30 1040-35 1040-40 1040-45 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION STREETS - MAINTENANCE (CONTINUED) DAMAGE & INCIDENT REPORTS BIKE LANES CROSSWALKS HANDICAPPED RAMPS SIDEWALKS CURBS & GUTTERS STREET LIGHTS LIGHTING & LANDSCAPING DISTRICTS MEDIANS & ISLANDS LANDSCAPING TREE PLANTING, TRIMMING, OR REMOVAL POLICIES & PROCEDURES STREET CLOSURES REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CL+5 PE PE PE PE PE PE TE+2 PE CU+2 CU+5 SU+5 PE CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 TRAFFIC ENGINEERING GENERAL INFORMATION REQUESTS/COMPLAINTS CIRCULATION SPEED ZONING TRAFFIC COUNTS (ADT) PEDESTRIAN SAFETY TRAFFIC SCHEDULES TRAFFIC IMPACT FEES/MITIGATION TRAFFIC WARRANTS PW- TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING CU+5 CL+5 SU+5 SU+5 SU+5 SU+5 SU+5 SU+5 EX+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 38 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1040 1040-50 1040-55 1040-58 1040-60 1040-65 1040-70 1040-80 1050 1050-05 1050-10 1050-20 1050-30 1050-40 1050-45 1050-50 1050-55 1050-60 1050-70 1050-75 1050-80 1055 1055-05 1055-10 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION TRAFFIC ENGINEERING (CONTINUED) TRAFFIC SIGNS SIGNAL PROJECTS SIGNAL MAINTENANCE REGULATIONS (TRAFFIC) STATISTICS REPORTS & STUDIES SURVEYS (TRAFFIC) PW - TRAFFIC ENGINEERING STREETS PW - TRAFFIC ENGINEERING PW - STREETS PW - TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING EX+5 EX+5 PE V SU+5 CU+5 CU+5 SU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 PARKING GENERAL INFORMATION REQUESTS/COMPLAINTS NO PARKING ZONES - ON STREET NO PARKING ZONES - OFF STREET PARKING FACILITIES, CITY PARKING PERMITS TEMPORARY CONTROLS PARKING LOTS PARKING REGULATIONS STATISTICS PARKING DISTRICTS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS ENGINEERING PUBLIC WORKS ENGINEERING CITY CLERK ENGINEERING CITY CLERK PUBLIC WORKS PUBLIC WORKS ENGINEERING CU+5 CL+5 SU+5 SU+5 5 CL+5 EX+5 CU+5 PE 5 TE+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 TRANSPORTATION GENERAL INFORMATION VILLAGE TRANSIT STATION PUBLIC WORKS PUBLIC WORKS CU+5 PE GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 39 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1055 1055-15 1055-20 1055-25 1055-28 1055-30 1055-35 1055-40 1055-50 1055-55 1055-60 1055-61 1055-62 1055-63 1055-65 1055-70 1055-75 1055-80 1055-85 1055-90 1060 1060-05 1060-10 1060-30 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION TRANSPORTATION (CONTINUED) POINSETTIA TRANSIT STATION AIR TRANSPORTATION BUS TRANSPORTATION LIGHT RAIL (COASTER) RAILROADS TAXI OPERATIONS SHUTTLE SERVICES TRANSPORTATION PLANNING PEAK HOUR TRAFFIC MANAGEMENT TRANSPORTATION DEVELOPMENT ACT (TDA) FEDERAL AID URBAN (FAU) STATE & LOCAL TRANSPORTATION PARTNERSHIP PROGRAM (SLTPP) TRANSPORTATION IMPROVEMENT PROGRAM (TIP) INTERMODAL SURFACE TRANSPORTATION EFFICIENCY ACT TRANSPORTATION PROGRAMS TRANSPORTATION SURVEYS REPORTS & STUDIES REGULATIONS REGIONAL TRANSPORTATION PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PE CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 PUBLIC WORKS - CAPITAL IMPROVEMENTS GENERAL INFORMATION CAPITAL PROJECTS (PUBLIC WORKS) REGULATIONS (PUBLIC WORKS) PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PE PE V PE GC 34090 GC 34090, GC 4004, H&S 19850 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 40 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1060 1060-35 1060-40 1065 1065-10 1065-20 1065-25 1065-40 1070 1070-10 1070-30 1070-40 1070-50 1070-60 1070-70 1070-80 1070-90 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION PUBLIC WORKS - CAPITAL IMPROVEMENTS (CONTINUED) STANDARDS (PUBLIC WORKS) REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PE PE GC 34090 GC 34090 SPECIAL IMPROVEMENT DISTRICTS GENERAL INFORMATION MAINTENANCE DISTRICT FORMATION MAINTENANCE DISTRICT ANNEXATIONS UNDERGROUND UTILITY ASSESSMENT DISTRICTS (UUAD) PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CITY CLERK CU+2 PE PE PE GC 34090 GC 34090 GC 34090 GC 34090 SOLID WASTE MANAGEMENT GENERAL INFORMATION REFUSE COLLECTION FINANCIAL STUDIES & REPORTS (TRASH) HOUSEHOLD HAZARDOUS WASTE RECYCLING PROGRAMS MASTER PLANS REGULATIONS TRANSFER STATION PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+5 CU+10 SU+2 SU+5 SU+2 SU+2 PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 1100 SERIES -CULTURAL ARTS, LIBRARY & RECREATION 1100 1100-05 1100-15 1100-20 1100-30 1100-40 1100-50 1100-60 CULTURAL ARTS GENERAL INFORMATION PERFORMING ARTS PUBLIC ART ACQUISITIONS / FUNDRAISING ARTS & CULTURAL PROGRAMS VOLUNTEERS - ADVISORY GROUPS REPORTS & STUDIES CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS CU+2 CL+2 CL+2 PE SU+5 CU+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 41 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1120 1120-05 1120-10 1120-18 1120-20 1120-23 1120-25 1120-53 1120-56 1120-80 1130 1130-05 1130-07 1130-15 1130-20 1130-50 1130-53 1130-55 1130-60 1130-61 1130-65 1130-80 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION LIBRARY SERVICES GENERAL INFORMATION ADMINISTRATION FINES - LATE FEES COLLECTION DEVELOPMENT PLAN MATERIALS SELECTION CALIFORNIA STATE LIBRARY ADULT LEARNING SERVICE MEDIA SERVICES REPORTS & STUDIES LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY CU+2 CU+2 CL+5 PE SU+10 CU+10 CU+20 CU+20 CU+10 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 RECREATION GENERAL INFORMATION REQUESTS - COMPLAINTS INJURY - INCIDENT REPORTS SPECIAL EVENTS (INCLUDING GRAD NITE) RECREATION CLASSES DAY TRIPPERS CLASS REGISTRATIONS LAGOON PERMITS BOAT PERMIT DATABASE SCHOLARSHIP APPLICATIONS REPORTS & STUDIES RECREATION RECREATION RECREATION RECREATION RECREATION SENIOR CENTER RECREATION RECREATION RECREATION RECREATION RECREATION CU+2 CL+2 CL+2 CL+2 CL+2 CL + 2 CL+2 CL+2 CU+2 CU+2 CU+2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 1200 SERIES - UTILITIES 1200 1200-10 1200-15 WATER SERVICES/BILLING GENERAL INFORMATION CORRESPONDENCE - CUSTOMER CONCERNS PUBLIC WORKS FINANCE PUBLIC WORKS CU+2 CL+2 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 42 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1200 1200-23 1200-25 1200-35 1200-40 1200-43 1200-45 1200-50 1210 1210-10 1210-20 1210-25 1210-30 1210-35 1210-40 1210-45 1210-47 1210-50 1210-60 1210-65 1210-70 1210-75 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION WATER SERVICES/ BILLING (CONTINUED) METER READ REPORTS WATER SYSTEM MAINTENANCE CONNECTIONS POLICIES & PROCEDURES SUSSEX WORK ORDER DATABASE - WATER REGULATIONS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS FINANCE PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+5 V PE 15 CL+10 SU+15 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC GC 34090 GC 34090 WATER RESOURCES GENERAL INFORMATION CONSERVATION WATER SOURCES (SUPPLY) WATER QUALITY TEST REPORTS (WATER) MASTER PLAN DAMS WATER LINES CAPITAL PROJECTS CONSTRUCTION (WATER) WATER RIGHTS WELLS WATER USAGE AGRICULTURAL WATER USE PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+10 CU+15 CU+15 CU+12 PE PE PE PE V PE V PE V PE PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090; 40 CFR 141.33 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC4004 GC 34090, GC 4003, GC 4004 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 43 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1210 1210-80 1210-85 1230 1230-05 1230-10 1230-15 1230-20 1230-25 1230-40 1230-45 1230-50 1230-55 1230-65 1230-70 1230-72 1230-75 1230-80 1230-85 1240 1240-05 1240-10 1240-20 1240-30 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION WATER RESOURCES (CONTINUED) REPORTS & STUDIES REGULATIONS PUBLIC WORKS PUBLIC WORKS CU+5 SU+15 GC 34090 GC 34090 WASTEWATER MANAGEMENT GENERAL INFORMATION MASTER PLAN (WASTE WATER) CAPITAL CONSTRUCTION (SEWER LINES/MAINS) SEWER CONNECTIONS EMERGENCIES WASTE WATER DISCHARGE PERMITS SLUDGE AND SOLIDS OUTFALL SEWER SYSTEMS MAINTENANCE SEWER PERMITS TEST REPORTS SPECIAL STUDIES/REPORTS WASTEWATER SERVICE/INSTALLATION WATER RECLAMATION (RECLAIMED WATER) REGULATIONS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+5 PE PE V PE PE PE PE PE PE V PE PE CL+5 CU+5 PE SU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 GC 34090 GC 34090 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 STORM WATER GENERAL INFORMATION MASTER PLANS STORM DRAINS STORM WATER PROTECTION PROGRAM PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+5 PE PE PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 44 of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1240 1240-40 1240-50 1250 1250-05 1250-10 1250-30 1250-40 1250-50 1260 1260-05 1260-10 1260-30 1260-40 1260-50 1260-60 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION STORM WATER (CONTINUED) REGULATIONS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS SU+5 CL+5 GC 34090 GC 34090 TELEPHONE & COMMUNICATIONS GENERAL INFORMATION RATES CITY PHONE SYSTEM MAINTENANCE REGULATIONS REPORTS & STUDIES INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY CU+2 SU+2 CU+2 SU+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GAS & ELECTRICITY GENERAL INFORMATION RATES UNDERGROUNDING (UTILITY) PLANT FACILITIES (UTILITY) REGULATIONS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS CITY CLERK PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+5 SU+2 PE PE SU+2 CU+5 GC 34090 GC 34090 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 45 Of 45 Revised 4/21/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE EXHIBIT 2 APPROVALS: RECORDS MANAGER DATE CITY ATTORNEY DATE FILE NO.RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0100 SERIES - ADMINISTRATION 0100 0100-03 0100-04 0100-05 0100-10 0430-44 0100-15 0100-30 0100-35 0100-50 0120 0120-05 0120-07 0120-09 0120-10 0120-13 0120-15 0120-17 CITY COUNCIL ADMINISTRATION CITY COUNCIL CORRESPONDENCE CITY MANAGER CORRESPONDENCE (GENERAL FILES) CITY MANAGER DEPARTMENT FILES ADMINISTRATIVE ORDERS PITYWIDF GOAI 9 DATABASE COUNCIL POLICIES AWARDS/COMMENDATIONS/ PROCLAMATIONS PRESS RELEASES CALENDARS (COUNCIL AND MANAGEMENT STAFF) COUNCIL OFFICE CITY MANAGER CITY MANAGER CITY MANAGER CITY MANAGER CITY CLERK COUNCIL OFFICE CITY MANAGER ALL DEPARTMENTS CU+2 CU+2 CU+2 PE V PM+?\~r i_/ ' c. PE V CU+2 CU+2 2 GC 34090 GC 34090 GC 34090 GC 34090 GP 14090 GC 34090 GC 34090 GC 34090 GC 34090 RISK MANAGEMENT GENERAL INFORMATION INSURANCE MANUALS LIABILITY DATABASE LIABILITY INSURANCE (CITY POLICIES) SPECIAL EVENTS INSURANCE PROPERTY INSURANCE (CITY POLICIES) INSURANCE POOL RISK SHARING AUTHORITY RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT CU+2 SU+2 PE PE V CL+2 PE PE V GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Iof46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0120-18 0120-20 0120-23 0120-25 0120-30 0120-35 0120-40 0130 0130-10 0130-20 0130-25 0130-27 0130-30 0130-50 0140 0140-05 0140-10 0140-15 0150 0150-05 0150-15 0150-20 0150-25 0150-30 RECORD CATEGORY & DESCRIPTION INSURANCE REVIEW REQUESTS LOSS RECOVERY FILES INCIDENT REPORTS/CITIZEN INJURY PUBLIC OFFICIAL BONDS GENERAL SAFETY & OSHA REGULATIONS REPORTS & STUDIES POLICIES & PROCEDURES OFFICE OF RECORD RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RISK MANAGEMENT RETENTION CL+2 CU+2 CL+2 CU+5 PE CU+5 SU+5 LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 29CFR 1904.6, GC 34090 29CFR 1904.6, GC 34090 GC 34090, ADMIN. DEC. RECORDS MANAGEMENT POLICIES & PROCEDURES RECORDS RETENTION SCHEDULE RECORDS DESTRUCTION LISTS RECORDS MANAGEMENT AUDITS RECORDS INVENTORIES PUBLIC RECORDS REQUESTS RECORDS MANAGEMENT RECORDS MANAGEMENT RECORDS MANAGEMENT RECORDS MANAGEMENT ALL DEPARTMENTS ALL DEPARTMENTS SU+2 SU+4 V PE AU+6 SU+2 CL+2 GC 34090 CCP 343 GC 34090 GC 34090 GC 34090 GC 34090 DOCUMENT MANAGEMENT SYSTEM GENERAL INFORMATION POLICIES & PROCEDURES DMS TRAINING INFORMATION & MATERIALS RECORDS MANAGEMENT RECORDS MANAGEMENT RECORDS MANAGEMENT CU+2 SU+5 SU+2 GC 34090 GC 34090 GC 34090 INFORMATION TECHNOLOGY GENERAL INFORMATION POLICIES & PROCEDURES TRAINING INFORMATION/MATERIALS AIMWORX DATABASE CHANGE CONTROL DATABASE INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY CU+2 SU+2 SU+2 CU+2 CU+2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 0200 SERIES - AGENCIES/ORGANIZATIONS 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0200 0200-31 0200-32 0200-33 0230 0230-70 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION LOCAL ORGANIZATIONS CABLE TELEVISION FOUNDATION AGENDAS CABLE TELEVISION FOUNDATION MINUTES & RESOLUTIONS CABLE TELEVISION FOUNDATION GRANTS CITY MANAGER CITY MANAGER CITY MANAGER CU*§2 PE CL+5 GC 34090 GC 34090 GC 34090 GOVERNMENT/REGULATORY AGENCIES REGULATORY AGENCIES VARIOUS DEPTS CU+2 GC 34090 0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES 0300 0300-05 0300-40 0300-45 0300-50 0300-65 0305 0305-05 0305-15 0305-17 0305-40 0305-45 0305-60 0310 mm (Ti 0310-40 0310-45 0310-60 CITY BOARDS, COMMISSIONS, & COMMITTEES GENERAL INFORMATION BCC APPOINTEES BCC APPLICATIONS (NOT APPOINTED) NOTICES OF BCC VACANCIES/ LIST OF VACANCIES (ANNUAL) BOARDS, COMMISSIONS, COMMITTEES POLICIES & PROCEDURES CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 TE+5 CL+2 CU+2 SU+5 GC 34090 GC 34090, GC81009(e) GC 34090 GC 34090 GC 34090 AD HOC BOARDS, COMMISSIONS, COMMITTEES GENERAL INFORMATION AD HOC BCC APPOINTEES AD HOC BCC APPLICATIONS (NOT APPOINTED) MEETING AGENDAS & NOTICES MEETING MINUTES AGENDA BILLS VARIOUS DEPARTMENTS VARIOUS DEPARTMENTS VARIOUS DEPARTMENTS VARIOUS DEPARTMENTS VARIOUS DEPARTMENTS VARIOUS DEPARTMENTS CU+2 TE+7 CL+2 CU+2 PE V PE GC 34090 GC 34090, GC81009(e) GC 34090 GC 34090, ADMIN. DEC. GC 34090(e) GC 34090 ARTS COMMISSION fiFNFRAI INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS ARTS ARTS ARTS ARTS GU*2- CU+2 PE V PE nC "340QO GC 34090 GC 34090(e) 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 3 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. cms-es 0315 034S-OS 0315-40 0315-45 034S-6Q cni^ M 0317 0^17 (Ti 0317-40 0317-45 0317-55 0317-60 0317-70 0320 m°o (TS 0320-40 0320-45 0320-55 0320-60 032S-6S 0325 032^ 0325-40 RECORD CATEGORY & DESCRIPTION POI IPIFS A PPOPFDURFS OFFICE OF RECORD ARTS RETENTION 3U+5 LEGAL CITATION GO 140QO BEACH PRESERVATION COMMITTEE GFNFRAI INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF PFPORTS/PAPKETS POI ^IF9 & PRPPFDURFS ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING GU±2- CU+2 PE V PE SU+5 C5C 'MOQO GC 34090 GC 34090(6) GP "MflQO f^r ^dnQn CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT GFNFRAI INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS AGREEMENTS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK Qy+2 CU+2 PE V PE V PE PE rir ^/inQn GC 34090 GC 34090(6) GC 34090(6) GC 34090 GC 34090 DESIGN REVIEW BOARD GFNFRAI INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POI IPIF9 & PPOPFDURFS HOUSING & REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT GU*2 CU+2 PE V PE V PE SU*§ f^p ?/inpn GC 34090 GC 34090(6) GC 34090(e) GC 34090 OP "MOQfi GP 'lOROI HISTORIC PRESERVATION COMMISSION GFNFRAI INFORMATION MEETING AGENDAS & NOTICES LIBRARY LIBRARY GU±2- CU+2 np ?/inQn 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 4 Of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0395-4 5 0325-60 n^oc: cc 0330 0330 05 0330-40 0330-45 0330-55 0330-60 0330 fi5 0335 0335 05 0335-40 0335-45 0335-60 0335 65 0340 0340-05 0340-40 0340-45 0340-60 0340 fi^ 0345 RECORD CATEGORY & DESCRIPTION MEETING MINUTES STAFF REPORTS/PACKETS POLICIES & PROCEDURES HOUSING COMMISSION GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS POI ICIFS & PROCEDURES LIBRARY BOARD GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS POI PIPS & PROCEDURES PARKS & RECREATION COMMISSION GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS POI ^IFS A PPOCFDI IRES PERSONNEL BOARD GFNFRAI INFORMATION OFFICE OF RECORD 1 IRRARY LIBRARY 1 IRRARY HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSING & REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS RFDFVFI OPMFNT 1 IRPARY LIBRARY LIBRARY LIBRARY 1 IRPAPY PARKS & RECREATION PARKS & RECREATION PARKS & RECREATION PARKS & RECREATION PARKS & RECREATION HUMAN RESOURCES RETENTION PE V PE su*s CU+2 PE V PE V PE SU+5W *J pii+o CU+2 PE V PE SU+5 Cl J+0 CU+2 PE V PE SI 1+5VJ \J • W LEGAL CITATION GC 340QOfp"> GC 34090 GC 340QO GC 34090 GC 34090 GC 34090(6) GC 34090(6) GC 34090 GC 3/1 OQO GC 340QO GC 34090 GC 34090(6) GC 34090 GC 340QO GC 340QO GC 34090 GC 34090(6) GC 34090 rip ^/npn np 'MOPD 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0345-40 0345-45 0345-60 03-15 65 0350 fncjn n^ 0350-40 0350-45 0350-55 0350-60 0350 65 0355 0355-40 0355-45 0355-60 0355 65 0360 0360 05 0360-40 0360-45 0360-60 0360 65 0365 RECORD CATEGORY & DESCRIPTION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS POI IPIF^ & PROPFDIIRF^ PLANNING COMMISSION ("5FNFPAI INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS PQLIPIFS & PROPFDURF^ SENIOR COMMISSION RFNFPAI INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS POLICIES & PROCEDURES SISTER CITY COMMITTEE GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS POI ^IF*? & PROPFDURF9 TRAFFIC SAFETY COMMISSION CipNFRAI INFORMATION OFFICE OF RECORD HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES PI ANNINfi PLANNING PLANNING PLANNING PLANNING PLANNING cpNIORS SENIORS SENIORS SENIORS QFNIORS ADTQ ARTS ARTS ARTS ARTS FNfilNFFRINfi RETENTION CU+2 PE V PE SU+5 PU+o\J t7 ' £. CU+2 PE V PE V PE CI I + C CU+2 PE V PE. CM l + Cj CU + ° CU+2 PE V PE QII+CL^J\J ' \J PI \+i\J \J ' C. LEGAL CITATION GC 34090 GC 34090(6) GC 34090 f^P "}<10QO nr ^/inpn GC 34090 GC 34090(e) GC 34090(6) GC 34090 fnP ^4f)Qn nr ^4DQn GC 34090 GC 34090(6) GC 34090 RP "^dnQn GP 3/10QO GC 34090 GC 34090(e) GC 34090 OP i/ioQfl rip Q/inQn 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 46 Revised 4/19/2010 '1 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0365-40 0365-45 0365-60 Q36S-6S 0365-70 0365-75 0370 m70 05 0370-40 0370-45 0370-60 0?70 65 RECORD CATEGORY & DESCRIPTION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS POI ""IF9 & PROPFDUPF0; TRAFFIC SAFETY COORDINATING COMMITTEE MEETING AGENDAS TRAFFIC SAFETY COORDINATING COMMITTEE MEETING MINUTES OFFICE OF RECORD ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING RETENTION CU+2 PE V PE SU+5 CU+2 PE LEGAL CITATION GC 34090 GC 34090(e) GC 34090 f^p -3/inQO GC 34090 GC 34090 UNDERGROUND UTILITY ADVISORY COMMITTEE HFNFRAI INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS POI IPIFS R PPOPFDURF9 ENGINEERING CITY CLERK ENGINEERING ENGINEERING ENGINEERING ENGINEERING GU*2 CU+2 PE V PE sy^ GP ?/10QO GC 34090 GC 34090(6) GC 34090 GP "340QO 0400 SERIES - FISCAL/ FINANCIAL SERVICES 0400 0400-05 0400-10 0400-15 0400-30 0400-40 0400-45 0400-60 0400-80 0400-81 FISCAL/ FINANCIAL SERVICES GENERAL INFORMATION CHART OF ACCOUNTS ACCOUNTS PAYABLE CHECK REQUESTS FIXED ASSETS ACCOUNTS PAYABLE CHECK REGISTERS FORMS 1099 GENERAL LEDGERS (OLD HP REPORTS) I FAS BATCHES (J/E, BUDGET, C/R, A/R) I FAS REPORTS (EXPENDITURE & REVENUE SUMMARIES) FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE CU+2 CU+2 AU+4 V AU+4 V AU+5 AU+5 PE CU+7 CU+7 GC 34090 GC 34090 GC 34090 GC 34090, 26 CFR 301 65-1 (f) GC 26907 GC 34090, 29USC436 GC 34090, CCP 337 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 7 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0400-82 0400-84 0400-86 0400-88 0400-90 0400-95 0400-97 0410 0410-05 0410-10 0410-30 0420 0420-05 0420-10 0420-15 0420-17 0420-20 0420-25 0420-30 0420-33 0420-50 0420-55 0420-60 RECORD CATEGORY & DESCRIPTION IFAS - G/L MODULE - SUMMARY DATABASE IFAS - G/L MODULE - DETAIL DATABASE IFAS - ACCOUNTS PAYABLE MODULE DATABASE IFAS - ACCOUNTS RECEIVABLE MODULE DATABASE ACCOUNTING REPORTS ANNUAL REPORTS (FINANCIAL) POLICIES & PROCEDURES OFFICE OF RECORD FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE RETENTION 20 10 AU+4 V AU+4 V AU+4 AU+7 SU+2 LEGAL CITATION GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 AUDITS, FINANCIAL GENERAL INFORMATION AUDIT REPORTS AUDIT PROPOSALS FINANCE FINANCE FINANCE CU+2 PE 5 GC 34090 GC 34090 GC 34090 BANKING GENERAL INFORMATION BANK SIGNATURE CARDS BANK DEPOSIT CORRESPONDENCE CUSTODIAL STATEMENTS BANK STATEMENTS CHECKS/CANCELED RETURNED CHECKS (NSF) UNCLAIMED CHECK RECORDS DAILY BALANCE WORKSHEETS MONTHLY BANK RECONCILIATIONS POLICIES & PROCEDURES FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER FINANCE TREASURER CU+2 SU+2 4 AU+5 AU+5 AU+5 AU+5 AU+5 AU+5 AU+5 SU+5 GC 34090 GC 34090 GC 34090, CCP 337 GC 34090, 26 CFR 1.6001-1 GC 34090, 26 CFR 1.6001-1 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, 26 CFR 1.6001-1 GC 34090, 26 CFR 1.6001-1 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 8 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0420-65 0430 0430-05 0430-10 0430-20 0430-30 0430-35 0430-50 0440 0440-05 0440-10 0440-15 0440-20 0440-30 0440-35 0440-40 0440-45 0440-50 0440-55 0450 0450-05 RECORD CATEGORY & DESCRIPTION REPORTS & STUDIES OFFICE OF RECORD FINANCE TREASURER RETENTION CU+2 LEGAL CITATION GC 34090 BUDGET GENERAL INFORMATION BUDGET, DEPARTMENTAL OPERATING BUDGET, CITY (ADOPTED) CAPITAL BUDGET, CITY (ADOPTED) ALL AGENCIES FINANCIAL REPORTS, BUDGET RELATED POLICIES & PROCEDURES FINANCE VARIOUS DEPTS CITY CLERK CITY CLERK FINANCE FINANCE CU+2 CU+2 PE V PE V CU+2 SU+5 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 GC 34090, ADMIN. DEC. BOND ISSUES/ DEBT SERVICE - SPECIAL DISTRICTS GENERAL INFORMATION CONTINUING DISCLOSURE REPORTS MORTGAGE REVENUE BONDS, SINGLE & MULTI-FAMILY (TRANSCRIPT BINDERS) ASSESSMENT DISTRICTS (TRANSCRIPT BINDERS) GENERAL OBLIGATION BONDS (1911 & 191 5 ACT -TRANSCRIPT QIMnCDON REVENUE BONDS, OTHER CERTIFICATES OF PARTICIPATION COMMUNITY FACILITIES DISTRICTS (MELLO ROOS) TAX ALLOCATION BONDS WATER DISTRICT BONDS FINANCE FINANCE CITY CLERK, FINANCE HOUSING & REDEV. CITY CLERK, FINANCE PUBLIC WORKS CITY CLERK FINANCE CITY CLERK FINANCE CITY CLERK FINANCE CITY CLERK, FINANCE CITY CLERK, FINANCE CITY CLERK, FINANCE CL+10 CL+10 PE V PE V PE V PE V PE V PE V PE V PE V CCP 337.5 GC 34090; ADMIN. DEC. GC 34090, CCP 337.5, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. PAYROLL IFAS- PAYROLL MODULE FINANCE AU+6 V 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 9 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0450-10 0450-12 0450-13 0450-20 0450-26 0450-40 0450-60 0455 0455-05 0455-10 0455-20 0460 0460-05 0460-10 0460 0460-15 0460-20 0460-25 0460-40 0460-50 0470 0470-03 0470-05 RECORD CATEGORY & DESCRIPTION TIME CARDS ENGINEERING DEPARTMENT TIMECARD DATABASE PLANNING DEPARTMENT TIMECARD DATABASE PAYROLL DEDUCTION AND CONTRIBUTION REGISTERS W-2 TAX REPORTS, STATE & FEDERAL GARNISHMENTS/LIENS OFFICE OF RECORD FINANCE ENGINEERING PLANNING FINANCE FINANCE FINANCE FINANCE RETENTION AU+6 V AU+5 AU+10 AU+6 V PE V AU+6 EX+6 LEGAL CITATION GC 34090, 29 CFR 516.2 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, 37207 GC 34090, 29 CFR 516. 2 GC 34090, 29 USC 436 GC 34090, 29 CFR 516. 2 PENSION/RETIREMENT FUND GENERAL INFORMATION DEFERRED COMPENSATION REPORTS (DEDUCTION REGISTER) PERS REPORTS (BI-WEEKLY & ANNUAL ACTUARIALS) FINANCE HUMAN RESOURCES FINANCE CU+2 TE+5 V AU+6 GC 34090 GC 34090, 26 CFR 16001-1, 29 CFR 1627.3(2) GC 34090, 29 CFR 516. 2 ANNUAL REPORTS GENERAL INFORMATION ANNUAL REPORTS - STATE CONTROLLER FINANCE FINANCE CU+2 5 GC 34090 GC 34090 ANNUAL REPORTS STATE MANDATED COSTS (SB90) ANNUAL AUDIT REPORTS ANNUAL REPORTS, MISCELLANEOUS (MGT LTR, DATA COLL. FORM, ETC.) GANN LIMITATION COUNTY AUDITOR - ASSESSED VALUATION FINANCE FINANCE FINANCE FINANCE FINANCE 5 PE PE 5 SU+5 GC 34090 GC 34090 GC34090 GC 34090 GC 34090 PURCHASING CORRESPONDENCE, PURCHASING GENERAL INFORMATION PURCHASING PURCHASING CU+2 CU+2 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU^Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 10 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0470-15 0470-20 0470-25 0470-33 0470-45 0470-50 0470-60 0470-65 0470-75 0470-81 0470-85 0470-99 0480 0480-05 0480-26 0480-32 0480-35 0480-36 0480-38 0480-40 0480-45 0480-47 RECORD CATEGORY & DESCRIPTION CREDIT CARD PROGRAM, APPLICATIONS, CITY PURCHASE REQUISITIONS PURCHASE ORDERS CERTIFICATES OF INSURANCE BIDS/QUOTES/PROPOSALS (AWARDED & NOT AWARDED) BIDS CANCELLED OR REJECTED SURPLUS EQUIPMENT DISPOSAL WAREHOUSE INVENTORIES PURCHASING MANUALS VENDOR LISTS IFAS - PURCHASING MODULE REPORTS & STUDIES OFFICE OF RECORD FINANCE PURCHASING PURCHASING VARIOUS DEPTS PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING PURCHASING FINANCE PURCHASING PURCHASING RETENTION EX+2 AU+4 AU+4 CU+2 AU+4 CL+2 AU+4 AU+4 SU+2 SU+2 AU+4 CU+2 LEGAL CITATION GC 34090 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, CCP 337 GC 34090, 26 CFR 301 65-1 (F) GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 REVENUE AND TAXATION GENERAL INFORMATION UTILITY BILLING DATABASE AMBULANCE BILLING (REPORTS & PAYMENTS) BUSINESS LICENSES APPLICATIONS, RENEWALS & AUDITS) BUSINESS LICENSE DATABASE BINGO LICENSES & FINANCIAL STATEMENTS BANKRUPTCIES COLLECTION REPORTS GRANTS, MISC. FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE CU+2 AU+4 CU+2 EX+4 PE EX+4 CL+2 AU+4 CL+5 GC 30490 GC 34090, ADMIN. DEC. GC 34090 GC 34090, CCP 337 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0480-48 0480-70 0480-80 0480-81 0480-82 0480-83 0480-87 0480-90 0485 0485-05 0485-10 0485-15 0485-20 0485-21 0485-22 0485-23 0485-25 n/tss ^ 0485-40 0485-55 0485-60 0490 0490-05 RECORD CATEGORY & DESCRIPTION GRANTS, CDBG FRANCHISES TAXES, MISC. PROPERTY TAX GAS TAX SALES TAX TRANSIENT OCCUPANCY TAX (TOT) & TBID REPORTS & STUDIES FEE PROGRAMS PROCESSING FEES USE FEES IMPACT FEES FINES (DEVELOPMENT) FEE STUDIES/COMPUTATIONS FEE SCHEDULES COST ALLOCATION PLANS ENGINEERING FEES RU I niNfi FFF9 FLOOD CONTROL FEES PUBLIC WORKS - CAPITAL IMPROVEMENTS FEES PLANNING FEES INVESTMENTS GENERAL INFORMATION OFFICE OF RECORD FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE FINANCE ENGINEERING ENGINEERING ENGINEERING ENGINEERING FINANCE FINANCE FINANCE ENGINEERING RUM niMfi ENGINEERING PUBLIC WORKS PLANNING TREASURER RETENTION CL+4 AU+4 AU+4 AU+4 AU+4 AU+4 AU+4 2 PE PE PE PE PE PE SU+5 PE pi +oXu/ t ' £. CL+2 PE CL+2 CU+2 LEGAL CITATION 24 CFR 570.502(b) GC 34090, CCP 337 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 30490, ADMIN. DEC. GiC ^CMQO ADMIN DFP GC 30490, ADMIN. DEC. GC 34090, GC 4003, GC 4004 GC 30490, ADMIN. DEC. GC 34090, GC 53607, CCP 337 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 12 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0490-10 0490-20 0490-50 0490-60 0490-65 0490-70 0490-75 0490-80 RECORD CATEGORY & DESCRIPTION INVESTMENT RATES INVESTMENT PORTFOLIO INVESTMENT COMMITTEE MINUTES INVESTMENT STATEMENTS INVESTMENT REPORTS, MONTH END COUNCIL REPORTS INVESTMENT INCOME REPORTS BROKER STATEMENTS REPORTS & STUDIES POLICIES & PROCEDURES OFFICE OF RECORD TREASURER TREASURER TREASURER TREASURER TREASURER TREASURER TREASURER TREASURER RETENTION PE AU+10 5 CL+5 PE V AU+5 CU+2 SU+5 LEGAL CITATION GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337.5 GC 34090 GC 34090, GC 53607, CCP337 GC 34090, GC 53607, CCP 337 GC 34090, GC 53607, CCP 337 GC 34090 GC 34090, GC 40801 0500 SERIES - COMMUNITY DEVELOPMENT/PLANNING 0500 0500-01 0500-02 0500-03 0500-04 0500-05 0500-10 0500-12 0500-15 0500-18 0500-20 0500-25 0500-28 DEVELOPMENT/SUBDIVISIONS GENERAL INFORMATION LOT SPLITS LOT LINE ADJUSTMENTS ADJUSTMENT PLATS/BOUNDARY ADJUSTMENTS CERTIFICATES OF COMPLIANCE & NON- COMPLIANCE CERTIFICATES OF CORRECTION NOTICES OF RESTRICTION/RELEASES NOTICES OF VIOLATION /RELEASES FOOD CART PERMITS CONDITIONAL USE PERMITS (CUP) COASTAL DEVELOPMENT PERMITS (CDP) CONDO PERMITS (CP) VARIOUS DEPTS ENGINEERING ENGINEERING CITY CLERK ENGINEERING CITY CLERK ENGINEERING CITY CLERK CITY CLERK PLANNING CITY CLERK ENGINEERING PLANNING VARIOUS DEPTS VARIOUS DEPTS VARIOUS DEPTS 2 PE V PE V PE V PE V PE V PE V PE V PE PE V PE V PE V GC 34090 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 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 13 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0500-30 0500-32 0500-33 0500-34 0500-35 0500-40 0500-45 0500-50 0500-55 0500-60 0500-65 0500-67 0500-70 0500-75 0500-80 0500-85 0500-90 0500-93 0500-95 0500-97 RECORD CATEGORY & DESCRIPTION CARLSBAD TRACTS, MAJOR SUBDIVISIONS (CT) PRELIMINARY REVIEW (PR) ENCROACHMENT AGMT/EASEMENT (SUPPORT DOCUMENTS ONLY) HILLSIDE DEVELOPMENT PERMITS (HDP) HABITAT MANAGEMENT PLAN PERMIT (HMP) MASTER PLANS - DEVELOPMENTS (MP) MINOR SUBDIVISIONS (MS) PLANNING COMMISSION DETERMINATIONS (PCD) PLANNED DEVELOPMENTS (PD) PLANNED DEVELOPMENT PERMITS (POP) GRADING PERMITS (PE) PLANNED INDUSTRIAL PERMITS (PIP) PARCEL MAPS (PM) PRECISE PLANS (PP) PLANNED UNIT DEVELOPMENTS (PUD) SITE DEVELOPMENT PLANS (SDP) SPECIFIC PLANS (SP) SPECIAL USE PERMITS (SUP) ADMINISTRATIVE VARIANCES (AV) VARIANCES (V) HISTORICAL MAPS OFFICE OF RECORD VARIOUS DEPTS ENGINEERING VARIOUS DEPTS PLANNING CITY CLERK PLANNING CITY CLERK ENGINEERING PLANNING VARIOUS DEPTS CITY CLERK PLANNING CITY CLERK ENGINEERING CITY CLERK ENGINEERING PLANNING ENGINEERING VARIOUS DEPTS VARIOUS DEPTS VARIOUS DEPTS VARIOUS DEPTS VARIOUS DEPTS CITY CLERK PLANNING CITY CLERK PLANNING PLANNING RETENTION PE V 10 PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE PE V PE V PE V PE V PE LEGAL CITATION GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, ADMIN DEC. GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0500-98 0500-99 0510 0510-05 0510-06 0510-07 0510-10 0510-15 0510-20 0510-21 0510-25 0510-30 0510-35 0510-36 0510-40 0510-50 0510-55 0510-60 0510-65 0510-67 0510-70 0510-75 RECORD CATEGORY & DESCRIPTION PERMITS DATABASE PLANTRACK DATABASE OFFICE OF RECORD VARIOUS DEPTS ENGINEERING PLANNING RETENTION PE CL+5 LEGAL CITATION GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. LAND USE/ZONING GENERAL INFORMATION PRELIMINARY REVIEW CONSISTENCY DETERMINATIONS ADMINISTRATIVE PERMITS - APPROVALS ARCHITECTURAL DESIGN GUIDELINES LANDSCAPE GUIDELINES & STANDARDS LANDSCAPE PLANS ZONE CHANGES (ZC) ZONE CODE AMENDMENTS (ZCA) LOCAL COASTAL PROGRAM (LCP) LOCAL COASTAL PROGRAM AMENDMENTS (LCPA) LOCAL FACILITIES MANAGEMENT PLAN (LFMP) GROWTH MANAGEMENT PLAN (GMP) AGRICULTURAL PRESERVES (AP) DAY CARE PERMITS (DC) HOSPITALS & CONVALESCENT HOMES ACCESSORY STRUCTURES SECOND DWELLING UNIT (SOU) (GRANNY FLAT) MOBILE HOME PARKS (MHP) PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING CITY CLERK PLANNING CITY CLERK PLANNING CITY CLERK PLANNING CITY CLERK PLANNING CITY CLERK PLANNING CITY CLERK PLANNING PLANNING PLANNING PLANNING ENGINEERING PLANNING PLANNING 2 CU+2 PE PE V PE PE PE PE V PE V PE V PE V PE V PE V PE PE PE PE PE V PE GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 /Admin. Dec. GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0510-80 0510-83 0510-85 0510-87 0510-90 0515 0515-05 0515-06 0515-10 0515-15 0515-20 0515-25 0515-30 0515-40 0520 0520-05 0520-10 0520-20 0520-30 0520-40 0520-45 0520-50 0520-60 RECORD CATEGORY & DESCRIPTION NOISE GUIDELINES COMPREHENSIVE LAND USE PLAN (PALOMAR-MC CLELLAN AIRPORT) PARKING REQUIREMENTS SATELLITE ANTENNAS REPORTS & STUDIES OFFICE OF RECORD PLANNING PLANNING PLANNING PLANNING PLANNING RETENTION PE PE SU+2 PE 2 LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 SIGNS GENERAL INFORMATION SIGNS - PRELIMINARY REVIEW SIGN PERMITS (PS) SIGNS, TEMPORARY SIGNS, DIRECTIONAL SIGNS, CITY IDENTIFICATION REGULATIONS REPORTS & STUDIES PLANNING PLANNING PLANNING REDEVELOPMENT PLANNING PLANNING PLANNING PLANNING PLANNING CU+2 CU + 2 PE PE PE PE PE 2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 ENVIRONMENTAL REVIEW GENERAL INFORMATION CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES NEGATIVE DECLARATIONS INITIAL STUDIES (ENVIRONMENTAL) ENVIRONMENTAL IMPACT ASSESSMENTS (EIA) ENVIRONMENTAL IMPACT REPORTS (EIR) CONSULTANTS, ENVIRONMENTAL REPORTS & STUDIES PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING PLANNING CU+2 PE PE PE PE PE PE PE GC 34090 GC 34090, CEQA GC 34090, CEQA GC 34090, CEQA GC 34090, CEQA GC 34090, CEQA GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0520-70 0530 0530-05 0530-10 0530-15 0530-20 0530-30 0530-40 0540 0540-05 0540-20 0540-30 0540-40 0540-50 0550 0550-05 0550-10 0550-15 0550-20 0550-22 0550-23 0550-30 0550-35 0550-50 RECORD CATEGORY & DESCRIPTION REGULATIONS OFFICE OF RECORD PLANNING RETENTION PE LEGAL CITATION GC 34090, ADMIN. DEC. GENERAL PLAN GENERAL INFORMATION GENERAL PLAN AND ELEMENTS GENERAL PLAN CONSISTENCY GENERAL PLAN AMENDMENTS (GPA) REPORTS & STUDIES REGULATIONS PLANNING PLANNING CITY CLERK PLANNING PLANNING CITY CLERK PLANNING PLANNING CU+2 PE V PE V PE V PE PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 PLANNING GENERAL INFORMATION DEMOGRAPHIC INFORMATION POLICIES & PROCEDURES REPORTS & STUDIES PLANNING, REGIONAL PLANNING PLANNING PLANNING PLANNING PLANNING CU+2 PE CU+10 10 PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 HOUSING GENERAL INFORMATION AFFORDABLE HOUSING PROGRAMS AFFORDABLE HOUSING PROJECTS HOUSING ASSISTANCE (SECTION 8) FINANCIAL RECORDS (SECTION 8) APPLICANTS (SECTION 8) INCLUSIONARY HOUSING AGREEMENTS YARD I DATABASE POLICIES & PROCEDURES HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING HOUSING CU+2 AU+7 AU+7 AU+7 AU+7 TE+3 PE V PE CU+2 GC 34090 24 CFR 570.502(b)(3), 85.42, OMBCIR. A-110#C 24 CFR 570.502(b)(3), 85.42, OMBCIR. A -110 #C 24 CFR 570.502(b)(3), 85.42, OMBCIR. A-110#C 24 CFR 570.502(b)(3), 85.42, OMBCIR. A-110#C 24 CFR 570.502(b)(3), 85.42, OMBCIR. A -110 #C GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 40801 RETENTION CODES: AU=After Audit, CL=Closed/Comp!eted, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 17 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0550-60 0560 0560-05 0560-10 0560-20 0560-30 0560-40 0560-50 0560-60 0560-70 0565 0565-05 0565-10 0565-20 0565-30 0565-40 0570 0570-05 0570-10 0570-33 0570-35 0570-40 0570-60 RECORD CATEGORY & DESCRIPTION REPORTS & STUDIES OFFICE OF RECORD HOUSING RETENTION 2 LEGAL CITATION GC 34090 REDEVELOPMENT GENERAL INFORMATION MASTER PLAN (VILLAGE AREA) REDEVELOPMENT REGULATIONS REDEVELOPMENT PERMITS (RP) VILLAGE PARKING PROGRAM RESIDENTIAL REHABILITATION PROGRAM POLICIES & PROCEDURES REPORTS & STUDIES REDEVELOPMENT REDEVELOPMENT CITY CLERK REDEVELOPMENT VARIOUS DEPTS REDEVELOPMENT CITY CLERK REDEVELOPMENT REDEVELOPMENT REDEVELOPMENT CU+2 PE PE PE V PE PE V CU+2 2 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090, GC 4003, GC 4004, HSS 19850 GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 40801 GC 34090 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) GENERAL INFORMATION CDBG APPLICATIONS/PROPOSALS CDBG/HOME PROGRAM SUBRECIPIENT FUNDING APPROVALS ANNUAL PERFORMANCE REPORTS HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT HOUSINGS REDEVELOPMENT CU+2 TE+5 TE+5 TE+5 SU+10 GC 34090 GC 34090, 24 CFR 570.502, 24 CFR 85.42 GC 34090, 24 CFR 570.502, 24 CFR 85. 42 GC 34090, 24 CFR 570.502, 24 CFR 85.42 GC 34090, ADMIN. DEC. BUILDING GENERAL INFORMATION POLICIES & PROCEDURES BUILDING PERMIT FILES BUILDING PLANS ADOPTED CODES REPORTS & STUDIES BUILDING BUILDING BUILDING BUILDING BUILDING BUILDING CU+2 CU+2 PE V PE V PE PE GC 34090 GC 34090 GC 34090, GC 4003, GC 4004, HSS 19850 GC 34090, GC 4003, GC 4004, HSS 19850 GC 34090 GC 34090, ADMIN. DEC. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 18 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0570-65 0570-71 0570-75 0575 0575-05 0575-15 0575-20 0575-40 0580 0580-05 0580-10 0580-20 0590 0590-05 0590-10 0590-20 0590-30 0590-40 0590-50 0590-60 0590-70 RECORD CATEGORY & DESCRIPTION CERTIFICATES OF OCCUPANCY INSPECTION LOGS MOBILE HOME PARK PERMITS OFFICE OF RECORD BUILDING BUILDING BUILDING RETENTION PE PE CU+2 LEGAL CITATION GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 CODE COMPLIANCE/ENFORCEMENT GENERAL INFORMATION ENFORCEMENT CASE FILES (NO RECORDED NOTICE) ENFORCEMENT CASE FILES (WITH RECORDED NOTICE) REPORTS & STUDIES CODE ENFORCEMENT CODE ENFORCEMENT CODE ENFORCEMENT CODE ENFORCEMENT 2 PE CL+6 6YRS. AFTER NOTICE RPI PAQPn CU+5 GC 34090 fiP 'MOQO ADMIN DFP CCP 337.1, CCP 338.1 GC 34090, CCP 337.1, CCP 338.1 GC 34090, ADMIN. DEC. HISTORIC PRESERVATION GENERAL INFORMATION HISTORIC SITE INVENTORY HISTORIC SITES (CASE FILES) LIBRARY LIBRARY LIBRARY CU+2 SU+2 PE GC 34090 GC 34090 GC 34090 ECONOMIC DEVELOPMENT GENERAL INFORMATION ECONOMIC/FINANCIAL ANALYSES ECONOMIC REVIEW - PROJECTS EMPLOYMENT ANALYSIS INFORMATION BUSINESS PROMOTION/RETENTION NEW DEVELOPMENT CONTACTS - INQUIRY TOURISM (CONVIS) REPORTS & STUDIES ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT ECONOMIC DEVELOPMENT CU+2 CU+5 CU+5 CU+5 CU+5 CU+2 CU+2 CU+2 GC 34090 GC 34090 / Admin. Dec. GC 34090 / Admin. Dec. GC 34090 /Admin. Dec. GC 34090 / Admin. Dec. GC 34090 GC 34090 GC 34090 0600 SERIES - HEALTH, SAFETY & WELFARE 0600 0600-05 ANIMAL CONTROL GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 19 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0600-10 0600-25 0600-26 0600-45 0610 0610-05 0610-10 0610-11 0610-14 0610-15 0610-20 0610-25 0610-30 0610-35 0610-40 0610-50 0610-60 0610-65 0620 0620-05 0620-10 0620-20 0620-23 RECORD CATEGORY & DESCRIPTION CONTRACT SERVICES COMPLAINTS/INVESTIGATIONS (RFA's) REQUEST FOR ACTION (RFA) DATABASE REPORTS & STUDIES OFFICE OF RECORD CITY CLERK POLICE VARIOUS DEPTS CITY MANAGER PUBLIC WORKS RETENTION TE+5 CL+2 CL+5 CU+2 LEGAL CITATION CCP 337.2, CCP 343, GC 53066, BP 7042.5 GC 34090 GC 34090, ADMIN. DEC. GC 34090 EMERGENCY SERVICES GENERAL INFORMATION 911 COMMUNICATIONS (AUDIO TAPES) 911 COMMUNICATIONS (REPORTS) COMPUTER AIDED DISPATCH (CAD) DATABASE EMERGENCY PLAN DISASTER EVENTS DISASTER RELIEF PROGRAMS CIVIL DEFENSE MUTUAL AID - INTERAGENCY EMERGENCY/DISASTER TRAINING (CEMAT) REPORTS & STUDIES (CEMAT) REGULATIONS EMS REPORTS (RETENTION BEGINS WHEN PATIENTS AGE IS 25 OR /-*mr A~T^D\ FIRE POLICE POLICE POLICE FIRE FIRE FIRE FIRE FIRE CITY CLERK FIRE FIRE FIRE FIRE CU+2 100 DAYS CU+2 PE SU+2 V CU+5 V CU+2 V CU+2 SU+2 CU+2 V CU+2 CU+2 7 GC 34090 GC 34090.6 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 HIPAA45CFR164.530(j) ENVIRONMENTAL PROTECTION GENERAL INFORMATION AIR QUALITY HAZARDOUS MATERIALS PROGRAMS HAZARDOUS MATERIALS DISPOSAL PLANNING PLANNING FIRE FIRE CU+2 CU+7 SU+2 CU+10 GC 34090 CCP 338(k), GC 34090 GC 34090 CAL OSHA 40, CFR 122.21 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0620-35 0620-40 0620-55 0620-60 0620-65 0620-70 0630 0630-05 0630-10 0630-15 0630-20 0630-25 0630-30 0630-40 0630-45 0630-47 0630-53 0630-55 0630-59 0630-60 0630-65 0630-70 RECORD CATEGORY & DESCRIPTION COASTAL PROTECTION - BEACH EROSION WETLANDS - FLOODPLAINS OPEN SPACE TRAILS SYSTEM HABITAT MANAGEMENT PLAN (HMP) - WILDLIFE CONSERVATION REGULATIONS OFFICE OF RECORD PLANNING PUBLIC WORKS ENGINEERING PLANNING PLANNING PLANNING VARIOUS DEPTS RETENTION PE PE PE PE PE PE LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 FIRE PROTECTION/PREVENTION GENERAL INFORMATION APPARATUS & EQUIPMENT INVENTORIES APPARATUS & EQUIPMENT SPECIFICATIONS APPARATUS & EQUIPMENT TESTS HOSE MAINTENANCE LOGS SAFETY CLOTHING & EQUIPMENT FIRE INCIDENT REPORTS FIRE/ARSON INVESTIGATION REPORTS (INVOLVING DEATH) FIRE/ARSON INVESTIGATION REPORTS (OTHER) ADOPTED FIRE CODES FIRE INSPECTIONS VIOLATION LETTERS, NOTICES (FIRE PREVENTION) FIRE SYSTEMS - SHELL BUILDINGS FIRE SYSTEMS -TENANT IMPROVEMENTS (SPECIAL INSTRlir.TiniMS-SFF FIRF DFPT ^ FIRE SUPPRESSION/EXTINGUISHERS FIRE FIRE FIRE FIRE FIRE FIRE FIRE FIRE FIRE FIRE CITY CLERK FIRE PREVENTION FIRE PREVENTION FIRE PREVENTION FIRE PREVENTION FIRE CU+3 CU+2 CU+2 CU+2 CU+2 CU+2 CL+3 PE CU+6 PE CL+3 CL+3 PE PE (UNLESS SU) PE GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, CCP 338, CCP 340.5 PC 799, CFC 104.3.2 PC 799, CFC 104.3.2 GC 34090, CCP 340.5 UFC 103.34, CFC 104.3.4 UFC 103.34 GC 34090, CFC 104.3.4, UFC 103.34, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0630-73 0630-75 0630-80 0630-90 0630-95 0640 0640-05 0640-15 0640-20 0640-25 0640-30 0640-35 0640-40 0640-45 0640-50 0640-55 0640-60 0650 0650-10 0650-20 0650-30 0650-50 0670 RECORD CATEGORY & DESCRIPTION FIRE HYDRANTS SMOKE DETECTORS (NON-SINGLE FAMILY) VEHICLES WEED ABATEMENT REPORTS & STUDIES OFFICE OF RECORD FIRE FIRE FIRE FIRE FIRE RETENTION PE PE CU+2 CU+3 CU+3 LEGAL CITATION GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 GC 34090, CFC 103.3.4, ADMIN. DEC. GC 34090, ADMIN. DEC. FLOOD CONTROL GENERAL INFORMATION NATIONAL FLOOD INSURANCE PROGRAM LAKES/BASINS DRAINAGE FACILITIES MASTER PLANS CREEKS FLOOD ZONES FLOOD CONTROL DISTRICT POLICIES & PROCEDURES REGULATIONS REPORTS & STUDIES ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING ENGINEERING CU+2 SU+2 PE PE CU+2 PE PE CU+2 SU+5 SU+2 CL+2 GC 34090 GC 34090 /Admin. Dec. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 40801 GC 34090 GC 34090 HEALTH SERVICES FOOD ESTABLISHMENTS/HANDLERS PARAMEDIC SERVICES AMBULANCE SERVICES PEST CONTROL FINANCE PLANNING FINANCE FIRE FINANCE FIRE PUBLIC WORKS TE+2 CU+5 CU+5 CU+2 GC 34090 GC 34090 GC 34090 GC 34090 POLICE SERVICES 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0670-05 0670-10 0670-11 0670-13 0670-15 0670-20 0670-21 0670-25 0670-30 0670-35 0670-40 0670-50 0670-55 0670-60 0670-63 0670-65 0670-70 0670-75 0670-80 0670-85 0670-90 RECORD CATEGORY & DESCRIPTION GENERAL INFORMATION INTERNAL INVESTIGATIONS: CITIZEN GENERATED (COMPLAINTS, REPORTS, FINDINGS) INTERNAL AFFAIRS INVESTIGATIONS (INTERNALLY GENERATED & TRAFFIC COLLISIONS INVOLVING PD) ACTIVITY LOGS CITIZEN COMPLAINTS & INVESTIGATIONS POLICE REPORTS (NOT HELD PE) POLICE REPORTS (HELD PE) ASSET FORFEITURE GRANT APPLICATIONS DETENTION FACILITIES (REGIONAL) ALARM RECORDS MUG SHOTS FIELD INTERVIEWS TOWING SERVICES CITATIONS PAWN SHOP RECORDS MASSAGE LICENSES SPECIAL EVENTS PERMITS REPORTS & STUDIES DEPARTMENT DIRECTIVES POLICIES & PROCEDURES OFFICE OF RECORD POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE FIRE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE RETENTION CU+2 CL + 5 CL+2 CU+2 CU+5 CU+10 PE CL+10 CL+10 CU+2 3 2 2 CU+2 CU+2 CU+2 TE+2 CL+2 CU+2 SU+3 SU+2 LEGAL CITATION GC 34090 EC 1045, GC12946, GC 34090, PC801, VC2547 GC 12946, GC 34090 GC 34090 EC1045, PC832.5, PC832.7 GC 34090; ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0680 0680-20 0690 0690-05 0690-10 0690-20 0690-40 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION PUBLIC WELFARE AMERICANS WITH DISABILITIES (ADA)PUBLIC WORKS FACILITIES CL+5 GC 34090 SENIOR SERVICES GENERAL INFORMATION SENIOR PROGRAMS SENIOR NUTRITION PROGRAMS/AIS GRANTS (AGING & INDEPENDENT SERVICES) REPORTS & STUDIES 0700 SERIES - LEGAL/LEGISLATIVE 0700 0700 (Ti 0700-10 0700-15 0700-16 0700-18 0700-20 0700-25 0700-26 0700-27 0700-28 0700-30 SENIOR CENTER SENIOR CENTER SENIOR CENTER SENIOR CENTER CU+2 CU+2 CU+5 CU+2 GC 34090 GC 34090 GC 34090 GC 34090 AGREEMENTS/CONTRACTS nFNFRAI INFORMATION LEASES AGREEMENTS - CONTRACTS, CITY (INCLUDES CAPITAL IMPROVEMENT) AGREEMENTS - CONTRACTS (OTHER - INCLUDES EQUIPMENT, SERVICES OR SUPPLIES) HOMEBUYER ASSISTANCE PROGRAM (RECORDED DOCUMENTS) AGREEMENTS - CONTRACTS FOR CMWD AGREEMENTS - CONTRACTS FOR HOUSING & REDEVELOPMENT COMMISSION AGREEMENTS - CONTRACTS FOR INDUSTRIAL DEVELOPMENT AUTHORITY AGREEMENTS - CONTRACTS FOR PUBLIC IMPROVEMENT CORP. AGREEMENTS - CONTRACTS FOR PUBLIC FINANCING AUTHORITY LIEN AGREEMENTS - RELEASE (PUBLIC RIGHT-OF-WAY) VARIOUS DEPARTMENTS CITY CLERK ECONOMIC DEV. CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 PE V PE V TE+5 PE PE V PE V PE V PE V PE V PE V np "3/1 OQO CCP 337, CCP 343, ADMIN. DEC. GC 34090; 4004; H&S 19850 pp -307 ppp -S/I-D ADMIN DEC CCP 337.2, CCP 343 GC 34090, CCP 337 CCP 337, CCP 343, ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/CompIeted, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 24 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0700-45 0700-50 0700-55 0700-60 0700-65 0700-70 0700-75 0700-80 0700-81 0700-82 0700-83 0700-84 0700-85 0700-86 0700-87 0700-88 0700-90 0700-95 0710 0710-10 0710-20 0710-30 RECORD CATEGORY & DESCRIPTION PUBLIC FACILITIES FEE AGREEMENTS - RELEASE FUTURE IMPROVEMENT AGREEMENTS - RELEASE HOLD HARMLESS AGREEMENTS - RELEASE PROMISSORY NOTES DRAINAGE FEE AGREEMENTS - RELEASE GROWTH MANAGEMENT AGREEMENTS - RELEASE INCREASED FEE AGREEMENTS - RELEASE NEIGHBORHOOD IMPROVEMENT AGREEMENTS - RELEASE AFFORDABLE HOUSING AGREEMENTS - RELEASE GROWTH MANAGEMENT IMPACT FEE AGREEMENTS - RELEASE LOCAL FACILITIES MANAGEMENT ZONE FEE AGREEMENTS - RELEASE PETITION & WAIVER REIMBURSEMENT AGREEMENTS - RELEASE JOINT USE AGREEMENTS - RELEASE UNCONTROLLED STOCKPILE AGREEMENTS - RELEASE RECREATIONAL VEHICLE STORAGE FACILITY AGREEMENTS ENCROACHMENT AGREEMENTS RECORDED AGREEMENTS, OTHER (MISC.) OFFICE OF RECORD CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK RETENTION PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V PE V LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 CITY INCORPORATION ARTICLES OF INCORPORATION - HISTORIC ANNEXATIONS/REORGANIZATIONS BOUNDARY ADJUSTMENTS CITY CLERK CITY CLERK CITY CLERK PE V PE V PE V GC 34090, 40801 GC 34090, 40801 GC 34090, 40801 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0710-40 0710-50 0720 0720-10 0720-45 0720-60 0720-75 0725 0725-05 0725-20 0725-30 0725-40 0730 0730-05 0730-40 071D T) 0730-25 07^0 30 0730-40 0730-41 0730-45 0730-50 0730-55 RECORD CATEGORY & DESCRIPTION DETACHMENTS - DE-ANNEXATIONS SPHERE OF INFLUENCE OFFICE OF RECORD CITY CLERK CITY CLERK RETENTION PE V PE LEGAL CITATION GC 34090, 40801 GC 34090, 40801 ELECTIONS MUNICIPAL ELECTIONS ELECTIONS DATABASE ELECTION INFO (FROM REGISTRAR OF VOTERS) PROPOSITION 218 ELECTIONS CITY CLERK CITY CLERK CITY CLERK CITY CLERK PE PE CU+2 PE GC 34090 GC 34090, ADMIN. DEC. GC 34090, EC 17501, EC 17301 CA CONSTITUTION ART. XIII INITIATIVE/RECALL/REFERENDUM GENERAL INFORMATION INITIATIVE PETITION (NOT OPEN TO INSPECTION) REFERENDUM PETITION (NOT OPEN TO INSPECTION) RECALL PETITION CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+5 CL+.75 CL+.75 CL+.75 GC 34090 EC 1 7200, GC 6253.5 EC 1 7200, GC 6253.5 EC 17400, GC 6253.5 FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS GENERAL INFORMATION RU I FTIM9 FORM9 MANIUAI 9 CORRESPONDENCE (FPPC) PEGUIATIONS LERISI ATION CAMPAIGN STATEMENTS (OFFICIALS ELECTED) CAMPAIGN STATEMENTS (OFFICIALS NOT ELECTED) CANDIDATES STATEMENTS OF INTENTION STATEMENTS OF ORGANIZATION (FILED) STATEMENTS OF TERMINATION (FILED) CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 CU+2 Ql I+O\y\J ' c~ E+7 SU+2- PE E+7 E+5 PE PE GC 34090 n.r T.ACIQQ ar ?/IOQO GC 81009(6) Gr ^/IOQO GC81009(b) GC81009(b) GC81009(b) GC81009(b) GC81009(b) RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Revised 4/19/2010 26 of 46 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0735 0735-05 0735-10 07?5 ''O 0735-25 07T5 TO 0735-39 0735-40 0735-41 0735-42 0735-43 0735-50 0740 _, 0740-05 0740-07 0740-20 0740-30 0740-35 0740-50 0740-60 0740-70 RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS GENERAL INFORMATION LETINS FORMS MANUALS CORRESPONDENCE (FPPC) RFGUI ATIONS/I FGISI ATION STATEMENTS OF ECONOMIC INTERESTS - CANDIDATES (NON-ELECTED) STATEMENTS OF ECONOMIC INTERESTS (ELECTED OFFICIALS - ELECTION RELATED) STATEMENTS OF ECONOMIC INTERESTS (BOARDS/COMMISSIONS) STATEMENTS OF ECONOMIC INTERESTS (EMPLOYEES) STATEMENTS OF ECONOMIC INTERESTS (CONSULTANTS) LOCAL CONFLICT OF INTEREST CODE & AMENDED APPENDIX CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 GU*2- QII+O\J\J ' I— PE SU+2 E+5 PE CU+7 CU+7 CU+7 PE GC 34090 o>r ^/inpn PiC ^A OQO GC81009(a) P5C "MOQO GC81009(b) GC81009(C) GC81009(c) GC 81009(e) GC 810096) GC81009(d) LEGAL OPERATIONS GENERAL INFORMATION CORRESPONDENCE / REQUESTS FOR LEGAL ADVICE AFFIDAVITS OF PUBLICATION OATHS OF OFFICE - ELECTED OFFICIALS OATHS OF OFFICE - EMPLOYEES LEGAL MEMOS & OPINIONS LEGAL PROCEDURES CARLSBAD MUNICIPAL CODE (CMC) CITY ATTORNEY CITY CLERK CITY CLERK CITY ATTORNEY CITY CLERK CITY CLERK HUMAN RESOURCES CITY ATTORNEY CITY ATTORNEY CITY CLERK CU+2 CU+10 CU+4 TE + 6 TE + 6 PE SU+2 PE V GC 34090 GC 34090 CCP 343, CCP 349.4 GC 34090, 29 USC 1113 GC 34090, 29 USC 11 13 GC 34090, GC 6254, ADMIN. DEC. GC 34090 GC 34090 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0740-71 0740-75 0745 0745 05 0745-10 0745-20 0745-30 0745-40 0745-50 0745-52 0745-60 0745-70 0745-80 0750 Q7SO-OS 0750-06 0750-07 0750-10 0750-20 0750-40 0750-50 0750-60 0753 RECORD CATEGORY & DESCRIPTION MUNICIPAL CODE AMENDMENTS (MCA's) ETHICS TRAINING CERTIFICATES OFFICE OF RECORD CITY CLERK CITY CLERK RETENTION CU + 2 CU+5 LEGAL CITATION GC 34090 GC 53235.2(b) CLAIMS/ LITIGATION GFNFRAL INFORMATION CLAIMS -BY THE CITY CLAIMS AGAINST THE CITY SUBPOENAS (OTHER THAN CASE FILES) COURT ORDERS (OTHER THAN CASE FILES) CIVIL CASE FILES CIVIL CASE FILES (HIGH PROFILE) CRIMINAL CASE FILES ARBITRATION CASE FILES AMICUS PARTICIPATION VARIOUS DEPARTMENTS CITY ATTORNEY CITY CLERK CITY ATTORNEY RISK MANAGEMENT CITY ATTORNEY CITY CLERK CITY ATTORNEY CITY ATTORNEY CITY ATTORNEY CITY ATTORNEY CITY ATTORNEY CITY ATTORNEY GU*2 CL+5 V CL+5 V CL+5 V CL+5 V CL+7 V PE V CL+7 V CL+7 V 5 GP 3'iOQO GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 LEGISLATIVE - CITY COUNCIL fiFNFRAI INFORMATION CORRESPONDENCE - PETITIONS (MISC.) PUBLIC COMMENT INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS ORDINANCES AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CU+2 CU+2 5 CU+5 2 PE V PE V PE V PE V GP I/IOQO GC 34090 GC 34090, GC 40801, ADMIN. DEC. GC 31090 ADMIN GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090, GC 40806 GC 34090 LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD) 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 07^-OS 0753-10 0753-20 0753-40 0753-50 0753-60 0755 07^-QS 0755-10 0755-20 0755-40 07c>c> ^n 0755-60 0757 07^7-OS 0757-10 0757-20 0757-40 07<S7 <SD 0757-60 0758 07«5a-n'i 0758-10 0758-20 RECORD CATEGORY & DESCRIPTION OFNFRAI INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS ORDINANCES AGENDA BILLS OFFICE OF RECORD CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK RETENTION GU*2- CU+52 PE V PE PE PE V LEGAL CITATION GP "340QO GO ^4090 ADMIN GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090, GC 40806 GC 34090 LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS ORDINANPFS AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK GU*2- CU+52 PE V PE V PE V PE V GO 'MOQO GO VI090 ADMIN GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GP ^IDQO GO 408Dfi GC 34090 LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC) GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS ORDINANPF9 AGENDA BILLS CITY CLERK CITY CLERK CITY CLERK CITY CLERK CITY CLERK PI i+o\J \J ' £- CU+52 PE V PE V PE V PE V GP "34DQD GP "MDQD ADMIN DFP GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GiC ^>10QO CZC 408Dfi GC 34090 LEGISLATIVE - PUBLIC FINANCING AUTHORITY (PFA) GENERAL INFORMATION MEETING AGENDAS & NOTICES MEETING MINUTES CITY CLERK CITY CLERK CITY CLERK CU+2 CU+52 PE V GP ^dOQO GP "VIOQO ADMIN DFP GC 34090, GC 36814, GC 40801 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 46 // Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0758-40 0758 50 0758-60 0759 nySQ n"S 0759-10 0759-20 0759-40 0759 50 0759-60 0770 0770-10 0770-20 0770-30 0770-35 0770-45 0770-60 0770-70 0770-75 0770-80 0770-90 0775 0775-10 0775-20 RECORD CATEGORY & DESCRIPTION RESOLUTIONS ORDINANCES AGENDA BILLS LEGISLATIVE - INDUSTRIAL DEVELOPME rspMFRAI INFORMATION MFFTING AGFNDAS & NOTICES MEETING MINUTES RESOLUTIONS ORDINANCES AGENDA BILLS REAL PROPERTY APPRAISALS/NEGOTIATIONS ACQUISITIONS/MERGERS EMINENT DOMAIN CONDEMNATIONS OFFERS OF DEDICATION LIENS/RELEASES (MISC.) PROPERTY INVENTORY (CITY OWNED) SPECIAL DOCUMENTS (REAL PROPERTY) CMWD HOUSING & REDEVELOPMENT COMMISSION REAL PROPERTY - DEEDS/ EASEMENTS EASEMENTS & DEEDS - CITY DEED RESTRICTIONS OFFICE OF RECORD CITY CLERK CITY CLERK CITY CLERK •NT AUTHORITY (IDi piTV PI FRK CITY PI FRK CITY CLERK CITY CLERK PITV CLERK CITY CLERK CITY CLERK CITY CLERK ECONOMIC DEV. CITY ATTORNEY CITY ATTORNEY CITY CLERK CITY CLERK CITY CLERK ECONOMIC DEV. FINANCE ECONOMIC DEV. FINANCE FINANCE FINANCE CITY CLERK CITY CLERK RETENTION PE V PE V PE V *) cu+° CU+5 2 PE V PE V RE V PE V CL+2 PE V PE V PE V PE V PE V AU+4 V PE PE PE PE V PE V LEGAL CITATION GC 34090(d), GC 40801 GC 340QO GC 40806 GC 34090 GP ?40QO GO 340QO ADMIN DEC GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GO 'VIOQQ GC 40806 GC 34090 GC 34090, GC 6254(b) GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 40801 GC 34090, GC 40801 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 46 / Q Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0775-50 0775-60 0775-80 0775-90 RECORD CATEGORY & DESCRIPTION REAL PROPERTY, OTHER QUITCLAIMS EASEMENTS & DEEDS - MUNICIPAL WATER DISTRICT EASEMENTS & DEEDS - HOUSING & REDEVELOPMENT COMMISSION OFFICE OF RECORD CITY CLERK CITY CLERK CITY CLERK CITY CLERK RETENTION PE V PE V PE V PE V LEGAL CITATION GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 0800 SERIES - HUMAN RESOURCES/PERSONNEL 0800 0800-03 0800-05 0800-35 0800-45 0800-50 0800-60 0800-65 0810 0810-05 0810-07 0810-10 0810-15 OR10 17 0810-20 0810-23 0810-25 HUMAN RESOURCES/PERSONNEL ADMINISTRATION CORRESPONDENCE GENERAL INFORMATION EVALUATION PROGRAMS (PAY FOR PERFORMANCE) ORGANIZATIONAL CHARTS PERSONNEL POLICIES & PROCEDURES REPORTS & STUDIES TEMPORARY STAFF DATABASE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES VARIOUS DEPARTMENTS HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CU+2 CU+3 SU+3 SU+3 V SU+3 V CU+3 CL+3 GC 34090 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090 GC 34090, ADMIN. DEC. EMPLOYEE RECORDS GENERAL INFORMATION IFAS - HUMAN RESOURCES MODULE DATABASE FINGERPRINTING PRE-EMPLOYMENT PHYSICALS DMV PRINTOUTS FMPI OYFF"^ 1-9 FORMS - IMMIGRATION REQUESTS FOR LEAVE - MEDICAL PART-TIME EMPLOYEES (HOURLY) HUMAN RESOURCES FINANCE HUMAN HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES POLICE CU+3 TE+10 't1 C * O 30 DAYS TF+5I L_ * \J CL+3 Ql |+OO \J ' £- TE+3 CL+3 TE+5 V GC 34090 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA fnP 'MOPO Vf 1808 1 IMMIGRATION REFORM CONTROL ACT (IRCA) GC 34090, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 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 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0810-40 0810-70 0810-80 OR10 R^ 0810-90 0810-95 0820 0820-05 0820-20 0820-30 0820-40 0820-60 0820-70 0830 0830-05 0830-10 0830-15 0830-20 0830-23 0830-40 0830-60 0830-65 RECORD CATEGORY & DESCRIPTION 3/4 TIME & FULL-TIME EMPLOYEES WORKERS COMPENSATION CLAIMS FILES WORKERS COMPENSATION AUTHORIZATIONS (TO USE PERSONAL inn CIN I DRY ON DIITYt RFPOPD9 DEPARTMENT OF TRANSPORTATION (DOT) REPORTS SUPPLEMENTAL CRIMINAL HISTORY QUESTIONAIRE (EMPLOYEES & VOLUNTEERS) OFFICE OF RECORD HUMAN RESOURCES POLICE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES RECREATION VOLUNTEERS RETENTION TE+-10 V CU+5 SU+5 CU+5 PE CU+3 LEGAL CITATION GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, PC 832.5, FLSA, ADMIN. DEC. 8CCR10102 LC4600, 5404, and 5410 a ppp 1/H07 49 CFR SECTION 40.333 GC 34090; PRC 5164 CLASSIFICATIONS/QUALIFICATIONS GENERAL INFORMATION CLASSIFICATION SURVEYS CLASSIFICATION APPEALS & AUDITS RECLASSIFICATIONS POLICIES & PROCEDURES REPORTS & STUDIES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CU+5 CL+2 CL+5 V CL+5 SU+5 SU+5 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA SALARIES, WAGES AND BENEFITS GENERAL INFORMATION DEFERRED COMPENSATION LEAVE CONVERSIONS HEALTH CARE BENEFITS FLEX SPENDING ACCOUNTS RETIREMENT PLAN (PERS) UNEMPLOYMENT INSURANCE DISABILITY INSURANCE HUMAN RESOURCES HUMAN RESOURCES FINANCE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CU+6 PE V CU+6 CU+6 pi I+R\j *~t ' \J SU+2 PE CL+4 CL+4 GC 34090 GC 34090 GC 34090, FMLA, CFRA, LC 1174 GC 34090, FMLA, CFRA GC 34090, FMLA, CFRA, LC 1174 GC 34090 GC 34090, UIC 1085, 22 CCR 1085-2 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 32 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0830-77 0830-80 0830-90 0840 0840-05 0840-10 0840-15 0840-30 0840-50 0840-55 0850 0850-05 0850-07 0850-10 0850-15 0850-25 0850-30 0850-31 0850-35 RECORD CATEGORY & DESCRIPTION ORPA PPOfiRAM fiFNFRAI COBRA - PAYMENTS SALARIES (CLASSIFICATION & COMPENSATION) REPORTS & STUDIES EMPLOYEE/LABOR RELATIONS GENERAL INFORMATION NEGOTIATION RECORDS LABOR - MANAGEMENT MINUTES, MEETINGS MEMORANDA OF UNDERSTANDING GRIEVANCES - COMPLAINTS (SAFETY) GRIEVANCES - COMPLAINTS (NON- SAFETY) RECRUITMENT/SELECTION GENERAL INFORMATION APPLICANT TRACKING DATABASE AFFIRMATIVE ACTION - EQUAL EMPLOYMENT OPPORTUNITY (EEO) ADVERTISING/EMPLOYMENT ANNOUNCEMENTS JOB APPLICATIONS/RESUMES BACKGROUND INVESTIGATIONS (APPLICANTS SELECTED) BACKGROUND INVESTIGATIONS (APPLICANTS NOT SELECTED) WRITTEN EXAMINATION RECORDS OFFICE OF RECORD HUMAN RESOURCES FINANCE HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES CITY CLERK HUMAN RESOURCES D/"\l I/-C HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES r»/"u i("*rr HUMAN RESOURCES |-»^M l/~*r— HUMAN RESOURCES RETENTION CU+6 CL+6 PE CU+6 CU+3 PE CL+3 PE V TE+5 TE+5 CU+3 PE SU+3 CL+3 CL+3 TE+5 CL+3 CL+3 LEGAL CITATION f5P "340QO GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA, LC1174, UIC 1085, ADMIN DEC GC 34090 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090 GC 34090 GC 34090, Title VII, FEHA, ADA GC 34090, ADMIN. DEC. GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA GC 12946 GC 34090 GC 34090, TITLE VII, FEHA, ADA RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 33 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0850-40 OSSO-4S 0850-65 0850-70 0850-80 0860 0860-05 0860-20 0860-25 0860-45 0860-60 0860-65 0860-70 0860-80 RECORD CATEGORY & DESCRIPTION ORAL EXAMINATION RECORDS PHYSIOAI EXAMINATION RECORDS ELIGIBILITY LISTS COMPLAINTS - INVESTIGATIONS (HIRING/SELECTION) ASSESSMENT CENTERS, GENERAL OFFICE OF RECORD HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES RETENTION CL+3 Gt*3 CL+3 CL+5 CL+3 LEGAL CITATION GC 34090, TITLE VII, FEHA, ADA HP ?4f)Qn TITI F VII FFHA ADArTt^n GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA, PC832.5(b) GC 34090, TITLE VII, FEHA, ADA TRAINING & EMPLOYMENT PROGRAMS GENERAL INFORMATION EMPLOYEE DEVELOPMENT/TRAINING EMPLOYEE DEVELOPMENT/TRAINING (SAFETY) EDUCATIONAL TUITION REIMBURSEMENT PROGRAM FTO / CTO TRAINING RECORDS CANINE RECORDS (DESTROY AFTER DOG RETIRES OR CANINE OFFICER TRAINING & TRAVEL REQUESTS VOLUNTEER PROGRAMS HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES POLICE POLICE FINANCE CITY MANAGER LIBRARY CU+3 TE+5 TE+5 CL+3 CL + 5 TE+5 CL+5 CL+3 GC 34090 GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA, PC 832.5 GC 34090, TITLE VII, FEHA, ADA GC 1 2946, GC 34090 GC 1 2946, GC 34090 GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA 0900 SERIES - PUBLIC FACILITIES AND GROUNDS 0900 0900-05 0900-10 0900-15 0900-20 0900-30 0900-40 0900-43 0900-50 0900-60 0900-65 0900-70 GENERAL ADMINISTRATION GENERAL INFORMATION CUSTODIAL SERVICES PUBLIC FACILITIES MAINTENANCE PUBLIC GROUNDS MAINTENANCE GRAFFITI - VANDALISM OF PUBLIC DI 111 rviM^o FACILITIES USE APPLICATIONS FACILITIES USE PERMITS/INSURANCE DIMr»CDO REGULATIONS POLICIES & PROCEDURES REPORTS & STUDIES WORK ORDERS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RECREATION RECREATION PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+2 CU+2 CU+2 CU+2 CU+2 CL+2 PE SU+5 CU+2 CU+2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC34090 GC 34090, GC40806 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 34 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0900-75 0900-76 0910 0910-05 0910-10 0910-20 0910-30 0910-35 0910-40 0910-43 0910-45 0910-50 0910-53 0910-60 0910-70 0910-75 0910-81 0910-82 0910-83 0910-84 0910-85 0910-86 0910-91 RECORD CATEGORY & DESCRIPTION FACILITIES WORK ORDER DATABASE CR/I AIMTOTADN HANSEN WORK ORDER DATABASE OFFICE OF RECORD PUBLIC WORKS PUBLIC WORKS RETENTION 20 CL+10 LEGAL CITATION GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. MUNICIPAL FACILITIES GENERAL INFORMATION (MAINTENANCE & OPERATIONS) CITY HALL - CIVIC CENTER FARADAY BUILDING MAINTENANCE YARD (405 OAK) SENIOR CENTER KRUGER HOUSE HERITAGE HALL SCOUT HOUSE SAFETY CENTER FLEET MAINTENANCE YARD HOUSING & REDEVELOPMENT OFFICE MUNICIPAL WATER DISTRICT OFFICE SWIM COMPLEX FIRE STATION #1 FIRE STATION #2 FIRE STATION #3 FIRE STATION #4 FIRE STATION #5 FIRE STATION #6 COLE LIBRARY PW - MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS CU+2 PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE PE GC 34090 0 0811 1 0' GO 14090 GC 4004 H&S 19850 3 GC 14090 GC 4004 H&S 19850 9 083110 GC 34090 GC 4004 H&S 19850 GO 140QO GP 4004 H&S 19850 3^ GO 140QO GP 4004 H&S 19850 3 GP 140QO GP 4004 H&S 19850 1 HP 140QO GP 4004 H&S 19850 ^ GP 140QO GP 4004 H&S 19850 ^ GP 140QO GP 4004 H&S 19850 0 081110 GP 14090 GC 1004 H&S 19850 0 0811 10' GP 14090 GC 400/1 H&S 19850 ^ GC 14090 GC 4004 H&S 19850 0 083110' GC 34090 GC 4004 H&S 19850 ^ GP 140QO GP 4004 H&S 19850 i GP 140QO GP 4004 H&S 19850 ^ GP 14090 GC 4004 H&S 19850 "V GC 14090 GC 4004 H&S 19850 1- GP 140QO GP 4004 H&S 19850 ")• GP 140QO GP 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 35 Of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 0910-92 0910-93 0910-94 0910-95 0910-96 0930 0930-05 0930-06 0930-85 0930-90 0930-95 0930-99 0940 0940-10 0940-20 0940-30 0940-40 0940-50 0940-70 RECORD CATEGORY & DESCRIPTION CARLSBAD CITY LIBRARY LAS PALMAS BUILDING ADULT LEARNING CENTER CENTRO DE INFORMACION ARTS OFFICE OFFICE OF RECORD PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS PW- MAINTENANCE & OPERATIONS RETENTION PE PE PE PE PE LEGAL CITATION ^ GO 340QO GC 4004 H&S 19850 0 0831 10 GC 3/l090 GC 4004 H&S 19850 t RP "}40QO GO 4004 H&S 19850 0 083110 GC 34090 GC /I00/1 H&S 19850 ^ GC 340QO GC 4004 H&S 19850 PARKS & OPEN SPACE GENERAL INFORMATION (MAINTENANCE & OPERATIONS) PARK SITE INFORMATION MUNICIPAL GOLF COURSE PLAYGROUND INSPECTIONS STATE PARKS PARK PLANNING PW-GENERAL SERVICES PW-GENERAL SERVICES PW-GENERAL SERVICES PW - PARKS PW-GENERAL SERVICES PW-GENERAL SERVICES RECREATION CU+2 PE PE 5 2 2 GC 34090 0 083110 GC 34090 GC 4004 H&S 19850 ^ GC 340QO GC 4004 H&S 19850 GC 34090 GC 34090 GC 34090 CITY RESERVOIRS/PUMP STATIONS GENERAL INFORMATION OPERATIONS - MAINTENANCE (RESERVOIRS, ETC.) RESERVOIRS PUMP STATIONS CONSTRUCTION - CIP (RESERVOIRS, ETC.) REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+2 PE PE PE CL+2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 1000 SERIES - PUBLIC WORKS/ ENGINEERING 1000 1000-05 1000-15 1000-20 ENGINEERING GENERAL INFORMATION MONUMENTS PAVING PERMITS PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING CU+2 PE PE GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 36 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1000-25 1000-30 1000-35 1000-37 1000-40 1000-45 1000-47 1000-50 1000-55 1000-60 1000-65 1000-70 1000-75 1000-76 1000-77 1000-80 1005 1005-05 1010 1010-05 1010-20 1010-25 1010-30 RECORD CATEGORY & DESCRIPTION IMPROVEMENT, GRADING, & DRAINAGE PLANS GRADING PERMITS DRAINAGE BASIN REPORTS DRAINAGE & EROSION STANDARDS (ENGINEERING) ENGINEERING PLANS RIGHT-OF-WAY PERMITS SURVEY PROJECTS & MAPS POLICIES & PROCEDURES REGULATIONS (ENGINEERING) SOILS & HYDROLOGY REPORTS REPORTS & STUDIES, GENERAL HAUL ROUTE/OVERSIZE LOAD PERMITS INSPECTION REQUESTS INSPECTION LOGS MICROFICHE INDEX OFFICE OF RECORD PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING PW- ENGINEERING INSPECTION PW- ENGINEERING INSPECTION PW- ENGINEERING INSPECTION PW- ENGINEERING RETENTION PE PE PE PE SU+10 PE PE PE SU+2 SU+2 PE 20 CL + 2 CL+2 CL+2 PE LEGAL CITATION GC 34090 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090 / Admin. Dec. GC 34090 40 CFR 122.28 GC 34090 GC 34090 GC 34090 GC34090 GC 34090 GC34090 GC 34090 GC 34090 GC 34090 / Admin. Dec. GEOGRAPHIC INFORMATION SYSTEMS (GIS) BASE MAPS GIS PUBLIC WORKS PE GC 34090, H&S 1 9850, GC 34090.7 HIGHWAYS & THOROUGHFARES GENERAL INFORMATION STATE ROUTE 78 INTERSTATE 5 TRUCK ROUTES & ACCESS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 PE PE SU+2 GC 34090 /Admin. Dec. GC 34090 /Admin. Dec. GC 34090 /Admin. Dec. GC 34090, GC 4003, GC 4004 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Eiection, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 37 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1010-40 1020 1020-05 1020-20 1020-30 1020-40 1020-50 1020-60 1025 1025-05 1025-10 1025-20 1025-30 1025-40 1025-45 1025-50 1025-60 1030 1030-05 1030-10 1030-20 1030-40 1030-45 1030-50 1030-56 RECORD CATEGORY & DESCRIPTION REPORTS & STUDIES OFFICE OF RECORD PUBLIC WORKS RETENTION 5 LEGAL CITATION GC 34090 /Admin. Dec. BRIDGES GENERAL INFORMATION PROJECT FILES BRIDGE INSPECTIONS BRIDGE SPECIFICATIONS OVERPASSES REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 PE PE PE PE PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004 GC 34090 /Admin. Dec. FLEET MAINTENANCE GENERAL INFORMATION MAINTENANCE RECORDS/REPAIR ORDERS VEHICLE SPECIFICATIONS VEHICLE FILES FUEL MONITORING FLEET WORK ORDER DATABASE (MAINTSTAR) POLICIES & PROCEDURES REPORTS & STUDIES PW - FLEET PW- FLEET PW - FLEET PW- FLEET PW - FLEET PW - FLEET PW - FLEET PW - FLEET CU+2 CL+2 SU+2 TE+2 CU+2 20 CU+2 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 STREETS - ADMINISTRATION GENERAL INFORMATION CAPITAL PROJECTS STREET ALIGNMENTS/WIDENING STREET NAMES STREET NAME CHANGES (SNC) POLICIES & PROCEDURES STANDARDS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 PE PE PE PE CU+10 SU+10 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 38 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1030-60 1035 1035-05 1035-07 1035-10 1035-13 1035-14 1035-15 1035-17 1035-20 1035-23 1035-25 1035-30 1035-33 1035-35 1035-37 1035-39 1035-40 1035-45 1035-50 1035-60 1035-65 1040 1040-05 1040-07 RECORD CATEGORY & DESCRIPTION REPORTS & STUDIES OFFICE OF RECORD PUBLIC WORKS RETENTION CU+10 LEGAL CITATION GC 34090 STREETS - MAINTENANCE GENERAL INFORMATION COMPLAINTS MAINTENANCE/IMPROVEMENTS PAVEMENT - OVERLAY PAVEMENT MANAGEMENT DATABASE DAILY WORK ORDERS & LOGS DAMAGE & INCIDENT REPORTS BIKE LANES CROSSWALKS HANDICAPPED RAMPS SIDEWALKS CURBS & GUTTERS STREET LIGHTS LIGHTING & LANDSCAPING DISTRICTS MEDIANS & ISLANDS LANDSCAPING TREE PLANTING, TRIMMING, OR REMOVAL POLICIES & PROCEDURES STREET CLOSURES REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CL+2 CL+2 CL+2 PE CU+5 CL+5 PE PE PE PE PE PE TE+2 PE CU+2 CU+5 SU+5 PE CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 TRAFFIC ENGINEERING GENERAL INFORMATION REQUESTS/COMPLAINTS PW- TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING CU+5 CL+5 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 39 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1040-20 1040-25 1040-27 1040-30 1040-35 1040-40 1040-45 1040-50 1040-55 1040-58 1040-60 1040-65 1040-70 1040-80 1050 1050-05 1050-10 1050-20 1050-30 1050-40 1050-45 1050-50 1050-55 RECORD CATEGORY & DESCRIPTION CIRCULATION SPEED ZONING TRAFFIC COUNTS (ADT) PEDESTRIAN SAFETY TRAFFIC SCHEDULES TRAFFIC IMPACT FEES/MITIGATION TRAFFIC WARRANTS TRAFFIC SIGNS SIGNAL PROJECTS SIGNAL MAINTENANCE REGULATIONS (TRAFFIC) STATISTICS REPORTS & STUDIES SURVEYS (TRAFFIC) OFFICE OF RECORD PW - TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING STREETS PW- TRAFFIC ENGINEERING PW - STREETS PW - TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING PW - TRAFFIC ENGINEERING PW- TRAFFIC ENGINEERING RETENTION SU+5 SU+5 SU+5 SU+5 SU+5 SU+5 EX+5 EX+5 EX+5 PE V SU+5 CU+5 CU+5 SU+5 LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 PARKING GENERAL INFORMATION REQUESTS/COMPLAINTS NO PARKING ZONES - ON STREET NO PARKING ZONES - OFF STREET PARKING FACILITIES, CITY PARKING PERMITS TEMPORARY CONTROLS PARKING LOTS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS ENGINEERING PUBLIC WORKS ENGINEERING CITY CLERK CU+5 CL+5 SU+5 SU+5 5 CL+5 EX+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 40 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1050-60 1050-70 1050-75 1050-80 1055 1055-05 1055-10 1055-15 1055-20 1055-25 1055-28 1055-30 1055-35 1055-40 1055-50 1055-55 1055-60 1055-61 1055-62 1055-63 1055-65 1055-70 1055-75 RECORD CATEGORY & DESCRIPTION PARKING REGULATIONS STATISTICS PARKING DISTRICTS REPORTS & STUDIES OFFICE OF RECORD ENGINEERING CITY CLERK PUBLIC WORKS PUBLIC WORKS ENGINEERING RETENTION PE 5 TE+5 CU+5 LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 TRANSPORTATION GENERAL INFORMATION VILLAGE TRANSIT STATION POINSETTIA TRANSIT STATION AIR TRANSPORTATION BUS TRANSPORTATION LIGHT RAIL (COASTER) RAILROADS TAXI OPERATIONS SHUTTLE SERVICES TRANSPORTATION PLANNING PEAK HOUR TRAFFIC MANAGEMENT TRANSPORTATION DEVELOPMENT ACT (TDA) FEDERAL AID URBAN (FAU) STATE & LOCAL TRANSPORTATION PARTNERSHIP PROGRAM (SLTPP) TRANSPORTATION IMPROVEMENT PROGRAM (TIP) INTERMODAL SURFACE TRANSPORTATION EFFICIENCY ACT TRANSPORTATION PROGRAMS TRANSPORTATION SURVEYS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+5 PE PE CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 41 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1055-80 1055-85 1055-90 1060 1060-05 1060-10 1060-30 1060-35 1060-40 1065 1065-10 1065-20 1065-25 1065-40 1070 1070-10 1070-30 1070-40 1070-50 1070-60 1070-70 1070-80 1070-90 RECORD CATEGORY & DESCRIPTION REPORTS & STUDIES REGULATIONS REGIONAL TRANSPORTATION OFFICE OF RECORD PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RETENTION CU+5 CU+5 CU+5 LEGAL CITATION GC 34090 GC 34090 GC 34090 PUBLIC WORKS - CAPITAL IMPROVEMENTS GENERAL INFORMATION CAPITAL PROJECTS (PUBLIC WORKS) REGULATIONS (PUBLIC WORKS) STANDARDS (PUBLIC WORKS) REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PE PE V PE PE PE GC 34090 5- GC "34090 GC 4004 H&S 19850 GC 34090 GC 34090 GC 34090 SPECIAL IMPROVEMENT DISTRICTS GENERAL INFORMATION MAINTENANCE DISTRICT FORMATION MAINTENANCE DISTRICT ANNEXATIONS UNDERGROUND UTILITY ASSESSMENT DISTRICTS (UUAD) PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CITY CLERK CU+2 PE PE PE GC 34090 GC 34090 GC 34090 GC 34090 SOLID WASTE MANAGEMENT GENERAL INFORMATION REFUSE COLLECTION FINANCIAL STUDIES & REPORTS (TRASH) HOUSEHOLD HAZARDOUS WASTE RECYCLING PROGRAMS MASTER PLANS REGULATIONS TRANSFER STATION PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+5 CU+10 SU+2 SU+5 SU+2 SU+2 PE GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 1100 SERIES - CULTURAL ARTS, LIBRARY & RECREATION 1100 1100-05 CULTURAL ARTS GENERAL INFORMATION CULTURAL ARTS 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 42 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1100-15 1100-20 1100-30 1100-40 1100-50 1100-60 1120 1120-05 1120-10 1120-18 1120-20 1120-23 1120-25 1120-53 1120-56 1120-80 1130 1130-05 1130-07 1130-15 1130-20 1130 30 1130 10 1130-50 1130-53 1130-55 RECORD CATEGORY & DESCRIPTION PERFORMING ARTS PUBLIC ART ACQUISITIONS / FUNDRAISING ARTS & CULTURAL PROGRAMS VOLUNTEERS - ADVISORY GROUPS REPORTS & STUDIES LIBRARY SERVICES GENERAL INFORMATION ADMINISTRATION FINES -LATE FEES COLLECTION DEVELOPMENT PLAN MATERIALS SELECTION CALIFORNIA STATE LIBRARY ADULT LEARNING SERVICE MEDIA SERVICES REPORTS & STUDIES RECREATION GENERAL INFORMATION REQUESTS - COMPLAINTS INJURY - INCIDENT REPORTS SPECIAL EVENTS (INCLUDING GRAD NITE) AD II T SPORTS YOUTH SPORTS RECREATION CLASSES DAY TRIPPERS CLASS REGISTRATIONS OFFICE OF RECORD CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS CULTURAL ARTS LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY LIBRARY RECREATION RECREATION RECREATION RECREATION PFCPEATION RECREATION RECREATION SENIOR CENTER RECREATION RETENTION CL+2 CL+2 PE SU+5 CU+5 CU+5 CU+2 CU+2 CL+5 PE SU+10 CU+10 CU+20 CU+20 CU+10 CU+2 CL+2 CL+2 CL+2 0 pi +o CL+2 CL + 2 CL+2 LEGAL CITATION GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 f5P ?40QO GO "3/10QO GC 34090 GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 43 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1130-60 1130-61 1130-65 1130-80 RECORD CATEGORY & DESCRIPTION LAGOON PERMITS BOAT PERMIT DATABASE SCHOLARSHIP APPLICATIONS REPORTS & STUDIES OFFICE OF RECORD RECREATION RECREATION RECREATION RECREATION RETENTION CL+2 CU+2 CU+2 CU+2 LEGAL CITATION GC 34090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 1200 SERIES - UTILITIES 1200 1200-10 1200-15 1200-23 1200-25 1200-35 1200-40 1200-43 1200-45 1200-50 1210 1210-10 1210-20 1210-25 1210-30 1210-35 1210-40 WATER SERVICES/BILLING GENERAL INFORMATION CORRESPONDENCE - CUSTOMER CONCERNS METER READ REPORTS WATER SYSTEM MAINTENANCE CONNECTIONS POLICIES & PROCEDURES SUSSEX WORK ORDER DATABASE - WATER REGULATIONS REPORTS & STUDIES PUBLIC WORKS FINANCE PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS FINANCE PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CL+2 CU+2 CU+5 V PE 15 CL+10 SU+15 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC GC 34090 GC 34090 WATER RESOURCES GENERAL INFORMATION CONSERVATION WATER SOURCES (SUPPLY) WATER QUALITY TEST REPORTS (WATER) MASTER PLAN PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+2 CU+10 CU+15 CU+15 CU+12 PE GC 34090 GC 34090 GC 34090 GC 34090 GC34090;40CFR141.33 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 44 Of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1210-45 1210-47 1210-50 1210-60 1210-65 1210-70 1210-75 1210-80 1210-85 1230 1230-05 1230-10 1230-15 1230-20 1230-25 1230-40 1230-45 1230-50 1230-55 1230-65 1230-70 1230-72 1230-75 RECORD CATEGORY & DESCRIPTION DAMS WATER LINES CAPITAL PROJECTS CONSTRUCTION (WATER) WATER RIGHTS WELLS WATER USAGE AGRICULTURAL WATER USE REPORTS & STUDIES REGULATIONS OFFICE OF RECORD PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS RETENTION PE PE PE V PE V PE V PE PE CU+5 SU+15 LEGAL CITATION 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090 GC 34090 WASTEWATER MANAGEMENT GENERAL INFORMATION MASTER PLAN (WASTE WATER) CAPITAL CONSTRUCTION (SEWER LINES/MAINS) SEWER CONNECTIONS EMERGENCIES WASTE WATER DISCHARGE PERMITS SLUDGE AND SOLIDS OUTFALL SEWER SYSTEMS MAINTENANCE SEWER PERMITS TEST REPORTS SPECIAL STUDIES/REPORTS WASTEWATER SERVICE/INSTALLATION PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+5 PE PE V PE PE PE PE PE PE V PE PE CL+5 CU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 GC 34090 GC 34090 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 45 of 46 Revised 4/19/2010 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. 1230-80 1230-85 1240 1240-05 1240-10 1240-20 1240-30 1240-40 1240-50 1250 1250-05 1250-10 1250-30 1250-40 1250-50 1260 1260-05 1260-10 1260-30 1260-40 1260-50 1260-60 RECORD CATEGORY & DESCRIPTION WATER RECLAMATION (RECLAIMED WATER) REGULATIONS OFFICE OF RECORD PUBLIC WORKS PUBLIC WORKS RETENTION PE SU+5 LEGAL CITATION 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 STORM WATER GENERAL INFORMATION MASTER PLANS STORM DRAINS STORM WATER PROTECTION PROGRAM REGULATIONS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+5 PE PE PE SU+5 CL+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141. 33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 GC 34090 TELEPHONE & COMMUNICATIONS GENERAL INFORMATION RATES CITY PHONE SYSTEM MAINTENANCE REGULATIONS REPORTS & STUDIES INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY INFORMATION TECHNOLOGY CU+2 SU+2 CU+2 SU+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GAS & ELECTRICITY GENERAL INFORMATION RATES UNDERGROUNDING (UTILITY) PLANT FACILITIES (UTILITY) REGULATIONS REPORTS & STUDIES PUBLIC WORKS PUBLIC WORKS CITY CLERK PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS CU+5 SU+2 PE PE SU+2 CU+5 GC 34090 GC 34090 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 46 of 46 Revised 4/19/2010