HomeMy WebLinkAbout2012-07-24; City Council; 20970; Citywide Records Management Program UpdateCITY OF CARLSBAD - AGENDA BILL
AB#
MTG.
DEPT.
20,970
7/24/12
Records
CITYWIDE RECORDS MANAGEMENT
PROGRAM UPDATE
DBT.
CITY ATTY.
CITY MGR, (^(^ ^
RECOMMENDED ACTION:
Adopt Resolution No. 2012-184 approving revisions to the established Citywide Record
Retention Schedule (RRS).
ITEM EXPLANATION:
The Records Management Department documents the establishment, grov\rth, administration,
and history of the City of Carlsbad by collecting, describing, and preserving City records with
enduring or historical value. Over the past year, records staff has provided records and
document management services for city departments, including the provision of training,
imaging, quality control, and records storage and destruction.
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.
Staff has reviewed and revised the schedule; revisions reflect changes in records ownership,
operational needs, and changes in applicable records management law. These changes wiil
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. 2012-184 approving the 2012 revised Record Retention Schedule.
2. Red line/Strikeout RRS change detail.
DEPARTMENT CONTACT: Ronna Stickrod 760-434-2919 Ronna.Stickrod@carlsbadca.gov
FOR CITY CLERKS USE ONLY.
COUNCIL ACTION: APPROVED k CONTINUED TO DATE SPECIFIC •
DENIED • CONTINUED TO DATE UNKNOWN •
WITHDRAWN • RETURNED TO STAFF •
AMENDED • COUNCIL RECEIVED THE •
REPORT/PRESENTATION
OTHER > SEE MINUTES •
Exhibit 1
I RESOLUTION NO. 2012-184
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, CALIFORNIA. APPROVING REVISIONS TO
THE CITY'S RECORDS MANAGEMENT PROGRAM
4
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WHEREAS, §34090 of the California Government code and the State of
California provides legal requirements relating to the retention and disposition of
municipal records; and
WHEREAS, other state and federal codes also provide legal requirements for the
management of municipal records; and
11 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;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Carlsbad, California, as follows:
1. The above recitations are true and correct;
2. That the Program's revised 2012 Record Retention Schedule, attached hereto, is
hereby adopted;
3. That the Records Management Department is hereby designated as the
21 Custodian of the Program and as such shall be responsible for the
implementation of the Program and the safekeeping of the City's records;
That the Records Management Program and Record Retention Schedule be
reviewed periodically and any Schedule modifications or Program changes be
24 presented to the City Council to ensure the efficient operation of the Program
25
//
//
//
It
PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council
of the City of Carlsbad on the 24*^ day of July, 2012, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Kulchin, Blackburn, Douglas and Packard.
None.
ABSENT: None.
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AINE M.WOOD, City Clerk
(SEAL)
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
Exhibit "a' to
Resolution NO. 2012-184
APPROVALS:
RECORDS MANAGEMENT:
CITY ATTORNEY:
FILE
NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0100 SERIES - ADMINISTRATION IRM
0100 CITY COUNCIL ADMINISTRATION
0100-03 CITY COUNCIL CORRESPONDENCE COUNCIL OFFICE CU+2 GC 34090
0100-04 CITY MANAGER CORRESPONDENCE
(General Files) CITY MANAGER CU+2 GC 34090
0100-05 CITY MANAGER DEPARTMENT FILES CITY MANAGER CU+2 GC 34090
0100-10 ADMINISTRATIVE ORDERS CITY MANAGER PE
V GC 34090
0100-15 COUNCIL POLICIES CLERK PE
V GC 34090
0100-30 AWARDS / COMMENDATIONS /
PROCLAMATIONS COUNCIL OFFICE CU+2 GC 34090
0100-35 PRESSRELEASES CITY MANAGER/
COMMUNICATIONS CU+3 GC 34090
0100-50 CALENDARS
(Council & Management Staff) ALL DEPARTMENTS 2 GC 34090
0120 RISK MANAGEMENT
0120-05 GENERAL INFORMATION RISK CU+2 GC 34090
0120-07 INSURANCE MANUALS RISK SU+2 GC 34090
0120-09 LIABILITY DATABASE RISK PE GC 34090, ADMIN DEC
0120-10 LIABILITY INSURANCE
(City Policies) RISK PE
V GC 34090
Page 1 OF 40 2012 Revised RRS - Owner: Records Management x2808
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FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0120 RISK MANAGEMENT (CONTINUED)
0120-13 SPECIAL EVENTS INSURANCE RISK CL+2 GC 34090
0120-15 PROPERTY INSURANCE
(City Policies) RISK PE GC 34090
0120-17 INSURANCE POOL
(Risk Sharing Authority) RISK PE
V GC 34090
0120-18 INSURANCE REVIEW REQUESTS RISK CL+2 GC 34090
0120-20 LOSS RECOVERY FILES RISK CU+2 GC 34090
0120-23 INCIDENT REPORTS/CITIZEN INJURY RISK CL+2 GC 34090
0120-25 PUBLIC OFFICIAL BONDS RISK CU+5 GC 34090
0120-30 GENERAL SAFETY & OSHA REGULATIONS RISK PE 29 CFR 1904.6, GC 34090
0120-35 REPORTS & STUDIES RISK CU+5 29 CFR 1904.6, GC 34090
0120-40 POLICIES & PROCEDURES RISK SU+5 GC 34090, ADMIN DEC
0130 RECORDS MANAGEMENT
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 DOCUMENT MANAGEMENT SYSTEM
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 INFORMATION TECHNOLOGY
0150-05 GENERAL INFORMATION IT CU+2 GC 34090
0150-15 POLICIES & PROCEDURES IT SU+2 GC 34090
Page 2 OF 40 2012 Revised RRS - Owner: Records Management x2808
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FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0150 INFORMATION TECHNOLOGY (CONTINUED)
0150-20 TRAINING INFORMATION/MATERIALS IT SU+2 GC 34090
0150-25 AIMWORX DATABASE IT CU+2 GC 34090
0150-30 CHANGE CONTROL DATABASE IT CU+2 GC 34090
0200 SEI UES ' AGENCIES/ORGANIZATIONS
0200 LOCAL ORGANIZATIONS
0200-31 CABLE TELEVISION FOUNDATION
AGENDAS CLERK CU+2 GC 34090
0200-32 CABLE TELEVISION FOUNDATION MINUTES
& RESOLUTIONS CLERK PE GC 34090
0200-33 CABLE TELEVISION FOUNDATION GRANTS CLERK CL+5 GC 34090
0230 GOVERNMENT/REGULATORY AGENCIES
0230-70 REGULATORY AGENCIES VARIOUS DEPTS CU+2 GC 34090
0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES ^
0300 CITY BOARDS, COMMISSIONS, & COMMITTEES
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 AD HOC BOARDS, COMMISSIONS, COMMITTEES
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
Page 3 OF 40 2012 Revised RRS - Owner: Records Management x2808
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FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0310 ARTS COMMISSION
0310-40 MEETING AGENDAS & NOTICES ARTS CU+2 GC 34090
0310-45 MEETING MINUTES ARTS PE
V GC 34090(e)
0315 BEACH PRESERVATION COMMITTEE
0315-40 MEETING AGENDAS & NOTICES P&R CU+2 GC 34090
0315-45 MEETING MINUTES P&R PE
V GC 34090(e)
0317 CARLSBAD TOURISM BUSINESS IMPROVEMENT DISTRICT
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 DESIGN REVIEW BOARD:
Board disolved 7/7/2009 by ORD CS-040. Records from inception (1982) to 2009 remain.
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 HISTORIC PRESERVATION COMMISSION
0325-40 MEETING AGENDAS & NOTICES LIB CU+2 GC 34090
0325-45 MEETING MINUTES LIB PE
V GC 34090(e)
0330 HOUSING COMMISSION
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 LIBRARY BOARD
0335-40 MEETING AGENDAS & NOTICES LIB CU+2 GC 34090
0335-45 MEETING MINUTES LIB PE
V GC 34090(e)
Page 4 OF 40 2012 Revised RRS - Owner: Records Management x2808
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FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0340 PARKS & RECREATION COMMISSION
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 PERSONNEL BOARD:
Board Dissolved 4/8/2008 by ORD NS-883. Records from inception (1975) to 2008 remain.
0345-45 MEETING MINUTES HR PE
V GC 34090(e)
0350 PLANNING COMMISSION
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 SENIOR COMMISSION
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 SISTER CITY COMMITTEE
Board Dissolved 6/22/2010 by Reso 2010-160. Records from inception (1990) to 2010 remain.
0360-40 MEETING AGENDAS & NOTICES ARTS CU+2 GC 34090
0360-45 MEETING MINUTES ARTS PE
V GC 34090(e)
0365 TRAFFIC SAFETY COMMISSION
0365-40 MEETING AGENDAS & NOTICES TRAFFIC CU+2 GC 34090
0365-45 MEETING MINUTES TRAFFIC PE
V GC 34090(e)
0365-70 TRAFFIC SAFETY COORDINATING
COMMITTEE MEETING AGENDAS TRAFFIC CU+2 GC 34090
0365-75 TRAFFIC SAFETY COORDINATING
COMMITTEE MEETING MINUTES TRAFFIC PE GC 34090
0370 UNDERGROUND UTILITY ADVISORY COMMITTEE
0370-40 MEETING AGENDAS & NOTICES UTL CU+2 GC 34090
0370-45 MEETING MINUTES UTL PE
V GC 34090(e)
Page 5 OF 40 2012 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
0400 SERIES - FISCAL/FINANCIAL SERVICES
0400 FISCAL/FINANCIAL SERVICES
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, CIR, AIR) 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 AUDITS, FINANCIAL
0410-05 GENERAL INFORMATION FIN CU+2 GC 34090
0410-10 AUDIT REPORTS FIN PE GC 34090
0410-30 AUDIT PROPOSALS FIN 5 GC 34090
0420 BANKING
0420-05 GENERAL INFORMATION FIN, TREASURER CU+2 GC 34090
0420-10 BANK SIGNATURE CARDS FIN, TREASURER SU+2 GC 34090
Page 6 OF 40 2012 Revised RRS - Owner: Records Management x2808
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FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0420 BANKING (CONTINUED)
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 BUDGET
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 BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS
0440-05 GENERAL INFORMATION FIN CL+10 CCP 337.5
0440-10 CONTINUING DISCLOSURE REPORTS FIN CL+10 GC 34090, ADMIN DEC
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
Page 7 OF 40 2012 Revised RRS - Owner: Records Management x2808
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CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0440 BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS (CONTINUED)
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 PAYROLL
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 T/\X 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 PENSION/RETIREMENT FUND
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 ANNUAL REPORTS
0460-05 GENERAL INFORMATION FIN CU+2 GC 34090
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
Page 8 OF 40 2012 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
0470 PURCHASING
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
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 34090, ADMIN DEC
0480-47 GRANTS, MISC. FIN CL+5 GC 34090, ADMIN DEC
Page 9 OF 40 2012 Revised RRS - Owner: Records Management x2808
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FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0480 REVENUE AND TAXATION (CONTINUED)
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 34090, ADMIN DEC
0480-81 PROPERTY TAX FIN AU+4 GC 34090, ADMIN DEC
0480-82 GAS TAX FIN AU+4 GC 34090, ADMIN DEC
0480-83 SALES TAX FIN AU+4 GC 34090, ADMIN DEC
0480-87 TRANSIENT OCCUPANCY TAX (TOT) FIN AU+4 GC 34090, ADMIN DEC
0480-90 REPORTS & STUDIES FIN 2 GC 34090
0485 FEE PROGRAMS
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
0490 INVESTMENTS
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
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FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0500 SERIES - COMMUNITY DEVELOPMENT/PLANNING fjjjjH
0500 DEVELOPMENT/SUBDIVISIONS
0500-02 LOT SPLITS LDE PE
V GC 34090, ADMIN DEC
0500-04 ADJUSTMENT PLATS/BOUNDARY
ADJUSTMENTS CLERK, LDE PE
V GC 34090, ADMIN DEC
0500-05 CERTIFICATES OF COMPLIANCE & NON-
COMPLIANCE CLERK, LDE PE
V GC 34090, ADMIN DEC
0500-10 CERTIFICATES OF CORRECTION CLERK, LDE PE
V GC 34090, ADMIN DEC
0500-11 SUBSTANTIAL CONFORMANCE EXHIBIT
(SCE) LDE PE GC 34090, ADMIN DEC
0500-12 NOTICES OF RESTRICTION/RELEASES CLERK, PLN PE
V GC 34090, ADMIN DEC
0500-15 NOTICES OF VIOLATION /RELEASES CLERK, LDE
(GRADING ONLY)
PE
V GC 34090, ADMIN DEC
0500-18 FOOD CART PERMITS (CAR) PLN PE GC 34090, ADMIN DEC
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
0500-30
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
Page 11 OF 40 2012 Revised RRS - Owner: Records Management x2808
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0500 DEVELOPMENT/SUBDIVISIONS (CONTINUED)
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, ADMIN DEC
0500-98 PERMITS PLUS DATABASE
CED, CM&I, FIN, FIRE
PREV, UTL, HNS,
PEM
PE GC 34090, ADMIN DEC
0500-99 PLANTRACK DATABASE (Plan Check &
Discretionary Tracking) ENGINEERING, PLN CL+5 GC 34090, ADMIN DEC
0510 LAND USE/ZONING
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
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0510 LAND USE/ZONING (CONTINUED)
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, 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
0510-87 SATELLITE ANTENNAS PLN PE GC 34090
0510-90 REPORTS & STUDIES PLN 2 GC 34090
0515 SIGN PROGRAM
0515-10 SIGN PERMITS (PS) PLN, HNS PE GC 34090
0515-15 CAMPAIGN SIGN PERMITS PLN AU+2 GC 34090
0520 ENVIRONMENTAL REVIEW
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
Page 13 OF 40 2012 Revised RRS - Owner: Records Management x2808
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0530 GENERAL PLAN
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 PLANNING
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
0540-50 PLANNING, REGIONAL PLN PE GC 34090
0550 HOUSING
0550-05 GENERAL INFORMATION HNS CU+2 GC 34090
0550-10 AFFORDABLE HOUSING PROGRAMS HNS AU+7
24 CFR 570.502(b)(3),
24 CFR 85.42,
OMB CIR. A-110 #C
0550-15 AFFORDABLE HOUSING PROJECTS HNS AU+7
24 CFR 570.502(b)(3),
24 CFR 85.42,
OMB CIR. A-110 #C
0550-20 HOUSING ASSISTANCE (Section 8) HNS AU+7
24 CFR 570.502(b)(3),
24 CFR 85.42,
OMB CIR. A-110 #C
0550-22 FINANCIAL RECORDS (Section 8) HNS AU+7
24 CFR 570.502(b)(3),
24 CFR 85.42,
OMB CIR. A-110 #C
0550-23 APPLICANTS (SECTION 8) HNS TE+3
24 CFR 570.502(b)(3),
24 CFR 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
Page 14 OF 40 2012 Revised RRS - Owner: Records Management x2808 /7
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0560 REDEVELOPMENT
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 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG)
0565-05 GENERAL INFORMATION HNS CU+2 GC 34090
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 BUILDING
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
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0575 CODE COMPLIANCE/ENFORCEMENT
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 HISTORIC PRESERVATION
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 ECONOMIC DEVELOPMENT
0590-05 GENERAL INFORMATION CED CU+2 GC 34090
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 SEI UES - SAFETY & WELFARE WK/K/KKK^
0600 ANIMAL CONTROL
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 EMERGENCY SERVICES
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
Page 16 OF 40 2012 Revised RRS - Owner: Records Management x2808
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0610 EMERGENCY SERVICES (CONTINUED)
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
0610-65
EMS REPORTS
(Retention begins when patients age is 25 or
greater)
FIRE 7 HIPAA45CFR 164.530G)
0620 ENVIRONMENTAL PROTECTION
0620-05 GENERAL INFORMATION PLN, PEM SU+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 -
LAGOONS P&R PE GC 34090
0620-40 WETLANDS - FLOODPLAINS GUIDELINES PLN PE GC 34090
0620-50 REPORTS & STUDIES PEM PE GC 34090
0620-60 POLICIES & PROCEDURES PEM SU+2 GC 34090
0620-65 HABITAT MANAGEMENT PLAN (HMP) -
WILDLIFE CONSERVATION PEM, PLN, P&R PE GC 34090
0620-70 REGULATIONS VARIOUS SU+2 GC 34090
0630 FIRE PROTECTION/PREVENTION
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
Page 17 OF 40 2012 Revised RRS - Owner: Records Management x2808
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0630 FIRE PROTECTION/PREVENTION (CONTINUED)
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
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
(Special instructions - see Fire Dept.) FIRE PREVENTION PE
(Unless SU) 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 FLOOD CONTROL
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
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FILING SYSTEM GUIDE
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0640 FLOOD CONTROL (CONTINUED)
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
0670 POLICE SERVICES
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 GC 34090
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
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0670 POLICE SERVICES (CONTINUED)
0670-70 MASSAGE LICENSES POLICE TE+2 GC 34090
0670-75 SPECIAL EVENTS PERMITS REC 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 PUBLIC WELFARE
0680-20 AMERICANS WITH DISABILITIES (ADA) RISK CL+5 GC 34090
0690 SENIOR SERVICES
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 SERIES - LEGAL/LEGISLATIVE
0700 AGREEMENTS/CONTRACTS
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, GC 4004,
H&S 19850
0700-16
AGREEMENTS - CONTRACTS
(Other - lincludes equipment, service, supplies,
minor PW, & instructor agreements for all
agencies)
CLERK TE+5 CCP 337.2, CCP 343
0700-17
AGREEMENTS - CONTRACTS
(Other long term contracts, not including CIP's,
for all agencies)
CLERK PE GC 34090, GC 4004,
H&S 19850
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
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0700 AGREEMENTS/CONTRACTS (CONTINUED)
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 GC 34090
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
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NO. RECORD CATEGORY 8i DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0700 AGREEMENTS/CONTRACTS (CONTINUED)
0700-90 ENCROACHMENT AGREEMENTS CLERK PE
V GC 34090
0700-95 RECORDED AGREEMENTS, OTHER - &
RELEASES (Miscellaneous) CLERK PE
V GC 34090
0710 CITY INCORPORATION
0710-10 ARTICLES OF INCORPORATION - HISTORIC CLERK PE
V GC 34090, GC 40801
0710-20 ANNEXATIONS/REORGANIZATIONS CLERK PE
V GC 34090, GC 40801
0710-30 BOUNDARY ADJUSTMENTS CLERK PE
V GC 34090, GC 40801
0710-40 DETACHMENTS - DE-ANNEXATIONS CLERK PE
V GC 34090, GC 40801
0710-50 SPHERE OF INFLUENCE CLERK PE GC 34090, GC 40801
0720 ELECTIONS
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
ARTICLE XIII
0725 INITIATIVE/RECALL/REFERENDUM
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 FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS
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)
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0730 FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS (CONTINUED)
0730-50 STATEMENTS OF ORGANIZATION
(Filed) CLERK PE GC 81009(b)
0730-55 STATEMENTS OF TERMINATION
(Filed) CLERK PE GC 81009(b)
0735 FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS
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 LEGAL OPERATIONS
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)
Page 23 OF 40 2012 Revised RRS - Owner: Records Management x2808
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0745 CLAIMS/LITIGATION
0745-10 CLAIMS-BY THE CITY CITY ATTORNEY CL+5
V GC 34090
0745-20 CLAIMS AGAINST THE CITY CLERK, RISK,
CITY ATTORNEY
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 LEGISLATIVE - CITY COUNCIL
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 LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD)
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
0753-50 ORDINANCES CLERK PE GC 34090, GC 40806
0753-60 AGENDA BILLS CLERK PE
V GC 34090
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0755 LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION
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 LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC)
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 LEGISLATIVE - PUBLIC FINANCING AUTHORITY (PFA)
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 LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA)
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 REAL PROPERTY
0770-10 APPRAISALS/NEGOTIATIONS CLERK CL+2 GC 34090, GC 6254(b)
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
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0770 REAL PROPERTY (CONTINUED)
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 REAL PROPERTY - DEEDS/EASEMENTS
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
0800SERI'^S- HUMANRf^l^ ^wmi^^^^^^K fll^HI^^HHH
0800 HUMAN RESOURCES/PERSONNEL ADMINISTRATION
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
0800-50 PERSONNEL POLICIES & PROCEDURES HR SU+3
V
GC 34090, TITLE VII,
EQUAL PAY ACT, 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 EMPLOYEE RECORDS
0810-05 GENERAL INFORMATION HR CU+3 GC 34090
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RECORD RETENTION LEGAL
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0810 EMPLOYEE RECORDS
0810-07 IFAS - HUMAN RESOURCES MODULE
DATABASE FIN, HR TE+10 GC 34090
0810-10 FINGERPRINTING HR 30 DAYS GC 34090, TITLE VII,
EQUAL PAY ACT, FEHA
0810-15 PRE-EMPLOYMENT PHYSICALS HR CL+3 GC 34090, TITLE VII, ADA
EQUAL PAY ACT, FEHA
0810-20 1-9 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, TITLE VII,
EQUAL PAY ACT,
FEHA, ADA, FLSA
0810-40 3/4 TIME & FULL-TIME EMPLOYEES HR, POLICE TE+-10
V
GC 34090, ADMIN DEC,
EQUAL PAY ACT,
TITLE VII, FEHA, ADA,
PC 832.5, FLSA
0810-50 PERSONNEL EVALUATIONS
(Police Only) POLICE 5 PC 832.5
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 CLASSIFICATIONS/QUALIFICATIONS
0820-05 GENERAL INFORMATION HR CU+5 GC 34090
0820-20 CLASSIFICATION SURVEYS HR CL+2
GC 34090, TITLE VII,
EQUAL PAY ACT,
FLSA, FEH A, ADA,
0820-30 CLASSIFICATION APPEALS & AUDITS HR CL+5
V
GC 34090, TITLE VII,
EQUAL PAY ACT,
FLSA, FEH A, ADA,
0820-40 RECLASSIFICATIONS HR CL+5
GC 34090, TITLE VII,
EQUAL PAY ACT,
FLSA, FEH A, ADA,
0820-60 POLICIES & PROCEDURES HR SU+5 GC 34090
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0820 CLASSIFICATIONS/QUALIFICATIONS (CON TINUED)
0820-70 REPORTS & STUDIES HR SU+5
GC 34090, TITLE VII,
EQUAL PAY ACT,
FLSA,FEHA, ADA,
0830 SALARIES, WAGES AND BENEFITS
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 34UyU, AUMIN UbC
EQUAL PAY ACT, TITLE VII,
FFHA AHA Fl .^A FMI A
0830-90 REPORTS & STUDIES HR CU+6 GC 34090
0840 EMPLOYEE/LABOR RELATIONS
0840-05 GENERAL INFORMATION HR CU+3 GC 34090
0840-10 NEGOTIATION RECORDS HR PE
GC 34090, TITLE VII,
CRFA, EQUAL PAY ACT,
FEHA, ADA, FLSA, FMLA
0840-15 LABOR - MANAGEMENT MINUTES,
MEETINGS HR CL+3
GC 34090, TITLE VII,
CRFA, EQUAL PAY ACT,
FEHA, ADA, FLSA, FMLA
0840-30 MEMORANDA OF UNDERSTANDING CLERK, HR PE
V
GC 34090, TITLE VII,
CRFA, EQUAL PAY ACT,
FEHA, ADA, FLSA, FMLA
0840-50 GRIEVANCES - COMPLAINTS (Safety) HR, POLICE TE+5 GC 34090
0840-55 GRIEVANCES - COMPLAINTS (Non-Safety) HR TE+5 GC 34090
0850 RECRUITMENT/SELECTION
0850-05 GENERAL INFORMATION HR CU+3 GC 34090, TITLE VII, FEHA,
ADA
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0850 RECRUITMENT/SELECTION (CONTINUED)
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 TRAINING & EMPLOYMENT PROGRAMS
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
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
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0900 SEI UES - PUBLIC FACILITIES AND GROUNDS IH
0900 GENERAL ADMINISTRATION
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 GC 34090
0900-50 REGULATIONS PEM PE GC 34090, GC 40806
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
930 PARKS & OPEN SPACE
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
0930-55 OPEN SPACE PLN PE GC 34090
0930-60 TRAILS SYSTEM P&R PE GC 34090
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 cmr RESERVOIRS/PUMP STATIONS
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
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1000 SEI IIES - PUBLIC WORKS/ENGINEERING
1000 ENGINEERING
1000-05 GENERAL INFORMATION CM&I, TRANS ENG,
UTL CU+2 GC 34090
1000-15 MONUMENTS LDE, TRANS ENG PE GC 34090
1000-25 IMPROVEMENT, GRADING, & DRAINAGE
PLANS
LDE TRANS ENG,
UTL PE GC 34090
1000-30 GRADING PERMITS CM&I, LDE, TRANS
ENG PE GC 34090
1000-35 DRAINAGE BASIN REPORTS UTL, TRANS ENG PE GC 34090, GC 4003,
GC 4004, H&S 19850
1000-37 DRAINAGE & EROSION UTL, TRANS ENG PE GC 34090
1000-40 STANDARDS (Engineering) LDE, TRANS ENG SU+10 GC 34090, ADMIN DEC
1000-45 ENGINEERING PLANS CM&I, UTL, TRANS
ENG PE GC 34090
1000-47 RIGHT-OF-WAY PERMITS CM&I, TRANS, LDE PE 40 CFR 122.28
1000-50 SURVEY PROJECTS & MAPS LDE, TRANS ENG PE GC 34090
1000-55 POLICIES & PROCEDURES CM&I, LDE, UTL,
TRANS ENG SU+2 GC 34090
1000-65 SOILS & HYDROLOGY AND STRUCTURAL
REPORTS
LDE, UTL, TRANS
ENG PE GC 34090
1000-70 REPORTS & STUDIES, GENERAL UTL, TRANS ENG 20 GC 34090
1000-75 HAUL ROUTE/OVERSIZE LOAD PERMITS CM&I, LDE CL + 2 GC34090
1000-76 INSPECTION REQUESTS CM&I CL+2 GC 34090
1000-77 INSPECTION LOGS CM&I CL+2 GC 34090
1005 GEOGRAPHIC INFORMATION SYSTEMS (GIS)
1005-05 BASE MAPS GIS PE GC 34090, H&S 19850, GC
34090.7
1010 HIGHWAYS & THOROUGHFARES
1010-05 GENERAL INFORMATION TRAFFIC CU+2 GC 34090, ADMIN DEC
1010-20 STATE ROUTE 78 TRAFFIC PE GC 34090, ADMIN DEC
1010-25 INTERSTATE 5 TRAFFIC PE GC 34090, ADMIN DEC
1010-30 TRUCK ROUTES & ACCESS TRAFFIC SU+2 GC 34090, GC 4003,
GC 4004
1010-40 REPORTS & STUDIES TRAFFIC 5 GC 34090, ADMIN DEC
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RECORD RETENTION LEGAL
CITATION
1020 BRIDGES
1020-05 GENERAL INFORMATION TRANS ENG CU+2 GC 34090
1020-20 PROJECT FILES TRANS ENG PE GC 34090
1020-30 BRIDGE INSPECTIONS TRANS ENG PE GC 34090
1020-40 BRIDGE SPECIFICATIONS TRANS ENG PE GC 34090
1020-50 OVERPASSES TRANS ENG PE GC 34090, GC 4003,
GC 4004
1020-60 REPORTS & STUDIES TRANS ENG PE GC 34090, ADMIN DEC
1025 FLEET MAINTENANCE
1025-05 GENERAL INFORMATION PEM CU+2 GC 34090
1025-10 MAINTENANCE RECORDS/REPAIR ORDERS PEM CL+2 GC 34090
1025-30 VEHICLE FILES PEM TE+2 GC 34090
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
1025-70
REGULATIONS (Related to Site Compliance
with Various Regulatory Federal, State, or Local
Agencies)
PEM PE GC 34090
1030 STREETS - ADMINISTRATION
1030-05 GENERAL INFORMATION STREETS CU+2 GC 34090
1030-10 CAPITAL PROJECTS STREETS PE GC 34090
1030-20 STREET ALIGNMENTS/WIDENING STREETS PE GC 34090
1030-50 POLICIES & PROCEDURES STREETS CU+10 GC 34090
1030-56 STANDARDS STREETS SU+10 GC 34090
1030-60 REPORTS & STUDIES STREETS CU+10 GC 34090
1035 STREETS - MAINTENANCE
1035-05 GENERAL INFORMATION STREETS CU+2 GC 34090
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RECORD RETENTION LEGAL
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1035 STREETS - MAINTENANCE (CONTINUED)
1035-07 COMPLAINTS TRANS ENG CL+2 GC 34090
1035-10 MAINTENANCE/IMPROVEMENTS TRANS ENG CL+2 GC 34090
1035-13 PAVEMENT - OVERLAY TRANS ENG CL+2 GC 34090
1035-14 PAVEMENT MANAGEMENT DATABASE TRANS ENG PE GC 34090, ADMIN DEC
1035-15 DAILY WORK ORDERS & LOGS STREETS CU+5 GC 34090
1035-17 DAMAGE & INCIDENT REPORTS STREETS CL+5 GC 34090
1035-20 BIKE LANES TRANS ENG PE GC 34090
1035-23 CROSSWALKS TRANS ENG PE GC 34090
1035-25 HANDICAPPED RAMPS TRANS ENG PE GC 34090
1035-30 SIDEWALKS TRANS ENG PE GC 34090
1035-33 CURBS & GUTTERS TRANS ENG PE GC 34090
1035-35 STREET LIGHTS TRANS ENG PE GC 34090
1035-37 LIGHTING & LANDSCAPING DISTRICTS TRANS ENG TE+2 GC 34090, GC 4003,
GC 4004
1035-39 MEDIANS & ISLANDS TRANS ENG PE GC 34090, GC 4003,
GC 4004
1035-40 LANDSCAPING TRANS ENG CU+2 GC 34090, GC 4003,
GC 4004
1035-45 TREE PLANTING, TRIMMING, OR REMOVAL PARKS (TREES) CU+5 GC 34090, GC 4003,
GC 4004
1035-50 POLICIES & PROCEDURES TRANS ENG SU+5 GC 34090, GC 4003,
GC 4004
1035-60 STREET CLOSURES CM&I PE GC 34090, GC 4003,
GC 4004
1035-65 REPORTS & STUDIES TRANS ENG CU+5 GC 34090, GC 4003,
GC 4004
1040 TRAFFIC ENGINEERING
1040-05 GENERAL INFORMATION TRAFFIC CU+5 GC 34090
1040-07 REQUESTS/COMPLAINTS TRAFFIC CL+5 GC 34090
1040-20 CIRCULATION TRAFFIC SU+5 GC 34090
1040-25 SPEED ZONING TRAFFIC SU+5 GC 34090
Page 33 OF 40 2012 Revised RRS - Owner: Records Management x2808
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1040 TRAFFIC ENGINEERING (CONTINUED)
1040-27 TRAFFIC COUNTS (ADT) TRAFFIC SU+5 GC 34090
1040-30 PEDESTRIAN SAFETY TRAFFIC SU+5 GC 34090
1040-35 TRAFFIC SCHEDULES TRAFFIC SU+5 GC 34090
1040-40 TRAFFIC IMPACT FEES/MITIGATION TRAFFIC SU+5 GC 34090
1040-45 TRAFFIC WARRANTS TRAFFIC EX+5 GC 34090
1040-50 TRAFFIC SIGNS TRAFFIC EX+5 GC 34090
1040-55 SIGNAL PROJECTS TRAFFIC EX+5 GC 34090
1040-58 SIGNAL MAINTENANCE TRAFFIC PE
V GC 34090
1040-60 TRAFFIC REGULATIONS TRAFFIC SU+5 GC 34090
1040-65 STATISTICS TRAFFIC CU+5 GC 34090
1040-70 REPORTS & STUDIES TRAFFIC CU+5 GC 34090
1040-80 TRAFFIC SURVEYS TRAFFIC SU+5 GC 34090
1050 PARKING
1050-05 GENERAL INFORMATION TRAFFIC CU+5 GC 34090
1050-40 PARKING FACILITIES, CITY PEM 5 GC 34090
1050-50 TEMPORARY CONTROLS TRAFFIC EX+5 GC 34090
1050-55 PARKING LOTS CLERK & TRANS
ENG CU+5 GC 34090
1050-60 PARKING REGULATIONS CLERK & TRANS
ENG PE GC 34090
1050-75 PARKING DISTRICTS TRAFFIC TE+5 GC 34090
1050-80 REPORTS & STUDIES TRAFFIC CU+5 GC 34090
1055 TRANSPORTATION
1055-05 GENERAL INFORMATION TRANS ENG CU+5 GC 34090
1055-10 VILLAGE TRANSIT STATION TRANS ENG PE GC 34090
1055-15 POINSETTIA TRANSIT STATION TRANS ENG PE GC 34090
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1055 TRANSPORTATION (CONTINUED)
1055-20 AIR TRANSPORTATION TRANS ENG CU+5 GC 34090
1055-25 BUS TRANSPORTATION TRANS ENG CU+5 GC 34090
1055-28 LIGHT RAIL (Coaster) TRANS ENG CU+5 GC 34090
1055-30 RAILROADS TRANS ENG CU+5 GC 34090
1055-35 TAXI OPERATIONS TRANS ENG CU+5 GC 34090
1055-40 SHUTTLE SERVICES TRANS ENG CU+5 GC 34090
1055-50 TRANSPORTATION PLANNING TRAFFIC CU+5 GC 34090
1055-55 PEAK HOUR TRAFFIC MANAGEMENT TRAFFIC CU+5 GC 34090
1055-60 TRANSPORTATION DEVELOPMENT ACT
(TDA) TRAFFIC CU+5 GC 34090
1055-61 FEDERAL AID URBAN (FAU) TRAFFIC CU+5 GC 34090
1055-62 STATE & LOCAL TRANSPORTATION
PARTNERSHIP PROGRAM (SLTPP) TRAFFIC CU+5 GC 34090
1055-63 TRANSPORTATION IMPROVEMENT
PROGRAM (TIP) TRAFFIC CU+5 GC 34090
1055-65 INTERMODAL SURFACE TRANSPORTATION
EFFICIENCY ACT (ISTEA) TRAFFIC CU+5 GC 34090
1055-70 TRANSPORTATION PROGRAMS TRAFFIC CU+5 GC 34090
1055-75 TRANSPORTATION SURVEYS TRAFFIC CU+5 GC 34090
1055-80 REPORTS & STUDIES TRAFFIC CU+5 GC 34090
1055-85 REGULATIONS TRAFFIC CU+5 GC 34090
1055-90 REGIONAL TRANSPORTATION TRAFFIC CU+5 GC 34090
1060 PUBLIC WORKS - CAPITAL IMPROVEMENTS
1060-05 GENERAL INFORMATION UTL, TRANS ENG PE GC 34090
1060-10 CAPITAL PROJECTS (Public Works) UTL, TRANS ENG PE
V
GC 34090, GC 4004,
H&S 19850
1060-30 REGULATIONS (Public Works) UTL, TRANS ENG PE GC 34090
1060-35 STANDARDS (Public Works) UTL, TRANS ENG PE GC 34090
1060-40 REPORTS & STUDIES UTL, TRANS ENG PE GC 34090
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1065 SPECIAL IMPROVEMENT DISTRICTS
1065-10 GENERAL INFORMATION UTL CU+2 GC 34090
1065-20 MAINTENANCE DISTRICT FORMATION UTL PE GC 34090
1065-25 MAINTENANCE DISTRICT ANNEXATIONS UTL PE GC 34090
1065-40 UNDERGROUND UTILITY ASSESSMENT
DISTRICTS (UUAD) CLERK & UTIL PE GC 34090
1070 SOLID WASTE MANAGEMENT
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 ARTS
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 LIBRARY SERVICES
1120-05 GENERAL INFORMATION LIB CU+2 GC 34090
1120-10 ADMINISTRATION LIB CU+2 GC 34090
Page 36 OF 40 2012 Revised RRS - Owner: Records Management x2808
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1120 LIBRARY SERVICES (CONTINUED)
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 RECREATION
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 Niqht) 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 SEI UES - ^^^^^^^^^^^^^^^^^^H^H^^^^^^^^^^^I
1200 WATER SERVICES/BILLING
1200-10 GENERAL INFORMATION UTL CU+2 GC 34090
1200-15 CORRESPONDENCE - CUSTOMER
CONCERNS FIN, UTL CL+2 GC 34090
1200-23 METER READ REPORTS UTL CU+2 GC 34090
1200-25 WATER SYSTEM MAINTENANCE UTL CU+5
V GC 34090
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1200 WATER SERVICES/BILLING
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 WATER RESOURCES
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
1210-85 REGULATIONS UTL SU+15 GC 34090
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NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1230 WASTEWATER MANAGEMENT
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 STORMWATER
1240-05 GENERAL INFORMATION PEM CU+3
40 CFR 141.33,
H&S 19850, GC 4003,
GC 4004
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RECORD RETENTION LEGAL
CITATION
1240 STORM WATER (CONTINUED)
1240-07 COMPLAINTS PEM CL+2 GC 34090
1240-10 MASTER PLANS UTL PE
40 CFR 141.33,
H&S 19850, GC 4003,
GC 4004
1240-20 STORM DRAINS UTL PE
40 CFR 141.33,
H&S 19850, GC 4003,
GC 4004
1240-40 REGULATIONS PEM & LDE SU+5 GC 34090
1240-50 REGULATORY REPORTS PEM & LDE SU+5 GC 34090
1240-60 POLICIES & PROCEDURES PEM SU+2 GC 34090
1240-70 NON-REGULATORY STUDIES PEM SU+3 GC 34090
1250 TELEPHONE & COMMUNICATIONS
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 4T SU+5 GC 34090
1250-50 REPORTS & STUDIES IT CU+5 GC 34090
1260 GAS & ELECTRICITY
1260-05 GENERAL INFORMATION UTL, TRANS ENG CU+5 GC 34090
1260-30 UNDERGROUNDING (Utility) TRANS ENG 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, TRANS ENG CU+5 GC 34090
Page 40 OF 40 2012 Revised RRS - Owner: Records Management x2808 1^
CITY OF CARLSBAD Exhibit 2
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0100 SERIES - ADMINISTRATION
0100 CITY COUNCIL ADMINISTRATION
0100-35 PRESS RELEASES CITY MANAGER/
COMMUNICATIONS CU+2 3 GC 34090
0300 SERIES - cmr BOARDS, COMMISSIONS, COMMITTEES
0365 TRAFFIC SAFETY COMMISSION
0365-40 MEETING AGENDAS & NOTICES TRANS TRAFFIC CU+2 GC 34090
0365-45 MEETING MINUTES TRANS TRAFFIC PE
v GC 34090(e)
0365-70 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING
AGENDAS TRANS TRAFFIC CU+2 GC 34090
0365-75 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING
MINUTES TRANS TRAFFIC PE GC 34090
0370 UNDERGROUND UTILITY ADVISORY COMMITTEE
0370-40 MEETING AGENDAS & NOTICES TRANS UTL CU+2 GC 34090
0370-45 MEETING MINUTES TRANS UTL PE
V GC 34090(e)
0500 SERIES - COMMUNITY DEVELOPMENT/PLANNING VRRRMP
0500 DEVELOPMENT/SUBDIVISIONS
0500-02 LOT SPLITS ENGINEERING LDE PE
V GC 30490, Admin. Dec.
0500-11 SUBSTANTIAL CONFORMANCE EXHIBIT (SCE) LDE PE GC 34090, Admin. Dec.
0500-98 PERMITS PLUS DATABASE CED, CM&I, FIN, FIRE
PREV, UTL, HNS, PEM PE GC 34090, Admin. Dec.
0510 LAND USE/ZONING
0510-70 SECOND DWELLING UNIT (SDU) LDE, GMUj PLN PE
V
GC 34090, GC 4003, GC 4004,
H&S 19850
0600 SERIES - HEALTH, SAFETY & WELFARE
0620 ENVIRONMENTAL PROTECTION
0620-05 GENERAL INFORMATION PLN, PEM GU SU+2 GC 34090
0620-35 COASTAL PROTECTION - BEACH EROSION - LAGOONS P&R PE GC 34090
0620-40 WETLANDS - FLOODPLAINS GUIDELINES PEMrPLN PE GC 34090
0620-50 REPORTS & STUDIES PEM PE GC 34090
OPFM <^PAPF ppiUI piM PE 1 L_ 1V1, 1 IL.I V PE
nRTi fin TRAM 9 9Y«5TFM PE GC 3/1090 1 f^TAII-O O I O 1 ^Ivl PE
0620-60 POLICIES & PROCEDURES PEM SU+2 GC34090
Page 1 OF 7 2011 Revised RRS Owner: Records Management x2808
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FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0620-65 HABITAT MANAGEMENT PLAN (HMP) - WILDLIFE
CONSERVATION PEM, PLN, P&R PE SU+??? GC 34090
0620-70 REGULATIONS PEM VARIOUS PE SU+??? GC 34090
0630 FIRE PROTECTION/PREVENTION
nfi?n 70 FIRF 9lIPPRF99inN/FXTIMnUI9HFP9 PEM P-E C^C '^/lOQO AHmin Hrr nr\L_ o^j^lAC-ooivjiN/i IINV?VJIOI ii_r\o PEM P-E 0*TU57U, rAUIIIIM. L/CU.
0670 POLICE SERVICES
0670-75 SPECIAL EVENTS PERMITS POLICE REC CL+2 GC 34090
0680 PUBLIC WELFARE
0680-20 AMERICANS WITH DISABILITIES (ADA) PEM RISK CL+5 GC 34090
0700 SERIES-LEGAL/LEGISLATIVE ^^^^^^^^^^^^^^^^^^
0700 AGREEMENTS/CONTRACTS
0700-17
AGKciziViENTS - CONTRACTS
(Other long term contracts not including Capital Improvements.
All Agencies.)
CLERK - PE
V GC 34090; 4004; H&S 19850
0800 S^^^^^^^^SOURCES/PERSONNEL
0810 EMPLOYEE RECORDS
0810-50 PERSONNEL EVALUATIONS (POLICE ONLY) POLICE 5 PC 832.5
0900 SER] [ES - PUBLIC FACILITIES AND GROUNDS ^^^^^^^^^^^^^^^^^^^^^^^^l^^^^^^^^l
0900 GENERAL ADMINISTRATION
Qg-]Q MUNICIPAL FACILITIES
DQin (Tl nFMPRAi IMFORMATION pgiyi pgiyi
0910 10 MUNICIPAL FACILITIES pgiyi PE GC 3^1090, GC AOOA, H&S
930 PARKS & OPEN SPACE
0930-55 OPEN SPACE PLN PE GC 34090
0930-60 TRAILS SYSTEM P&R PE GC 34090
1000 SEIUES^««UCJMaRKS/£NGINEER«MMWBBBMWBil^^^^^^^^^M
1000 ENGINEERING
1000-05 GENERAL INFORMATION CM&I, TRANS ENG, UTL CU+2 GC 34090
1000-15 MONUMENTS LDE, TRANS ENG PE GC 34090
1000-25 IMPROVEMENT, GRADING, & DRAINAGE PLANS LDE, TRANS ENG, UTL PE GC 34090
1000-30 GRADING PERMITS CM&I, LDE, TRANS ENG PE GC 34090
1000-35 DRAINAGE BASIN REPORTS UTL, TRANS ENG PE GC 34090, GC 4003, GC 4004,
H&S 19850
1000-37 DRAINAGE & EROSION UTL, TRANS ENG PE GC 34090
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RECORD RETENTION LEGAL
CITATION
1000-40 STANDARDS (Engineering) LDE, TRANS ENG SU+10 GC 34090 / Admin. Dec.
1000-45 ENGINEERING PLANS CM&I, UTL, TRANS ENG PE GC 34090
1000-50 SURVEY PROJECTS & MAPS LDE, TRANS ENG PE GC 34090
1000-55 POLICIES & PROCEDURES CM&I, LDE, UTL, TRANS
ENG SU+2 GC 34090
1000-65 SOILS & HYDROLOGY AND STRUCTURAL REPORTS LDE, UTL, TRANS ENG PE GC34090
1000-70 REPORTS & STUDIES, GENERAL UTL, TRANS ENG 20 GC 34090
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
1010 HIGHWAYS & THOROUGHFARES
1010-05 GENERAL INFORMATION TRANS TRAFFIC CU+2 GC 34090/Admin. Dec.
1010-20 STATE ROUTE 78 TRANS TRAFFIC PE GC 34090 / Admin. Dec.
1010-25 INTERSTATE 5 TRANS-TRAFFIC PE GC 34090 / Admin. Dec.
1010-30 TRUCK ROUTES & ACCESS TRANS-TRAFFIC SU+2 GC 34090, GC 4003, GC 4004
1010-40 REPORTS & STUDIES TRANS-TRAFFIC 5 GC 34090/Admin. Dec.
1020 BRIDGES
1020-05 GENERAL INFORMATION TRANS ENG CU+2 GC 34090
1020-20 PROJECT FILES TRANS ENG PE GC 34090
1020-30 BRIDGE INSPECTIONS TRANS ENG PE GC 34090
1020-40 BRIDGE SPECIFICATIONS TRANS ENG PE GC 34090
1020-50 OVERPASSES TRANS ENG PE GC 34090, GC 4003, GC 4004
1020-60 REPORTS & STUDIES TRANS ENG PE GC 34090/Admin. Dec.
1025 FLEET MAINTENANCE
ICS ''0 VFHin F SPFriFirATIDMS
1025-70
REGULATIONS (RELATED TO SITE COMPLIANCE WITH
VARIOUS REGULATORY FEDERAL, STATE OR LOCAL
AGENCIES)
PEM PE GC 34090
1030 STREETS - ADMINISTRATION
1030-05 GENERAL INFORMATION TRANS STREETS CU+2 GC 34090
1030-10 CAPITAL PROJECTS TRANS STREETS PE GC 34090
Page 3 OF 7 2011 Revised RRS Owner: Records Management x2808
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FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1030-20 STREET ALIGNMENTS/WIDENING TRANS STREETS PE GC 34090
1030-50 POLICIES & PROCEDURES TRANS STREETS CU+10 GC 34090
1030-56 STANDARDS TRANS STREETS SU+10 GC 34090
1030-60 REPORTS & STUDIES TRANS STREETS CU+10 GC 34090
1035 STREETS - MAINTENANCE
1035-05 GENERAL INFORMATION TRANS STREETS CU+2 GC 34090
1035-07 COMPLAINTS TRANS ENG CL+2 GC 34090
1035-10 MAINTENANCE/IMPROVEMENTS TRANS ENG CL+2 GC 34090
1035-13 PAVEMENT - OVERLAY TRANS ENG CL+2 GC 34090
1035-14 PAVEMENT MANAGEMENT DATABASE TRANS ENG PE GC 34090, Admin. Dec.
1035-15 DAILY WORK ORDERS & LOGS TRANS STREETS CU+5 GC 34090
1035-17 DAMAGE & INCIDENT REPORTS TRANS STREETS CL+5 GC 34090
1035-20 BIKE LANES TRANS ENG PE GC 34090
1035-23 CROSSWALKS TRANS ENG PE GC 34090
1035-25 HANDICAPPED RAMPS TRANS ENG PE GC 34090
1035-30 SIDEWALKS TRANS ENG PE GC 34090
1035-33 CURBS & GUTTERS TRANS ENG PE GC 34090
1035-35 STREET LIGHTS TRANS ENG PE GC 34090
1035-37 LIGHTING & LANDSCAPING DISTRICTS TRANS ENG TE+2 GC 34090, GC 4003, GC 4004
1035-39 MEDIANS & ISLANDS TRANS ENG PE GC 34090, GC 4003, GC 4004
1035-40 LANDSCAPING TRANS ENG CU+2 GC 34090, GC 4003, GC 4004
1035-45 TREE PLANTING, TRIMMING, OR REMOVAL TRANS PARKS (TREES) CU+5 GC 34090, GC 4003, GC 4004
1035-50 POLICIES & PROCEDURES TRANS ENG SU+5 GC 34090, GC 4003, GC 4004
1035-60 STREET CLOSURES TRANS CM&I PE GC 34090, GC 4003, GC 4004
1035-65 REPORTS & STUDIES TRANS ENG CU+5 GC 34090, GC 4003, GC 4004
1040 TRAFFIC ENGINEERING
1040-05 GENERAL INFORMATION TRANS-TRAFFIC CU+5 GC 34090
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FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1040-07 REQUESTS/COMPLAINTS TRANS-TRAFFIC CL+5 GC 34090
1040-20 CIRCULATION TRANS TRAFFIC SU+5 GC 34090
1040-25 SPEED ZONING TRANS TRAFFIC SU+5 GC 34090
1040-27 TRAFFIC COUNTS (ADT) TRANS-TRAFFIC SU+5 GC 34090
1040-30 PEDESTRIAN SAFETY TRANS-TRAFFIC SU+5 GC 34090
1040-35 TRAFFIC SCHEDULES TRANS-TRAFFIC SU+5 GC 34090
1040-40 TRAFFIC IMPACT FEES/MITIGATION TRANS-TRAFFIC SU+5 GC 34090
1040-45 TRAFFIC WARRANTS TRANS-TRAFFIC EX+5 GC 34090
1040-50 TRAFFIC SIGNS TRANS-TRAFFIC EX+5 GC 34090
1040-55 SIGNAL PROJECTS TRANS-TRAFFIC EX+5 GC 34090
1040-58 SIGNAL MAINTENANCE TRANS-TRAFFIC PE
V GC 34090
1040-60 REGULATIONS (Traffic) TRANS-TRAFFIC SU+5 GC 34090
1040-65 STATISTICS TRANS TRAFFIC CU+5 GC 34090
1040-70 REPORTS & STUDIES TRANS-TRAFFIC CU+5 GC 34090
1040-80 SURVEYS (Traffic) TRANS TRAFFIC SU+5 GC 34090
1050 PARKING
1050-05 GENERAL INFORMATION TRANS TRAFFIC CU+5 GC 34090
1050-40 PARKING FACILITIES, CITY TRANS PEM 5 GC 34090
1050-50 TEMPORARY CONTROLS TRANS-TRAFFIC EX+5 GC 34090
1050-55 PARKING LOTS CLERK & TRANS ENG CU+5 GC 34090
1050-60 PARKING REGULATIONS CLERK & TRANS ENG PE GC 34090
1050-75 PARKING DISTRICTS TRANS-TRAFFIC TE+5 GC 34090
1050-80 REPORTS & STUDIES TRANS-TRAFFIC CU+5 GC 34090
1055 TRANSPORTATION
1055-05 GENERAL INFORMATION TRANS ENG CU+5 GC 34090
1055-10 VILLAGE TRANSIT STATION TRANS ENG PE GC 34090
1055-15 POINSETTIA TRANSIT STATION TRANS ENG PE GC 34090
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FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE NO. RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1055-20 AIR TRANSPORTATION TRANS ENG CU+5 GC 34090
1055-25 BUS TRANSPORTATION TRANS ENG CU+5 GC 34090
1055-28 LIGHT RAIL (Coaster) TRANS ENG CU+5 GC 34090
1055-30 RAILROADS TRANS ENG CU+5 GC 34090
1055-35 TAXI OPERATIONS TRANS ENG CU+5 GC 34090
1055-40 SHUTTLE SERVICES TRANS ENG CU+5 GC 34090
1055-50 TRANSPORTATION PLANNING TRANS-TRAFFIC CU+5 GC 34090
1055-55 PEAK HOUR TRAFFIC MANAGEMENT TRANS-TRAFFIC CU+5 GC 34090
1055-60 TRANSPORTATION DEVELOPMENT ACT (TDA) TRANS-TRAFFIC CU+5 GC 34090
1055-61 FEDERAL AID URBAN (FAU) TRANS-TRAFFIC CU+5 GC 34090
1055-62 STATE & LOCAL TRANSPORTATION PARTNERSHIP
PROGRAM (SLTPP) TRANS-TRAFFIC CU+5 GC 34090
1055-63 TRANSPORTATION IMPROVEMENT PROGRAM (TIP) TRANS TRAFFIC CU+5 GC 34090
1055-65 INTERMODAL SURFACE TRANSPORTATION EFFICIENCY
ACT (ISTEA) TRANS-TRAFFIC CU+5 GC 34090
1055-70 TRANSPORTATION PROGRAMS TRANS-TRAFFIC CU+5 GC 34090
1055-75 TRANSPORTATION SURVEYS TRANS-TRAFFIC CU+5 GC 34090
1055-80 REPORTS & STUDIES TRANS-TRAFFIC CU+5 GC 34090
1055-85 REGULATIONS TRANS-TRAFFIC CU+5 GC 34090
1055-90 REGIONAL TRANSPORTATION TRANS TRAFFIC CU+5 GC 34090
1060 PUBLIC WORKS - CAPITAL IMPROVEMENTS
1060-05 GENERAL INFORMATION UTL, TRANS ENG PE GC 34090
1060-10 CAPITAL PROJECTS (Public Works) UTL, TRANS ENG PE
V
GC 34090, GC 4004, H&S
19850
1060-30 REGULATIONS (Public Works) UTL, TRANS ENG PE GC 34090
1060-35 STANDARDS (Public Works) UTL, TRANS ENG PE GC 34090
1060-40 REPORTS & STUDIES UTL, TRANS ENG PE GC 34090
1200 SER] :ES - UTILITIES JH
1240 STORM WATER
1240-05 GENERAL INFORMATION PEM CU+S3 40 CFR 141.33, H&S 19850,
GC 4003, GC 4004
Page 6 OF 7 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
1240-07 COMPLAINTS PEM CL+2
1240-10 MASTER PLANS PEMUTL PE 40 CFR 141.33, H&S 19850,
GC 4003, GC 4004
1240-20 STORM DRAINS PE ^10 CFR 1^1 33 H&S 19850 1240-20 STORM DRAINS PEM & UTL PE GC 4003, GC 4004
4 Oyin Qn PE '10 CFR 141.33, H&S 19850,
1 Z'iU-oU o I UKM WA I bK KKU 1 LU 1 lUN KKUGKAM PE GC '1003, GC 4004
1240-50 REGULATORY REPORTS & STUDIES PEM & LDE GLSU+5 GC 34090
1240-60 POLICIES & PROCEDURES PEM CU+2 GC34090
1240-70 NON REGULATORY STUDIES PEM SU+??? GC34090
1260 GAS & ELECTRICITY
1260-05 GENERAL INFORMATION UTL, TRANS ENG CU+5 GC 34090
1260-30 UNDERGROUNDING (Utility) TRANS ENG PE 40 CFR 141.33, H&S 19850,
GC 4003, GC 4004
1260-60 REPORTS & STUDIES UTL, TRANS ENG CU+5 GC 34090
Page 7 OF 7 2011 Revised RRS Owner: Records Management x2808