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HomeMy WebLinkAbout2011-06-21; City Council; 20594; CITYWIDE RECORDS MANAGMENT PROGRAM UPDATECITY OF CARLSBAD - AGENDA BILL 11 AB# 20,594 MTG. 6/21/11 DEPT. Records CITYWIDE RECORDS MANAGEMENT DD^^DAHJI imr>ATCPROGRAM UPDATE DEPT. DIRECTOp^// CITY ATTY. ^% CITY MGR. <-^ CJLA — RECOMMENDED ACTION: Adopt Resolution No. ?P11-141 approving revisions to the established Citywide Record Retention Schedule (RRS). ITEM EXPLANATION: The Records Management Department documents the establishment, growth, administration, and history of the City of Carlsbad by collecting, describing, and preserving City records with enduring or historical value. The Records Management Program, administered by the Department, was approved by the City Council on October 17, 2000. Program components include regular updates to the retention schedule, compliance audits, records destruction, reviews of technology driven records and information storage and retrieval, and the establishment of policies and procedures to manage the program. In order to align the RRS with the citywide re-organization numerous changes are needed. Staff has reviewed and revised the schedule; revisions reflect changes in records ownership, operational needs, and changes in applicable records management law. These changes will align the RRS with the new organizational structure. 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. ENVIRONMENTAL IMPACT: Pursuant to Public Resources Code section 21065, this action does not constitute a "project" within the meaning of CEQA and therefore does not require an environmental review. EXHIBITS: 1. Resolution No. 2011-141 approving the Program's revised Record Retention Schedule. 2. Red line/Strikeout RRS change detail. 3. 2011 City of Carlsbad Record Retention Schedule DEPARTMENT CONTACT: Ronna Stickrod 760-434-2919 Ronna.Stickrod@carlsbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED ' D WITHDRAWN D AMENDED D CONTINUED TO DATE SPECIFIC D CONTINUED TO DATE UNKNOWN D RETURNED TO STAFF D COUNCIL RECEIVED THE D REPORT/PRESENTATION OTHER - SEE MINUTES D 1 RESOLUTION NO. ?011-141 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 CARLSBAD, CALIFORNIA, APPROVING REVISIONS TO THE CITY'S RECORDS MANAGEMENT PROGRAM4 WHEREAS, section 34090 of the California Government code and the State of 6 California provides legal requirements relating to the retention and disposition of 7 municipal records; and 8 WHEREAS, other state and federal codes also provide legal requirements for the management of municipal records; and WHEREAS, the Records Management Program utilizes various manuals, guides 12 and a record retention schedule to organize the maintenance, retention and disposition 13 of City records in accordance with legal retention requirements and the City's operational needs; 15 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 16 Carlsbad, California, as follows: 17 1. The above recitations are true and correct; 18 19 2. That the Program's revised 2011 Record Retention Schedule is hereby adopted; 20 3. That the Records Management Department is hereby designated as the Custodian of the Program and as such shall be responsible for the 21 implementation of the Program and the safekeeping of the City's records; 22 4. That the Records Management Program and Record Retention Schedule be 23 reviewed periodically and any Schedule modifications or Program changes be presented to the City Council to ensure the efficient operation of the Program. 24 // 25 // 26 // 27 28 1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council 2 of the City of Carlsbad on the 21st day of June 2011, by the following vote to wit: 3 .. AYES: Council Members Hall, Kulchin, Blackburn, Douglas, Packard. 4" 5 NOES: None. 6 7 9 10 ABSENT: None. 11 MATT HALLrMayor 12 ATTEST: 13 14 15 .ORRAINE M. WOOD, City Clerk 16 (SEAL) 17 18 19 20 21 22 23 24 25 26 27 28 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. ,,,__i ^•i010$ 0100-15 0100-35 0150 0150-05 0150-15 0150-20 01 50-75 0150-30 RECORD CATEGORY & DESCRIPTION CTTY COUNCIL ADMINISTRATION COUNCIL POLICIES PRESS RELEASES INFORMATION TECHNOLOGY GENERAL INFORMATION POLICIES & PROCEDURES TRAINING INFORMATION/MATERIALS AIMWORX DATARASF CHANGE CONTROL DATABASE OFFICE OF RECORD ••••••••••I••» • • CITYCLERKCLERK CITY MANAGER/COMMUNICATIONS INFORMATION TECHNOLOGY]! INFORMATION TECHNOLOGY]! INFORMATION TFfHNDLOGYIT INFORMATION TFTHNOI OGYIT INFORMATION TECHNOLOGY]! RETENTION HBI PE V CU+2 CU+2 SU+2 Cl J+7 ri j+7 CU+2 LEGAL CITATIONUHHHMH GC 34090 GC 34090 GC 34090 GC 34090 GC 340QO rzr 34nan GC 34090 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 60 0315 0315-40 0315-45 CTTY 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 CLERKCLfRK CITYCLERKCLERK CITY CLERKCLERK CITYCLERKCLERK CITYCLERKCLERK 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 CITYCLERKCLERK CITY fLFRKCLFRK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITY fl FRKCLFRK 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 STAFF REPORTS/PACKETS A PTC/ \\ \ I -J M €C 34090 BEACH PRESERVATION COMMITTEE MEETING AGENDAS & NOTICES MEETING MINUTES ENGINEERING P&R ENGINEERING P&R CU+2 PE V GC 34090 GC 34090(e) NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 1 of 32 0317 0317-40 0317-45 0317-55 0317-60 0317-70 0320V? > 0320-40 0320-45 0320-55 0320 60 0325 0325-40 0325-45 O^TS fif) 0330 0330-40 0330-45 0330-55 0330 60 0335 0335-40 0335-45 0335-60 0340 0340-40 0340-45 0340-60 0345 0345 40 0345-45 0345 60 0350 CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS AGREEMENTS CITY CLERKCLERK CITY CLERKCLERK CITY CLERKCLERK CITY CLERKCLERK CITY CLERKCLERK CU+2 PE V PE V PE PE GC 34090 GC 34090(e) GC 34090(e) GC 34090 GC 34090 DESIGN REVIEW BOARD - BOARD DISSOLVED 7/7/2009 BY ORD CS-040. RECORDS FROM INCEPTION «*ffij^^»^iW^l3^iJ»i*j •flSfZr TO 2009 REMAIN MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF pFPQRTS/PAfKFTS HOUSING & REDEVELOPMENT HNS HOUSING & REDEVELOPMENT HNS HOUSINGS REDEVELOPMENT HNS HOUSING & REDEVELOPMENT CU+2 PE V PE V Pi GC 34090 GC 34090(e) GC 34090(e) GC 34090 HISTORIC PRESERVATION COMMISSION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF RFPQRTS/PACKFTS LIBRARYUB LIBRARYLIB LIBRARYLIB CU+2 PE V Pi GC 34090 GC 34090(e) GC 31090 HOUSING COMMISSION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF RFPORTS/PArKFTS HOUSING & REDEVELOPMENT HNS HOUSING & REDEVELOPMENT HNS HOUSINGS REDEVELOPMENT HNS HOUSING & REDEVELOPMENT CU+2 PE V PEV Pi GC 34090 GC 34090(e) GC 34090(e) GC 31090 LIBRARY BOARD MEETING AGENDAS & NOTICES MEETING MINUTES CTACC PFPORTS/PACKFTS LIBRARYLIB 1 IBRARYLIB LIBRARY CU+2 PE V Pi GC 34090 GC 34090(e) GC 31090 PARKS & RECREATION COMMISSION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS PARKS & RECREATIONP&R PAPKS & PECPEATIONP&P PARKS R PFCPFATIONPftR CU+2 PE V PE GC 34090 GC 34090(e) GC 34090 PERSONNEL BOARD- BOARD DISSOLVED 4/8/2008 BY ORD NS-883. RECORDS FROM INCEPTION (19751 TO 2008 REMAIN. ;:-" -"• '"" .•••.- . MFFTIMG AGENDAS R NOTITFS MEETING MINUTES STAFF REPORTS/PACKETS HUMAN RESOURCES HUMAN RESOURCESHR HUMAN RESOURCES Cij+ 2 PE V Pi GC 31090 GC 34090(e) GC 31090 PLANNING COMMISSION NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 2 of 32 0350-40 0350-45 0350-55 0350-60 0360 0360 60 0365 0365-40 0365-45 OlfiS fiO 0365-70 0365-75 0370 0370-40 0370-45 0370-60 MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS STAFF REPORTS/PACKETS PLANNINGPLN PLANNINGPLN PLANNINGPLN PLANNINGPLN CU+2 PE V PE V PE GC 34090 GC 34090(e) GC 34090(e) GC 34090 SISTER CITY COMMITTEE BOARD RISSOLVED 6/22/2010 BY RESO 2010-160. RECORDS FROM INCEPTION f 19901 TO 2010 REMAJN. STAEP REPORTS/PACKETS ARTS £i GC 34090 TRAFFIC SAFETY COMMISSION MEETING AGENDAS & NOTICES MEETING MINUTES STAFF REPORTS/PACKETS TRAFFIC SAFETY COORDINATING COMMITTEE MEETING AGENDAS TRAFFIC SAFETY COORDINATING COMMITTEE MEETING MINUTES ENGINEERING TRANS ENGINEERING TRANS ENGINEERING ENGINEERING TRANS ENGINEERING TRANS CU+2 PE V 4*i CU+2 PE GC 34090 GC 34090(e) GC 34090 GC 34090 GC 34090 UNDERGROUND UTILITY ADVISORY COMMITTEE MEETING AGENDAS & NOTICES MEETING MINUTES STAEE REPORTS/PACKETS ENGINEERINGTRANS ENGINEERINGTRANS ENGINEERING CU+2 PE V P£ GC 34090 GC 34090(e) GC 34090 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) IFAS BATCHES (J/E, BUDGET, C/R, A/R) IFAS REPORTS (EXPENDITURES REVENUE SUMMARIES) IFAS - G/L MODULE - SUMMARY DATABASE IFAS - G/L MODULE - DETAIL DATABASE IFAS - ACCOUNTS PAYABLE MODULE FINANCEFIN FINANCEFIN FINANf FFIN FINANCEFIN FINANCEFIN FINAIMCFFIN FINANTFFIN FINANCEFIN FINANCEFIN FINANCEFIN FINANGiFIN FINANCEFIN CU+2 CU+2 AU+4 V AU+4 V AU+5 AU+5 PE CU+7 CU+7 20 10 AU+4 GC 34090 GC 34090 GC 34090 GC 34090, 26 CFR 301 65-l(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. NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 3 of 32 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 n/nn-io 0430-20 0430-30 0430-35 0430-50 DATABASE IFAS - ACCOUNTS RECEIVABLE MODULE DATABASE ACCOUNTING REPORTS ANNUAL REPORTS (FINANCIAL) POLICIES & PROCEDURES FINANCEFIN FINAIMTFFIN FINANTFFIN FINANCFFIN V AU+4 V AU+4 AU+7 SU+2 DEC. GC 34090, ADMIN. DEC. GC 34090 GC 34090 GC 34090 AUDITS, FINANCIAL GENERAL INFORMATION AUDIT REPORTS AUDIT PROPOSALS FINANCEFIN FINANfFFIN FINANfFFIN CU+2 PE 5 GC 34090 GC 34090 GC 34090 BANKING GENERAL INFORMATION BANK SIGNATURE CARDS BANK DEPOSIT CORRESPONDENCE CUSTODIAL STATEMENTS BANK STATE ME NTS CHECKS/CANCELED RETURNED CHECKS (NSF) UNCLAIMED CHECK RECORDS DAILY BALANCE WORKSHEETS MONTHLY BANK RECONCILIATIONS POLICIES & PROCEDURES REPORTS & STUDIES FINANCEFIN TREASURER FINANfFFIN TREASURER FINANCEFIN TREASURER FINANTFFIN TREASURER FINANfFFIN TREASURER FINAIMfFFIN TREASURER FINANTFFIIM TREASURER FINANCEFIN TREASURER FINANPFFIN TREASURER FINANCEFIN TREASURER FINANCEFIN TREASURER FINANfFFIN 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 RIJDfiFT DFPARTMFNTAI OPERATING BUDGET, CITY (ADOPTED) CAPITAL BUDGET, CITY (ADOPTED) ALL AGENCIES FINANCIAL REPORTS, BUDGET RELATED POLICIES & PROCEDURES FINANfFFIN VARIOUS DEPTS CITYCLERKCLERK CITYCLERKCLERK FINANfFFIN FINANCEFIN CU+2 CU+2 PE V PE V CU+2 SU+5 GC 34090 €C 3/1090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090 GC 34090, ADM IN. DEC. NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 4 of 32 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 0150-12 0450-13 0450-20 0450-26 0450-40 0450-60 0455 0455-05 0455-10 0455-20 0460 n/ifin-nc; BOND ISSUES/DEBT SERVICE -SPECIAL DISTRICTS GENERAL INFORMATION CONTINUING DISCLOSURE REPORTS MORTGAGE REVENUE BONDS, SINGLE & MULTI-FAMILY (TRANSCRIPT BINDERS) ASSESSMENT DISTRICTS (TRANSCRIPT BINDERS,} DIAGRAMS AND RECORDED DOCUMENTS) GENERAL OBLIGATION BONDS (1911 & 1915 ACT - TRANSCRIPT BINDERS) REVENUE BONDS, OTHER CERTIFICATES OF PARTICIPATION COMMUNITY FACILITIES DISTRICTS (MELLO ROOS) TAX ALLOCATION BONDS WATER DISTRICT BONDS FINANCEFIN FINANCEFIN CITY n FPKn FRK FINANTFFIN HOUSING & REDEVHNS. CITY fl FR^fl FRK FINANTFFIN PUBLIC WORKS LDE CITYCLERKCLERK FINANfFFIN CITYCLERKCLERK FINANfFFIN CITY CLERKCLERK FINANfFFIN CITYCLERKCLERK. FINANCEFIN PUBLIC WORKS CITYCLERKCLERK, FINANCEFIN PUBLIC WORKS CITYCLERKCLERK. FINANCEFIN PUBLIC WORKS CL+10 CL+10 PE V PE V PE V PE V PE V PE V PEV 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 PLANNING DEPARTMENT TIMECARD DATABASE (PLN, LDE) PAYROLL DEDUCTION AND CONTRIBUTION REGISTERS W-2 TAX REPORTS, STATE & FEDERAL GARNISHMENTS/LIENS FINANfFFIN FINANCEFIN ENGINEERING PLANNINGCED FIIMANTFFIN FINANCEFIN FINANCEFIN FINANTFFIN AU+6 V AU+6 V AU+5 AU+10 AU+6 V PE V AU+6 EX+6 GC 34090, ADMIN. DEC. GC 34090, 29 CFR 516.2 GC 31090, ADMIN. l>i€r 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) FINANTFFIN HUMAN RESOURCESJHR FINANCFFIN 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 fiFNFRAI INFORMATION FINANPFFIN ril+?c,c ^anqn NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 5 of 32 y 0460-10 0460 0460-15 0460-20 0460-25 0460-40 0460-50 0470 0470-15 0470-33 0470-85 0480 0480-05 0480-26 0480-32 0480-35 0480-36 0480-38 0480-40 0480-45 0480-47 0480-48 0480-70 0480-80 0480-81 0480-82 0480-83 0480-87 0480-90 0485 ANNUAL REPORTS - STATE CONTROLLER FINANCEFIN 5 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 FINAWTFFIN FINANTFFIN FINAWTFFIN FINANCEFIN FINANfFFIN 5 PE PE 5 SU+5 GC 34090 GC 34090 GC34090 GC 34090 GC 34090 PURCHASING ;,.( -'. ' •••::••. CREDIT CARD PROGRAM, APPLICATIONS, CITY INSURANCE CERTIFICATES IFAS - PURCHASING MODULE FINANCEFIN VARIOUS DEPARTMENTS FINANCEFIN PURCHASING EX+2 €U4^PE AU+4 GC 34090 GC34090 GC 34090, ADMIN. DEC. 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 TAXES, MISC. PROPERTY TAX GAS TAX SALES TAX TRANSIENT OCCUPANCY TAX (TOT) & TBID REPORTS & STUDIES FINANfFFIN FINANCEFIN FINANCEFIN FINANCEFIN FINANCEFIN FINANCEFIN FINANCEFIN FINANCEFIN FINANfFFIN FINANfFFIN FINANCEFIN FIWANfFFIN FINANCEFIN FINANCEFIN FINANCEFIN FINANCEFIN FINANfFFIN CU+2 AU+4 CU+2 EX+4 PE EX+4 CL+2 AU+4 CL+5 CL+4 AU+4 AU+4 AU+4 AU+4 AU+4 AU+4 2 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 GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADM IN. DEC. GC 30490, ADMIN. DEC. GC 30490, ADMIN. DEC. GC 34090 FEE PROGRAMS NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 6 of 32 G 0485 05 0485 10 Q/10C -1 C 04°5 ->0 0485-21 0485-22 0485-23 0485 25 0485 40 0485-55 04°5 60 PROCESSING FEES USE FEES IMPACT FEES FINES (DEVELOPMENT) FEE STUDIES/COMPUTATIONS FEE SCHEDULES COST ALLOCATION PLANS ENGINEERING FEES FLOOD CONTROL FEES PUBLIC WORKS CAPITAL IMPROVEMENT FEES PLANNING FEES ENGINEERING ENGINEERING ENGINEERING ENGINEERING FINANCEFiN FINANCEFJN FINANfFFIN ENGINEERING ENGINEERING PURI If WORKSTRAIMS IITI PLANNING P (^ PC. £6 w PE PE SU+5 •PE €W PE €W GC 30490 ADMIN OE€. GC 30490, ADMIN. GC 30490, ADMIN. GC 30490, ADMIN. SEC. GC 34090 GC 34090 GC 34090 GC 30490 ADMIN OK, GC 30490, ADMIN. GC 34090, GC 4003, CG 4004 GC 30490, ADMIN. 0500 0500 01 050003 0500-04 0500-05 0500-10 0500-12 0500-15 0500-18 0500-20 0500-25 0500-28 0500-30 DEVELOPMENT/SUBDIVISIONS GENERAL INFORMATION 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 (CAR) CONDITIONAL USE PERMITS (CUP) fOASTAI DFVFI DPMFNT PFRMITS (CDP) CONDO PERMITS (CP) rARISRAD TRACTS MAIOR SUBDIVISIONS (CT) 5 or more lots VARIOUS DEPTS ENGINEERING CITYCLERKCLERK ENGINEERING LDE CITYCLERKCLERK ENGINEERING LDE CITYCLERKCLERK LDE CITYCLERKCLERK PLANNINGPLN CITYCLERKCLERK ENGINEERINGLDE (GRADING ONLY) PLANNINGPLN VARIOUS DEPTS CLERK, PLN, LDE, CM&I VARIOUS DFPTSn FRK PI M 1 DF CM&I VARIOUS DEPTSCLERK. PLN, LDE VARIOUS DFPTSn FRK PI N 1 DF CM&I 2 PF V PE V PE V PE V PE V PE V PE PE V PF V PE V PF V GC 34090 GC 30490 ADMIIM iL/C v«. 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 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 7 of 32 0 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 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) (LESS THAN 5 LOTS) PLANNING COMMISSION DETERMINATIONS (PCD) PLANNED PRIVATE DEVELOPMENTS (PD) PLANNED DEVELOPMENT PERMITS (POP) GRADING PERMITS (PE) PLANNED INDUSTRIAL PERMITS (PIP) PARCEL MAPS (PM) PRECISE PLANS (PP) (Site Plan) PLANNED UNIT DEVELOPMENTS (PUD) SITE DEVELOPMENT PLANS (SDP) SPECIFIC PLANS (SP) SPECIAL USE PERMITS (SUP) ADMINISTRATIVE VARIANCES (AV) ENGINEERING VARIOUS DEPTSCLERK. PLN, LDE, CM&I PLANNINGPLN CITY CLERK PLANNINGPLN CITYCLERKCLERK ENGINEERING, PLN, LDE, CM&I PLANNINGPLN VARIOUS DEPTS CLERK, PLN, LDE, CM&I CITYCLERKCLERK PLANNINGPLN CITY CLERKCLERK ENGINEERING LDE, CM&I CITYCLERKCLERK ENGINEERINGLDE. CM&I PLANNINGPLN ENGINEERINGLDE VARIOUS DEPTS CLERK, PLN, LDE, CM&I VARIOUS DEPTS CLERK, PLN, LDE, CM&I VARIOUS DEPTS CLERK, PLN, LDE, CM&I VARIOUS DEPTS CLERK, PLN, LDE, CM&I VARIOUS DEPTS CLERK, PLN, LDE, CM&I CITY CLERK LDE 40 PE V PE V PE V PE V PE V PEV PE V PE V PE V PE V PE V PE V PE PE V PE V PE GC 31090, ADMIN O£€r 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, HI&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090, GC NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. Seethe 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 8 of 32 0500-95 0500-97 0500-98 0500-99 0510 0510-05 0510-06 0510-07 0510-10 0510-15 0510-20 0510-21 0510-23 0510-25 0510-30 0510-35 0510-36 0510-40 0510-50 0510-55 0510-60 VARIANCES (V) HISTORICAL MAPS (LAND USE AND ZONING) PERMITS PLUS DATABASE PLANTRACK DATABASE (PLAN CHECK & DISCRETIONARY TRACKING) PLANNINGPLN CITY CLERK LDE PLANNINGPLN PLANNINGPLN VARIOUS DEPTSCED. CM&I, FIN, FIRE PREV, UTL, HNS ENGINEERING PLANNINGPLN V PE V PE PE CL+5 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. t^tsi/siSiiiie ':V •'•'•-'•" . . . . ; GENERAL INFORMATION PRELIMINARY REVIEW (PRE) CONSISTENCY DETERMINATIONS APPROVED PROJECT REVISIONS ADMINISTRATIVE PERMITS - APPROVALS ARCHITECTURAL DESIGN GUIDELINES LANDSCAPE GUIDELINES & STANDARDSMANUAL LANDSCAPE PLANS STREET NAME CHANGE (SNC) 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) PLANNINGPLN PLANNINGPLN PLANNINGPLN PLANNINGPLN PLANNINGPLN PLANNINGPLN PLANNINGPLN PLN PLANNINGPLN CITY CLERK PLANNINGPLN CITY CLERK PLANNINGPLN CITY CLERK PLANNINGPLN CITY CLERK PLANNINGPLN CITY CLERK PLANNINGPLN CITY CLERK PLANNINGPLN PLANNINGPLN 2 CU+210 PE PE V PE PE PE PE PE V PE V PE V PE V PE V PE V 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 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 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 9 of 32 DS10 fi"i 0510 67 0510-70 0510-75 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 10 0520 0520-05 O^T) m 0520-20 0520-30 0520-40 0520-45 0520 50 0520-60 0520 70 0530 0530-05 HOSPITALS & CONVALESCENT HOMES ACCESSORY STPUCTUPES SECOND DWELLING UNIT (SOU) (GRANNY FLAT) MOBILE HOME PARKS PERMIT (MHP) NOISE GUIDELINES COMPREHENSIVE LAND USE PLAN (PALOMAR MC CLELLAN AIRPORT) PARKING REQUIREMENTS SATELLITE ANTENNAS REPORTS & STUDIES SIGNS PROGRAM GENERAL INFORMATION SIGNS PRELIMINARY REVIEW SIGN PERMITS (PS) CAMPAIGN SIGN PERMITS TEMPORARY SIGNS, DIRECTIONAL SIGNS, CITY IDENTIFICATION REGULATIONS REPORTS & STUDIES ENVIRONMENTAL REVIEW GENERAL INFORMATION CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES NEGATIVE DECLARATIONS INITIAL STUDIES (ENVIRONMENTAL) ENVIRONMENTAL IMPACT ASSESSMENTS (EIA) ENVIRONMENTAL IMPACT REPORTS (EIR) CONSULTANTS, ENVIRONMENTAL REPORTS & STUDIES REGULATIONS GENERAL PLAN GENERAL INFORMATION pi ANNING PLANNING ENGINEERING LDE, CM&I PLANNINGPLN PLANNINGPLN PLANNINGPLN PLANNING PLANNING PLANNINGPLN PLANNINGPLN PLANNING PLANNING PLANNINGPLN REDEVELOPMENTHNS PLANNINGPLN PLANNING PLANNING PLANNING PLANNING PLANNINGPLN PI ANNINfi PLANNINGPJ-N PLANNINGPLN PLANNINGPLN PLANNINGPLN PLANNING PLANNINGPLN PLANNING PLANNINGPLN PF PF PE V PE PE £i J \J^J~. PE 2 CU+2 ey-^ PE P£ AU+2 ££ £i Pi 2- CU+2 PF PE PE PE PE P6 PE Pi CU+2 GC 31090, GC /inr»3 nr /inn/i H&S 19850 GC 34090 GC /inna r^r /inn/i H&S 19850 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090 GC 31090 GC 31090 GC 34090 GC 34090 GC 31090 GC 34090 GC 34090 GC 34090 GC 31090 GC 31090 GC 31090 GC 31090 GC 34090 GC 310PO TFOAUC O'lUSU, CCt_t/\ GC 34090, CEQA GC 34090, CEQA GC 34090, CEQA GC 34090, CEQA GC 34090, ADMIN. OiGr GC 34090, ADMIN. DEC. GC 31090, ADMIN. BiCr GC 34090 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 10 of 32 0530-10 0530-15 0530-20 0530-30 OR^fMO 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 0560 0560-05 0560-10 GENERAL PLAN AND ELEMENTS GENERAL PLAN CONSISTENCY GENERAL PLAN AMENDMENTS (GPA) REPORTS & STUDIES REGULATIONS PLANNINGPLN CITY CLERKCLERK PLANNINGPLN PLANNINGPLN CITY CLERKCLERK PLANNINGPLN PLANNING PE V PE V PE V PE £i GC 34090 GC 34090 GC 34090 GC 34090 GC 31090 PLANNING GENERAL INFORMATION DEMOGRAPHIC INFORMATION POLICIES & PROCEDURES REPORTS & STUDIES PLANNING, REGIONAL PLANNINGPLN PLANNINGPLN PLANNINGPLN PLANNINGPLN PLANNINGPLN 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 YARDI DATABASE POLICIES & PROCEDURES REPORTS & STUDIES HOUSINGHNS HOUSINGHNS HOUSINGHNS HOUSINGHNS HOUSINGHNS HOUSINGHIMS HOUSINGHNS HOUSINGHNS HOUSINGHNS HOUSINGHNS CU+2 AU+7 AU+7 AU+7 AU+7 TE+3 PE V PE CU+2 2 GC 34090 24CFR 570.502(b)(3), 85.42, OMB CIR. A -110 #C 24CFR 570.502(b)(3)/ 85.42, OMB CIR. A -110#C 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110#C 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110#C 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110 #C GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 40801 GC 34090 REDEVELOPMENT GENERAL INFORMATION MASTER PLAN (VILLAGE AREA) REDEVELOPMENTHNS REDEVELOPMENTHNS. €tf¥ CLERKCLERK CU+2 PE GC 34090 GC 34090, ADMIN. DEC. NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 11 of 32 0560-20 0560-30 0560-40 0560-50 0560-60 0560-70 0565 0565-05 0565-10 0565-20 0565-30 0565-40 0570 0570-33 0570-36 0570 60 0570-71 nc~7n ~7C 0575 0575-05 0575-15 0575-20 0575-40 0580 0580-05 REDEVELOPMENT REGULATIONS REDEVELOPMENT PERMITS (RP) VILLAGE PARKING PROGRAM RESIDENTIAL REHABILITATION PROGRAM POLICIES & PROCEDURES REPORTS & STUDIES REDEVELOPMENTHNS VARIOUS DFPTSHNS 1 DF PI N CLERK, CM&I REDEVELOPMENTHNS CITYCLERKCLERK REDEVELOPMENTHNS REDEVELOPMENTHNS REDEVELOPMENTHNS PE PE V PE PE V CU+2 2 GC 34090 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090 GC 34090, ADMIN. DEC. GC 34090, GC 40801 GC 34090 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) GENERAL INFORMATION CDBG APPLICATIONS/PROPOSALS CDBG/HOME PROGRAM SUBRECIPIENT FUNDING APPROVALS ANNUAL PERFORMANCE REPORTS HOUSING & REDEVELOPMENTHNS HOUSING & REDEVELOPMENTHNS HOUSING & REDEVELOPMENTHNS HOUSING & REDEVELOPMENTHNS HOUSING & REDEVELOPMENTHNS 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 BUILDING PERMITS BUILDING BLUEPRINTS & SPECIFICATIONS REPORTS & STUDIES INSPECTION LOGS MOBILE HOME PARK PERMITS BUILDING BUILDING BUILDING BUILDING BUILDING PE V CL+2 P£ £i CU+2 GC 34090, GC 4003, GC 4004, H&S 19850 GC 34090(d), H&S 19850(a)(b)(c)(d) GC 31090, ADMIN. BEGr GC 31090, ADMIN. OK, GC 34090 CODE COMPLIANCE/ENFORCEMENT GENERAL INFORMATION ENFORCEMENT CASE FILES (NO RECORDED NOTICE) ENFORCEMENT CASE FILES (WITH RECORDED NOTICE) REPORTS & STUDIES CODE ENFORCEMENTHNS fODF FNFOPCFMFNTHNS CODE ENFORCEMENTHNS CODE ENFORCEMENTHNS 2 CL+6 6YRS. AFTER NOTICE RELEASED 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 LIBRARYUB CU+2 GC 34090 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 12 of 32 0580-10 0580-20 0590 0590-05 0590-10 0590-20 0590-30 0590-40 0590-50 0590-60 HISTORIC SITE INVENTORY HISTORIC SITES (CASE FILES) LIRRARYLIR LIRRARYI IR SU+2 PE 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 X, STUDIES ECONOMIC DFVELOPMENTCFD FrONOMir DFVFI OPMFNTrFD ECONOMIC DEVELOPMENTCED FPOIMOMir DFVFI OPMFNTCFD ECONOMIC DEVELOPMENTCED ECONOMIC DFVFI OPMFNTCFD FrONOMir DFVFI O P M F NTT F D crr>Mni\/iir nir\/iri r>Di\/iCM-rrirr> CU+2 CU+5 CU+5 CU+5 CU+5 CU+2 CU+2 CII+7 GC 34090 GC 34090 / Admin. Dec. GC 34090 / Admin. Dec. GC 34090 / Admin. Dec. GC 34090 / Admin. Dec. GC 34090 GC 34090 r;c 3Anqn j.^WHt'0600 >* OfiOO OS OfiOO ""i ofioo 45 0610" X... OfilO 30 0620 0620-05 0620-10 0620-20 0620-35 0620-40 0620-55 0620-60 0620-65 0620-70 0630 0630-05 0630-10 •'-'• " • "*"" *" ' "'ANpip:p»ffiROL ' ' . (qpMppAi INFORMATION COMPI AINTS/INVFSTIGATIONS f RCA'rl\"\ I'T^ y[ RFPORTS ft STUDIES EMERGENCY SERVICES . CIVIL DFFFNSF ENVIRONMENTAL PROTECTION GENERAL INFORMATION AIR QUALITY HAZARDOUS MATERIALS PROGRAMS (TRAINING RECORDS) COASTAL PROTECTION - BEACH FROSION WETLANDS — FLOODPLAINS GUIDELINES OPEN SPACE TRAILS SYSTEM HABITAT MANAGEMENT PLAN (HMP) - WILDLIFE CONSERVATION REGULATIONS FIRE PROTECTION/PREVENTION GENERAL INFORMATION (Inc. correspondence, memos, surveys, misc info.) APPARATUS & EQUIPMENT l*ff«sj.r, .; r" i PIIRI IT WORKS VARIOUS DFPTS PURI If WORKS "''"'.' CIRC PLANNINGPLN PLANNINGPEM FIRE PLANNING PURI If WORKSPftR ENGINEERINGPEM, PLN PEM, PLANNINGPLN PLANNINGP&R PLANNINGPEM VARIOUS DEPTSPEM FIRE FIRE ADMIN CU+"1 n +7V--L. I c. r\ \+-f n 1+7 CU+2 CU+7 SU+2 PE PE PE PE PE PE CU+3 CU+2 •• (qr ^/inQO nr 34090 GC 34090 t~r D^non GC 34090 CCP 338{k), GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. GC 34090 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 13 of 32 0630 15 0630 20 0630-53 0630-70 nfipn 73 0630-75 0640 0640-05 0640-15 0640-20 0640-25 0640-30 0640-35 0640-40 0640-45 0640-50 0640-55 0640-60 06SO 0650 10 nfisn ">o DfiRfi 30 0650 50 0670 0670-33 0670-62 0670-64 0680 0680-20 INVENTORIES APPARATUS & EQUIPMENT SPECIFICATIONS APPARATUS & EQUIPMENT TESTS ADOPTED FIRE CODES FIRE SUPPRESSION/EXTINGUISHERS FIRF HYDRANTS SMOKE DETECTORS (NON-SINGLE FAMILY) FLOOD CONTROL GENERAL INFORMATION NATIONAL FLOOD INSURANCE PROGRAM (includes CLOMR & LOMR) LAKES/BASINS DRAINAGE FACILITIES MASTER PLANS CREEKS FLOOD ZONES FLOOD CONTROL DISTRICT POLICIES & PROCEDURES REGULATIONS REPORTS & STUDIES HEALTH SERVICES '" ./ . . .. . POOD ESTABLISHMENTS/HANDLERS PAPAMFDIC ^FRVICFS AMRUI ANfF ^FRVIfF^ PEST CONTROL POLICE SERVICES VEHICLE ABATEMENT GRANT DUI SUPPORTING DOCUMENTATION 72 HOUR NOTICE PUBLICWELFARE AMERICANS WITH DISABILITIES (ADA) f+Ri W£i FIRE CITYCLERKCLERK fJR£PEM FIRE FIRE PREVENTION ENGINEERING UTL ENGINEERING LDE ENGINEERINGUTL ENGINEERINGUTL ENGINEERINGUTL ENGINEERINGUTL ENGINEERINGUTL ENGINEERINGUTL ENGINEERINGUTL ENGINEERINGUTL ENGINEERINGUTL FINANCE, PLANNING FINANCE FIRF FINANCE FIRF PUBLIC WORKS POLICE POLICE POLICE PUBLIC WORKS FACILITIESPEM CU+2 CU+2 PE PE PF PE CU+2 sy+2PE PE PE CU+2 PE PE CU+2 SU+5 SU+2 CL+2 «44 ri |+C ru+s*~*^ • ~r CU+2 CL + 5 5 CU + 2 CL+5 GC 31090 GC 31090 GC 34090, CCP 340.5 GC 34090, ADMIN. DEC. GC 31090, ADMIN. DFrVS l—\^i GC 34090, ADMIN. DEC. 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 GC 34090 f~r a /i nan fir ^4nQn €C 31090 GC 34090 GC34090 GC 34090 GC 34090 0700 0700-10 0700-15 0700-16 ':M^^N^MiU^^ '•' '••?'•: •"• ~ '••' •' LEASES AGREEMENTS - CONTRACTS (CAPITAL IMPROVEMENTS ONLY) AGREEMENTS - CONTRACTS (OTHER - INCLUDES EQUIPMENT, SERVICES OR CITYCLERKCLERK ECONOMIC DEV.PEM CITYCLERKCLERK CITYCLERKCLERK PE V PE V TE+5 CCP 337, CCP 343, ADMIN. DEC. GC 34090; 4004; H&S 19850 CCP 337.2, CCP 343 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 14 of 32 0700-18 0700-20 0700-25 0700 26 0700 27 0700-28 0700-30 0700-35 0700-45 0700-50 0700-55 0700-60 0700-65 0700-70 0700-75 0700-80 0700-81 0700-82 0700-83 0700-84 SUPPLIES, MINOR PW, & INSTRUCTOR AGREEMENTS FOR ALL AGENCIES) HOMEBUYER ASSISTANCE PROGRAM (RECORDED DOCUMENTS) AGREEMENTS - CONTRACTS FOR CMWD (CAPITAL IMPROVEMENTS LONLY) AGREEMENTS - CONTRACTS FOR HOUSING & REDEVELOPMENT COMMISSION (CAPITAL IMPROVEMENTS ONLY) AGREEMENTS CONTRACTS FOR INDUSTRIAL DEVELOPMENT AUTHORITY AGPFFMFNTC _ rONTRACTS FOR PURI 1C IMPPOVFMFNT fORP AGREEMENTS - CONTRACTS FOR PUBLIC FINANCING AUTHORITY (CAPITAL IMPROVEMENT ONLY) LIEN AGREEMENTS - RELEASE (PUBLIC RIGHT-OF-WAY) PERMANENT STORMWATER QUALITY BEST MANAGEMENT PRACTICE MAINTENANCE AGREEMENT 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 CITYCLERKCLERK CITY CLERKCLERK CITYCLERKCLERK CITY CLERK CITY CLERK CITYCLERKCLERK CITYCLERKCLERK CLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITY CLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITY CLERKCLERK CITYCLERKCLERK PE PE V PE V PF V DC W PEV PE V PE 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, CCP 337 CCP 337, CCP 343, ADMIN. DEC. CCP 337, CCP 343, ADMIN. DEC. rro 33-7 rro 3/13<-*-r JJ', v,V-r jtj, ADMIN. DEC. rrp 3.3.7 rrp 3/13.C»-.r JO/, LV-K 3'lj, ADMIN DFr CCP 337, CCP 343, ADMIN. DEC. GC 34090 GC34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 15 of 32 0700-85 0700-86 0700-87 0700-88 0700-90 0700-95 0710 0710-10 0710-20 0710-30 0710-40 0710-50 0720 0720-10 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 REIMBURSEMENT AGREEMENTS - RELEASE JOINT USE AGREEMENTS - RELEASE UNCONTROLLED STOCKPILE AGREEMENTS -RELEASE RECREATIONAL VEHICLE STORAGE FACILITY AGREEMENTS ENCROACHMENT AGREEMENTS RECORDED AGREEMENTS, OTHER (MISC.) CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK PE V PEV PE V PE V PE V PE V GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 "«TYii|lNpT^ ' ARTICLES OF INCORPORATION - HISTORIC ANNEXATIONS/REORGANIZATIONS BOUNDARY ADJUSTMENTS DETACHMENTS - DE-ANNEXATIONS SPHERE OF INFLUENCE CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK PE V PE V PE V PE V PE GC 34090, 40801 GC 34090, 40801 GC 34090, 40801 GC 34090, 40801 GC 34090, 40801 ELECTIONS MUNICIPAL ELECTIONS ELECTIONS DATABASE ELECTION INFO (FROM REGISTRAR OF VOTERS) PROPOSITION 218 ELECTIONS CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK PE PE CU+2 PE GC 34090 GC 34090, ADMIN. DEC. GC 34090, EC 17501, EC 17301 CA CONSTITUTION ART. XIII INIT1ATIVE/RECALL/REFERENDUM GENERAL INFORMATION INITIATIVE PETITION (NOT OPEN TO INSPECTION) REFERENDUM PETITION (NOT OPEN TO INSPECTION) RECALL PETITION CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CU+5 CL+.75 CL+.75 CL+.75 GC 34090 EC 17200, GC 6253.5 EC 17200, GC 6253.5 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 CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITY CLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CU+2 E+7 PE E+7 E+5 PE GC 34090 GC 81009(e) GC 81009(b) GC 81009(b) GC 81009(b) GC 81009(b) NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 16 of 32 0730-55 0735 0735-05 0735-25 0735-39 0735-40 0735-41 0735-42 0735-43 0735-50 0740 0740-07 0740-20 0740-30 0740-35 0740-70 0740-71 0740-75 0745 0745-20 0745-30 0750 0750-06 0750-07 0750-10 (FILED) STATEMENTS OF TERMINATION (FILED)CITYCLERKCLERK PE GC81009(b) FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS GENERAL INFORMATION CORRESPONDENCE (FPPC) 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 CLERKCLERK CITY CLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CU+2 1 PE E+5 PE CU+7 CU+7 CU+7 PE GC 34090 GC 81009(a) GC81009(b) GC 81009(c) GC 81009(c) GC81009(e) GC 81009{e) GC 81009(d) •"•- ' ' -•' ' ' CORRESPONDENCE / REQUESTS FOR LEGAL ADVICE AFFIDAVITS OF PUBLICATION OATHS OF OFFICE -ELECTED OFFICIALS OATHS OF OFFICE - EMPLOYEES CARLSBAD MUNICIPAL CODE (CMC) MUNICIPAL CODE AMENDMENTS (MCA's) ETHICS TRAINING CERTIFICATES CITYCLERKCLERK CITY ATTORNEY CITY CLERKCLERK CITYCLERKCLERK HUMAN RESOURCE5HR CITYCLERKCLERK CITYCLERKCLERK CITY CLERKCLERK CU+10 CU+4 TE + 6 TE + 6 PE V CU + 2 CU+5 GC 34090 CCP 343, CCP 349.4 GC 34090, 29 USC 1113 GC 34090, 29 USC 1113 GC 34090 GC 34090 GC53235.2(b) CLAIMS/LITIGATION CLAIMS AGAINST THE CITY SUBPOENAS (OTHER THAN CASE FILES) CITYCLERKCLERK CITY ATTORNEY RISK MANAGEMENT CITY ATTORNEY CITYCLERKCLERK CL+5 V CL+5 V GC 34090 GC 34090 LEGISLATIVE -CITY COUNCIL CORRESPONDENCE - PETITIONS (MISC.) PUBLIC COMMENT INFORMATION MEETING AGENDAS & NOTICES CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CU+2 5 CU+2 GC 34090 GC 34090, GC 40801, ADMIN. DEC. GC 34090 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 17 of 32 .0 0750-20 0750-40 0750-50 0750-60 0753 0753-10 0753-20 0753-40 0753-50 0753-60 07S5 0755-10 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 MEETING MINUTES RESOLUTIONS ORDINANCES AGENDA BILLS riTY n FRKri FRK CITYCLERKCLERK CITYCLERKCLERK CITY CLERKCLERK PE V PE V PE V PEV 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 CLERKCLERK CITYCLERKCLERK CITY CLERKCLERK CITYCLERKCLERK CITYCLERKCLERK 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 -HOUSINGS REDEVELOPMENT COMMISSION MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS AGENDA BILLS CITY CLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CU+2 PE V PE V PE V GC 34090 GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090 LEGISLATIVE -PUBUC IMPROVEMENT CORPORATION (PIC) MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS AGENDA BILLS CITYCLERKCLERJ< CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CU+2 PE V PE V PE V GC 34090 GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090 LEGISLATIVE - PUBUC FINANCING AUTHORITY (PFA) MEETING AGENDAS & NOTICES MEETING MINUTES RESOLUTIONS AGENDA BILLS CITY CLERKCLERK CITYCLERKCLERK CITY f LFRKCLFRK CITYCLERKCLERK CU+2 PEV 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 CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CU+2 PE V PE V PE GC 34090 GC 34090, GC 36814, GC 40801 GC 34090, GC 40801 GC 34090 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 18 of 32 0770 0770-10 0770-20 0770-35 0770-45 0770-60 0770-70 0770-75 0770-80 0770-90 0775 0775-10 0775-20 0775-50 0775-60 0775-80 0775-90 V •$j$MN@tf*' -..?>:;•• - . • APPRAISALS/NEGOTIATIONS ACQUISITIONS/MERGERS CONDEMNATIONS OFFERS OF DEDICATION LIENS/RELEASES (MISC.) PROPERTY INVENTORY (CITY OWNED) SPECIAL DOCUMENTS (REAL PROPERTY) CMWD HOUSING & REDEVELOPMENT COMMISSION CITYCLERKCLERK GTYCLERKCLERK ECONOMIC DEV.PEM CITY ATTORNEY CITYCLERKCLERK CITYCLERKCLERK CITY CLERKCLERK ECONOMIC DEV. PEM FINAIMTFFIN ECONOMIC DEV. PEM FINANCEFIN FINANfFFIN FINANCEFIN CL+2 PE V PE V PE V PE V AU+4 V PE PE PE GC 34090, GC 6254(b) GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 REAL PROPERTY -DEEDS/EASEMENTS EASEMENTS & DEEDS -CITY DEED RESTRICTIONS REAL PROPERTY, OTHER QUITCLAIMS EASEMENTS & DEEDS - MUNICIPAL WATER DISTRICT EASEMENTS & DEEDS - HOUSING & REDEVELOPMENT COMMISSION CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK CITYCLERKCLERK PE V PE V PE V PE V PE V PE V GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 GC 34090, GC 40801 0800 0800-03 0800-05 0800-35 0800-50 0800-60 0800-65 0810 HUMAN RESOURCES/PERSONNEL ADMINISTRATION CORRESPONDENCE GENERAL INFORMATION EVALUATION PROGRAMS (PAY FOR PERFORMANCE) PERSONNEL POLICIES & PROCEDURES REPORTS & STUDIES TEMPORARY STAFF DATABASE HUMAN RF^OURCF^HR HUMAN PFSOUPCFSHR HUMAN RESOURCESHR HUMAN RESOURCESHR HUMAN RF^OUPfF^HR HUMAN RESOURCESHR CU+2 CU+3 SU+3 SU+3 V CU+3 CL+3 GC 34090 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA GC 34090 GC 34090, ADMIN. DEC. EMPLOYEE RECORDS NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 19 of 32 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 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 TIM E& FULL-TIME EMPLOYEES WORKERS COMPENSATION CLAIMS FILES WORKERS COMPENSATION AUTHORIZATIONS (TO USE PERSONAL PHYSICIAN) DEPARTMENT OF TRANSPORTATION (DOT) REPORTS SUPPLEMENTAL CRIMINAL HISTORY QUESTIONNAIRE (EMPLOYEES & VOLUNTEERS) HUMAN RESOURCESHR FINANfFFIN HUMAN RESOURCESHR HUMAN RESOURCESHR HUMAN RESOURCESHR HUMAN RESOURCESHR HUMAN RESOURCESHR HUMAN PFSOURf FSHR POLICE HUMAN RFSOURfFSHR POLICE HUMAN RESOURCESHR TRI-STAR HUMAN RESOURCESHR HUMAN RESOURCESHR 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. 8 CCR 10102 LC 4600, 5404, and 5410 49 CFR SECTION 40.333 GC 34090; PRC 5164 CLASSIFICATIONS/QUALIFICATIONS GENERAL INFORMATION CLASSIFICATION SURVEYS CLASSIFICATION APPEALS & AUDITS RECLASSIFICATIONS POLICIES & PROCEDURES REPORTS & STUDIES HUMAN RESOURCESHR HUMAN PFSOURf F"?HR HUMAN RESOURCESJHR HUMAN RESOURCESHR HUMAN RESOURCEShIR HUMAN RFSOIJRrF^HR 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 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 20 of 32 2 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 0850 0850-05 0850-07 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 RESOURCESHR HUMAN RESOURCESHR FINANCEFIN HUMAN PFSOUPCF^HP HUMAN RESOURCESHR HUMAN RESOURCESHR FINANCERN HUMAN RESOURCESHR FINANCEFIN HUMAN RESOURCESHR FINANrFFIN FINANCEFIN HUMAN RESOURCESHR HUMAN RESOURCESHR 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 RESOURCESHR HUMAN RESOURCESHR HUMAN RESOURCESHR HUMAN PESOUPCESHP CITYCLERKCLERK HUMAN RESOURCESHR POLICE HUMAN RESOURCESHR 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 RECRUITMENT/SELECTION GENERAL INFORMATION APPLICANT TRACKING DATABASE HUMAN RFSOURfFSHP HUMAN RESOUPfFSHR CU+3 PE GC 34090, Title VII, FEHA, ADA GC 34090, ADMIN. DEC. NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 21 of 32 2H 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 0860-70 0860-80 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 RFSOURfFSHR HUMAN RESOURCESHR HUMAN RESOURCESHR HUMAN RESOURCESHRPOLICE HUMAN RESOURCESHR POLICE HUMAN RESOURCESHR HUMAN RESOURCESHR HUMAN RESOURCESIHR HUMAN RESOURCESHR HUMAN RFSOURfFSHR 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, 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 TRAWNG& EMPLOYMENT PROGRAMS GENERAL INFORMATION EMPLOYEE DEVELOPMENT/TRAINING EMPLOYEE DEVELOPMENT/TRAINING (SAFETY) EDUCATIONAL TUITION REIMBURSEMENT PROGRAM TRAINING & TRAVEL REQUESTS VOLUNTEER PROGRAMS HUMAN RESOURCESjHR HUMAN RESOURCESHR VARIOUS DEPARTMENTS HUMAN RESOURCESHR POLICE HUMAN RESOURCESHR FINANCEFIN CITY MANAGER LIBRARYUB CU+3 TE+5 TE+5 CL+3 CL+5 CL+3 GC 34090 GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA, PC 832.5 GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA 0900 0900-05 GENERAL INFORMATION PUBLIC WORKSPEM CU+2 GC 34090 0900 10 CUSTODIAL SERVICES PUBLIC WORKS CU+2 €C 31090 0900-15 PUBLIC FACILITIES MAINTENANCE PUBLIC WORKSPEM CU+2 GC 34090 0900 20 PUBLIC GROUNDS MAINTENANCE PUBLIC WORKS €C34090 0900 30 GRAFFITI VANDALISM OF PUBLIC BUILDINGS PUBLIC WORKS ri I.T^U i"i_€C 31090 0900-40 FACILITIES USE APPLICATIONS RECREATION P&R CU+2 GC 34090 0900-43 FACILITIES USE PERMITS/INSURANCE BINDERS RECREATION P&R CL+2 GC34090 0900-50 REGULATIONS PUBLIC WORKSPEM PE GC 34090, GC40806 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 22 of 32 0900-60 0900-65 0900 70 0900-75 0900-76 0910 0910-05 0910-10 0910 20 0910 30 0910 35 0910 10 0910 13 0910 15 0910 50 0910 53 0910 60 0910 70 0910 75 0910 SI 0910 82 0910 83 0910 31 0910 85 0910 86 0910 91 POLICIES & PROCEDURES REPORTS & STUDIES WORK ORDERS FACILITIES WORK ORDER DATABASE (MAINTSTAR) HANSEN WORK ORDER DATABASE PUBLIC WORKSPEM PURI 1C WORKSPFM PUBLIC WORKS PUBLIC WORKSPEM PURLIC WORKSPRR UTI TRANS SU+5 CU+2 CU+2 20 CL+10 GC 34090 GC 34090 GC 31090 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. MUNICIPAL FACILITIES GENERAL INFORMATION (MAINTENANCE & OPERATIONS) CITY HAI 1 - TlVir rFISJTFRMUMiriPAl FACILITIES FARADAY BUILDING MAINTENANCE YARD M05 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 ffl FIRE STATION tt2 FIRE STATION tf3 FIRE STATION ff1 FIRE STATION ff5 FIRE STATION tt6 COLE LIBRARY PUBLIC WORKS - MAINTENANCE ft OPFRATION^PFM PUBLIC WORKS MAINTENANCE & OPERATIONSPEM PUBLIC WORKS MAINTENANCE & OPERATIONS PUBLIC WORKS MAINTENANCE & OPERATIONS PUBLIC WORKS - MAINTENANCE & OPERATIONS PURI 1C WORKS MAINTENANCE & OPERATIONS PUBLIC WORKS MAINTENANCE & OPERATIONS PUBLIC WORKS MAINTENANCE & OPERATIONS PURI 1C WORKS MAINTENANCE & OPERATIONS PUBLIC WORKS MAINTENANCE & OPERATIONS PUBLIC WORKS MAINTENANCE & OPERATIONS PURI 1C WORKS MAINTENANCE & OPERATIONS PURI 1C WORKS MAINTENANCE & OPERATIONS PUBLIC WORKS MAINTENANCE & OPERATIONS PURI 1C WORKS MAINTENANCE & OPERATIONS PUBLIC WORKS • MAINTENANCE & OPERATIONS PUBLIC WORKS MAINTENANCE & OPERATIONS PUBLIC WORKS - MAINTENANCE & OPERATIONS PUBLIC WORKS MAINTENANCE & OPERATIONS PURI 1C WORKS MAINTENANCE & OPERATIONS CU+2 PE Pi Pi Pi Pi Pi Pi Pi Pi Pi Pi Pi Pi Pi Pi Pi Pi Pi Pi GC 34090 GC 34090, GC 4004, H&S 19850 GC 31090, GC 1001, H&S 19850 GC 34090, GC •1001, H&S 19850 GC 31090 GC -1001, H&S 19850 GC 31090, GC 4001, H&S 19850 GC 34090 GC 4001, H&S 19850 GC 31090, GC 4001, H&S 19850 GC 31090, GC dflOd HASIQ^O GC 31090, GC 4001, H&S 19850 GC 34090, GC 4001, H&S 19850 GC 31090, GC 4001, H&S 19850 GC 31090, GC 4001, H&S 19850 €C 31090, GC 4001, H&S 19850 GC 31090 GC 4001, H&S 19850 €C 31090, GC 4001, H&S 19850 €C 31090, GC A C\C\A LJ P. C 1 QQ Cfl•luwi, nc*j O.5OJU €C 31090, GC 4001, H&S 19850 €C 31090, GC 4001, H&S 19850 €C 31090, GC /ino/i HAS i«ssn NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 23 of 32 0910 92 0910-93 npin 94 0910 95 0910 96 0930 0930-05 0930-06 0930-85 0930-90 no^r\ oc 0930-99 0940 OQ40-1 n 0940-20 0910 30 0910 10 0940-50 nQdn-7n CARLSBAD CITY LIBRARY LAS PALM AS BUILDING ADUI T 1 FARMING CFNTFP CENTRO BE INFORMACION ARTS OFFICE PARKS & OPEN SPACE GENERAL INFORMATION (MAINTENANCE & OPERATIONS) PARK SITE INFORMATION MUNICIPAL GOLF COURSE PLAYGROUND INSPECTIONS STATF PARKS PARK PLANNING CITY RESERVCMRS/PUMP STATIONS fJFNFRAI INFORMATION OPERATIONS - MAINTENANCE (RESERVOIRS, ETC.) RESERVOIRS PUMP STATIONS CONSTRUCTION - CIP (RESERVOIRS, ETC.) REPORTS & <;TliniF<; PUBLIC WORKS - MAINTENANCE & OPERATIONS PUBLIC WORKS MAINTENANCE & OPERATIONS PUBLIC WORKS - MAINTENANCE & OPERATIONS PURIIC WORKS MAINTENANCE & OPERATIONS PURI If WORKS MAINTENANCE & OPERATIONS PUBLIC WORKS GENERAL SERVICES RECREATIONP&R PUBLIC WORKS GENERAL SERVICES RECREATIONP&R PUBLIC WORKS GENERAL SERVICES RECREATIONP&R PUBLIC WORKS - PARKSP&R PUBLIC WORKS GENERAL SERVICFS RECREATION PUBLIC WORKS GENERAL SERVICES per PFATIONP&R PURI If WDRKSIJTI PUBLIC WORKS UTL PUBLIC WORKS PUBLIC WORKS PUBLIC WORKSUTL PURI ir WORKOUT! Pi Pi PF P-E Pi CU+2 PE PE 5 a 2 ru+? CU+2 Pi Pi PE n+7 GC 3/IQ90 GC 1001 HfiS 19°50 GC 31090, GC 1001, H&S 19850 nr 3/inan nr 4004 MRS I^RSO GC 34090 GC 1001, H&S 19850 fif 3/1090 GC 1001, H&S 19850 GC 34090 GC 34090, GC 4004, H&S 19850 GC 34090, GC 4004, H&S 19850 GC 34090 GC 31090 GC 34090 GC 3AOQO GC 34090 GC31090 GC 31090 GC 34090 GC 34nqn 1000 1000-05 GENERAL INFORMATION PUBLIC WORKS = ENGINEERINGCM&I. TRANS. UTL 1000-15 MONUMENTS PUBLIC WORKS ENGINEERINGLDE CU+2 PE GC 34090 GC 34090 1000 20 PAVING PERMITS PUBLIC WORKS ENGINEERING Pi GC 31090 1000-25 IMPROVEMENT, GRADING, & DRAINAGE PLANS PUBLIC WORKS = ENGINEERINGLDE. TRANS. UTL PE GC 34090 1000-30 GRADING PERMITS PUBLIC WORKS - ENGINEERINGCM&I, LDE, TRANS PE GC 34090 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 24 of 32 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 1010-40 1020 1020-05 1020-20 min-in DRAINAGE BASIN REPORTS DRAINAGE & EROSION STANDARDS (ENGINEERING) ENGINEERING PLANS RIGHT-OF-WAY PERMITS SURVEY PROJECTS & MAPS POLICIES & PROCEDURES REGULATIONS (ENGINEERING) SOILS & HYDROLOGY AND STRUCTURAL REPORTS REPORTS & STUDIES, GENERAL HAUL ROUTE/OVERSIZE LOAD PERMITS INSPECTION REQUESTS INSPECTION LOGS MITROFiri-IF INDFX PUBLIC WORKS ENGINEERINGS! PURI IT WORK<i ENGINEERINGS! PUBLIC WORKS ENGINEERINGLDE DI IDI \r \A/r*Dt/c ENGINEERINGCM&I, UTL, TRANS PUBLIC WORKS— ENGINEERINGCM&I, TRANS, LDE PUBLIC WORKS ENGINEERINGLDE PI i n_L \C AA/f\DI/C_ ENGINEERINGCM&I, LDE, UTL, TRANS PUBLIC WORKS ENGINEERING "1 PUBLIC WORKS ENGINEERINGLDE, UTL PUBLIC WORKS -ENGINEERING UTL, TRANS PUBLIC WORKS ENGINEERING INSPECTIONTRANS, CM&I, LDE PUBLIC WORKS ENGINEERING INSPECTIONTRANS. CM&I PUBLIC WORKS ENGINEERING INSPECTIONTRANS, CM&I PUBLIC WORKS ENGINEERING PE PE SU+10 PE PE PE SU+2 ci 14.7•J\s^< L. PE 20 CL + 2 CL+2 CL+2 W 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 3/inQO GC34090 GC 34090 GC34090 GC 34090 GC 34090 /~r 3/inQO /*-H~ J'lU^U / Arimin Df^r GEOGRAPHIC INFORMATION SYSTEMS (GIS) BASE MAPS GIS PUBLIC WORKS PE GC 34090, H&S 19850, GC 34090.7 HIGHWAYS & THOROUGHFARES GENERAL INFORMATION STATE ROUTE 78 INTERSTATE 5 TRUCK ROUTES & ACCESS REPORTS & STUDIES PURI IT WflRK^TRANS PUBLIC WORKSTRANS PURI IT WORKTTRAN^ PURI IT WORK^TRAIMS PURI If WORKSTRANS 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 RRinfiF ii\i<;PFrTir)iM<; PUBLIC WORKSTRANS PURI If WnRKSTRAN5; PURI IP M/nRKSTRANS CU+2 PE PF GC 34090 GC 34090 r;r ^anqn NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 25 of 32 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 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 BRIDGE SPECIFICATIONS OVERPASSES REPORTS & STUDIES P1IRI IT WORKSTRANS PURI IT WORKSTRANS PURI IT WORKSTRANS PE PE PE 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 PURI If WORK1! - Fl FFTPFM PURI IT WORKS Fl FFTPFM PURI IT WORKS Fl FFTPFM PURI IT WORKS Fl FFTPFM PURI IT WORKS Fl FFTPFM PUBLIC WOPKS FLEETPEM PURI If WORKS Fl FFTPFM PURI If WOPKS Fl FFTPFM 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 PURI IT WORKSTRANS PUBLIf WORKSTRANS PUBLIC WORKSTRANS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKSTRANS PUBLIC WORKSTRANS PURI If WORKSTRANS CU+2 PE PE £6 Pi CU+10 SU+10 CU+10 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 STREETS -MAINTENANCE GENERAL INFORMATION COMPLAINTS MAINTENANCE/IMPROVEMENTS PAVEMENT -OVERLAY PAVEMENT MANAGEMENT DATABASE DAILY WORK ORDERS & LOGS DAMAGE & INCIDENT REPORTS BIKE LANES CROSSWALKS HANDICAPPED RAMPS SIDEWALKS CURBS & GUTTERS STREETLIGHTS LIGHTING & LANDSCAPING DISTRICTS MEDIANS & ISLANDS LANDSCAPING PURI IT WORKSTRANS PURI IT WORKSTRANS PURI IT WORKSTRANS PUBLIC WORKSTRANS PUBLIC WORKSTRANS PURI If WORKSTRANS PUBLIC WORKSTRANS PUBLIC WORKSTRANS PUBLIC WORKSTRANS PURI IT WORKSTRANS PUBLIC WORKSTRANS PI IRI IT WORKSTRANS PUBLIC WORKSTRANS PURI If WORKSTRANS PUBLIC WORKSTRANS PURI If WORKSTRANS CU+2 CL+2 CL+2 CL+2 PE CU+5 CL+5 PE PE PE PE PE PE TE+2 PE CU+2 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 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. Seethe 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 26 of 32 1035-45 1035-50 1035-60 1035-65 1040 1040-05 1040-07 1040-20 1040-25 1040-27 1040-30 1040-35 1040-40 1040-45 1040-50 1040-55 1040-58 1040-60 1040-65 1040-70 1040-80 1050 1050-05 1050 10 1050 20 inqn 30 1050-40 1050-15 TREE PLANTING, TRIMMING, OR REMOVAL POLICIES & PROCEDURES STREET CLOSURES REPORTS & STUDIES PIIRI If WORKSTRAWS PUBLIC WORKSTRANS PIIRI IT WORKSTRANS PIIRI IT WORK^TRANS CU+5 SU+5 PE CU+5 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 TRAFFIC ENGINEERING •• ' ' ,. . • GENERAL INFORMATION REQUESTS/COMPLAINTS CIRCULATION SPEED ZONING TRAFFIC COUNTS (ADT) PEDESTRIAN SAFETY TRAFFIC SCHEDULES TRAFFIC IMPACT FEES/MITIGATION TRAFFIC WARRANTS TRAFFIC SIGNS SIGNAL PROJECTS SIGNAL MAINTENANCE REGULATIONS (TRAFFIC) STATISTICS REPORTS & STUDIES SURVEYS (TRAFFIC) PUBLIC WORKS TRAFFIC ENGINEERINGTRANS PUBLIC WORKS TRAFFIC ENGINEERINGTRANS PUBLIC WORKS TRAFFIC ENGINEERINGTRANS PUBLIC WORKS TRAFFIC ENGINEERINGTRANS PUBLIC WORKS TRAFFIC ENGINEERINGTRANS PUBLIC WORKS TRAFFIC ENGINEERINGTRANS PUBLIC WORKS TRAFFIC ENGINEERINGTRANS PUBLIC WORKS TRAFFIC ENGINEERINGTRANS PUBLIC WORKS TRAFFIC ENGINEERINGTRANS PUBLIC WORKS TRAFFIC ENGINEERING STREETSTRANS PUBLIC WORKS TRAFFIC ENGINEERINGTRANS PUBLIC WORKS - STPEETSTPANS PURI If WORKS TRAFFIC ENGINEERINGTRANS PURI IT WORK"? TRAFFIC ENGINEERINGTRANS PUBLIC WORKS -TRAFFIC ENGINEERINGTRANS PUBLIC WORKS -TRAFFIC ENGINEERINGTRANS CU+5 CL+5 SU+5 SU+5 SU+5 SU+5 SU+5 SU+5 EX+5 EX+5 EX+5 PEV SU+5 CU+5 CU+5 SU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 PARKING GENERAL INFORMATION REQUESTS/COMPLAINTS NO PARKING ZONES ON STREET NO PARKING ZONES OFF STREET PARKING FACILITIES, CITY PARKING PERMITS PURI If WORKSTRANS PUBLIC WORKS PUBLIC WORKS PUBLIC WORKS PURI If WORKSTRANS ENGINEERING CU+5 €U5 CI l-iC•J \J 1 ~f Cl \+C•J **J 1 J 5 €U5 GC 34090 €C 31090 GC 31090 GC 31090 GC 34090 €C 31090 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 27 of 32 1050-50 1050-55 1050-60 1050 70 1050-75 1050-80 1055 1055-05 1055-10 1055-15 1055-20 1055-25 1055-28 1055-30 1055-35 1055-40 1055-50 1055-55 1055-60 1055-61 1055-62 1055-63 1055-65 1055-70 1055-75 1055-80 1055-85 1055-90 1060 1060-05 1060-10 1060-30 1060-35 1060-40 1065 1065-10 1065-20 TEMPORARY CONTROLS PARKING LOTS PARKING REGULATIONS STATISTICS PARKING DISTRICTS REPORTS & STUDIES PIJRI IT WORKSTRANS ENGINEERING CITYCLERKCLERK & TRANS ENGINEERING CITYCLERKCLERK & TRANS PUBLIC WORKS PUBLIC WORKSTRANS ENGINEERINGTRANS EX+5 CU+5 PE 5 TE+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 TRANSPORTATION GENERAL INFORMATION VILLAGE TRANSIT STATION POINSETTIA TRANSIT STATION AIR TRANSPORTATION BUS TRANSPORTATION LIGHT RAIL (COASTER) RAILROADS TAXI OPERATIONS SHUTTLE SERVICES TRANSPORTATION PLANNING PEAK HOUR TRAFFIC MANAGEMENT TRANSPORTATION DEVELOPMENT ACT (TDA) FEDERAL AID URBAN (FAU) STATE & LOCAL TRANSPORTATION PARTNERSHIP PROGRAM (SLTPP) TRANSPORTATION IMPROVEMENT PROGRAM (TIP) INTERMODAL SURFACE TRANSPORTATION EFFICIENCY ACT (ISTEA) TRANSPORTATION PROGRAMS TRANSPORTATION SURVEYS REPORTS & STUDIES REGULATIONS REGIONAL TRANSPORTATION PURLIC WORKSTRANS PUBLIC WORKSTRANS PUBLIC WORKSTRANS PIJRI If WORKSTRANS PIJRI IT WORKSTRANS PIJRI If WORKSTRANS P1IRI If WORKSTRANS PUBLIC WORKSTRANS PUBLIC WORKSTRANS PIJRI If WORKSTRANS PUBLIC WORKSTRANS PIJRI IT WORKSTRANS PURI If WORKSTRANS PUBLIC WORKSTRANS PIJRI If WORKSTRANS PURI IT WORKSTRANS PURI IT WORKSTRANS PURI If WORKSTRANS PURLIf WORKSTRANS PUBLIC WORKSTRANS PIJRI If WORKSTRANS CU+5 PE PE CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 CU+5 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 PUBLIC WORKS -CAPITAL IMPROVEMENTS GENERAL INFORMATION CAPITAL PROJECTS (PUBLIC WORKS) REGULATIONS (PUBLIC WORKS) STANDARDS (PUBLIC WORKS) REPORTS & STUDIES PUBLIC WORKSUTL. TRANS PUBLIC WORKSUTL, TRANS PURI IT WORKSI JTI TRANS PIJRI If WORKSUTI TRANS PUBLIC WORKSUTL. TRANS PE PE V PE PE PE GC 34090 GC 34090, GC 4004, H&S 19850 GC 34090 GC 34090 GC 34090 SPECIAL IMPROVEMENT DISTRICTS GENERAL INFORMATION MAINTENANCE DISTRICT FORMATION PIJRI If WORKSUTI PURI IT WORKSUTI CU+2 PE GC 34090 GC 34090 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 28 of 32 1065-25 1065-40 1070 1070-10 1070-30 1070-40 1070-50 1070-60 1070-70 1070-80 1070-90 BiB1166 :• 1100-05 1100-15 1100-20 1100-30 1100-40 1100-50 1100-60 1120 1120-05 1120-10 1120-18 1120-20 1120-23 1120-25 1120-53 1120-56 1120-80 1130 1130-05 1130-07 1130-15 1130-20 1130-50 1130-55 1130-60 1130-61 MAINTENANCE DISTRICT ANNEXATIONS UNDERGROUND UTILITY ASSESSMENT DISTRICTS (UUAD) PIJRI If WDRKS1ITI PUBLIC WORKS CITYCLERKCLERK & UTIL PE PE GC 34090 GC 34090 SQUD WASTE MANAGEMENT GENERAL INFORMATION REFUSE COLLECTION FINANCIAL STUDIES & REPORTS (TRASH) HOUSEHOLD HAZARDOUS WASTE RECYCLING PROGRAMS MASTER PLANS REGULATIONS TRANSFER STATIONmmmm^^mmmmm PURI IT WORKSIITI PURI IT WORKSUTI PURI If WORKSUTI PURI If WORKSUTI PUBLIC WORKSUTL PURLIf WORKSUTL PURLIf WORKSUTl PURI If WORKSUTI •••••••••• 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 !•••••• GENERAL INFORMATION PERFORMING ARTS PUBLIC ART ACQUISITIONS / FUNDRAISING ARTS & CULTURAL PROGRAMS VOLUNTEERS - ADVISORY GROUPS REPORTS & STUDIES riJITURAI ART4! flJI TURAI 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 •iiNMyfti& •• . ' " : • GENERAL INFORMATION ADMINISTRATION FINES -LATE FEES COLLECTION DEVELOPMENT PLAN MATERIALS SELECTION CALIFORNIA STATE LIBRARY ADULT LEARNING SERVICE MEDIA SERVICES REPORTS & STUDIES LIBRARYUB 1 IRRARYLIR LIBRARYUB LIBRARYUB LIBRARYUB LIBRARYUB 1 IBRARYLIR LIBRARYLIB LIBRARYUB 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 CLASS REGISTRATIONS LAGOON PERMITS BOAT PERMIT DATABASE RECREATIONP&R RFTR RATION PR R PFTPFATIONPftR RECREATIONP&R RECREATIONP&R RECREATIONP&R RECREATIONP&R RECREATIONP&R CU+2 CL+2 CL+2 CL+2 CL+2 CL+2 CL+2 CU+2 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC. NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 29 of 32 1130-65 1130-80 SCHOLARSHIP APPLICATIONS REPORTS & STUDIES RFCR RATION PftR RECREATIONP&R CU+2 CU+2 GC 34090, ADMIN. DEC. GC 34090 iaSP(5 1200-10 1200-15 1700-73 1200-25 1200-35 1 200-40 1 200-43 1200-45 1200-50 1210 1 710-10 1710-70 1710-75 1710-30 1710-35 171 D-40 1210-45 1210-47 1710-50 1 710-fiO 1210-65 1 710-70 1 710-7S v ^••^t J-.jy <»•"•- ,75*. ,-j?.. . ', GENERAL INFORMATION CORRESPONDENCE - CUSTOMER CONCERNS MFTFR RFAD REPORTS WATFR SYSTFM MAINTENANCE CONNECTIONS POI ICIFS Ri PROCEDURES SUSSEX WORK ORDER DATABASE - WATER REGULATIONS REPORTS & STUDIES 4>';>:. 'ifeag .tfjtet "\e'' ' '-it- y^^^^-^1^^ • •'fiFNFRAI INFORMATION CONSERVATION WATFR SOURCES (SUPPI Y\ WATFR OIJAI ITY TEST REPORTS (WATFR} MASTFR PI AN DAMS WATER LINES CAPITAL PROJECTS CONSTRUCTION (WATER) WATFR RlfiHTS WELLS WATFR 1 KAfiF A(^Rin II Tl IRAI WATFR LKF "X , ' f - (> * f-'tt * ' PUBLIC WORKSUTL FINANCFFIN PUBLIC WORKSUTL PURI IT WORKSUTI PUBLIC WOPKSUTI FINANCEFIN PURI If WORKSUTI PURI IT WORK^IJTI PUBLIC WOPKSUTL PUBLIC WORKSUTL PURI IT WORK^UTI PURI ir wnRk'^UTi PUBLIC WORK^UTI PURI IT WORK9UTI PUBLIC WORKSUTI PURI IT WORK^UTI PUBLIC WORKSUTL PUBLIC WORKSUTL PURI If WORKSUTI PURI IT WORKSUTI PUBLIC WORKSUTL PURI If WORKSIITI PURI IT WORK^IITI ! CU+2 CL+2 ru+7 CU+5 V PE 1 5 n +10 ci j+1 c CU+5 ru+7 n 1+10 CU+1 5 n i+i c CU+17 PF PE PE PE V PE V PE V PF PF - •. .- -, - • : GC 34090 GC 34090 GC ^40QO GC 34090 GC 34090 GC 34090 GC 34090, ADMIN. DEC GC 34090 GC 34090 f^r 34090 fir 3AOQO GC 34090 GC 340QO GC 34090; 40 CFR 141.33 40 CFR 141.33, HR<i 1Q850 GT 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 1QS50 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 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 30 of 32 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 REPORTS & STUDIES REGULATIONS PUBLIC WORKSUTL PIIRI IT WORK^IITI 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 WORKSUTL PIIRI If WORK^IJTI PURI IT WORK^I ITI PURI If WORKSUTI PURI IT WDRK9UTI PIIRI If WORK^IJTI PIIRI ir WORK^IITI PURI If WORKSIITI PI IRI IT WORK^I ITI PIIRI If WORKSUTI PURI 1C WORKSUTL PUBLIC WORKSUTL PURI If WORKSUTI PURLIC WORKSUTL PUBLIC WOPKSUTL 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 PIIRI If WORKSPFM PURI If WORk^PFM PIIRI If WORKSPFM Ki UTI CU+5 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 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 31 of 32 1240-30 1240-40 1240-50 1250 1250-05 1250-10 1250-30 1250-40 1250-50 1260 1260-05 4260-4G 1260-30 1260-40 ««. 1260-60 STORM WATER PROTECTION PROGRAM REGULATIONS REPORTS & STUDIES PUBLIC WORKSPEM PUBLIC WORKSPEM & LDE PUBLIC WORKSPEM & LDE PE SU+5 CL+5 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/7 INFORMATION TECHNOLOGY/7 INFORMATION TECHNOLOGY/7 INFORMATION TECHNOLOGY/7 INFORMATION TECHNOLOGY/7 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 WORKSU7/. PUBLIC WORKS CITY CLERK PUBLIC WORKS7/?X\/V5 PUBLIC WORKSl/7/. PUBLIC WORKS PUBLIC WORKSU7/. CU+5 SU+2 PE PE «« CU+5 GC 34090 nr 3 /i nan 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 TFR 141 33 Hfi'5 1QR50 GC 4003, GC 4001 GC 34090 NOTE: Redline/Strikeout RRS change detail. Only items being changed/modified are shown. See the 2011 City of Carlsbad Records Retention Schedule for all records retentions. Page 32 of 32 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0120-18 INSURANCE REVIEW REQUESTS RISK MANAGEMENT CL+2 GC 34090 0120-20 LOSS RECOVERY FILES RISK MANAGEMENT CU+2 GC 34090 0120-23 INCIDENT REPORTS/CITIZEN INJURY RISK MANAGEMENT CL+2 GC 34090 0120-25 PUBLIC OFFICIAL BONDS RISK MANAGEMENT CU+5 GC 34090 0120-30 GENERAL SAFETY & OSHA REGULATIONS RISK MANAGEMENT PE 29 CFR 1904.6, GC 34090 0120-35 REPORTS & STUDIES RISK MANAGEMENT CU+5 29 CFR 1904.6, GC 34090 0120-40 POLICIES & PROCEDURES RISK MANAGEMENT SU+5 GC 34090, Admin. Dec. 0130 0130-10 POLICIES & PROCEDURES RECORDS MANAGEMENT SU+2 GC 34090 0130-20 RECORDS RETENTION SCHEDULE RECORDS MANAGEMENT SU+4 V CCP 343 0130-25 RECORDS DESTRUCTION LISTS RECORDS MANAGEMENT PE GC 34090 0130-27 RECORDS MANAGEMENT AUDITS RECORDS MANAGEMENT AU+6 GC 34090 0130-30 RECORDS INVENTORIES ALL DEPARTMENTS SU+2 GC 34090 0130-50 PUBLIC RECORDS REQUESTS ALL DEPARTMENTS CL+2 GC 34090 0140 0140-05 GENERAL INFORMATION RECORDS MANAGEMENT CU+2 GC 34090 0140-10 POLICIES & PROCEDURES RECORDS MANAGEMENT SU+5 GC 34090 0140-15 DMS TRAINING INFORMATION & MATERIALS RECORDS MANAGEMENT SU+2 GC 34090 0150 0150-05 GENERAL INFORMATION IT CU+2 GC 34090 0150-15 POLICIES & PROCEDURES IT SU+2 GC 34090 0150-20 TRAINING INFORMATION/MATERIALS IT SU+2 GC 34090 0150-25 AIMWORX DATABASE IT CU+2 GC 34090 INFORMATION TECHNOLOGY RECORDS MANAGEMENT DOCUMENT MANAGEMENT SYSTEM Page 2 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0150-30 CHANGE CONTROL DATABASE IT CU+2 GC 34090 0200 0200-31 CABLE TELEVISION FOUNDATION AGENDAS CITY MANAGER CU+2 GC 34090 0200-32 CABLE TELEVISION FOUNDATION MINUTES & RESOLUTIONS CITY MANAGER PE GC 34090 0200-33 CABLE TELEVISION FOUNDATION GRANTS CITY MANAGER CL+5 GC 34090 0230 0230-70 REGULATORY AGENCIES VARIOUS DEPTS CU+2 GC 34090 0300 0300-05 GENERAL INFORMATION CLERK CU+2 GC 34090 0300-40 BCC APPOINTEES CLERK TE+5 GC 34090, GC81009(e) 0300-45 BCC APPLICATIONS (Not Appointed) CLERK CL+2 GC 34090 0300-50 NOTICES OF BCC VACANCIES/ LIST OF VACANCIES (Annual)CLERK CU+2 GC 34090 0300-65 BOARDS, COMMISSIONS, COMMITTEES POLICIES & PROCEDURES CLERK SU+5 GC 34090 0305 0305-05 GENERAL INFORMATION CLERK CU+2 GC 34090 0305-15 AD HOC BCC APPOINTEES CLERK TE+7 GC 34090, GC81009(e) 0305-17 AD HOC BCC APPLICATIONS (Not appointed)CLERK CL+2 GC 34090 0305-40 MEETING AGENDAS & NOTICES CLERK CU+2 GC 34090, Admin. Dec. 0305-45 MEETING MINUTES CLERK PE V GC 34090(e) 0305-60 AGENDA BILLS CLERK PE GC 34090 0310 0310-40 MEETING AGENDAS & NOTICES ARTS CU+ 2 GC 34090 0310-45 MEETING MINUTES ARTS PE V GC 34090(e) ARTS COMMISSION AD HOC BOARDS, COMMISSIONS, COMMITTEES 0200 SERIES - AGENCIES/ORGANIZATIONS LOCAL ORGANIZATIONS GOVERNMENT/REGULATORY AGENCIES 0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES CITY BOARDS, COMMISSIONS, & COMMITTEES Page 3 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0315 0315-40 MEETING AGENDAS & NOTICES P&R CU+ 2 GC 34090 0315-45 MEETING MINUTES P&R PE V GC 34090(e) 0317 0317-40 MEETING AGENDAS & NOTICES CLERK CU+ 2 GC 34090 0317-45 MEETING MINUTES CLERK PE V GC 34090(e) 0317-55 RESOLUTIONS CLERK PE V GC 34090(e) 0317-60 STAFF REPORTS/PACKETS CLERK PE GC 34090 0317-70 AGREEMENTS CLERK PE GC 34090 0320 0320-40 MEETING AGENDAS & NOTICES HNS CU+ 2 GC 34090 0320-45 MEETING MINUTES HNS PE V GC 34090(e) 0320-55 RESOLUTIONS HNS PE V GC 34090(e) 0325 0325-40 MEETING AGENDAS & NOTICES LIB CU+ 2 GC 34090 0325-45 MEETING MINUTES LIB PE V GC 34090(e) 0330 0330-40 MEETING AGENDAS & NOTICES HNS CU+ 2 GC 34090 0330-45 MEETING MINUTES HNS PE V GC 34090(e) 0330-55 RESOLUTIONS HNS PE V GC 34090(e) 0335 0335-40 MEETING AGENDAS & NOTICES LIB CU+ 2 GC 34090 0335-45 MEETING MINUTES LIB PE V GC 34090(e) 0340 LIBRARY BOARD PARKS & RECREATION COMMISSION HISTORIC PRESERVATION COMMISSION HOUSING COMMISSION BEACH PRESERVATION COMMITTEE CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT DESIGN REVIEW BOARD: Board disolved 7/7/2009 by ORD CS-040. Records from inception (1982) to 2009 remain. Page 4 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0340-40 MEETING AGENDAS & NOTICES P&R CU+ 2 GC 34090 0340-45 MEETING MINUTES P&R PE V GC 34090(e) 0340-60 STAFF REPORTS/PACKETS P&R PE GC 34090 0345 0345-45 MEETING MINUTES HR PE V GC 34090(e) 0350 0350-40 MEETING AGENDAS & NOTICES PLN CU+ 2 GC 34090 0350-45 MEETING MINUTES PLN PE V GC 34090(e) 0350-55 RESOLUTIONS PLN PE V GC 34090(e) 0350-60 STAFF REPORTS/PACKETS PLN PE GC 34090 0355 0355-40 MEETING AGENDAS & NOTICES SENIORS CU+ 2 GC 34090 0355-45 MEETING MINUTES SENIORS PE V GC 34090(e) 0355-60 STAFF REPORTS/PACKETS SENIORS PE.GC 34090 0360 0360-40 MEETING AGENDAS & NOTICES ARTS CU+ 2 GC 34090 0360-45 MEETING MINUTES ARTS PE V GC 34090(e) 0365 0365-40 MEETING AGENDAS & NOTICES TRANS CU+ 2 GC 34090 0365-45 MEETING MINUTES TRANS PE V GC 34090(e) 0365-70 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING AGENDAS TRANS CU+ 2 GC 34090 0365-75 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING MINUTES TRANS PE GC 34090 0370 SISTER CITY COMMITTEE Board Dissolved 6/22/2010 by Reso 2010-160. Records from inception (1990) to 2010 remain. UNDERGROUND UTILITY ADVISORY COMMITTEE TRAFFIC SAFETY COMMISSION SENIOR COMMISSION PLANNING COMMISSION PERSONNEL BOARD: Board Dissolved 4/8/2008 by ORD NS-883. Records from inception (1975) to 2008 remain. Page 5 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0370-40 MEETING AGENDAS & NOTICES TRANS CU+ 2 GC 34090 0370-45 MEETING MINUTES TRANS PE V GC 34090(e) 0400 0400-05 GENERAL INFORMATION FIN CU+2 GC 34090 0400-10 CHART OF ACCOUNTS FIN CU+2 GC 34090 0400-15 ACCOUNTS PAYABLE CHECK REQUESTS FIN AU+4 V GC 34090 0400-30 FIXED ASSETS FIN AU+4 V GC 34090, 26 CFR 301 65- 1(f) 0400-40 ACCOUNTS PAYABLE CHECK REGISTERS FIN AU+5 GC 26907 0400-45 FORMS 1099 FIN AU+5 GC 34090, 29USC436 0400-60 GENERAL LEDGERS (Old HP Reports) FIN PE GC 34090, CCP 337 0400-80 IFAS BATCHES (J/E, Budget, C/R, A/R) FIN CU+7 GC 34090 0400-81 IFAS REPORTS (Expenditure & Revenue Summaries)FIN CU+7 GC 34090 0400-82 IFAS - G/L MODULE - SUMMARY DATABASE FIN 20 GC 34090, Admin. Dec. 0400-84 IFAS - G/L MODULE - DETAIL DATABASE FIN 10 GC 34090, Admin. Dec. 0400-86 IFAS - ACCOUNTS PAYABLE MODULE DATABASE FIN AU+4 V GC 34090, Admin. Dec. 0400-88 IFAS - ACCOUNTS RECEIVABLE MODULE DATABASE FIN AU+4 V GC 34090, Admin. Dec. 0400-90 ACCOUNTING REPORTS FIN AU+4 GC 34090 0400-95 ANNUAL REPORTS (Financial) FIN AU+7 GC 34090 0400-97 POLICIES & PROCEDURES FIN SU+2 GC 34090 0410 0410-05 GENERAL INFORMATION FIN CU+2 GC 34090 0410-10 AUDIT REPORTS FIN PE GC 34090 AUDITS, FINANCIAL FISCAL/FINANCIAL SERVICES 0400 SERIES - FISCAL/FINANCIAL SERVICES Page 6 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0410-30 AUDIT PROPOSALS FIN 5 GC 34090 0420 0420-05 GENERAL INFORMATION FIN, TREASURER CU+2 GC 34090 0420-10 BANK SIGNATURE CARDS FIN, TREASURER SU+2 GC 34090 0420-15 BANK DEPOSIT CORRESPONDENCE FIN, TREASURER 4 GC 34090, CCP 337 0420-17 CUSTODIAL STATEMENTS FIN, TREASURER AU+5 GC 34090, 26 CFR 1.6001- 1 0420-20 BANK STATEMENTS FIN, TREASURER AU+5 GC 34090, 26 CFR 1.6001- 1 0420-25 CHECKS/CANCELED FIN, TREASURER AU+5 GC 34090, CCP 337 0420-30 RETURNED CHECKS (NSF) FIN, TREASURER AU+5 GC 34090, CCP 337 0420-33 UNCLAIMED CHECK RECORDS FIN, TREASURER AU+5 GC 34090, CCP 337 0420-50 DAILY BALANCE WORKSHEETS FIN, TREASURER AU+5 GC 34090, 26 CFR 1.6001- 1 0420-55 MONTHLY BANK RECONCILIATIONS FIN, TREASURER AU+5 GC 34090, 26 CFR 1.6001- 1 0420-60 POLICIES & PROCEDURES FIN, TREASURER SU+5 GC 34090, Admin. Dec. 0420-65 REPORTS & STUDIES FIN, TREASURER CU+2 GC 34090 0430 0430-05 GENERAL INFORMATION FIN CU+2 GC 34090 0430-30 CAPITAL BUDGET, CITY (Adopted) ALL AGENCIES CLERK PE V GC 34090, Admin. Dec. 0430-35 FINANCIAL REPORTS (Budget Related) FIN CU+2 GC 34090 0430-50 POLICIES & PROCEDURES FIN SU+5 GC 34090, Admin. Dec. 0440 0440-05 GENERAL INFORMATION FIN CL+10 CCP 337.5 0440-10 CONTINUING DISCLOSURE REPORTS FIN CL+10 GC 34090; Admin. Dec. BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS BUDGET BANKING Page 7 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0440-15 MORTGAGE REVENUE BONDS, SINGLE & MULTI-FAMILY (Transcript Binders)CLERK, FIN, HNS.PE V GC 34090, CCP 337.5, Admin. Dec. 0440-20 ASSESSMENT DISTRICTS (Transcript Binders, Diagrams, & recorded documents) CLERK, FIN, LDE PE V GC 34090, Admin. Dec. 0440-30 GENERAL OBLIGATION BONDS (1911 & 1915 ACT - Transcript Binders)CLERK, FIN PE V GC 34090, Admin. Dec. 0440-35 REVENUE BONDS, OTHER CLERK, FIN PE V GC 34090, Admin. Dec. 0440-40 CERTIFICATES OF PARTICIPATION CLERK, FIN PE V GC 34090, Admin. Dec. 0440-45 COMMUNITY FACILITIES DISTRICTS (MELLO ROOS) CLERK, FIN PE V GC 34090, Admin. Dec. 0440-50 TAX ALLOCATION BONDS CLERK, FIN PE V GC 34090, Admin. Dec. 0440-55 WATER DISTRICT BONDS CLERK, FIN PE V GC 34090, Admin. Dec. 0450 0450-05 IFAS - PAYROLL MODULE FIN AU+6 V GC 34090, Admin. Dec. 0450-10 TIME CARDS FIN AU+6 V GC 34090, 29 CFR 516.2 0450-13 DEPARTMENT TIMECARD DATABASE (PLN, LDE)CED AU+10 GC 34090, Admin. Dec. 0450-20 PAYROLL DEDUCTION AND CONTRIBUTION REGISTERS FIN AU+6 V GC 34090, 37207 0450-26 W-2 FIN PE V GC 34090, 29 CFR 516.2 0450-40 TAX REPORTS, STATE & FEDERAL FIN AU+6 GC 34090, 29 USC 436 0450-60 GARNISHMENTS/LIENS FIN EX+6 GC 34090, 29 CFR 516.2 0455 0455-05 GENERAL INFORMATION FIN CU+2 GC 34090 0455-10 DEFERRED COMPENSATION REPORTS (Deduction Register)HR TE+5 V GC 34090, 26 CFR 16001- 1, 29 CFR 1627.3(2) 0455-20 PERS REPORTS (Bi-weekly & Annual Actuarials)FIN AU+6 GC 34090, 29 CFR 516.2 0460 0460-05 GENERAL INFORMATION FIN CU+2 GC 34090 ANNUAL REPORTS PENSION/RETIREMENT FUND PAYROLL Page 8 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0460-10 ANNUAL REPORTS - STATE CONTROLLER FIN 5 GC 34090 0460-15 STATE MANDATED COSTS (SB90) FIN 5 GC 34090 0460-20 ANNUAL AUDIT REPORTS FIN PE GC 34090 0460-25 ANNUAL REPORTS, MISCELLANEOUS (Mgmt Ltr, Data Coll. Form, Etc)FIN PE GC34090 0460-40 GANN LIMITATION FIN 5 GC 34090 0460-50 COUNTY AUDITOR - ASSESSED VALUATION FIN SU+5 GC 34090 0470 0470-03 CORRESPONDENCE, PURCHASING PURCHASING CU+2 GC 34090 0470-05 GENERAL INFORMATION PURCHASING CU+2 GC 34090 0470-15 CREDIT CARD PROGRAM (Applications) FIN EX+2 GC 34090 0470-20 PURCHASE REQUISITIONS PURCHASING AU+4 GC 34090, CCP 337 0470-25 PURCHASE ORDERS PURCHASING AU+4 GC 34090, CCP 337 0470-33 CERTIFICATES OF INSURANCE VARIOUS DEPTS PE GC 34090 0470-45 BIDS/QUOTES/PROPOSALS (Awarded & Not awarded)PURCHASING AU+4 GC 34090, CCP 337 0470-50 BIDS CANCELLED OR REJECTED PURCHASING CL+2 GC 34090, CCP 337 0470-60 SURPLUS EQUIPMENT DISPOSAL PURCHASING AU+4 GC 34090, CCP 337 0470-65 WAREHOUSE INVENTORIES PURCHASING AU+4 GC 34090, 26 CFR 301 65- 1(F) 0470-75 PURCHASING MANUALS PURCHASING SU+2 GC 34090 0470-81 VENDOR LISTS PURCHASING SU+2 GC 34090 0470-85 IFAS - PURCHASING MODULE FIN, PURCHASING AU+4 GC 34090, Admin. Dec. 0470-99 REPORTS & STUDIES PURCHASING CU+2 GC 34090 0480 REVENUE AND TAXATION PURCHASING Page 9 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0480-05 GENERAL INFORMATION FIN CU+2 GC 30490 0480-26 UTILITY BILLING DATABASE FIN AU+4 GC 34090, Admin. Dec. 0480-32 AMBULANCE BILLING (Reports & Payments) FIN CU+2 GC 34090 0480-35 BUSINESS LICENSES (Applications, Renewals & Audits)FIN EX+4 GC 34090, CCP 337 0480-36 BUSINESS LICENSE DATABASE FIN PE GC 34090, Admin. Dec. 0480-38 BINGO LICENSES & FINANCIAL STATEMENTS FIN EX+4 GC 34090 0480-40 BANKRUPTCIES FIN CL+2 GC 34090 0480-45 COLLECTION REPORTS FIN AU+4 GC 30490, Admin. Dec. 0480-47 GRANTS, MISC. FIN CL+5 GC 30490, Admin. Dec. 0480-48 GRANTS, CDBG FIN CL+4 24 CFR 570.502(b) 0480-70 FRANCHISES FIN AU+4 GC 34090, CCP 337 0480-80 TAXES, MISC. FIN AU+4 GC 30490, Admin. Dec. 0480-81 PROPERTY TAX FIN AU+4 GC 30490, Admin. Dec. 0480-82 GAS TAX FIN AU+4 GC 30490, Admin. Dec. 0480-83 SALES TAX FIN AU+4 GC 30490, Admin. Dec. 0480-87 TRANSIENT OCCUPANCY TAX (TOT) FIN AU+4 GC 30490, Admin. Dec. 0480-90 REPORTS & STUDIES FIN 2 GC 34090 0485 0485-21 FEE STUDIES/COMPUTATIONS FIN PE GC 34090 0485-22 FEE SCHEDULES FIN PE GC 34090 0485-23 COST ALLOCATION PLANS FIN SU+5 GC 34090 0485-55 PUBLIC WORKS CAPITAL IMPROVEMENT FEES TRANS, UTL PE GC 34090, GC 4003, GC 4004 FEE PROGRAMS Page 10 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0490 0490-05 GENERAL INFORMATION TREASURER CU+2 GC 34090, GC 53607, CCP 337 0490-10 INVESTMENT RATES TREASURER PE GC 34090, GC 53607, CCP 337 0490-20 INVESTMENT PORTFOLIO TREASURER AU+10 GC 34090, GC 53607, CCP 337.5 0490-50 INVESTMENT COMMITTEE MINUTES TREASURER 5 GC 34090 0490-60 INVESTMENT STATEMENTS TREASURER CL+5 GC 34090, GC 53607, CCP337 0490-65 INVESTMENT REPORTS, MONTH END COUNCIL REPORTS TREASURER PE V GC 34090, GC 53607, CCP 337 0490-70 INVESTMENT INCOME REPORTS (Broker Statements)TREASURER AU+5 GC 34090, GC 53607, CCP 337 0490-75 REPORTS & STUDIES TREASURER CU+2 GC 34090 0490-80 POLICIES & PROCEDURES TREASURER SU+5 GC 34090, GC 40801 0500 0500-02 LOT SPLITS ENGINEERING PE V GC 30490, Admin. Dec. 0500-04 ADJUSTMENT PLATS/BOUNDARY ADJUSTMENTS CLERK, LDE PE V GC 30490, Admin. Dec. 0500-05 CERTIFICATES OF COMPLIANCE & NON- COMPLIANCE CLERK, LDE PE V GC 30490, Admin. Dec. 0500-10 CERTIFICATES OF CORRECTION CLERK, LDE PE V GC 30490, Admin. Dec. 0500-12 NOTICES OF RESTRICTION/RELEASES CLERK, PLN PE V GC 30490, Admin. Dec. 0500-15 NOTICES OF VIOLATION /RELEASES CLERK, LDE (GRADING ONLY) PE V GC 30490, Admin. Dec. 0500-18 FOOD CART PERMITS (CAR) PLN PE GC 30490 0500-20 CONDITIONAL USE PERMITS (CUP) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-25 COASTAL DEVELOPMENT PERMITS (CDP) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-28 CONDO PERMITS (CP) CLERK, PLN, LDE PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500 SERIES - COMMUNITY DEVELOPMENT/PLANNING DEVELOPMENT/SUBDIVISIONS INVESTMENTS Page 11 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0500-30 CARLSBAD TRACTS, MAJOR SUBDIVISIONS (CT) (5 or More Lots) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-33 HILLSIDE DEVELOPMENT PERMITS (HDP) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-34 HABITAT MANAGEMENT PLAN PERMIT (HMP)PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-35 MASTER PLANS - DEVELOPMENTS (MP) PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-40 MINOR SUBDIVISIONS (MS) (Less Than 5 Lots) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-45 PLANNING COMMISSION DETERMINATIONS (PCD)PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-50 PRIVATE DEVELOPMENTS (PD) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-55 PLANNED DEVELOPMENT PERMITS (PDP) CLERK, PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-60 GRADING PERMITS (PE) CLERK, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-65 PLANNED INDUSTRIAL PERMITS (PIP) CLERK, LDE, CM&I, PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-67 PARCEL MAPS (PM) LDE PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-70 PRECISE PLANS (PP) (Site Plan) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-75 PLANNED UNIT DEVELOPMENTS (PUD) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-80 SITE DEVELOPMENT PLANS (SDP) CLERK, PLN, LDE, CM&I PE GC 34090, GC 4003, GC 4004, H&S 19850 0500-85 SPECIFIC PLANS (SP) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-90 SPECIAL USE PERMITS (SUP) CLERK, PLN, LDE, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-93 ADMINISTRATIVE VARIANCES (AV) LDE, PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-95 VARIANCES (V) LDE, PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-97 HISTORICAL MAPS (LAND USE AND ZONING)PLN PE GC 34090 0500-98 PERMITS PLUS DATABASE CED, CM&I, FIN, FIRE PREV, UTL, HNS PE GC 34090, Admin. Dec. Page 12 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0500-99 PLANTRACK DATABASE (Plan Check & Discretionary Tracking) ENGINEERING, PLN CL+5 GC 34090, Admin. Dec. 0510 0510-05 GENERAL INFORMATION PLN 2 GC 34090 0510-06 PRELIMINARY REVIEW (PRE) PLN CU+10 GC 34090 0510-07 CONSISTENCY DETERMINATIONS APPROVED PROJECT REVISIONS PLN PE GC 34090 0510-10 ADMINISTRATIVE PERMITS PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-15 ARCHITECTURAL DESIGN GUIDELINES PLN PE GC 34090 0510-20 LANDSCAPE MANUAL PLN PE GC 34090 0510-21 LANDSCAPE PLANS PLN PE GC 34090, GC 4003, GC 4004, H&S 19850 0510-23 STREET NAME CHANGE (SNC) PLN PE GC 34090 0510-25 ZONE CHANGES (ZC) PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-30 ZONE CODE AMENDMENTS (ZCA) PLN PE V GC 34090 0510-35 LOCAL COASTAL PROGRAM (LCP) PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-36 LOCAL COASTAL PROGRAM AMENDMENTS (LCPA)PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-40 LOCAL FACILITIES MANAGEMENT PLAN (LFMP)PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-50 GROWTH MANAGEMENT PLAN (GMP) PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-55 AGRICULTURAL PRESERVES (AP) PLN PE GC 34090 / Admin. Dec. 0510-60 DAY CARE PERMITS (DC) PLN PE GC 34090, GC 4003, GC 4004, H&S 19850 0510-70 SECOND DWELLING UNIT (SDU) LDE, CM&I, PLN PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-75 MOBILE HOME PARK PERMIT (MHP) PLN PE GC 34090 0510-80 NOISE GUIDELINES PLN PE GC 34090 LAND USE/ZONING Page 13 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0510-87 SATELLITE ANTENNAS PLN PE GC 34090 0510-90 REPORTS & STUDIES PLN 2 GC 34090 0515 0515-10 SIGN PERMITS (PS) PLN, HNS PE GC 34090 0515-15 CAMPAIGN SIGN PERMITS PLN AU+2 GC 34090 0520 0520-05 GENERAL INFORMATION PLN CU+2 GC 34090 0520-20 NEGATIVE DECLARATIONS PLN PE GC 34090, CEQA 0520-30 INITIAL STUDIES (Environmental) PLN PE GC 34090, CEQA 0520-40 ENVIRONMENTAL IMPACT ASSESSMENTS (EIA)PLN PE GC 34090, CEQA 0520-45 ENVIRONMENTAL IMPACT REPORTS (EIR) PLN PE GC 34090, CEQA 0520-60 REPORTS & STUDIES PLN PE GC 34090, Admin. Dec. 0530 0530-05 GENERAL INFORMATION PLN CU+2 GC 34090 0530-10 GENERAL PLAN AND ELEMENTS CLERK, PLN PE V GC 34090 0530-15 GENERAL PLAN CONSISTENCY PLN PE V GC 34090 0530-20 GENERAL PLAN AMENDMENTS (GPA) CLERK, PLN PE V GC 34090 0530-30 REPORTS & STUDIES PLN PE GC 34090 0540 0540-05 GENERAL INFORMATION PLN CU+2 GC 34090 0540-20 DEMOGRAPHIC INFORMATION PLN PE GC 34090 0540-30 POLICIES & PROCEDURES PLN CU+10 GC 34090 0540-40 REPORTS & STUDIES PLN 10 GC 34090 PLANNING GENERAL PLAN SIGN PROGRAM ENVIRONMENTAL REVIEW Page 14 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0540-50 PLANNING, REGIONAL PLN PE GC 34090 0550 0550-05 GENERAL INFORMATION HNS CU+2 GC 34090 0550-10 AFFORDABLE HOUSING PROGRAMS HNS AU+7 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110 #C 0550-15 AFFORDABLE HOUSING PROJECTS HNS AU+7 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110 #C 0550-20 HOUSING ASSISTANCE (Section 8) HNS AU+7 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110 #C 0550-22 FINANCIAL RECORDS (Section 8) HNS AU+7 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110 #C 0550-23 APPLICANTS (SECTION 8) HNS TE+3 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110 #C 0550-30 INCLUSIONARY HOUSING AGREEMENTS HNS PE V GC 34090 0550-35 YARDI DATABASE HNS PE GC 34090, Admin. Dec. 0550-50 POLICIES & PROCEDURES HNS CU+2 GC 34090, GC 40801 0550-60 REPORTS & STUDIES HNS 2 GC 34090 0560 0560-05 GENERAL INFORMATION HNS CU+2 GC 34090 0560-10 MASTER PLAN (Village Area) CLERK, HNS PE GC 34090, Admin. Dec. 0560-20 REDEVELOPMENT REGULATIONS HNS PE GC 34090 0560-30 REDEVELOPMENT PERMITS (RP) HNS, LDE, PLN, CLERK, CM&I PE V GC 34090, GC 4003, GC 4004, H&S 19850 0560-40 VILLAGE PARKING PROGRAM CLERK, HNS PE GC 34090 0560-50 RESIDENTIAL REHABILITATION PROGRAM HNS PE V GC 34090, Admin. Dec. 0560-60 POLICIES & PROCEDURES HNS CU+2 GC 34090, GC 40801 0560-70 REPORTS & STUDIES HNS 2 GC 34090 0565 0565-05 GENERAL INFORMATION HNS CU+2 GC 34090 REDEVELOPMENT HOUSING COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) Page 15 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0565-10 CDBG APPLICATIONS/PROPOSALS HNS TE+5 GC 34090, 24 CFR 570.502, 24 CFR 85.42 0565-20 CDBG/HOME PROGRAM HNS TE+5 GC 34090, 24 CFR 570.502, 24 CFR 85.42 0565-30 SUBRECIPIENT FUNDING APPROVALS HNS TE+5 GC 34090, 24 CFR 570.502, 24 CFR 85.42 0565-40 ANNUAL PERFORMANCE REPORTS HNS SU+10 GC 34090, Admin. Dec. 0570 0570-05 GENERAL INFORMATION BUILDING CU+2 GC 34090 0570-10 POLICIES & PROCEDURES BUILDING CU+2 GC 34090 0570-33 BUILDING PERMITS BUILDING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0570-35 BUILDING PLANS BUILDING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0570-36 BUILDING BLUEPRINTS & SPECIFICATIONS BUILDING CL+2 GC 34090(d), H&S 19850(a)(b)(c)(d) 0570-40 ADOPTED CODES BUILDING PE GC 34090 0570-65 CERTIFICATES OF OCCUPANCY BUILDING PE GC 34090, Admin. Dec. 0575 0575-05 GENERAL INFORMATION HNS 2 GC 34090 0575-15 ENFORCEMENT CASE FILES (No Recorded Notice)HNS CL+6 GC 34090, CCP 337.1, CCP 338.1 0575-20 ENFORCEMENT CASE FILES (With Recorded Notice)HNS 6 YRS. After notice released GC 34090, CCP 337.1, CCP 338.1 0575-40 REPORTS & STUDIES HNS CU+5 GC 34090, Admin. Dec. 0580 0580-05 GENERAL INFORMATION LIB CU+2 GC 34090 0580-10 HISTORIC SITE INVENTORY LIB SU+2 GC 34090 0580-20 HISTORIC SITES (CASE FILES) LIB PE GC 34090 0590 0590-05 GENERAL INFORMATION CED CU+2 GC 34090 BUILDING ECONOMIC DEVELOPMENT CODE COMPLIANCE/ENFORCEMENT HISTORIC PRESERVATION Page 16 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0590-10 ECONOMIC/FINANCIAL ANALYSES CED CU+5 GC 34090 / Admin. Dec. 0590-20 ECONOMIC REVIEW - PROJECTS CED CU+5 GC 34090 / Admin. Dec. 0590-30 EMPLOYMENT ANALYSIS INFORMATION CED CU+5 GC 34090 / Admin. Dec. 0590-40 BUSINESS PROMOTION/RETENTION CED CU+5 GC 34090 / Admin. Dec. 0590-50 NEW DEVELOPMENT CONTACTS - INQUIRY CED CU+2 GC 34090 0590-60 TOURISM (CONVIS) CED CU+2 GC 34090 0590-70 REPORTS & STUDIES CED CU+2 GC 34090 0600 0600-10 CONTRACT SERVICES POLICE TE+5 CCP 337.2, CCP 343, GC 53066, BP 7042.5 0600-26 REQUEST FOR ACTION (RFA) DATABASE CITY MANAGER CL+5 GC 34090, Admin. Dec. 0610 0610-05 GENERAL INFORMATION FIRE CU+2 GC 34090 0610-10 911 COMMUNICATIONS (Audio Tapes) POLICE 100 DAYS GC 34090.6 0610-11 911 COMMUNICATIONS (Reports) POLICE CU+2 GC 34090 0610-14 COMPUTER AIDED DISPATCH (CAD) DATABASE POLICE PE GC 34090, Admin. Dec. 0610-15 EMERGENCY PLAN FIRE SU+2 GC 34090 0610-20 DISASTER EVENTS FIRE CU+5 V GC 34090 0610-25 DISASTER RELIEF PROGRAMS FIRE CU+2 V GC 34090 0610-35 MUTUAL AID – INTERAGENCY FIRE SU+2 GC 34090 0610-40 EMERGENCY/DISASTER TRAINING (CEMAT)FIRE CU+2 V GC 34090 0610-50 REPORTS & STUDIES (CEMAT) FIRE CU+2 GC 34090 0610-60 REGULATIONS FIRE CU+2 GC 34090 0600 SERIES - HEALTH, SAFETY & WELFARE ANIMAL CONTROL EMERGENCY SERVICES Page 17 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0610-65 EMS REPORTS (Retention begins when patients age is 25 or greater) FIRE 7 HIPAA 45 CFR 164.530(j) 0620 0620-05 GENERAL INFORMATION PLN CU+2 GC 34090 0620-10 AIR QUALITY PEM CU+7 CCP 338(k), GC 34090 0620-20 HAZARDOUS MATERIALS PROGRAMS (Training Records)FIRE SU+2 GC 34090 0620-23 HAZARDOUS MATERIALS DISPOSAL FIRE CU+10 CAL OSHA 40, CFR 122.21 0620-35 COASTAL PROTECTION - BEACH EROSION P&R PE GC 34090 0620-40 WETLANDS – FLOODPLAINS GUIDELINES PEM, PLN PE GC 34090 0620-55 OPEN SPACE PEM, PLN PE GC 34090 0620-60 TRAILS SYSTEM P&R PE GC 34090 0620-65 HABITAT MANAGEMENT PLAN (HMP) - WILDLIFE CONSERVATION PEM PE GC 34090 0620-70 REGULATIONS PEM PE GC 34090 0630 0630-05 GENERAL INFORMATION (Inc. Correspondence, Memos, Surveys, Misc Info.) FIRE CU+3 GC 34090, Admin. Dec. 0630-10 APPARATUS & EQUIPMENT FIRE ADMIN CU+2 GC 34090 0630-25 HOSE MAINTENANCE LOGS FIRE CU+2 GC 34090 0630-30 SAFETY CLOTHING & EQUIPMENT FIRE CU+2 GC 34090 0630-40 FIRE INCIDENT REPORTS FIRE CL+3 GC 34090, CCP 338, CCP 340.5 0630-45 FIRE/ARSON INVESTIGATION REPORTS (Involving Death)FIRE PE PC 799, CFC 104.3.2 0630-47 FIRE/ARSON INVESTIGATION REPORTS (Other)FIRE CU+6 PC 799, CFC 104.3.2 0630-53 ADOPTED FIRE CODES CLERK, FIRE PE GC 34090, CCP 340.5 FIRE PROTECTION/PREVENTION ENVIRONMENTAL PROTECTION Page 18 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0630-55 FIRE INSPECTIONS FIRE PREVENTION CL+3 UFC 103.34, CFC 104.3.4 0630-59 VIOLATION LETTERS, NOTICES FIRE PREVENTION CL+3 UFC 103.34 0630-60 FIRE SYSTEMS - SHELL BUILDINGS FIRE PREVENTION PE GC 34090, CFC 104.3.4, UFC 103.34, Admin. Dec. 0630-65 FIRE SYSTEMS - TENANT IMPROVEMENTS FIRE PREVENTION PE (Unless SU)GC 34090, Admin. Dec. 0630-70 FIRE SUPPRESSION/EXTINGUISHERS PEM PE GC 34090, Admin. Dec. 0630-75 SMOKE DETECTORS (Non-Single Family) FIRE PREVENTION PE GC 34090, Admin. Dec. 0630-80 VEHICLES FIRE CU+2 GC 34090 0630-90 WEED ABATEMENT FIRE CU+3 GC 34090, CFC 103.3.4, Admin. Dec. 0630-95 REPORTS & STUDIES FIRE CU+3 GC 34090, Admin. Dec. 0640 0640-05 GENERAL INFORMATION UTL CU+2 GC 34090 0640-15 NATIONAL FLOOD INSURANCE PROGRAM (Includes CLOMR & LOMR)LDE PE GC 34090 / Admin. Dec. 0640-20 LAKES/BASINS UTL PE GC 34090 0640-25 DRAINAGE FACILITIES UTL PE GC 34090 0640-30 MASTER PLANS UTL CU+2 GC 34090 0640-35 CREEKS UTL PE GC 34090 0640-40 FLOOD ZONES UTL PE GC 34090 0640-45 FLOOD CONTROL DISTRICT UTL CU+2 GC 34090 0640-50 POLICIES & PROCEDURES UTL SU+5 GC 34090, GC 40801 0640-55 REGULATIONS UTL SU+2 GC 34090 0640-60 REPORTS & STUDIES UTL CL+2 GC 34090 FLOOD CONTROL Page 19 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0670 0670-05 GENERAL INFORMATION POLICE CU+2 GC 34090 0670-10 INTERNAL INVESTIGATIONS: CITIZEN GENERATED (Complaints, Reports, Findings) POLICE CL + 5 EC 1045, GC12946, GC 34090, PC801, VC 2547 0670-11 INTERNAL AFFAIRS INVESTIGATION (Internally Generated & Traffic Collisions Invloving PD) POLICE CL+2 GC 12946, GC 34090 0670-13 ACTIVITY LOGS POLICE CU+2 GC 34090 0670-15 CITIZEN COMPLAINTS & INVESTIGATIONS POLICE CU+5 EC1045, PC832.5, PC832.7 0670-20 POLICE REPORTS (Not Held PE) POLICE CU+10 GC 34090; Admin. Dec. 0670-21 POLICE REPORTS (Held PE) POLICE PE GC 34090 0670-25 ASSET FORFEITURE POLICE CL+10 GC 34090 0670-30 GRANT APPLICATIONS POLICE CL+10 GC 34090 0670-33 VEHICLE ABATEMENT GRANT POLICE CL + 5 GC 34090 0670-35 DETENTION FACILITIES (Regional) POLICE CU+2 GC 34090 0670-40 ALARM RECORDS FIRE 3 GC 34090 0670-50 MUG SHOTS POLICE 2 GC 34090 0670-55 FIELD INTERVIEWS POLICE 2 GC 34090 0670-60 TOWING SERVICES POLICE CU+2 GC 34090 0670-62 DUI SUPPORTING DOCUMENTATION POLICE 5 GC34090 0670-63 CITATIONS POLICE CU+2 GC 34090 0670-64 72 HOUR NOTICE POLICE CU + 2 GC 34090 0670-65 PAWN SHOP RECORDS POLICE CU+2 GC 34090 POLICE SERVICES Page 20 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0670-70 MASSAGE LICENSES POLICE TE+2 GC 34090 0670-75 SPECIAL EVENTS PERMITS POLICE CL+2 GC 34090 0670-80 REPORTS & STUDIES POLICE CU+2 GC 34090 0670-85 DEPARTMENT DIRECTIVES POLICE SU+3 GC 34090 0670-90 POLICIES & PROCEDURES POLICE SU+2 GC 34090 0680 0680-20 AMERICANS WITH DISABILITIES (ADA) PEM CL+5 GC 34090 0690 0690-05 GENERAL INFORMATION SENIOR CENTER CU+2 GC 34090 0690-10 SENIOR PROGRAMS SENIOR CENTER CU+2 GC 34090 0690-20 SENIOR NUTRITION PROGRAMS/AIS GRANTS (Aging & Independent Services) SENIOR CENTER CU+ 5 GC 34090 0690-40 REPORTS & STUDIES SENIOR CENTER CU+2 GC 34090 0700 0700-10 LEASES CLERK, PEM PE V CCP 337, CCP 343, Admin. Dec. 0700-15 AGREEMENTS - CONTRACTS (Capital Improvements Only)CLERK PE V GC 34090; 4004; H&S 19850 0700-16 AGREEMENTS - CONTRACTS (Other - Iincludes equipment, service, supplies, minor PW, & instructor agreements for all agencies) CLERK TE+5 CCP 337.2, CCP 343 0700-18 HOMEBUYER ASSISTANCE PROGRAM (Recorded Documents)CLERK PE GC 34090, CCP 337 0700-20 AGREEMENTS - CONTRACTS FOR CMWD (Capital Improvments Only)CLERK PE V CCP 337, CCP 343, Admin. Dec. 0700-25 AGREEMENTS - CONTRACTS FOR HOUSING & REDEVELOPMENT COMMISSION (Capital Improvements Only) CLERK PE V CCP 337, CCP 343, Admin. Dec. 0700 SERIES - LEGAL/LEGISLATIVE AGREEMENTS/CONTRACTS PUBLIC WELFARE SENIOR SERVICES Page 21 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0700-28 AGREEMENTS - CONTRACTS FOR PUBLIC FINANCING AUTHORITY (Capital Improvments Only) CLERK PE V CCP 337, CCP 343, Admin. Dec. 0700-30 LIEN AGREEMENTS - RELEASE (Public Right-of-way)CLERK PE V GC 34090 0700-35 PERMANENT STORMWATER QUALITY BEST MANAGEMENT PRACTICE MAINTENANCE AGREEMENT CLERK PE GC34090 0700-45 PUBLIC FACILITIES FEE AGREEMENTS - & RELEASES CLERK PE GC 34090 0700-50 FUTURE IMPROVEMENT AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-55 HOLD HARMLESS AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-60 PROMISSORY NOTES CLERK PE V GC 34090 0700-65 DRAINAGE FEE AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-70 GROWTH MANAGEMENT AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-75 INCREASED FEE AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-80 NEIGHBORHOOD IMPROVEMENT AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-81 AFFORDABLE HOUSING AGREEMENTS - RELEASE CLERK PE V GC 34090 0700-82 GROWTH MANAGEMENT IMPACT FEE AGREEMENTS - RELEASE CLERK PE V GC 34090 0700-83 LOCAL FACILITIES MANAGEMENT ZONE FEE AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-84 PETITION & WAIVER CLERK PE V GC 34090 0700-85 REIMBURSEMENT AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-86 JOINT USE AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-87 UNCONTROLLED STOCKPILE AGREEMENTS - & RELEASES CLERK PE V GC 34090 0700-88 RECREATIONAL VEHICLE STORAGE FACILITY AGREEMENTS CLERK PE V GC 34090 0700-90 ENCROACHMENT AGREEMENTS CLERK PE V GC 34090 Page 22 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0700-95 RECORDED AGREEMENTS, OTHER - & RELEASES (Miscellaneous)CLERK PE V GC 34090 0710 0710-10 ARTICLES OF INCORPORATION - HISTORIC CLERK PE V GC 34090, 40801 0710-20 ANNEXATIONS/REORGANIZATIONS CLERK PE V GC 34090, 40801 0710-30 BOUNDARY ADJUSTMENTS CLERK PE V GC 34090, 40801 0710-40 DETACHMENTS - DE-ANNEXATIONS CLERK PE V GC 34090, 40801 0710-50 SPHERE OF INFLUENCE CLERK PE GC 34090, 40801 0720 0720-10 MUNICIPAL ELECTIONS CLERK PE GC 34090 0720-45 ELECTIONS DATABASE CLERK PE GC 34090, Admin. Dec. 0720-60 ELECTION INFO (From Registrar of Voters)CLERK CU+2 GC 34090, EC 17501, EC 17301 0720-75 PROPOSITION 218 ELECTIONS CLERK PE CA CONSTITUTION ART. XIII 0725 0725-05 GENERAL INFORMATION CLERK CU+5 GC 34090 0725-20 INITIATIVE PETITION (Not Open to Inspection)CLERK CL+.75 EC 17200, GC 6253.5 0725-30 REFERENDUM PETITION (Not Open to Inspection)CLERK CL+.75 EC 17200, GC 6253.5 0725-40 RECALL PETITION CLERK CL+.75 EC 17400, GC 6253.5 0730 0730-05 GENERAL INFORMATION CLERK CU+2 GC 34090 0730-25 CORRESPONDENCE (FPPC) CLERK E+7 GC 81009(e) 0730-40 CAMPAIGN STATEMENTS (Officials Elected)CLERK PE GC 81009(b) 0730-41 CAMPAIGN STATEMENTS (Officials Not Elected)CLERK E+7 GC 81009(b) 0730-45 CANDIDATES STATEMENTS OF INTENTION CLERK E+5 GC 81009(b) FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS ELECTIONS INITIATIVE/RECALL/REFERENDUM CITY INCORPORATION Page 23 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0730-50 STATEMENTS OF ORGANIZATION (Filed)CLERK PE GC 81009(b) 0730-55 STATEMENTS OF TERMINATION (Filed)CLERK PE GC 81009(b) 0735 0735-05 GENERAL INFORMATION CLERK CU+2 GC 34090 0735-25 CORRESPONDENCE (FPPC) CLERK PE GC 81009(a) 0735-39 STATEMENTS OF ECONOMIC INTERESTS - CANDIDATES (Non-elected)CLERK E+5 GC 81009(b) 0735-40 STATEMENTS OF ECONOMIC INTERESTS (Elected Officials - Election related)CLERK PE GC 81009(c) 0735-41 STATEMENTS OF ECONOMIC INTERESTS (Boards & Commissions)CLERK CU+7 GC 81009(c) 0735-42 STATEMENTS OF ECONOMIC INTERESTS (Employees)CLERK CU+7 GC 81009(e) 0735-43 STATEMENTS OF ECONOMIC INTERESTS (Consultants)CLERK CU+7 GC 81009(e) 0735-50 LOCAL CONFLICT OF INTEREST CODE & AMENDED APPENDIX CLERK PE GC 81009(d) 0740 0740-05 GENERAL INFORMATION CITY ATTORNEY CU+2 GC 34090 0740-07 CORRESPONDENCE / REQUESTS FOR LEGAL ADVICE CLERK, CITY ATTORNEY CU+10 GC 34090 0740-20 AFFIDAVITS OF PUBLICATION CLERK CU+4 CCP 343, CCP 349.4 0740-30 OATHS OF OFFICE - ELECTED OFFICIALS CLERK TE + 6 GC 34090, 29 USC 1113 0740-35 OATHS OF OFFICE - EMPLOYEES HR TE + 6 GC 34090, 29 USC 1113 0740-50 LEGAL MEMOS & OPINIONS CITY ATTORNEY PE GC 34090, GC 6254, Admin. Dec. 0740-60 LEGAL PROCEDURES CITY ATTORNEY SU+2 GC 34090 0740-70 CARLSBAD MUNICIPAL CODE (CMC) CLERK PE V GC 34090 0740-71 MUNICIPAL CODE AMENDMENTS (MCA's) CLERK CU + 2 GC 34090 0740-75 ETHICS TRAINING CERTIFICATES CLERK CU+5 GC 53235.2(b) FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS LEGAL OPERATIONS Page 24 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0745 0745-10 CLAIMS - BY THE CITY CITY ATTORNEY CL+5 V GC 34090 0745-20 CLAIMS AGAINST THE CITY CLERK, CITY ATTORNEY, RISK MANAGEMENT CL+5 V GC 34090 0745-30 SUBPOENAS (Other Than Case Files) CLERK, CITY ATTORNEY CL+5 V GC 34090 0745-40 COURT ORDERS (Other Than Case Files) CITY ATTORNEY CL+5 V GC 34090 0745-50 CIVIL CASE FILES CITY ATTORNEY CL+7 V GC 34090 0745-52 CIVIL CASE FILES (High Profile) CITY ATTORNEY PE V GC 34090 0745-60 CRIMINAL CASE FILES CITY ATTORNEY CL+7 V GC 34090 0745-70 ARBITRATION CASE FILES CITY ATTORNEY CL+7 V GC 34090 0745-80 AMICUS PARTICIPATION CITY ATTORNEY 5 GC 34090 0750 0750-06 CORRESPONDENCE - PETITIONS (Miscellaneous)CLERK CU+2 GC 34090 0750-07 PUBLIC COMMENT INFORMATION CLERK 5 GC 34090, GC 40801, Admin. Dec.. 0750-10 MEETING AGENDAS & NOTICES CLERK CU+ 2 GC 34090 0750-20 MEETING MINUTES CLERK PE V GC 34090, GC 36814, GC 40801 0750-40 RESOLUTIONS CLERK PE V GC 34090, GC 40801 0750-50 ORDINANCES CLERK PE V GC 34090, GC 40806 0750-60 AGENDA BILLS CLERK PE V GC 34090 0753 0753-10 MEETING AGENDAS & NOTICES CLERK CU+ 2 GC 34090 0753-20 MEETING MINUTES CLERK PE V GC 34090, GC 36814, GC 40801 0753-40 RESOLUTIONS CLERK PE GC 34090, GC 40801 LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD) LEGISLATIVE - CITY COUNCIL CLAIMS/LITIGATION Page 25 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0753-50 ORDINANCES CLERK PE GC 34090, GC 40806 0753-60 AGENDA BILLS CLERK PE V GC 34090 0755 0755-10 MEETING AGENDAS & NOTICES CLERK CU+ 2 GC 34090 0755-20 MEETING MINUTES CLERK PE V GC 34090, GC 36814, GC 40801 0755-40 RESOLUTIONS CLERK PE V GC 34090, GC 40801 0755-60 AGENDA BILLS CLERK PE V GC 34090 0757 0757-10 MEETING AGENDAS & NOTICES CLERK CU+ 2 GC 34090 0757-20 MEETING MINUTES CLERK PE V GC 34090, GC 36814, GC 40801 0757-40 RESOLUTIONS CLERK PE V GC 34090, GC 40801 0757-60 AGENDA BILLS CLERK PE V GC 34090 0758 0758-10 MEETING AGENDAS & NOTICES CLERK CU+ 2 GC 34090 0758-20 MEETING MINUTES CLERK PE V GC 34090, GC 36814, GC 40801 0758-40 RESOLUTIONS CLERK PE V GC 34090(d), GC 40801 0758-60 AGENDA BILLS CLERK PE V GC 34090 0759 0759-10 MEETING AGENDAS & NOTICES CLERK CU+ 2 GC 34090 0759-20 MEETING MINUTES CLERK PE V GC 34090, GC 36814, GC 40801 0759-40 RESOLUTIONS CLERK PE V GC 34090, GC 40801 0759-60 AGENDA BILLS CLERK PE V GC 34090 0770 0770-10 APPRAISALS/NEGOTIATIONS CLERK CL+2 GC 34090, GC 6254(b) REAL PROPERTY LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA) LEGISLATIVE - PUBLIC FINANCING AUTHORITY (PFA) LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC) LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION Page 26 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0770-20 ACQUISITIONS/MERGERS CLERK, PEM PE V GC 34090 0770-30 EMINENT DOMAIN CITY ATTORNEY PE V GC 34090 0770-35 CONDEMNATIONS CLERK, CITY ATTORNEY PE V GC 34090 0770-45 OFFERS OF DEDICATION CLERK PE V GC 34090 0770-60 LIENS/RELEASES (Miscellaneous) CLERK, PEM PE V GC 34090 0770-70 PROPERTY INVENTORY (City Owned) FIN, PEM AU+4 GC 34090 0770-75 SPECIAL DOCUMENTS (Real Property) FIN PE GC 34090 0770-80 CMWD FIN PE GC 34090 0770-90 HOUSING & REDEVELOPMENT COMMISSION FIN PE GC 34090 0775 0775-10 EASEMENTS & DEEDS - CITY CLERK PE V GC 34090, GC 40801 0775-20 DEED RESTRICTIONS CLERK PE V GC 34090, GC 40801 0775-50 REAL PROPERTY, OTHER CLERK PE V GC 34090, GC 40801 0775-60 QUITCLAIMS CLERK PE V GC 34090, GC 40801 0775-80 EASEMENTS & DEEDS - MUNICIPAL WATER DISTRICT CLERK PE V GC 34090, GC 40801 0775-90 EASEMENTS & DEEDS - HOUSING & REDEVELOPMENT COMMISSION CLERK PE V GC 34090, GC 40801 0800 0800-03 CORRESPONDENCE HR CU+2 GC 34090 0800-05 GENERAL INFORMATION HR CU+3 GC 34090 0800-35 EVALUATION PROGRAMS (Pay For Performance)HR V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0800-45 ORGANIZATIONAL CHARTS VARIOUS DEPARTMENTS SU+3 V GC 34090 HUMAN RESOURCES/PERSONNEL ADMINISTRATION REAL PROPERTY - DEEDS/EASEMENTS 0800 SERIES - HUMAN RESOURCES/PERSONNEL Page 27 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0800-50 PERSONNEL POLICIES & PROCEDURES HR SU+3 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0800-60 REPORTS & STUDIES HR CU+3 GC 34090 0800-65 TEMPORARY STAFF DATABASE HR CL+3 GC 34090, Admin. Dec. 0810 0810-05 GENERAL INFORMATION HR CU+3 GC 34090 0810-07 IFAS - HUMAN RESOURCES MODULE DATABASE FIN, HR TE+10 GC 34090 0810-10 FINGERPRINTING HR 30 DAYS GC 34090, EQUAL PAY ACT, TITLE VII, FEHA 0810-15 PRE-EMPLOYMENT PHYSICALS HR CL+3 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA 0810-20 I-9 FORMS - IMMIGRATION HR TE+3 IMMIGRATION REFORM CONTROL ACT (IRCA) 0810-23 REQUESTS FOR LEAVE - MEDICAL HR CL+3 GC 34090, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0810-25 PART-TIME EMPLOYEES (Hourly) HR, POLICE TE+5 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0810-40 3/4 TIME & FULL-TIME EMPLOYEES HR, POLICE TE+ 10 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, PC 832.5, FLSA, Admin. Dec. 0810-70 WORKERS COMPENSATION CLAIMS FILES HR, TRISTAR CU+5 8 CCR 10102 0810-80 WORKERS COMPENSATION AUTHORIZATIONS (To Use Personal Physician) HR SU+5 LC 4600, 5404, and 5410 0810-90 DEPARTMENT OF TRANSPORTATION (DOT) REPORTS HR PE 49 CFR SECTION 40.333 0810-95 SUPPLEMENTAL CRIMINAL HISTORY QUESTIONNAIRE (Employees & Instructors)RECREATION CU+3 GC 34090; PRC 5164 0820 0820-05 GENERAL INFORMATION HR CU+5 GC 34090 0820-20 CLASSIFICATION SURVEYS HR CL+2 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA CLASSIFICATIONS/QUALIFICATIONS EMPLOYEE RECORDS Page 28 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0820-30 CLASSIFICATION APPEALS & AUDITS HR CL+5 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0820-40 RECLASSIFICATIONS HR CL+5 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0820-60 POLICIES & PROCEDURES HR SU+5 GC 34090 0820-70 REPORTS & STUDIES HR SU+5 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0830 0830-05 GENERAL INFORMATION HR CU+6 GC 34090 0830-10 DEFERRED COMPENSATION HR PE V GC 34090 0830-15 LEAVE CONVERSIONS FIN CU+6 GC 34090, FMLA, CFRA, LC 1174 0830-20 HEALTH CARE BENEFITS HR CU+6 GC 34090, FMLA, CFRA 0830-23 FLEX SPENDING ACCOUNTS HR SU+2 GC 34090, FMLA, CFRA, LC 1174 0830-40 RETIREMENT PLAN (PERS) HR, FIN PE GC 34090 0830-60 UNEMPLOYMENT INSURANCE HR, FIN CL+4 GC 34090, UIC 1085, 22 CCR 1085-2 0830-65 DISABILITY INSURANCE HR, FIN CL+4 GC 34090 0830-77 COBRA - PAYMENTS FIN CL+6 GC 34090 0830-80 SALARIES (Classification & Compensation)HR PE GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA, LC 1174, UIC 1085, Admin. Dec. 0830-90 REPORTS & STUDIES HR CU+6 GC 34090 0840 0840-05 GENERAL INFORMATION HR CU+3 GC 34090 0840-10 NEGOTIATION RECORDS HR PE GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA EMPLOYEE/LABOR RELATIONS SALARIES, WAGES AND BENEFITS Page 29 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0840-15 LABOR - MANAGEMENT MINUTES, MEETINGS HR CL+3 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0840-30 MEMORANDA OF UNDERSTANDING CLERK, HR PE V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0840-50 GRIEVANCES - COMPLAINTS (Safety) HR, POLICE TE+5 GC 34090 0840-55 GRIEVANCES - COMPLAINTS (Non-Safety) HR TE+5 GC 34090 0850 0850-05 GENERAL INFORMATION HR CU+3 GC 34090, Title VII, FEHA, ADA 0850-07 APPLICANT TRACKING DATABASE HR PE GC 34090, Admin. Dec. 0850-10 AFFIRMATIVE ACTION - EQUAL EMPLOYMENT OPPORTUNITY (EEO)HR SU+3 GC 34090, TITLE VII, FEHA, ADA 0850-15 ADVERTISING/EMPLOYMENT ANNOUNCEMENTS HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-25 JOB APPLICATIONS/RESUMES HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-30 BACKGROUND INVESTIGATIONS (Applicants Selected)HR, POLICE TE+5 GC 12946 0850-31 BACKGROUND INVESTIGATIONS (Applicants Not Selected)HR, POLICE CL+3 GC 34090 0850-35 WRITTEN EXAMINATION RECORDS HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-40 ORAL EXAMINATION RECORDS HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-65 ELIGIBILITY LISTS HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-70 COMPLAINTS - INVESTIGATIONS (Hiring/Selection)HR CL+5 GC 34090, TITLE VII, FEHA, ADA, PC832.5(b) 0850-80 ASSESSMENT CENTERS, GENERAL HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0860 0860-05 GENERAL INFORMATION HR CU+3 GC 34090 0860-20 EMPLOYEE DEVELOPMENT/TRAINING HR, VARIOUS DEPTS TE+5 GC 34090, TITLE VII, FEHA, ADA TRAINING & EMPLOYMENT PROGRAMS RECRUITMENT/SELECTION Page 30 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0860-25 EMPLOYEE DEVELOPMENT/TRAINING (Safety)HR, POLICE TE+5 GC 34090, TITLE VII, FEHA, ADA, PC 832.5 0860-45 EDUCATIONAL TUITION REIMBURSEMENT PROGRAM HR CL+3 GC 34090, TITLE VII, FEHA, ADA 0860-60 FTO / CTO TRAINING RECORDS POLICE CL + 5 GC 12946, GC 34090 0860-65 CANINE RECORDS (Destroy After Dog Retires or Canine Officer Resigns) POLICE TE+5 GC 12946, GC 34090 0860-70 TRAINING & TRAVEL REQUESTS FIN CL+5 GC 34090, TITLE VII, FEHA, ADA 0860-80 VOLUNTEER PROGRAMS CITY MANAGER, LIB CL+3 GC 34090, TITLE VII, FEHA, ADA 0900 0900-05 GENERAL INFORMATION PEM CU+2 GC 34090 0900-15 PUBLIC FACILITIES MAINTENANCE PEM CU+2 GC 34090 0900-40 FACILITIES USE APPLICATIONS P&R CU+2 GC 34090 0900-43 FACILITIES USE PERMITS/INSURANCE BINDERS P&R CL+2 GC34090 0900-50 REGULATIONS PEM PE GC 34090, GC40806 0900-60 POLICIES & PROCEDURES PEM SU+5 GC 34090 0900-65 REPORTS & STUDIES PEM CU+2 GC 34090 0900-75 FACILITIES WORK ORDER DATABASE (MAINTSTAR)PEM 20 GC 34090 / Admin. Dec. 0900-76 HANSEN WORK ORDER DATABASE P&R, UTL, TRANS CL+10 GC 34090 / Admin. Dec. 0910 0910-05 GENERAL INFORMATION PEM CU+2 GC 34090 0910-10 MUNICIPAL FACILITIES PEM PE GC 34090, GC 4004, H&S 19850 930 0930-05 GENERAL INFORMATION P&R CU+2 GC 34090 0930-06 PARK SITE INFORMATION P&R PE GC 34090, GC 4004, H&S 19850 0900 SERIES - PUBLIC FACILITIES AND GROUNDS GENERAL ADMINISTRATION MUNICIPAL FACILITIES PARKS & OPEN SPACE Page 31 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0930-85 MUNICIPAL GOLF COURSE P&R PE GC 34090, GC 4004, H&S 19850 0930-90 PLAYGROUND INSPECTIONS P&R 5 GC 34090 0930-99 PARK PLANNING P&R 2 GC 34090 940 0940-10 GENERAL INFORMATION UTL CU+2 GC 34090 0940-20 OPERATIONS - MAINTENANCE (Reservoirs, Etc.) UTL CU+2 GC 34090 0940-50 CONSTRUCTION - CIP (Reservoirs, Etc.) UTL PE GC 34090 0940-70 REPORTS & STUDIES UTL CL+2 GC 34090 1000 1000-05 GENERAL INFORMATION CM&I, TRANS, UTL CU+2 GC 34090 1000-15 MONUMENTS LDE PE GC 34090 1000-25 IMPROVEMENT, GRADING, & DRAINAGE PLANS LDE TRANS, UTL PE GC 34090 1000-30 GRADING PERMITS CM&I, LDE, TRANS PE GC 34090 1000-35 DRAINAGE BASIN REPORTS UTL PE GC 34090, GC 4003, GC 4004, H&S 19850 1000-37 DRAINAGE & EROSION UTL PE GC 34090 1000-40 STANDARDS (Engineering) LDE SU+10 GC 34090 / Admin. Dec. 1000-45 ENGINEERING PLANS CM&I, UTL, TRANS PE GC 34090 1000-47 RIGHT-OF-WAY PERMITS CM&I, TRANS, LDE PE 40 CFR 122.28 1000-50 SURVEY PROJECTS & MAPS LDE PE GC 34090 1000-55 POLICIES & PROCEDURES CM&I, LDE, UTL, TRANS SU+2 GC 34090 1000-65 SOILS & HYDROLOGY AND STRUCTURAL REPORTS LDE UTL PE GC34090 1000-70 REPORTS & STUDIES, GENERAL UTL, TRANS 20 GC 34090 1000 SERIES - PUBLIC WORKS/ENGINEERING ENGINEERING CITY RESERVOIRS/PUMP STATIONS Page 32 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1000-75 HAUL ROUTE/OVERSIZE LOAD PERMITS TRANS, CM&I, LDE CL + 2 GC34090 1000-76 INSPECTION REQUESTS TRANS, CM&I CL+2 GC 34090 1000-77 INSPECTION LOGS TRANS, CM&I CL+2 GC 34090 1005 1005-05 BASE MAPS GIS PE GC 34090, H&S 19850, GC 34090.7 1010 1010-05 GENERAL INFORMATION TRANS CU+2 GC 34090 / Admin. Dec. 1010-20 STATE ROUTE 78 TRANS PE GC 34090 / Admin. Dec. 1010-25 INTERSTATE 5 TRANS PE GC 34090 / Admin. Dec. 1010-30 TRUCK ROUTES & ACCESS TRANS SU+2 GC 34090, GC 4003, GC 4004 1010-40 REPORTS & STUDIES TRANS 5 GC 34090 / Admin. Dec. 1020 1020-05 GENERAL INFORMATION TRANS CU+2 GC 34090 1020-20 PROJECT FILES TRANS PE GC 34090 1020-30 BRIDGE INSPECTIONS TRANS PE GC 34090 1020-40 BRIDGE SPECIFICATIONS TRANS PE GC 34090 1020-50 OVERPASSES TRANS PE GC 34090, GC 4003, GC 4004 1020-60 REPORTS & STUDIES TRANS PE GC 34090 / Admin. Dec. 1025 1025-05 GENERAL INFORMATION PEM CU+2 GC 34090 1025-10 MAINTENANCE RECORDS/REPAIR ORDERS PEM CL+2 GC 34090 1025-20 VEHICLE SPECIFICATIONS PEM SU+2 GC 34090 1025-30 VEHICLE FILES PEM TE+2 GC 34090 GEOGRAPHIC INFORMATION SYSTEMS (GIS) HIGHWAYS & THOROUGHFARES BRIDGES FLEET MAINTENANCE Page 33 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1025-40 FUEL MONITORING PEM CU+2 GC 34090 1025-45 FLEET WORK ORDER DATABASE (MAINTSTAR)PEM 20 GC 34090, Admin. Dec. 1025-50 POLICIES & PROCEDURES PEM CU+2 GC 34090 1025-60 REPORTS & STUDIES PEM CU+5 GC 34090 1030 1030-05 GENERAL INFORMATION TRANS CU+2 GC 34090 1030-10 CAPITAL PROJECTS TRANS PE GC 34090 1030-20 STREET ALIGNMENTS/WIDENING TRANS PE GC 34090 1030-50 POLICIES & PROCEDURES TRANS CU+10 GC 34090 1030-56 STANDARDS TRANS SU+10 GC 34090 1030-60 REPORTS & STUDIES TRANS CU+10 GC 34090 1035 1035-05 GENERAL INFORMATION TRANS CU+2 GC 34090 1035-07 COMPLAINTS TRANS CL+2 GC 34090 1035-10 MAINTENANCE/IMPROVEMENTS TRANS CL+2 GC 34090 1035-13 PAVEMENT - OVERLAY TRANS CL+2 GC 34090 1035-14 PAVEMENT MANAGEMENT DATABASE TRANS PE GC 34090, Admin. Dec. 1035-15 DAILY WORK ORDERS & LOGS TRANS CU+5 GC 34090 1035-17 DAMAGE & INCIDENT REPORTS TRANS CL+5 GC 34090 1035-20 BIKE LANES TRANS PE GC 34090 1035-23 CROSSWALKS TRANS PE GC 34090 1035-25 HANDICAPPED RAMPS TRANS PE GC 34090 STREETS - MAINTENANCE STREETS - ADMINISTRATION Page 34 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1035-30 SIDEWALKS TRANS PE GC 34090 1035-33 CURBS & GUTTERS TRANS PE GC 34090 1035-35 STREET LIGHTS TRANS PE GC 34090 1035-37 LIGHTING & LANDSCAPING DISTRICTS TRANS TE+2 GC 34090, GC 4003, GC 4004 1035-39 MEDIANS & ISLANDS TRANS PE GC 34090, GC 4003, GC 4004 1035-40 LANDSCAPING TRANS CU+2 GC 34090, GC 4003, GC 4004 1035-45 TREE PLANTING, TRIMMING, OR REMOVAL TRANS CU+5 GC 34090, GC 4003, GC 4004 1035-50 POLICIES & PROCEDURES TRANS SU+5 GC 34090, GC 4003, GC 4004 1035-60 STREET CLOSURES TRANS PE GC 34090, GC 4003, GC 4004 1035-65 REPORTS & STUDIES TRANS CU+5 GC 34090, GC 4003, GC 4004 1040 1040-05 GENERAL INFORMATION TRANS CU+5 GC 34090 1040-07 REQUESTS/COMPLAINTS TRANS CL+5 GC 34090 1040-20 CIRCULATION TRANS SU+5 GC 34090 1040-25 SPEED ZONING TRANS SU+5 GC 34090 1040-27 TRAFFIC COUNTS (ADT) TRANS SU+5 GC 34090 1040-30 PEDESTRIAN SAFETY TRANS SU+5 GC 34090 1040-35 TRAFFIC SCHEDULES TRANS SU+5 GC 34090 1040-40 TRAFFIC IMPACT FEES/MITIGATION TRANS SU+5 GC 34090 1040-45 TRAFFIC WARRANTS TRANS EX+5 GC 34090 1040-50 TRAFFIC SIGNS TRANS EX+5 GC 34090 1040-55 SIGNAL PROJECTS TRANS EX+5 GC 34090 TRAFFIC ENGINEERING Page 35 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1040-58 SIGNAL MAINTENANCE TRANS PE V GC 34090 1040-60 REGULATIONS (Traffic) TRANS SU+5 GC 34090 1040-65 STATISTICS TRANS CU+5 GC 34090 1040-70 REPORTS & STUDIES TRANS CU+5 GC 34090 1040-80 SURVEYS (Traffic) TRANS SU+5 GC 34090 1050 1050-05 GENERAL INFORMATION TRANS CU+5 GC 34090 1050-40 PARKING FACILITIES, CITY TRANS 5 GC 34090 1050-50 TEMPORARY CONTROLS TRANS EX+5 GC 34090 1050-55 PARKING LOTS CLERK & TRANS CU+5 GC 34090 1050-60 PARKING REGULATIONS CLERK & TRANS PE GC 34090 1050-75 PARKING DISTRICTS TRANS TE+5 GC 34090 1050-80 REPORTS & STUDIES TRANS CU+5 GC 34090 1055 1055-05 GENERAL INFORMATION TRANS CU+5 GC 34090 1055-10 VILLAGE TRANSIT STATION TRANS PE GC 34090 1055-15 POINSETTIA TRANSIT STATION TRANS PE GC 34090 1055-20 AIR TRANSPORTATION TRANS CU+5 GC 34090 1055-25 BUS TRANSPORTATION TRANS CU+5 GC 34090 1055-28 LIGHT RAIL (Coaster) TRANS CU+5 GC 34090 1055-30 RAILROADS TRANS CU+5 GC 34090 1055-35 TAXI OPERATIONS TRANS CU+5 GC 34090 PARKING TRANSPORTATION Page 36 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1055-40 SHUTTLE SERVICES TRANS CU+5 GC 34090 1055-50 TRANSPORTATION PLANNING TRANS CU+5 GC 34090 1055-55 PEAK HOUR TRAFFIC MANAGEMENT TRANS CU+5 GC 34090 1055-60 TRANSPORTATION DEVELOPMENT ACT (TDA)TRANS CU+5 GC 34090 1055-61 FEDERAL AID URBAN (FAU) TRANS CU+5 GC 34090 1055-62 STATE & LOCAL TRANSPORTATION PARTNERSHIP PROGRAM (SLTPP)TRANS CU+5 GC 34090 1055-63 TRANSPORTATION IMPROVEMENT PROGRAM (TIP)TRANS CU+5 GC 34090 1055-65 INTERMODAL SURFACE TRANSPORTATION EFFICIENCY ACT TRANS CU+5 GC 34090 1055-70 TRANSPORTATION PROGRAMS TRANS CU+5 GC 34090 1055-75 TRANSPORTATION SURVEYS TRANS CU+5 GC 34090 1055-80 REPORTS & STUDIES TRANS CU+5 GC 34090 1055-85 REGULATIONS TRANS CU+5 GC 34090 1055-90 REGIONAL TRANSPORTATION TRANS CU+5 GC 34090 1060 1060-05 GENERAL INFORMATION UTL, TRANS PE GC 34090 1060-10 CAPITAL PROJECTS (Public Works) UTL, TRANS PE V GC 34090, GC 4004, H&S 19850 1060-30 REGULATIONS (Public Works) UTL, TRANS PE GC 34090 1060-35 STANDARDS (Public Works) UTL, TRANS PE GC 34090 1060-40 REPORTS & STUDIES UTL, TRANS PE GC 34090 1065 1065-10 GENERAL INFORMATION UTL CU+2 GC 34090 1065-20 MAINTENANCE DISTRICT FORMATION UTL PE GC 34090 PUBLIC WORKS - CAPITAL IMPROVEMENTS SPECIAL IMPROVEMENT DISTRICTS Page 37 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1065-25 MAINTENANCE DISTRICT ANNEXATIONS UTL PE GC 34090 1065-40 UNDERGROUND UTILITY ASSESSMENT DISTRICTS (UUAD)CLERK & UTIL PE GC 34090 1070 1070-10 GENERAL INFORMATION UTL CU+2 GC 34090 1070-30 REFUSE COLLECTION UTL CU+5 GC 34090 1070-40 FINANCIAL STUDIES & REPORTS (Trash)UTL CU+10 GC 34090 1070-50 HOUSEHOLD HAZARDOUS WASTE UTL SU+2 GC 34090 1070-60 RECYCLING PROGRAMS UTL SU+5 GC 34090 1070-70 MASTER PLANS UTL SU+2 GC 34090 1070-80 REGULATIONS UTL SU+2 GC 34090 1070-90 TRANSFER STATION UTL PE GC 34090 1100 1100-05 GENERAL INFORMATION ARTS CU+2 GC 34090 1100-15 PERFORMING ARTS ARTS CL+2 GC 34090 1100-20 PUBLIC ART ARTS CL+2 GC 34090 1100-30 ACQUISITIONS / FUNDRAISING ARTS PE GC 34090 1100-40 ARTS & CULTURAL PROGRAMS ARTS SU+5 GC 34090 1100-50 VOLUNTEERS - ADVISORY GROUPS ARTS CU+5 GC 34090 1100-60 REPORTS & STUDIES ARTS CU+5 GC 34090 1120 1120-05 GENERAL INFORMATION LIB CU+2 GC 34090 1120-10 ADMINISTRATION LIB CU+2 GC 34090 1100 SERIES - ARTS, LIBRARY & RECREATION SOLID WASTE MANAGEMENT ARTS LIBRARY SERVICES Page 38 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1120-18 FINES - LATE FEES LIB CL+5 GC 34090 1120-20 COLLECTION DEVELOPMENT PLAN LIB PE GC 34090 1120-23 MATERIALS SELECTION LIB SU+10 GC 34090, Admin. Dec. 1120-25 CALIFORNIA STATE LIBRARY LIB CU+10 GC 34090 1120-53 ADULT LEARNING SERVICE LIB CU+20 GC 34090 1120-56 MEDIA SERVICES LIB CU+20 GC 34090 1120-80 REPORTS & STUDIES LIB CU+10 GC 34090 1130 1130-05 GENERAL INFORMATION P&R CU+2 GC 34090 1130-07 REQUESTS - COMPLAINTS P&R CL+2 GC 34090 1130-15 INJURY - INCIDENT REPORTS P&R CL+2 GC 34090 1130-20 SPECIAL EVENTS (Including GRAD Night)P&R CL+2 GC 34090 1130-50 RECREATION CLASSES P&R CL+2 GC 34090 1130-53 DAY TRIPPERS SENIOR CENTER CL+2 GC 34090 1130-55 CLASS REGISTRATIONS P&R CL+2 GC 34090 1130-60 LAGOON PERMITS P&R CL+2 GC 34090 1130-61 BOAT PERMIT DATABASE P&R CU+2 GC 34090, Admin. Dec. 1130-65 SCHOLARSHIP APPLICATIONS P&R CU+2 GC 34090, Admin. Dec. 1130-80 REPORTS & STUDIES P&R CU+2 GC 34090 1200 1200-10 GENERAL INFORMATION UTL CU+2 GC 34090 1200-15 CORRESPONDENCE - CUSTOMER CONCERNS FIN, UTL CL+2 GC 34090 1200 SERIES - UTILITIES RECREATION WATER SERVICES/BILLING Page 39 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1200-23 METER READ REPORTS UTL CU+2 GC 34090 1200-25 WATER SYSTEM MAINTENANCE UTL CU+5 V GC 34090 1200-35 CONNECTIONS FIN PE GC 34090 1200-40 POLICIES & PROCEDURES UTL 15 GC 34090 1200-43 SUSSEX WORK ORDER DATABASE - WATER UTL CL+10 GC 34090, ADMIN. DEC 1200-45 REGULATIONS UTL SU+15 GC 34090 1200-50 REPORTS & STUDIES UTL CU+5 GC 34090 1210 1210-10 GENERAL INFORMATION UTL CU+2 GC 34090 1210-20 CONSERVATION UTL CU+10 GC 34090 1210-25 WATER SOURCES (Supply) UTL CU+15 GC 34090 1210-30 WATER QUALITY UTL CU+15 GC 34090 1210-35 TEST REPORTS (Water) UTL CU+12 GC 34090; 40 CFR 141.33 1210-40 MASTER PLAN UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-45 DAMS UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-47 WATER LINES UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-50 CAPITAL PROJECTS CONSTRUCTION (Water)UTL PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-60 WATER RIGHTS UTL PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-65 WELLS UTL PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-70 WATER USAGE UTL PE GC 34090, GC 4003, GC 4004 1210-75 AGRICULTURAL WATER USE UTL PE GC 34090, GC 4003, GC 4004 1210-80 REPORTS & STUDIES UTL CU+5 GC 34090 WATER RESOURCES Page 40 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1210-85 REGULATIONS UTL SU+15 GC 34090 1230 1230-05 GENERAL INFORMATION UTL CU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-10 MASTER PLAN (Waste Water) UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-15 CAPITAL CONSTRUCTION (Sewer Lines & Mains)UTL PE V GC 34090 1230-20 SEWER CONNECTIONS UTL PE GC 34090 1230-25 EMERGENCIES UTL PE GC 34090 1230-40 WASTE WATER DISCHARGE PERMITS UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-45 SLUDGE AND SOLIDS UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-50 OUTFALL UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-55 SEWER SYSTEMS MAINTENANCE UTL PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-65 SEWER PERMITS UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-70 TEST REPORTS UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-72 SPECIAL STUDIES/REPORTS UTL CL+5 GC 34090 1230-75 WASTEWATER SERVICE/INSTALLATION UTL CU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-80 WATER RECLAMATION UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-85 REGULATIONS UTL SU+5 GC 34090 1240 1240-05 GENERAL INFORMATION PEM CU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1240-10 MASTER PLANS PEM PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1240-20 STORM DRAINS PEM & UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1240-30 STORM WATER PROTECTION PROGRAM PEM PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 STORM WATER WASTEWATER MANAGEMENT Page 41 OF 42  2011 Revised RRS  Owner:  Records Management x2808 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NO.RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1240-40 REGULATIONS PEM & LDE SU+5 GC 34090 1240-50 REPORTS & STUDIES PEM & LDE CL+5 GC 34090 1250 1250-05 GENERAL INFORMATION IT CU+2 GC 34090 1250-10 RATES IT SU+2 GC 34090 1250-30 CITY PHONE SYSTEM MAINTENANCE IT CU+2 GC 34090 1250-40 REGULATIONS IT SU+5 GC 34090 1250-50 REPORTS & STUDIES IT CU+5 GC 34090 1260 1260-05 GENERAL INFORMATION UTL CU+5 GC 34090 1260-30 UNDERGROUNDING (Utility)TRANS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1260-40 PLANT FACILITIES (Utility)UTL PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1260-60 REPORTS & STUDIES UTL CU+5 GC 34090 TELEPHONE & COMMUNICATIONS GAS & ELECTRICITY Page 42 OF 42 2011 Revised RRS Owner: Records Management x2808   CITY OF CARLSBAD FILING SYSTEM GUIDE  RECORD RETENTION SCHEDULE  Legend  Records Retention Codes  AU = After Audit  CL = Closed/Completed  CU = Current Year  E = Election  EX = Expired  PE = Permanent  SU = Superseded  TE = Terminated  V = Vital  Office of Record  CED = Community & Economic Development  Clerk – City Clerk  CM&I – Construction Management & Inspection  FIN = Finance  HNS = Housing & Neighborhood Services  HR = Human Resources  IT = Information Technology  LIB = Library  P&R = Parks & Recreation  PEM = Property & Environmental Management  PLN ‐ Planning  Risk – Risk Management  TRANS = Transportation  UTL = Utilities  Citations  B&P – Business and Professions  CAC – California Administrative Code  CCP – Code of Civil Procedure  CCR – Code of California Regulations  CEQA – California Environmental Quality Act  CFR – Code of Federal Regulations  EC – Election Code  FMLA – Family Medical Leave Act   GC – Government Code  H&S – Health & Safety  HUD – Housing and Urban Development  OSHA – Occupational Safety & Health Act  PC – Penal Code  UFC – Uniform Fire Code  USC – United States Code