HomeMy WebLinkAbout; ; Records Retention Schedule; 2005-05-11CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
APPROVALS:
RECORDS MANAGER DATE
CITY ATTORNEY DATE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0100
0100-03 CITY COUNCIL CORRESPONDENCE COUNCIL OFFICE CU+2 GC 34090
0100-04 CITY MANAGER CORRESPONDENCE CITY MANAGER CU+2 GC 34090
0100-05 CITY MANAGER DEPARTMENT FILES CITY MANAGER CU+5 GC 34090, ADMIN. DEC.
0100-10 ADMINISTRATIVE ORDERS CITY MANAGER
PE
V GC 34090
0100-12 GOALS & OBJECTIVES (CITY COUNCIL) CITY CLERK CU+5 GC 34090
0100-13 GOALS & OBJECTIVES (DEPARTMENTAL) VARIOUS CU+5 GC 34090
0100-14 CITYWIDE GOALS DATABASE CITY MANAGER 2 GC 34090, ADMIN. DEC.
0100-15 COUNCIL POLICIES CITY CLERK
PE
V GC 34090
0100-25 AWARDS & COMMENDATIONS COUNCIL OFFICE CU+2 GC 34090
0100-30 PROCLAMATIONS COUNCIL OFFICE CU+2 GC 34090
0100-34 CITY MANAGER GENERAL FILES CITY MANAGER CU+5 GC 34090
0100-35 PRESS RELEASES CITY MANAGER CU+2 GC 34090
0100-40 SURVEYS, GENERAL CITY MANAGER CU+2 GC 34090
0120
0120-05 GENERAL INFORMATION RISK MANAGEMENT CU+2 GC 34090
0120-07 INSURANCE MANUALS RISK MANAGEMENT SU+2 GC 34090
0120-09 LIABILITY DATABASE RISK MANAGEMENT PE GC 34090, ADMIN. DEC.
0120-10 LIABILITY INSURANCE (CITY POLICIES) RISK MANAGEMENT
PE
V GC 34090
0120-13 SPECIAL EVENTS INSURANCE RISK MANAGEMENT CL+2 GC 34090
RISK MANAGEMENT
0100 SERIES - ADMINISTRATION
CITY COUNCIL ADMINISTRATION
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 1 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0120-15 PROPERTY INSURANCE RISK MANAGEMENT CL+5 GC 34090
0120-17 INSURANCE POOL
RISK SHARING AUTHORITY RISK MANAGEMENT PE
V GC 34090
0120-18 INSURANCE REVIEW REQUESTS RISK MANAGEMENT PE 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(d), ADMIN. DEC.
0130
0130-10 POLICIES & PROCEDURES
RECORDS
MANAGEMENT SU+5 GC 34090(d)
0130-20 RECORDS RETENTION SCHEDULE
RECORDS
MANAGEMENT SU+4 CCP 343
0130-25 RECORDS DESTRUCTION LISTS
RECORDS
MANAGEMENT PE GC 34090
0130-27 RECORDS MANAGEMENT AUDITS
RECORDS
MANAGEMENT AU+6 GC 34090
0130-30 RECORDS INVENTORIES
RECORDS
MANAGEMENT CU+2 GC 34090
0130-35 MICROFICHE INDEX
CITYCLERK
RECORDS
MANAGEMENT
CU+2 GC 34090
0130-40 STORED RECORDS INDEX
RECORDS
MANAGEMENT CU+2 GC 34090
0130-50 PUBLIC RECORDS REQUESTS
CITY CLERK
VARIOUS
DEPARTMENTS
CL+2 GC 34090
0140
0140-05 GENERAL INFORMATION
RECORDS
MANAGEMENT CU+2 GC 34090
0140-10 POLICIES & PROCEDURES
RECORDS
MANAGEMENT SU+5 GC 34090
0140-15 DMS TRAINING INFORMATION &
MATERIALS
RECORDS
MANAGEMENT SU+2 GC 34090
0150
0150-05 GENERAL INFORMATION
INFORMATION
TECHNOLOGY CU+2 GC 34090
0150-15 POLICIES & PROCEDURES
INFORMATION
TECHNOLOGY SU+2 GC 34090
0150-20 TRAINING INFORMATION/MATERIALS
INFORMATION
TECHNOLOGY SU+2 GC 34090
0150-25 AIMWORX DATABASE
INFORMATION
TECHNOLOGY CU+2 GC 34090, ADMIN. DEC.
0150-30 CHANGE CONTROL DATABASE
INFORMATION
TECHNOLOGY CU+2 GC 34090, ADMIN. DEC.
RECORDS MANAGEMENT
0200 SERIES - AGENCIES/ORGANIZATIONS
DOCUMENT MANAGEMENT SYSTEM
INFORMATION TECHNOLOGY
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 2 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0200
0200-05 CHAMBER OF COMMERCE CITY MANAGER CU+2 GC 34090
0200-10 CARLSBAD CONVENTION & VISITORS
BUREAU (CCVB)CITY MANAGER CU+2 GC 34090
0200-15 CARLSBAD ECONOMIC ENHANCEMENT
COUNCIL (CEEC)CITY MANAGER CU+2 GC 34090
0200-20 ARTS ASSOCIATES CITY MANAGER CU+2 GC 34090
0200-30 CABLE TELEVISION FOUNDATION
CITY MANAGER
CITY CLERK CU+2 GC 34090
0200-31 CABLE TELEVISION FOUNDATION
(AGENDAS)PW OAK PE GC 34090
0200-32 CABLE TELEVISION FOUNDATION
(MINUTES)PW OAK PE GC 34090
0200-40 CARLSBAD BOYS & GIRLS CLUB VARIOUS CU+2 GC 34090
0200-50 NON-PROFIT ORGANIZATIONS
(GENERAL)CITY MANAGER CU+2 GC 34090
0210
0210-05 CARLSBAD CITY EMPLOYEES
ASSOCIATION (CCEA)HUMAN RESOURCES PE GC 34090
0210-10 CARLSBAD FIRE ASSOCIATION (CFA) HUMAN RESOURCES PE GC 34090
0210-15 CARLSBAD POLICE OFFICERS
ASSOCIATION (CPOA)HUMAN RESOURCES PE GC 34090
0220
0220-05 LEAGUE OF CALIFORNIA CITIES CITY MANAGER CU+5 GC 34090, ADMIN. DEC.
0220-10 NATIONAL LEAGUE OF CITIES CITY MANAGER CU+2 GC 34090
0230
0230-05 CITIES, OTHER VARIOUS CU+5 GC 34090
0230-06 AIR POLLUTION CONTROL DISTRICT
(APCD)VARIOUS CU+5 GC 34090
0230-10 SAN DIEGO COUNTY, GOVERNMENT VARIOUS CU+5 GC 34090
0230-12 CALIFORNIA COASTAL COMMISSION
(CCC)VARIOUS CU+5 GC 34090
0230-15 CALTRANS VARIOUS CU+5 GC 34090
0230-20 GRAND JURY, COUNTY VARIOUS CU+5 GC 34090
0230-25 LOCAL AGENCY FORMATION
COMMISSION (LAFCO)VARIOUS CU+5 GC 34090
0230-30 SAN DIEGO ASSOCIATION OF
GOVERNMENTS (SANDAG)VARIOUS CU+5 GC 34090
0230-40 NORTH COUNTY TRANSIT DISTRICT
(NCTD)VARIOUS CU+5 GC 34090
0230-50 ENCINA WATER POLLUTION CONTROL
FACILITY (EWPCF)VARIOUS CU+5 GC 34090
0230-52 LEUCADIA COUNTY WATER DISTRICT
(LCWD)VARIOUS CU+5 GC 34090
GOVERNMENT/REGULATORY AGENCIES
OTHER ORGANIZATIONS
EMPLOYEE ORGANIZATIONS
LOCAL ORGANIZATIONS
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 3 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0230-55 METROPOLITAN WATER DISTRICT (MWD) VARIOUS CU+5 GC 34090
0230-57 SAN DIEGO COUNTY WATER AUTHORITY VARIOUS CU+5 GC 34090
0230-59 VALLECITOS WATER DISTRICT (VWD) VARIOUS CU+5 GC 34090
0230-60 ALCOHOLIC BEVERAGE CONTROL,
STATE (ABC)VARIOUS CU+2 GC 34090
0230-70 PUBLIC UTILITIES COMMISSION (PUC) VARIOUS CU+5 GC 34090
0230-80 STATE AGENCIES, GENERAL VARIOUS CU+5 GC 34090
0230-85 FEDERAL EMERGENCY MANAGEMENT
AGENCY (FEMA)VARIOUS CU+5 GC 34090
0230-90 FEDERAL AGENCIES VARIOUS CU+5 GC 34090
0230-95 CARLSBAD SCHOOL DISTRICT
INFORMATION VARIOUS CU + 2 GC 34090
0300
0300-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090
0300-10 BROCHURES/APPLICATION FORMS CITY CLERK CU+2 GC 34090
0300-20 LIST OF VACANCIES (ANNUAL) CITY CLERK CU+2 GC 34090
0300-30 APPOINTEES, LIST OF CITY CLERK CU+2 GC 34090
0300-40 BCC APPOINTEES (FILE ALPHA BY NAME) CITY CLERK TE+7 GC 34090, GC81009(e)
0300-45 BCC APPLICATIONS (NOT APPOINTED) CITY CLERK 2 GC 34090
0300-50 NOTICES OF BCC VACANCIES CITY CLERK 2 GC 34090
0305
0305-05 GENERAL INFORMATION VARIOUS CU+2 GC 34090
0305-15 AD HOC BCC APPOINTEES (FILE ALPHA
BY NAME)VARIOUS TE+7 GC 34090, GC81009(e)
0305-17 AD HOC BCC APPLICATIONS
(NOT APPOINTED)VARIOUS CL+2 GC 34090
0305-40 AGENDAS, MEETING VARIOUS CU+2 GC 34090, ADMIN. DEC.
0305-45 MINUTES, MEETING VARIOUS PE GC 34090
0305-50 NOTICES, MEETNG VARIOUS CU+2 GC 34090
0305-60 AGENDA BILLS VARIOUS PE GC 34090
0310
0310-05 GENERAL INFORMATION ARTS CU+2 GC 34090
0310-40 AGENDAS, MEETING ARTS
PE
V GC 34090, ADMIN. DEC.
ARTS COMMISSION
CITY BOARDS, COMMISSIONS, & COMMITTEES
0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES
AD HOC BOARDS, COMMISSIONS, COMMITTEES
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 4 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0310-45 MINUTES, MEETING ARTS
PE
V GC 34090(e)
0310-50 NOTICES, MEETING ARTS CU+2 GC 34090.7
0310-55 RESOLUTIONS ARTS
PE
V GC 34090(e)
0310-60 STAFF REPORTS/PACKETS ARTS
PE
V GC 34090
0310-65 POLICIES & PROCEDURES ARTS SU+5 GC 34090
0315
0315-05 GENERAL INFORMATION ENGINEERING CU+2 GC 34090
0315-40 AGENDAS, MEETING ENGINEERING
PE
V GC 34090, ADMIN. DEC.
0315-45 MINUTES, MEETING ENGINEERING
PE
V GC 34090(e)
0315-50 NOTICES, MEETING ENGINEERING CU+2 GC 34090.7
0315-55 RESOLUTIONS ENGINEERING
PE
V GC 34090(e)
0315-60 STAFF REPORTS/PACKETS ENGINEERING
PE
V GC 34090
0315-65 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090
0320
0320-05 GENERAL INFORMATION
HOUSING &
REDEVELOPMENT CU+2 GC 34090
0320-40 AGENDAS, MEETING
HOUSING &
REDEVELOPMENT
PE
V GC 34090, ADMIN. DEC.
0320-45 MINUTES, MEETING
HOUSING &
REDEVELOPMENT
PE
V GC 34090(e)
0320-50 NOTICES, MEETING
HOUSING &
REDEVELOPMENT CU+2 GC 34090.7
0320-55 RESOLUTIONS
HOUSING &
REDEVELOPMENT
PE
V GC 34090(e)
0320-60 STAFF REPORTS/PACKETS
HOUSING &
REDEVELOPMENT
PE
V GC 34090
0320-65 POLICIES & PROCEDURES
HOUSING &
REDEVELOPMENT SU+5 GC 34090, GC 40801
0325
0325-05 GENERAL INFORMATION LIBRARY CU+2 GC 34090
0325-40 AGENDAS, MEETING LIBRARY
PE
V GC 34090, ADMIN. DEC.
0325-45 MINUTES, MEETING LIBRARY
PE
V GC 34090(e)
0325-50 NOTICES, MEETING LIBRARY CU+2 GC 34090.7
0325-55 RESOLUTIONS LIBRARY
PE
V GC 34090(e)
0325-60 STAFF REPORTS/PACKETS LIBRARY
PE
V GC 34090
0325-65 POLICIES & PROCEDURES LIBRARY SU+5 GC 34090
BEACH EROSION COMMITTEE
DESIGN REVIEW BOARD
HISTORIC PRESERVATION COMMISSION
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 5 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0330
0330-05 GENERAL INFORMATION
HOUSING &
REDEVELOPMENT CU+2 GC 34090
0330-40 AGENDAS, MEETING
HOUSING &
REDEVELOPMENT
PE
V GC 34090, ADMIN. DEC.
0330-45 MINUTES, MEETING
HOUSING &
REDEVELOPMENT
PE
V GC 34090(e)
0330-50 NOTICES, MEETING
HOUSING &
REDEVELOPMENT CU+2 GC 34090.7
0330-55 RESOLUTIONS
HOUSING &
REDEVELOPMENT
PE
V GC 34090(e)
0330-60 STAFF REPORTS/PACKETS
HOUSING &
REDEVELOPMENT
PE
V GC 34090
0330-65 POLICIES & PROCEDURES
HOUSING &
REDEVELOPMENT SU+5 GC 34090
0335
0335-05 GENERAL INFORMATION LIBRARY CU+2 GC 34090
0335-40 AGENDAS, MEETING LIBRARY
PE
V GC 34090, ADMIN. DEC.
0335-45 MINUTES, MEETING LIBRARY
PE
V GC 34090(e)
0335-50 NOTICES, MEETING LIBRARY CU+2 GC 34090.7
0335-55 RESOLUTIONS LIBRARY
PE
V GC 34090(e)
0335-60 STAFF REPORTS/PACKETS LIBRARY
PE
V GC 34090
0335-65 POLICIES & PROCEDURES LIBRARY SU+5 GC 34090
0340
0340-05 GENERAL INFORMATION PARKS & RECREATION CU+2 GC 34090
0340-40 AGENDAS, MEETING PARKS & RECREATION
PE
V GC 34090, ADMIN. DEC.
0340-45 MINUTES, MEETING PARKS & RECREATION
PE
V GC 34090(e)
0340-50 NOTICES, MEETING PARKS & RECREATION CU+2 GC 34090.7
0340-55 RESOLUTIONS PARKS & RECREATION
PE
V GC 34090(e)
0340-60 STAFF REPORTS/PACKETS PARKS & RECREATION
PE
V GC 34090
0340-65 POLICIES & PROCEDURES PARKS & RECREATION SU+5 GC 34090
0345
0345-05 GENERAL INFORMATION HUMAN RESOURCES CU+2 GC 34090
0345-40 AGENDAS, MEETING HUMAN RESOURCES
PE
V GC 34090, ADMIN. DEC.
0345-45 MINUTES, MEETING HUMAN RESOURCES
PE
V GC 34090(e)
0345-50 NOTICES, MEETING HUMAN RESOURCES CU+2 GC 34090.7
PERSONNEL BOARD
HOUSING COMMISSION
LIBRARY BOARD
PARKS & RECREATION COMMISSION
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 6 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0345-55 RESOLUTIONS HUMAN RESOURCES
PE
V GC 34090(e)
0345-60 STAFF REPORTS/PACKETS HUMAN RESOURCES
PE
V GC 34090
0345-65 POLICIES & PROCEDURES HUMAN RESOURCES SU+5 GC 34090
0350
0350-05 GENERAL INFORMATION PLANNING CU+2 GC 34090
0350-40 AGENDAS, MEETING PLANNING
PE
V GC 34090, ADMIN. DEC.
0350-45 MINUTES, MEETING PLANNING
PE
V GC 34090(e)
0350-50 NOTICES, MEETING PLANNING CU+2 GC 34090.7
0350-55 RESOLUTIONS PLANNING
PE
V GC 34090(e)
0350-60 STAFF REPORTS/PACKETS PLANNING
PE
V GC 34090
0350-65 POLICIES & PROCEDURES PLANNING SU+5 GC 34090
0355
0355-05 GENERAL INFORMATION SENIORS CU+2 GC 34090
0355-40 AGENDAS, MEETING SENIORS
PE
V GC 34090, ADMIN. DEC.
0355-45 MINUTES, MEETINGS SENIORS
PE
V GC 34090(e)
0355-50 NOTICES, MEETING SENIORS CU+2 GC 34090.7
0355-55 RESOLUTIONS SENIORS
PE
V GC 34090(e)
0355-60 STAFF REPORTS/PACKETS SENIORS
PE
V GC 34090
0355-65 POLICIES & PROCEDURES SENIORS SU+5 GC 34090
0360
0360-05 GENERAL INFORMATION ARTS CU+2 GC 34090
0360-40 AGENDAS, MEETING ARTS
PE
V GC 34090, ADMIN. DEC.
0360-45 MINUTES, MEETING ARTS
PE
V GC 34090(e)
0360-50 NOTICES, MEETING ARTS CU+2 GC 34090.7
0360-55 RESOLUTIONS ARTS
PE
V GC 34090(e)
0360-60 STAFF REPORTS/PACKETS ARTS
PE
V GC 34090
0360-65 POLICIES & PROCEDURES ARTS SU+5 GC 34090
0365
0365-05 GENERAL INFORMATION ENGINEERING CU+2 GC 34090
PLANNING COMMISSION
SENIOR COMMISSION
SISTER CITY COMMITTEE
TRAFFIC SAFETY COMMISSION
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 7 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0365-40 AGENDAS, MEETING ENGINEERING
PE
V GC 34090, ADMIN. DEC.
0365-45 MINUTES, MEETING ENGINEERING
PE
V GC 34090(e)
0365-50 NOTICES, MEETING ENGINEERING CU+2 GC 34090.7
0365-55 RESOLUTIONS ENGINEERING
PE
V GC 34090(e)
0365-60 STAFF REPORTS/PACKETS ENGINEERING
PE
V GC 34090
0365-65 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090
0365-70 TRAFFIC SAFETY COORINATING
COMMITTEE AGENDAS ENGINEERING PE GC 34090
0365-75 TRAFFIC SAFETY COORINATING
COMMITTEE MINUTES ENGINEERING PE GC 34090(e)
0370
0370-05 GENERAL INFORMATION
ENGINEERING
CITY CLERK CU+2 GC 34090
0370-40 AGENDAS, MEETING ENGINEERING
PE
V GC 34090, ADMIN. DEC.
0370-45 MINUTES, MEETING ENGINEERING
PE
V GC 34090(e)
0370-50 NOTICES, MEETING ENGINEERING CU+2 GC 34090.7
0370-55 RESOLUTIONS ENGINEERING
PE
V GC 34090(e)
0370-60 STAFF REPORTS/PACKETS ENGINEERING
PE
V GC 34090
0370-65 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090
0400
0400-05 GENERAL INFORMATION FINANCE CU+2 GC 34090
0400-10 CHART OF ACCOUNTS FINANCE CU+2 GC 34090
0400-15 ACCOUNTS PAYABLE FINANCE
AU+4
V GC 34090
0400-20 PETTY CASH FINANCE AU+4 GC 34090
0400-30 FIXED ASSETS FINANCE
AU+4
V GC 34090, 26 CFR 301 65-1(f)
0400-40 CHECK/AP REGISTERS FINANCE PE GC 26907
0400-50 FUND TRANSFERS FINANCE AU+4 GC 34090
0400-60 GENERAL LEDGERS FINANCE
PE
V GC 34090, CCP 337
0400-70 JOURNAL VOUCHERS/ENTRIES FINANCE AU+4 GC 34090, CCP 337
0400-77 IFAS INSTRUCTIONS & MANUALS FINANCE CU+2 GC 34090
0400-80 IFAS BATCHES & BUDGET CHANGES FINANCE CU+7 GC 34090
UNDERGROUND UTILITY ADVISORY COMMITTEE
0400 SERIES - FISCAL/FINANCIAL SERVICES
FISCAL/FINANCIAL SERVICES
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 8 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0400-81 IFAS REPORTS FINANCE CU+7 GC 34090
0400-82 IFAS - G/L MODULE - SUMMARY
DATABASE FINANCE 20 GC 34090, ADMIN. DEC.
0400-84 IFAS - G/L MODULE - DETAIL DATABASE FINANCE 10 GC 34090, ADMIN. DEC.
0400-86 IFAS - ACCOUNTS PAYABLE MODULE
DATABASE FINANCE AU+4 GC 34090, ADMIN. DEC.
0400-88 IFAS - ACCOUNTS RECEIVABLE MODULE
DATABASE FINANCE AU+4 GC 34090, ADMIN. DEC.
0400-90 ACCOUNTING REPORTS FINANCE AU+4 GC 34090
0400-95 ANNUAL REPORTS (FINANCIAL) FINANCE AU+7 GC 34090.7
0400-97 POLICIES & PROCEDURES FINANCE CU+2 GC 34090(d)
0400-99 REFUNDS FINANCE AU+4 GC 34090
0410
0410-05 GENERAL INFORMATION FINANCE CU+2 GC 34090
0410-10 AUDIT REPORTS, INTERNAL FINANCE PE GC 34090
0410-20 AUDIT REPORTS, EXTERNAL FINANCE PE GC 34090
0410-30 AUDIT PROPOSALS FINANCE PE GC 34090
0410-35 ANNUAL AUDITS, CITY FINANCE PE GC 34090
0410-40 ANNUAL AUDITS, REDEVELOPMENT FINANCE PE GC 34090
0410-45 ANNUAL AUDITS, WATER DISTRICT FINANCE PE GC 34090
0410-50 ANNUAL AUDITS, PUBLIC IMPROVEMENT FINANCE PE GC 34090
0410-55 ANNUAL AUDITS, INDUSTRIAL
DEVELOPMENT FINANCE PE GC 34090
0420
0420-05 GENERAL INFORMATION
FINANCE
TREASURER CU+2 GC 34090
0420-10 BANK SIGNATURE CARDS
FINANCE
TREASURER SU+2 GC 34090
0420-15 BANK DEPOSIT CORRESPONDENCE
FINANCE
TREASURER 4 GC 34090, CCP 337
0420-17 CUSTODIAL STATEMENTS
FINANCE
TREASURER AU+5 GC 34090, 26 CFR 1.6001-1
0420-20 BANK STATEMENTS
FINANCE
TREASURER AU+5 GC 34090, 26 CFR 1.6001-1
0420-23 CHECKS/WARRANTS
FINANCE
TREASURER AU+5 GC 34090, CCP 337
0420-25 CHECKS/CANCELED
FINANCE
TREASURER AU+5 GC 34090, CCP 337
0420-30 RETURNED CHECKS
FINANCE
TREASURER AU+5 GC 34090, CCP 337
0420-33 UNCLAIMED CHECKS
FINANCE
TREASURER AU+5 GC 34090, CCP 337
AUDITS, FINANCIAL
BANKING
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 9 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0420-40 DEPOSIT SLIPS
FINANCE
TREASURER 4 GC 34090, CCP 337
0420-45 DEBIT/CREDIT MEMOS
FINANCE
TREASURER 5 GC 34090, CCP 337
0420-46 WIRE TRANSFERS
FINANCE
TREASURER 5 GC 34090, CCP 337
0420-50 DAILY BALANCE WORKSHEETS
FINANCE
TREASURER AU+5 GC 34090, 26 CFR 1.6001-1
0420-55 MONTHLY RECONCILIATION REPORTS
FINANCE
TREASURER AU+5 GC 34090, 26 CFR 1.6001-1
0420-60 POLICIES & PROCEDURES
FINANCE
TREASURER SU+5 GC 34090(d), ADMIN. DEC.
0420-65 REPORTS & STUDIES
FINANCE
TREASURER CU+2 GC 34090
0430
0430-05 GENERAL INFORMATION FINANCE CU+2 GC 34090
0430-10 BUDGET, DEPARTMENTAL VARIOUS CU+2 GC 34090
0430-20 OPERATING BUDGET, CITY (ADOPTED) CITY CLERK
PE
V GC 34090, ADMIN. DEC.
0430-30 CAPITAL BUDGET, CITY (ADOPTED) CITY CLERK
PE
V GC 34090, ADMIN. DEC.
0430-35 FINANCIAL REPORTS, BUDGET RELATED FINANCE CU+2 GC 34090
0430-37 FINANCIAL MASTER PLAN FINANCE SU+2 GC 34090
0430-40 REVENUE ESTIMATES FINANCE CU+2 GC 34090
0430-45 REVENUE SHARING FINANCE CU+2 GC 34090
0430-50 POLICIES & PROCEDURES FINANCE SU+5 GC 34090(d), ADMIN. DEC.
0430-70 PUBLIC IMPROVEMENT CORPORATION
BUDGET CITY CLERK PE GC 34090(d), ADMIN. DEC.
0430-80 REDEVELOPMENT AGENCY BUDGET CITY CLERK PE GC 34090(d), ADMIN. DEC.
0430-90 WATER DISTRICT BUDGET CITY CLERK PE GC 34090(d), ADMIN. DEC.
0430-95 INDUSTRIAL DEVELOPMENT AUTHORITY
BUDGET CITY CLERK PE GC 34090(d), ADMIN. DEC.
0430-96 PUBLIC FINANCING AUTHORITY BUDGET CITY CLERK PE GC 34090
0440
0440-05 GENERAL INFORMATION FINANCE CL+10 CCP 337.5
0440-10 PAYING/FISCAL AGENT FINANCE PE GC 34090
0440-15 MORTGAGE REVENUE BONDS, SINGLE
FAMILY
CITY CLERK
FINANCE
HOUSING &
REDEVELOPMENT
PE
V
GC 34090, CCP 337.5, ADMIN.
DEC.
0440-16 MORTGAGE REVENUE BONDS, MULTI
FAMILY
CITY CLERK
FINANCE
HOUSING &
REDEVELOPMENT
PE
V
GC 34090, CCP 337.5, ADMIN.
DEC.
BUDGET
BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 10 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0440-20 ASSESSMENT DISTRICTS, 1911
CITY CLERK
FINANCE
PUBLIC WORKS
PE
V GC 34090, ADMIN. DEC.
0440-25 ASSESSMENT DISTRICTS, 1915
CITY CLERK
FINANCE
PUBLIC WORKS
PE
V GC 34090, ADMIN. DEC.
0440-30 GENERAL OBLIGATION BONDS
CITY CLERK
FINANCE
PE
V GC 34090, ADMIN. DEC.
0440-35 REVENUE BONDS, OTHER
CITY CLERK
FINANCE
PE
V GC 34090, ADMIN. DEC.
0440-40 CERTIFICATES OF PARTICIPATION
CITY CLERK
FINANCE
PE
V GC 34090, ADMIN. DEC.
0440-45 COMMUNITY FACILITIES DISTRICTS
(MELLO ROOS)
CITY CLERK
FINANCE
PUBLIC WORKS
PE
V GC 34090, ADMIN. DEC.
0440-47 COMMUNITY FACILITIES DISTRICTS
BOUNDARY MAPS
CITY CLERK
FINANCE
PUBLIC WORKS
PE
V GC 34090, ADMIN. DEC.
0440-50 TAX ALLOCATION BONDS
CITY CLERK
FINANCE
PUBLIC WORKS
PE
V GC 34090, ADMIN. DEC.
0440-55 WATER DISTRICT BONDS (Pink)
CITY CLERK
FINANCE
PUBLIC WORKS
PE
V GC 34090, ADMIN. DEC.
0450
0450-05 IFAS - PAYROLL MODULE FINANCE AU+6 GC 34090, ADMIN. DEC.
0450-10 PAYROLL RECORDS - TIME CARDS FINANCE
AU+6
V GC 34090, 29 CFR 516.2
0450-12 ENGINEERING DEPARTMENT TIMECARD
DATABASE ENGINEERING AU+5 GC 34090, ADMIN. DEC.
0450-13 PLANNING DEPARTMENT TIMECARD
DATABASE PLANNING AU+10 GC 34090, ADMIN. DEC.
0450-15 DEDUCTION RECORDS
HUMAN RESOURCES
FINANCE
TE+3
V GC 34090, 29 CFR 516.2
0450-20 PAYROLL REGISTERS FINANCE PE GC 34090, 37207
0450-25 LEAVE BALANCE SUMMARIES FINANCE AU+6 GC 34090, 29 CFR 516.2
0450-26 W-2 FINANCE PE GC 34090, 29 CFR 516.2
0450-40 TAX REPORTS, STATE FINANCE AU+4 GC 34090, 29 USR 436
0450-45 TAX REPORTS, FEDERAL FINANCE AU+4 GC 34090, 29 USR 436
0450-50 UNIFORM ALLOWANCE RECORDS FINANCE AU+6 GC 34090, 29 CFR 516.2
0450-55 VEHICLE ALLOWANCE RECORDS FINANCE AU+6 GC 34090, 29 CFR 516.2
0450-57 BI-LINGUAL PAY RECORDS FINANCE AU+6 GC 34090, 29 CFR 516.2
0450-60 GARNISHMENTS/LIENS FINANCE TE+3 GC 34090, 29 CFR 516.2
PAYROLL
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 11 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0455
0455-05 GENERAL INFORMATION FINANCE 5 GC 34090
0455-10 DEFERRED COMPENSATION REPORTS
(DEDUCTION REGISTER)
FINANCE
HUMAN RESOURCES
TE+5
V
GC 34090, 26 CFR 16001-1, 29
CFR 1627.3(2)
0455-20 PERS REPORTS FINANCE TE+4 GC 34090, 29 CFR 516.2
0460
0460-05 GENERAL INFORMATION FINANCE CU+2 GC 34090
0460-10 ANNUAL REPORTS - STATE
CONTROLLER FINANCE PE GC 34090
0460-15 STATE MANDATED COSTS (SB90) FINANCE PE GC 34090
0460-20 STATE CONTROLLER OPEN MEETING
CLAIM FINANCE PE GC 34090
0460-30 SPECIAL DISTRICT REPORTS FINANCE PE GC 34090
0460-40 GANN LIMITATION FINANCE PE GC 34090
0460-50 COUNTY AUDITOR - ASSESSED
VALUATION FINANCE SU+5 GC 34090
0460-60 SPECIAL MISCELLANEOUS REPORTS FINANCE CU+5 GC 34090
0470
0470-03 CORRESPONDENCE, PURCHASING PURCHASING CU+2 GC 34090
0470-05 GENERAL INFORMATION PURCHASING CU+2 GC 34090
0470-10 FORMS, 1099 FINANCE AU+4 GC 34090, 29 USC 436
0470-15 CREDIT CARD PROGRAM, APPLICATIONS,
CITY FINANCE CU+2 GC 34090
0470-16 CREDIT CARD APPROVALS, CITY FINANCE CU+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
(REQUIRED)
PURCHASING
VARIOUS PE GC 34090
0470-34 CERTIFICATES OF INSURANCE
(MISCELLANEOUS OR NON-APPLICABLE)
PURCHASING
VARIOUS CU+2 GC 34090
0470-35 STORES PURCHASING CU+2 GC 34090
0470-40 BIDS/QUOTES/PROPOSALS, PENDING PURCHASING AU+4 GC 34090, CCP 337
0470-45 BIDS/QUOTES/PROPOSALS, AWARDED PURCHASING AU+5 GC 34090, CCP 337
0470-50 BIDS, CANCELED PURCHASING CL+2 GC 34090, CCP 337
0470-55 BIDS, REJECTED PURCHASING CL+2 GC 34090, CCP 337
0470-60 SURPLUS EQUIPMENT DISPOSAL PURCHASING AU+4 GC 34090, CCP 337
STATE CONTROLLER/ANNUAL REPORTS
PURCHASING
PENSION/RETIREMENT FUND
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 12 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0470-65 WAREHOUSE INVENTORIES PURCHASING AU+4 GC 34090, 26 CFR 301 65-1(F)
0470-70 PURCHASING PROGRAMS PURCHASING SU+2 GC 34090
0470-75 PURCHASING MANUALS PURCHASING SU+2 GC 34090
0470-80 VENDOR BROCHURES PURCHASING SU+2 GC 34090
0470-81 VENDOR LISTS PURCHASING SU+2 GC 34090
0470-85 IFAS - PURCHASING MODULE
FINANCE
PURCHASING AU+4 GC 34090, ADMIN. DEC.
0470-90 CONSULTANT INFORMATION PURCHASING CL+2 GC 34090
0470-95 POLICIES & PROCEDURES PURCHASING SU+5 GC 34090, ADMIN. DEC.
0470-99 REPORTS & STUDIES PURCHASING CU+2 GC 34090(d)
0480
0480-05 GENERAL INFORMATION FINANCE CU+2 GC 30490
0480-10 ACCOUNTS RECEIVABLE (BATCHES) FINANCE
AU+4
V GC 30490, ADMIN. DEC.
0480-15 DAILY CASH RECEIPTS FINANCE AU+4 GC 34090, CCP 337
0480-20 GENERAL RECEIPTS (PARKING, PLAN
CHECK)FINANCE AU+4 GC 34090, CCP 337
0480-24 UTILITY BILLING REQUESTS FINANCE AU+4 GC 34090, CCP 337
0480-25 UTILITY BILLING RECEIPTS (WATER,
TRASH)FINANCE AU+4 GC 34090, CCP 337
0480-26 UTILITY BILLING DATABASE FINANCE AU+4 GC 34090, ADMIN. DEC.
0480-32 AMBULANCE BILLING FINANCE CU+2 GC 34090
0480-35 BUSINESS LICENSES FINANCE EX+4 GC 34090, CCP 337
0480-36 BUSINESS LICENSE DATABASE FINANCE PE GC 34090, ADMIN. DEC.
0480-38 BINGO LICENSES FINANCE EX+2 GC 34090
0480-40 BANKRUPTCIES FINANCE CL+2 GC 34090
0480-45 COLLECTIONS FINANCE AU+4 GC 30490, ADMIN. DEC.
0480-47 GRANTS, MISC. FINANCE CL+5 GC 30490, ADMIN. DEC.
0480-48 GRANTS, CDBG FINANCE CL+4 24 CFR 570.502(b)
0480-50 PARKING CITATION REVENUES FINANCE AU+4 GC 30490, ADMIN. DEC.
0480-55 MISC. FINES/REVENUES FINANCE AU+4 GC 30490, ADMIN. DEC.
0480-70 FRANCHISES FINANCE 10 GC 34090, CCP 337
0480-75 REVENUE ALLOCATIONS FINANCE 2 GC 34090
REVENUE AND TAXATION
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 13 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0480-77 APPORTIONMENT INCOME FINANCE AU+4 GC 30490, ADMIN. DEC.
0480-80 TAXES, MISC. FINANCE AU+4 GC 30490, ADMIN. DEC.
0480-81 PROPERTY TAX FINANCE AU+4 GC 30490, ADMIN. DEC.
0480-82 GAS TAX FINANCE AU+4 GC 30490, ADMIN. DEC.
0480-83 SALES TAX FINANCE AU+4 GC 30490, ADMIN. DEC.
0480-85 PROPOSITION 218 FINANCE AU+4 GC 30490, ADMIN. DEC.
0480-87 TRANSIENT OCCUPANCY TAX (TOT) FINANCE AU+4 GC 30490, ADMIN. DEC.
0480-90 REPORTS & STUDIES FINANCE 2 GC 34090(d)
0485
0485-05 PROCESSING FEES ENGINEERING PE GC 30490, ADMIN. DEC.
0485-10 USE FEES ENGINEERING PE GC 30490, ADMIN. DEC.
0485-15 IMPACT FEES ENGINEERING PE GC 30490, ADMIN. DEC.
0485-20 FINES (DEVELOPMENT)ENGINEERING PE GC 30490, ADMIN. DEC.
0485-21 FEE STUDIES/COMPUTATIONS FINANCE SU+2 GC 34090
0485-22 FEE SCHEDULES FINANCE SU+2 GC 34090
0485-23 FEE WAIVER REQUESTS FINANCE 2 GC 34090
0485-25 ENGINEERING FEES ENGINEERING PE GC 30490, ADMIN. DEC.
0485-35 BUILDING FEES BUILDING CL+2 GC 30490, ADMIN. DEC.
0485-40 FLOOD CONTROL FEES ENGINEERING CL+2 GC 30490, ADMIN. DEC.
0485-55 PUBLIC WORKS - CAPITAL
IMPROVEMENTS FEES PUBLIC WORKS PE GC 34090, GC 4003, GC 4004
0485-60 PLANNING FEES PLANNING CL+2 GC 30490, ADMIN. DEC.
0490
0490-05 GENERAL INFORMATION TREASURER PE GC 34090, GC 53607, CCP 337
0490-10 INVESTMENT RATES TREASURER
PE
V GC 34090, GC 53607, CCP 337
0490-20 INVESTMENT PORTFOLIO (CITY) TREASURER
PE
V GC 34090, GC 53607, CCP 337
0490-30 INVESTMENT PORTFOLIO (CMWD) TREASURER
PE
V GC 34090, GC 53607, CCP 337
0490-40 INVESTMENT PORTFOLIO
(REDEVELOPMENT AGENCY)TREASURER PE
V GC 34090, GC 53607, CCP 337
0490-50 INVESTMENT COMMITTEE TREASURER 2 GC 34090
0490-60 INVESTMENT STATEMENTS TREASURER
PE
V GC 34090, GC 53607, CCP337
INVESTMENTS
FEE PROGRAMS
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 14 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0490-63 LOCAL AGENCY INVESTMENT FUND TREASURER
PE
V GC 34090, GC 53607, CCP 337
0490-65 INVESTMENT REPORTS, MONTH END TREASURER
PE
V GC 34090, GC 53607, CCP 337
0490-70 INVESTMENT INCOME REPORTS TREASURER
PE
V GC 34090, GC 53607, CCP 337
0490-75 REPORTS & STUDIES TREASURER PE GC 34090(d)
0490-80 POLICIES & PROCEDURES TREASURER SU+5 GC 34090, GC 40801
0500
0500-01 GENERAL INFORMATION
CITY CLERK
ENGINEERING
PLANNING
2 GC 34090
0500-02 LOT SPLITS ENGINEERING
PE
V GC 30490, ADMIN. DEC.
0500-03 LOT LINE ADJUSTMENTS ENGINEERING
PE
V GC 30490, ADMIN. DEC.
0500-04 ADJUSTMENT PLATS/BOUNDARY
ADJUSTMENTS ENGINEERING PE
V GC 30490, ADMIN. DEC.
0500-05 CERTIFICATES OF COMPLIANCE & NON-
COMPLIANCE
CITY CLERK
ENGINEERING
PE
V GC 30490, ADMIN. DEC.
0500-10 CERTIFICATES OF CORRECTION
CITY CLERK
ENGINEERING
PE
V GC 30490, ADMIN. DEC.
0500-12 NOTICES OF RESTRICTION/RELEASES
CITY CLERK
PLANNING
PE
V GC 30490, ADMIN. DEC.
0500-15 NOTICES OF VIOLATION - RELEASES
CITY CLERK
CODE ENFORCEMENT
ENGINEERING
PE
V GC 30490, ADMIN. DEC.
0500-18 FOOD CART PERMITS PLANNING PE GC 30490(a)
0500-20 CONDITIONAL USE PERMITS (CUP)
CITY CLERK
ENGINEERING
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-25 COASTAL DEVELOPMENT PERMITS (CDP)
ENGINEERING
HOUSING &
REDEVELOPMENT
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-28 CONDO PERMITS (CP)
CITY CLERK
ENGINEERING
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-30 CARLSBAD TRACTS, MAJOR
SUBDIVISIONS (CT)
CITY CLERK
ENGINEERING
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-32
PRELIMINARY REVIEW (PR)
ENCROACHMENT AGREEMENT /
EASEMENT SUPPORT DOCUMENTS
ENGINEERING 10 GC 34090, ADMIN DEC.
0500-33 HILLSIDE DEVELOPMENT PERMITS (HDP)
CITY CLERK
ENGINEERING
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-34 HABITAT MANAGEMENT PLAN PERMIT
(HMP)PLANNING PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
DEVELOPMENT/SUBDIVISIONS
0500 SERIES - COMMUNITY DEVELOPMENT/PLANNING
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 15 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0500-35 MASTER PLANS - DEVELOPMENTS (MP)
CITY CLERK
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-40 MINOR SUBDIVISIONS (MS)
CITY CLERK
ENGINEERING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-45 PLANNING COMMISSION
DETERMINATIONS (PCD)PLANNING PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-50 PLANNED DEVELOPMENTS (PD)
CITY CLERK
ENGINEERING
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-55 PLANNED DEVELOPMENT PERMITS (PDP)
CITY CLERK
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-60 GRADING PERMITS (PE)
CITY CLERK
ENGINEERING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-65 PLANNED INDUSTRIAL PERMITS (PIP)
ENGINEERING
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-67 PARCEL MAPS (PM) ENGINEERING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-70 PRECISE PLANS (PP)
CITY CLERK
ENGINEERING
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-75 PLANNED UNIT DEVELOPMENTS (PUD)
CITY CLERK
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-80 SITE DEVELOPMENT PLANS (SDP)
CITY CLERK
ENGINEERING
PLANNING
PE GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-85 SPECIFIC PLANS (SP)
CITY CLERK
ENGINEERING
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-90 SPECIAL USE PERMITS (SUP)
CITY CLERK
ENGINEERING
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-93 ADMINISTRATIVE VARIANCES (AV)
CITY CLERK
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-95 VARIANCES (V)
CITY CLERK
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0500-98 PERMITS DATABASE VARIOUS PE GC 34090, ADMIN. DEC.
0500-99 PLANTRACK DATABASE
ENGINEERING
PLANNING CL+5 GC 34090, ADMIN. DEC.
0510
0510-05 GENERAL INFORMATION
PLANNING 2 GC 34090
0510-06 PRELIMINARY REVIEW PLANNING CU+2 GC 34090
0510-10 ADMINISTRATIVE PERMITS - APPROVALS PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0510-15 ARCHITECTURAL DESIGN GUIDELINES PLANNING PE GC 34090(a)
0510-20 LANDSCAPE GUIDELINES & STANDARDS PLANNING PE GC 34090(a)
0510-21 LANDSCAPE PLANS PLANNING PE
GC 34090(a), GC 4003, GC
4004, H&S 19850
0510-25 ZONE CHANGES (ZC)
PLANNING
CITY CLERK
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0510-30 ZONE CODE AMENDMENTS (ZCA)
PLANNING
CITY CLERK
PE
V GC 34090
LAND USE/ZONING
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 16 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0510-35 LOCAL COASTAL PROGRAM (LCP)
PLANNING
CITY CLERK
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0510-36 LOCAL COASTAL PROGRAM
AMENDMENTS (LCPA)
PLANNING
CITY CLERK
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0510-40 LOCAL FACILITIES MANAGEMENT PLAN
(LFMP)
PLANNING
CITY CLERK
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0510-50 GROWTH MANAGEMENT PLAN (GMP)
PLANNING
CITY CLERK
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0510-55 AGRICULTURAL PRESERVES (AP) PLANNING PE GC 34090 / Admin. Dec.
0510-60 DAY CARE PERMITS (DC) PLANNING PE
GC 34090(a), GC 4003, GC
4004, H&S 19850
0510-65 HOSPITALS & CONVALESCENT HOMES PLANNING PE
GC 34090(a), GC 4003, GC
4004, H&S 19850
0510-67 ACCESSORY STRUCTURES PLANNING PE
GC 34090(a), GC 4003, GC
4004, H&S 19850
0510-70 SECOND DWELLING UNIT (SDU) (GRANNY
FLAT)
ENGINEERING
PLANNING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0510-75 MOBILE HOME PARKS (MHP) PLANNING PE GC 34090
0510-80 NOISE GUIDELINES PLANNING PE GC 34090
0510-83 COMPREHENSIVE LAND USE PLAN
(PALOMAR-MC CLELLAN AIRPORT)PLANNING PE GC 34090(a)
0510-85 PARKING REQUIREMENTS PLANNING SU+2 GC 34090
0510-90 REPORTS & STUDIES PLANNING 2 GC 34090(d)
0515
0515-05 GENERAL INFORMATION PLANNING CU+2 GC 34090
0515-06 SIGNS - PRELIMINARY REVIEW PLANNING CU + 2 GC 34090
0515-10 SIGN PERMITS (PS)
PLANNING
HSG & REDEV PE GC 34090
0515-15 SIGNS, TEMPORARY PLANNING PE GC 34090
0515-20 SIGNS, DIRECTIONAL PLANNING PE GC 34090
0515-25 SIGNS, CITY IDENTIFICATION PLANNING PE GC 34090
0515-30 REGULATIONS PLANNING PE GC 34090
0515-40 REPORTS & STUDIES PLANNING 2 GC 34090(d)
0520
0520-05 GENERAL INFORMATION PLANNING CU+2 GC 34090
0520-10 CALIFORNIA ENVIRONMENTAL QUALITY
ACT (CEQA) GUIDELINES PLANNING PE GC 34090, CEQA
0520-20 NEGATIVE DECLARATIONS PLANNING PE GC 34090, CEQA
0520-30 INITIAL STUDIES (ENVIRONMENTAL) PLANNING PE GC 34090, CEQA
0520-40 ENVIRONMENTAL IMPACT
ASSESSMENTS (EIA)PLANNING PE GC 34090, CEQA
ENVIRONMENTAL REVIEW
SIGNS
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 17 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0520-45 ENVIRONMENTAL IMPACT REPORTS (EIR) PLANNING PE GC 34090, CEQA
0520-50 CONSULTANTS, ENVIRONMENTAL PLANNING PE GC 34090, ADMIN. DEC.
0520-60 REPORTS & STUDIES PLANNING PE GC 34090, ADMIN. DEC.
0520-70 REGULATIONS PLANNING PE GC 34090, ADMIN. DEC.
0530
0530-05 GENERAL INFORMATION PLANNING CU+2 GC 34090
0530-10 GENERAL PLAN AND ELEMENTS
PLANNING
CITY CLERK
PE
V GC 34090
0530-15 GENERAL PLAN CONSISTENCY PLANNING
PE
V GC 34090
0530-20 GENERAL PLAN AMENDMENTS (GPA)
PLANNING
CITY CLERK
PE
V GC 34090
0530-30 REPORTS & STUDIES PLANNING PE GC 34090(d)
0530-40 REGULATIONS PLANNING PE GC 34090
0540
0540-05 GENERAL INFORMATION PLANNING CU+2 GC 34090
0540-10 CORRESPONDENCE
CHRONOLOGICAL FILES PLANNING PE GC 34090, ADMIN. DEC.
0540-20 DEMOGRAPHIC INFORMATION PLANNING PE GC 34090
0540-30 POLICIES & PROCEDURES PLANNING CU+10 GC 34090
0540-40 REPORTS & STUDIES PLANNING 10 GC 34090
0540-50 PLANNING, REGIONAL PLANNING PE GC 34090
0550
0550-05 GENERAL INFORMATION HOUSING CU+2 GC 34090
0550-10 AFFORDABLE HOUSING PROGRAMS HOUSING AU+7
24 CFR 570.502(b)(3), 85.42,
OMB CIR. A -110, #C
0550-15 AFFORDABLE HOUSING PROJECTS HOUSING AU+7
24 CFR 570.502(b)(3), 85.42,
OMB CIR. A -110, #C
0550-20 HOUSING ASSISTANCE (SECTION 8) HOUSING AU+7
24 CFR 570.502(b)(3), 85.42,
OMB CIR. A -110, #C
0550-22 FINANCIAL RECORDS (SECTION 8) HOUSING AU+7
24 CFR 570.502(b)(3), 85.42,
OMB CIR. A -110, #C
0550-23 APPLICANTS (SECTION 8) HOUSING TE+3
24 CFR 570.502(b)(3), 85.42,
OMB CIR. A -110, #C
0550-30 INCLUSIONARY HOUSING AGREEMENTS HOUSING
PE
V GC 34090
0550-35 YARDI DATABASE HOUSING PE GC 34090, ADMIN. DEC.
0550-50 POLICIES & PROCEDURES HOUSING CU+2 GC 34090, GC 40801
0550-60 REPORTS & STUDIES HOUSING 2 GC 34090(d)
GENERAL PLAN
PLANNING
HOUSING
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 18 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0560
0560-05 GENERAL INFORMATION REDEVELOPMENT CU+2 GC 34090
0560-10 MASTER PLAN (VILLAGE AREA)
REDEVELOPMENT
CITY CLERK PE GC 34090, ADMIN. DEC.
0560-20 REDEVELOPMENT REGULATIONS REDEVELOPMENT PE GC 34090(e)
0560-30 REDEVELOPMENT PERMITS (RP)
REDEVELOPMENT
CITY CLERK
ENGINEERING
PE
V
GC 34090(a), GC 4003, GC
4004, H&S 19850
0560-40 VILLAGE PARKING PROGRAM
REDEVELOPMENT
CITY CLERK PE GC 34090
0560-50 RESIDENTIAL REHABILITATION
PROGRAM
REDEVELOPMENT
CITY CLERK
PE
V GC 34090, ADMIN. DEC.
0560-60 POLICIES & PROCEDURES REDEVELOPMENT CU+2 GC 34090, GC 40801
0560-70 REPORTS & STUDIES REDEVELOPMENT 2 GC 34090(d)
0565
0565-05 GENERAL INFORMATION
HOUSING &
REDEVELOPMENT CU+2 GC 34090
0565-10 CDBG APPLICATIONS/PROPOSALS
HOUSING &
REDEVELOPMENT TE+5 GC 34090, 24 CFR 570.502, 24
CFR 85.42
0565-20 CDBG/HOME PROGRAM
HOUSING &
REDEVELOPMENT
CITY CLERK
TE+5 GC 34090, 24 CFR 570.502, 24
CFR 85.42
0565-30 SUBRECIPIENT FUNDING APPROVALS
HOUSING &
REDEVELOPMENT
CITY CLERK
TE+5 GC 34090, 24 CFR 570.502, 24
CFR 85.42
0565-40 ANNUAL PERFORMANCE REPORTS
HOUSING &
REDEVELOPMENT
CITY CLERK
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(a), GC 4003, GC
4004, H&S 19850
0570-35 BUILDING PLANS BUILDING PE
GC 34090(a), GC 4003, GC
4004, H&S 19850
0570-40 ADOPTED CODES BUILDING PE GC 34090(e)
0570-60 REPORTS & STUDIES BUILDING PE GC 34090(d), ADMIN. DEC.
0570-65 CERTIFICATES OF OCCUPANCY BUILDING PE GC 34090, ADMIN. DEC.
0570-71 INSPECTION LOGS BUILDING PE GC 34090(d), ADMIN. DEC.
0575
0575-05 GENERAL INFORMATION CODE ENFORCEMENT 2 GC 34090
0575-15 ENFORCEMENT CASE FILES CODE ENFORCEMENT PE GC 34090, ADMIN. DEC.
CODE COMPLIANCE/ENFORCEMENT
BUILDING
REDEVELOPMENT
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG)
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 19 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0575-40 REPORTS & STUDIES CODE ENFORCEMENT CU+5 GC 34090(d), ADMIN. DEC.
0580
0580-05 GENERAL INFORMATION LIBRARY CU+2 GC 34090
0580-10 HISTORIC SITE INVENTORY LIBRARY SU+2 GC 34090(d)
0580-20 HISTORIC SITES (CASE FILES) LIBRARY PE GC 34090
0590
0590-05 GENERAL INFORMATION
ECONOMIC
DEVELOPMENT CU+2 GC 34090
0590-10 ECONOMIC/FINANCIAL ANALYSES
ECONOMIC
DEVELOPMENT CU+5 GC 34090 / Admin. Dec.
0590-20 ECONOMIC REVIEW - PROJECTS
ECONOMIC
DEVELOPMENT CU+5 GC 34090 / Admin. Dec.
0590-30 EMPLOYMENT ANALYSIS INFORMATION
ECONOMIC
DEVELOPMENT CU+5 GC 34090 / Admin. Dec.
0590-40 BUSINESS PROMOTION/RETENTION
ECONOMIC
DEVELOPMENT CU+5 GC 34090 / Admin. Dec.
0590-50 NEW DEVELOPMENT CONTACTS -
INQUIRY
ECONOMIC
DEVELOPMENT CU+2 GC 34090
0590-60 TOURISM (CONVIS)
ECONOMIC
DEVELOPMENT CU+2 GC 34090
0590-65 MOBILE HOME PARK PERMITS
ECONOMIC
DEVELOPMENT CU+2 GC 34090
0590-70 REPORTS & STUDIES
ECONOMIC
DEVELOPMENT CU+2 GC 34090(d)
0600
0600-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090
0600-10 CONTRACT SERVICES CITY CLERK TE+5
CCP 337.2, CCP 343, GC
53066, BP 7042.5
0600-25 COMPLAINTS/INVESTIGATIONS (RFA's) VARIOUS CL+2 GC 34090
0600-26 REQUEST FOR ACTION (RFA) DATABASE CITY MANAGER CL+5 GC 34090, ADMIN. DEC.
0600-45 REPORTS & STUDIES PUBLIC WORKS CU+2 GC 34090(d)
0610
0610-05 GENERAL INFORMATION
FIRE
POLICE CU+2 GC 34090
0610-10 911 COMMUNICATIONS POLICE CU+5 GC 34090
0610-13 COMPUTER AIDED DISPATCH (CAD) POLICE CU+5 GC 34090
0610-14 COMPUTER AIDED DISPATCH (CAD)
DATABASE POLICE PE GC 34090, ADMIN. DEC.
0610-15 EMERGENCY PLAN FIRE
SU+2
V GC 34090
0610-20 DISASTER EVENTS FIRE
CU+5
V GC 34090
0600 SERIES - HEALTH, SAFETY & WELFARE
ANIMAL CONTROL
EMERGENCY SERVICES
HISTORIC PRESERVATION
ECONOMIC DEVELOPMENT
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 20 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0610-25 DISASTER RELIEF PROGRAMS FIRE
CU+2
V GC 34090
0610-30 CIVIL DEFENSE FIRE CU+2 GC 34090
0610-35 MUTUAL AID - INTERAGENCY
FIRE
CITY CLERK SU+2 GC 34090
0610-40 EMERGENCY/DISASTER TRAINING
(CEMAT)FIRE CU+2
V GC 34090
0610-50 REPORTS & STUDIES (CEMAT) FIRE CU+2 GC 34090(d)
0610-60 REGULATIONS FIRE CU+2 GC 34090
0610-65 EMS REPORTS FIRE 7 HIPPA 45 CFR 164.530(j)
0620
0620-05 GENERAL INFORMATION PLANNING CU+2 GC 34090
0620-10 AIR QUALITY PLANNING CU+7 CCP 338(k), GC 34090
0620-20 HAZARDOUS MATERIALS PROGRAMS FIRE SU+2 GC 34090
0620-23 HAZARDOUS MATERIALS DISPOSAL FIRE CU+10 CAL OSHA 40, CFR 122.21
0620-30 POLLUTION DISCHARGE ELIMINATION ENGINEERING PE GC 34090
0620-35 COASTAL PROTECTION - BEACH
EROSION
PLANNING
PUBLIC WORKS PE GC 34090
0620-40 WETLANDS - FLOODPLAINS ENGINEERING PE GC 34090
0620-55 OPEN SPACE PLANNING PE GC 34090
0620-60 TRAILS SYSTEM PLANNING PE GC 34090
0620-65 HABITAT MANAGEMENT PLAN (HMP) -
WILDLIFE CONSERVATION PLANNING PE GC 34090
0620-70 REGULATIONS VARIOUS PE GC 34090
0630
0630-05 GENERAL INFORMATION FIRE CU+3 GC 34090, ADMIN. DEC.
0630-10 APPARATUS & EQUIPMENT INVENTORIES FIRE CU+2 GC 34090
0630-15 APPARATUS & EQUIPMENT
SPECIFICATIONS FIRE CU+2 GC 34090
0630-20 APPARATUS & EQUIPMENT TESTS FIRE CU+2 GC 34090
0630-25 HOSE MAINTENANCE LOGS FIRE CU+2 GC 34090
0630-30 SAFETY CLOTHING & EQUIPMENT FIRE CU+2 GC 34090
0630-40 FIRE INCIDENT REPORTS FIRE CL+3 GC 34090, CCP 338, CCP 340.5
0630-45 FIRE/ARSON INVESTIGATION REPORTS
(INVOLVING DEATH)FIRE PE PC 799, CFC 104.3.2
0630-47 FIRE/ARSON INVESTIGATION REPORTS
(OTHER)FIRE CU+6 PC 799, CFC 104.3.2
ENVIRONMENTAL PROTECTION
FIRE PROTECTION/PREVENTION
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 21 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0630-53 ADOPTED FIRE CODES
FIRE
CITY CLERK PE GC 34090, CCP 340.5
0630-55 FIRE INSPECTIONS FIRE PREVENTION CL+3 UFC 103.34, CFC 104.3.4
0630-59 VIOLATION LETTERS, NOTICES (FIRE
PREVENTION)FIRE PREVENTION CL+3 UFC 103.34
0630-60 FIRE SYSTEMS - SHELL BUILDINGS FIRE PREVENTION PE
GC 34090, CFC 104.3.4, UFC
103.34, ADMIN. DEC.
0630-65
FIRE SYSTEMS - TENANT
IMPROVEMENTS (NOTE: SPECIAL
INSTRUCTIONS-SEE FIRE DEPT.)
FIRE PREVENTION PE (UNLESS
SU)GC 34090, ADMIN. DEC.
0630-70 FIRE SUPPRESSION/EXTINGUISHERS FIRE PE GC 34090, ADMIN. DEC.
0630-73 FIRE HYDRANTS FIRE PE GC 34090, ADMIN. DEC.
0630-75 SMOKE DETECTORS (NON-SINGLE
FAMILY)FIRE PE GC 34090, ADMIN. DEC.
0630-80 VEHICLES FIRE CU+2 GC 34090
0630-90 WEED ABATEMENT
FIRE
CITY CLERK CU+3 GC 34090, CFC 103.3.4,
ADMIN. DEC.
0630-95 REPORTS & STUDIES FIRE CU+3 GC 34090, ADMIN. DEC.
0640
0640-05 GENERAL INFORMATION ENGINEERING CU+2 GC 34090
0640-15 NATIONAL FLOOD INSURANCE PROGRAM ENGINEERING SU+2 GC 34090 / Admin. Dec.
0640-20 LAKES/BASINS ENGINEERING PE GC 34090
0640-25 DRAINAGE FACILITIES ENGINEERING PE GC 34090
0640-30 MASTER PLANS ENGINEERING CU+2 GC 34090
0640-35 CREEKS ENGINEERING PE GC 34090
0640-40 FLOOD ZONES ENGINEERING PE GC 34090
0640-45 FLOOD CONTROL DISTRICT ENGINEERING CU+2 GC 34090
0640-50 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090, GC 40801
0640-55 REGULATIONS ENGINEERING SU+2 GC 34090
0640-60 REPORTS & STUDIES ENGINEERING CL+2 GC 34090
0650
0650-10 FOOD ESTABLISHMENTS/HANDLERS
FINANCE
PLANNING TE+2 GC 34090
0650-20 PARAMEDIC SERVICES
FINANCE
FIRE CU+5 GC 34090
0650-30 AMBULANCE SERVICES
FINANCE
FIRE CU+5 GC 34090
0650-50 PEST CONTROL PUBLIC WORKS CU+2 GC 34090
FLOOD CONTROL
HEALTH SERVICES
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 22 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0650-53 MOSQUITO CONTROL PUBLIC WORKS CU+2 GC 34090
0650-55 VECTOR CONTROL CODE ENFORCEMENT CU+2 GC 34090
0670
0670-05 GENERAL INFORMATION POLICE CU+2 GC 34090
0670-06 BAIL SCHEDULES POLICE SU+2 GC 34090 / Admin. Dec.
0670-07 VEHICLE REPORTS POLICE CL+10 GC 12946
0670-08 TRAFFIC COLLISION REPORTS (NON-
INJURY)POLICE CL+5 GC 34090
0670-09 TRAFFIC COLLISION REPORTS
(FATALITIES)POLICE PE GC 34090, PC 832.5, EVC 1045
0670-10 INTERNAL INVESTIGATIONS POLICE CU+5
PC832.5, EVC 1045, GC12946,
PC801(C), VC 2547
0670-11 ARREST LOGS & REPORTS POLICE CU+10 GC 34090
0670-12 PATROL LOGS POLICE CU+10 GC 34090
0670-13 DAILY ACTIVITY REPORTS POLICE CU+3 GC 34090
0670-18 COURT SCHEDULES/LOGS POLICE CU+2 GC 34090
0670-20 EVIDENCE, PROPERTY FILES POLICE CU+10 GC 34090
0670-25 ASSET FORFEITURE POLICE CL+10 GC 34090
0670-30 GRANT APPLICATIONS (FEDERAL &
STATE)POLICE 5 GC 34090
0670-35 DETENTION FACILITIES (REGIONAL) POLICE 2 GC 34090
0670-40 ALARM RECORDS
POLICE
FIRE 3 GC 34090
0670-50 SECURITY SERVICES POLICE 2 GC 34090
0670-55 SPECIAL SERVICES POLICE 2 GC 34090
0670-60 TOWING SERVICES POLICE 2 GC 34090
0670-63 PARKING ENFORCEMENT/CITATIONS POLICE CU+2 GC 34090.7
0670-65 PAWN SHOP RECORDS POLICE CU+2 GC 34090
0670-70 MASSAGE LICENSES/APPEALS POLICE TE+2 GC 34090
0670-75 SPECIAL EVENTS PERMITS POLICE CL+2 GC 34090
0670-80 REPORTS & STUDIES POLICE CU+2 GC 34090(d)
0680
0680-05 GENERAL INFORMATION
HOUSING &
REDEVELOPMENT CU+2 GC 34090
0680-10 CHILD PROTECTIVE SERVICES POLICE 10 GC 34090
POLICE SERVICES
PUBLIC WELFARE
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 23 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0680-20 AMERICANS WITH DISABILITIES (ADA)
PUBLIC WORKS
FACILITIES CL+5 GC 34090
0680-40 TRAUMA INTERVENTION PROGRAM (TIP) POLICE CU+2 GC 34090
0690
0690-05 GENERAL INFORMATION SENIOR CENTER CU+2 GC 34090
0690-10 SENIOR PROGRAM SENIOR CENTER CU+2 GC 34090
0690-20 SENIOR NUTRITION PROGRAMS SENIOR CENTER CU+2 GC 34090
0690-30 SPECIAL PROGRAMS SENIOR CENTER CU+2 GC 34090
0690-40 REPORTS & STUDIES SENIOR CENTER CU+2 GC 34090(d)
0700
0700-05 GENERAL INFORMATION VARIOUS CU+2 GC 34090
0700-10 LEASES
CITY CLERK
ECONOMIC
DEVELOPMENT
PE
V
CCP 337, CCP 343, ADMIN.
DEC.
0700-15 AGREEMENTS - CONTRACTS, CITY CITY CLERK
PE
V
CCP 337, CCP 343, ADMIN.
DEC.
0700-20 AGREEMENTS - CONTRACTS FOR CMWD CITY CLERK
PE
V
CCP 337, CCP 343, ADMIN.
DEC.
0700-25
AGREEMENTS - CONTRACTS FOR
HOUSING & REDEVELOPMENT
COMMISSION
CITY CLERK PE
V
CCP 337, CCP 343, ADMIN.
DEC.
0700-26
AGREEMENTS - CONTRACTS FOR
INDUSTRIAL DEVELEOPMENT
AUTHORITY
CITY CLERK PE
V
CCP 337, CCP 343, ADMIN.
DEC.
0700-27 AGREEMENTS - CONTRACTS FOR PUBLIC
IMPROVEMENT CORP.CITY CLERK PE
V
CCP 337, CCP 343, ADMIN.
DEC.
0700-28 AGREEMENTS - CONTRACTS FOR PUBLIC
FINANCING AUTHORITY CITY CLERK PE
V
CCP 337, CCP 343, ADMIN.
DEC.
0700-29 CONSULTANT DATABASE CITY CLERK CL+2 GC 34090, ADMIN. DEC.
0700-30 LIEN AGREEMENTS - RELEASE (PUBLIC
RIGHT-OF-WAY)CITY CLERK PE
V GC 34090
0700-45 PUBLIC FACILITIES FEE AGREEMENTS -
RELEASE CITY CLERK PE
V GC 34090
0700-50 FUTURE IMPROVEMENT AGREEMENTS -
RELEASE CITY CLERK PE
V GC 34090
0700-55 HOLD HARMLESS AGREEMENTS -
RELEASE CITY CLERK PE
V GC 34090
0700-60 PROMISSORY NOTES CITY CLERK
PE
V GC 34090
0700-65 DRAINAGE FEE AGREEMENTS - RELEASE CITY CLERK
PE
V GC 34090
0700-70 GROWTH MANAGEMENT AGREEMENTS -
RELEASE CITY CLERK PE
V GC 34090
0700-75 INCREASED FEE AGREEMENTS -
RELEASE CITY CLERK PE
V GC 34090
0700-80 NEIGHBORHOOD IMPROVEMENT
AGREEMENTS - RELEASE CITY CLERK PE
V GC 34090
0700 SERIES - LEGAL/LEGISLATIVE
SENIOR SERVICES
AGREEMENTS/CONTRACTS
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 24 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0700-81 AFFORDABLE HOUSING AGREEMENTS -
RELEASE CITY CLERK PE
V GC 34090
0700-82 GROWTH MANAGEMENT IMPACT FEE
AGREEMENTS - RELEASE CITY CLERK PE
V GC 34090
0700-83 LOCAL FACILITIES MANAGEMENT ZONE
FEE AGREEMENTS - RELEASE CITY CLERK PE
V GC 34090
0700-84 PETITION & WAIVER CITY CLERK
PE
V GC 34090
0700-85 REIMBURSEMENT AGREEMENTS -
RELEASE CITY CLERK PE
V GC 34090
0700-86 JOINT USE AGREEMENTS - RELEASE CITY CLERK
PE
V GC 34090
0700-87 UNCONTROLLED STOCKPILE
AGREEMENTS - RELEASE CITY CLERK PE
V GC 34090
0700-88 RECREATIONAL VEHICLE STORAGE
FACILITY AGREEMENTS CITY CLERK PE
V GC 34090
0700-90 ENCROACHMENT AGREEMENTS CITY CLERK
PE
V GC 34090
0700-95 RECORDED AGREEMENTS, OTHER
(MISC.)CITY CLERK PE
V GC 34090
0710
0710-10 ARTICLES OF INCORPORATION -
HISTORIC CITY CLERK PE
V GC 34090, 40801
0710-20 ANNEXATIONS/REORGANIZATIONS CITY CLERK
PE
V GC 34090, 40801
0710-30 BOUNDARY ADJUSTMENTS CITY CLERK
PE
V GC 34090, 40801
0710-40 DETACHMENTS - DE-ANNEXATIONS CITY CLERK
PE
V GC 34090, 40801
0710-50 SPHERE OF INFLUENCE CITY CLERK PE GC 34090, 40801
0720
0720-05 GENERAL INFORMATION CITY CLERK PE GC 34090 / Admin. Dec.
0720-10 GENERAL MUNICIPAL ELECTIONS CITY CLERK PE GC 34090
0720-20 SPECIAL MUNICIPAL ELECTIONS CITY CLERK PE GC 34090
0720-30 NOMINATIONS PAPERS CITY CLERK PE EC 17000 / Admin.Dec.
0720-35 PETITIONS IN LIEU (FORMS) CITY CLERK CU+2 EC 17000
0720-40 VOTER REGISTRATION - OUTREACH CITY CLERK CU+2 EC 17000
0720-45 ELECTIONS DATABASE CITY CLERK PE GC 34090, ADMIN. DEC.
0720-50 POLICIES & PROCEDURES CITY CLERK SU+5 EC 17000
0720-60 ELECTION INFO (FROM REGISTRAR OF
VOTERS)CITY CLERK CU+2 GC 34090, EC 17501, EC 17301
0720-70 MAPS - PRECINCTS CITY CLERK PE GC 34090
0720-75 PROPOSITION 218 ELECTIONS CITY CLERK PE CA CONSTITUTION ART. XIII
0725
CITY INCORPORATION
ELECTIONS
INITIATIVE/RECALL/REFERENDUM
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 25 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0725-05 GENERAL INFORMATION CITY CLERK CU+5 GC 34090
0725-20 INITIATIVE PETITION (NOT OPEN TO
INSPECTION)CITY CLERK CL+.75 EC 17200, GC 6253.5
0725-30 REFERENDUM PETITION (NOT OPEN TO
INSPECTION)CITY CLERK CL+.75 EC 17200, GC 6253.5
0725-40 RECALL PETITION CITY CLERK CL+.75 EC 17400, GC 6253.5
0730
0730-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090
0730-10 BULLETINS CITY CLERK CU+2 GC 34090
0730-20 FORMS - MANUALS CITY CLERK SU+2 GC 34090
0730-25 CORRESPONDENCE (FPPC) CITY CLERK E+7 GC 81009(e)
0730-30 REGULATIONS - LEGISLATION CITY CLERK SU+2 GC 34090
0730-40 CAMPAIGN STATEMENTS (OFFICIALS
ELECTED)CITY CLERK PE GC 81009(b)
0730-41 CAMPAIGN STATEMENTS (OFFICIALS
NOT ELECTED)CITY CLERK E+7 GC 81009(b)
0730-45 CANDIDATES STATEMENTS OF
INTENTION CITY CLERK EX+5 GC 81009(b)
0730-50 STATEMENTS OF ORGANIZATION (FILED) CITY CLERK PE GC 81009(b)
0730-55 STATEMENTS OF TERMINATION (FILED) CITY CLERK PE GC 81009(b)
0735
0735-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090
0735-10 BULLETINS CITY CLERK CU+2 GC 34090
0735-20 FORMS - MANUALS CITY CLERK SU+2 GC 34090
0735-25 CORRESPONDENCE (FPPC) CITY CLERK PE GC 81009(a)
0735-30 REGULATIONS/LEGISLATION CITY CLERK SU+2 GC 34090
0735-39 STATEMENTS OF ECONOMIC INTERESTS -
CANDIDATES (NON-ELECTED)CITY CLERK E+5 GC 81009(b)
0735-40
STATEMENTS OF ECONOMIC INTERESTS
(ELECTED OFFICIALS - ELECTION
RELATED)
CITY CLERK PE GC 81009(c)
0735-42 STATEMENTS OF ECONOMIC INTERESTS
(EMPLOYEES)CITY CLERK TE+7 GC 81009(e)
0735-43 STATEMENTS OF ECONOMIC INTERESTS
(CONSULTANTS)CITY CLERK TE+7 GC 81009e)
0735-50 LOCAL CONFLICT OF INTEREST CODE &
AMENDED APPENDIX CITY CLERK PE GC 81009(d)
0740
0740-05 GENERAL INFORMATION
CITY ATTORNEY
CITY CLERK CU+2 GC 34090
0740-07 CORRESPONDENCE / REQUESTS FOR
LEGAL ADVICE (CITY ATTORNEY)CITY CLERK CU+10 GC 34090
FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS
FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS
LEGAL OPERATIONS
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 26 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0740-10 AFFIDAVITS OF POSTING CITY CLERK CU+4 GC 34090
0740-20 AFFIDAVITS OF PUBLICATION CITY CLERK CU+4
CCP 343, CCP 349, GC 911.2,
GC 3404
0740-30 OATHS OF OFFICE - ELECTED OFFICIALS CITY CLERK PE GC 34090
0740-35 OATHS OF OFFICE - EMPLOYEES HUMAN RESOURCES PE GC 34090
0740-50 LEGAL MEMOS & OPINIONS CITY ATTORNEY CU+10
GC 34090, GC 6254, ADMIN.
DEC.
0740-55 REQUESTS FOR LEGAL ADVICE VARIOUS CU+10 GC 34090
0740-60 LEGAL PROCEDURES CITY ATTORNEY SU+2 GC 34090
0740-70 CARLSBAD MUNICIPAL CODE (CMC) CITY CLERK
PE
(Unless SU)
V
GC 34090
0740-71 MUNICIPAL CODE AMENDMENTS (MCA's) CITY CLERK CU + 2 GC 34090
0745
0745-05 GENERAL INFORMATION VARIOUS CU+2 GC 34090
0745-10 CLAIMS - BY THE CITY CITY ATTORNEY
CL+5
V GC 34090
0745-20 CLAIMS AGAINST THE CITY
CITY CLERK
CITY ATTORNEY
RISK MANAGEMENT
CL+5
V GC 34090
0745-30 SUBPOENAS (OTHER THAN CASE FILES)
CITY ATTORNEY
CITY CLERK
CL+5
V GC 34090
0745-40 COURT ORDERS (OTHER THAN CASE
FILES)CITY ATTORNEY CL+5
V GC 34090
0745-50 CIVIL CASE FILES CITY ATTORNEY
CL+7
V GC 34090
0745-52 CIVIL CASE FILES (HIGH PROFILE) CITY ATTORNEY
PE
V GC 34090
0745-60 CRIMINAL CASE FILES CITY ATTORNEY
CL+7
V GC 34090
0745-70 ARBITRATION CASE FILES CITY ATTORNEY
CL+7
V GC 34090
0745-80 AMICUS PARTICIPATION CITY ATTORNEY 5 GC 34090
0750
0750-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090
0750-06 CORRESPONDENCE - PETITIONS (MISC.) CITY CLERK CU+2 GC 34090
0750-07 PUBLIC COMMENT CITY CLERK PE GC 34090, GC 40801
0750-10 AGENDAS, MEETING CITY CLERK
PE
V GC 34090, ADMIN. DEC.
0750-20 MINUTES, MEETING CITY CLERK
PE
V
GC 34090(a), GC 36814, GC
40801
0750-30 NOTICES, MEETING CITY CLERK CU+2 GC 34090.7, 54960.1(c)(1)
CLAIMS/LITIGATION
LEGISLATIVE - CITY COUNCIL
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 27 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0750-40 RESOLUTIONS CITY CLERK
PE
V GC 34090(d), GC 40801
0750-50 ORDINANCES CITY CLERK
PE
V GC 34090(d), GC 40801
0750-60 AGENDA BILLS CITY CLERK
PE
V GC 34090(d)
0750-65 CLOSED SESSION AGENDA BILLS CITY CLERK
PE
V GC 34090
0750-70 COUNCIL ASSIGNMENTS -
SUBCOMMITTEES
COUNCIL OFFICE
CITY CLERK 2 GC 34090
0750-80 COUNCIL LEGISLATIVE PROGRAM
COUNCIL OFFICE
CITY CLERK PE GC 34090, ADMIN. DEC.
0750-85 REGULATIONS, OTHER CITY CLERK PE GC 34090(d), GC 40801
0753
0753-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090
0753-10 AGENDAS, MEETING CITY CLERK PE GC 34090
0753-20 MINUTES, MEETING CITY CLERK PE GC 34090
0753-30 NOTICES, MEETING CITY CLERK CU+2 GC 34090.7, GC 54960.1 (c)(1)
0753-40 RESOLUTIONS CITY CLERK PE GC 34090(d), GC 40801
0753-50 ORDINANCES CITY CLERK PE GC 34090(d), GC 40806
0753-60 AGENDA BILLS CITY CLERK PE GC 34090(d)
0753-65 CLOSED SESSION AGENDA BILLS CITY CLERK PE GC 34090(d)
0755
0755-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090
0755-10 AGENDAS, MEETING CITY CLERK
PE
V GC 34090
0755-20 MINUTES, MEETING CITY CLERK
PE
V
GC 34090(d), GC 36814, GC
40801
0755-30 NOTICES, MEETING CITY CLERK CU+2 GC 34090.7, GC 54960.1(c)(1)
0755-40 RESOLUTIONS CITY CLERK
PE
V GC 34090(d), GC 40801
0755-50 ORDINANCES CITY CLERK
PE
V GC 34090(d), GC 40801
0755-60 AGENDA BILLS CITY CLERK
PE
V GC 34090
0755-65 CLOSED SESSION AGENDA BILLS CITY CLERK
PE
V GC 34090
0757
0757-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090
0757-10 AGENDAS, MEETING CITY CLERK
PE
V GC 34090
0757-20 MINUTES, MEETING CITY CLERK
PE
V
GC 34090(d), GC 36814, GC
40801
LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD)
LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION
LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC)
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 28 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0757-30 NOTICES, MEETING CITY CLERK CU+2 GC 34090.7, GC 54960.1(d)(1)
0757-40 RESOLUTIONS CITY CLERK
PE
V GC 34090(d), GC 40801
0757-50 ORDINANCES CITY CLERK
PE
V GC 34090(d), GC 40801
0757-60 AGENDA BILLS CITY CLERK
PE
V GC 34090
0758
0758-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090
0758-10 AGENDAS, MEETING CITY CLERK
PE
V GC 34090
0758-20 MINUTES, MEETING CITY CLERK
PE
V
GC 34090(d), GC 36814, GC
40801
0758-30 NOTICES, MEETING CITY CLERK CU+2 GC 34090.7, GC 54960.1(d)(1)
0758-40 RESOLUTIONS CITY CLERK
PE
V GC 34090(d), GC 40801
0758-50 ORDINANCES CITY CLERK
PE
V GC 34090(d), GC 40801
0758-60 AGENDA BILLS CITY CLERK
PE
V GC 34090
0759
0759-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090
0759-10 AGENDAS, MEETING CITY CLERK
PE
V GC 34090
0759-20 MINUTES, MEETING CITY CLERK
PE
V GC 34090(d), GC 36814
0759-30 NOTICES, MEETING CITY CLERK CU+2 GC 34090.7, GC 54960.1(d)(1)
0759-40 RESOLUTIONS CITY CLERK
PE
V GC 34090(a), GC 40801
0759-50 ORDINANCES CITY CLERK
PE
V GC 34090(d), GC 40806
0759-60 AGENDA BILLS CITY CLERK
PE
V GC 34090
0770
0770-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090
0770-10 APPRAISALS/NEGOTIATIONS CITY CLERK CL+2 GC 34090, GC 6254(b)
0770-20 ACQUISITIONS/MERGERS
CITY CLERK
ECONOMIC
DEVELOPMENT
PE
V GC 34090
0770-27 SURPLUS PROPERTY CITY MANAGER PE GC 34090
0770-30 EMINENT DOMAIN CITY ATTORNEY
PE
V GC 34090
0770-35 CONDEMNATIONS CITY ATTORNEY
PE
V GC 34090
0770-40 VACATIONS, ABANDONMENTS,
RELINQUISHMENTS CITY CLERK PE
V GC 34090(a)
LEGISLATIVE - PUBLIC FINANCING AUTHORITY (PFA)
LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA)
REAL PROPERTY
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 29 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0770-45 OFFERS OF DEDICATION CITY CLERK
PE
V GC 34090
0770-60 LIENS/RELEASES (MISC.)
CITY CLERK
FINANCE
PE
V GC 34090
0770-70 PROPERTY INVENTORY (CITY OWNED)
FINANCE
ECONOMIC
DEVELOPMENT
AU+4
V GC 34090
0770-75 SPECIAL DOCUMENTS (REAL
PROPERTY)FINANCE PE GC 34090
0770-80 CMWD FINANCE PE GC 34090
0770-90 HOUSING & REDEVELOPMENT
COMMISSION FINANCE PE GC 34090
0775
0775-05 GENERAL INFORMATION CITY CLERK PE GC 34090, GC 40801
0775-10 EASEMENTS & DEEDS - CITY CITY CLERK
PE
V GC 34090, GC 40801
0775-20 DEED RESTRICTIONS CITY CLERK
PE
V GC 34090, GC 40801
0775-50 REAL PROPERTY, OTHER CITY CLERK
PE
V GC 34090, GC 40801
0775-60 QUITCLAIMS CITY CLERK
PE
V GC 34090, GC 40801
0775-80 EASEMENTS & DEEDS - MUNICIPAL
WATER DISTRICT CITY CLERK PE
V GC 34090, GC 40801
0775-90 EASEMENTS & DEEDS - HOUSING &
REDEVELOPMENT COMMISSION CITY CLERK PE
V GC 34090, GC 40801
0800
0800-03 CORRESPONDENCE HUMAN RESOURCES CU+2 GC 34090
0800-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090
0800-10 EMPLOYEE AWARDS CITY MANAGER PE
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA
0800-30 EMPLOYEE NEWSLETTERS HUMAN RESOURCES CU+3 GC 34090
0800-35 EVALUATION PROGRAMS (PAY FOR
PERFORMANCE)HUMAN RESOURCES SU+3
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA
0800-45 ORGANIZATIONAL CHARTS VARIOUS
SU+3
V GC 34090
0800-50 PERSONNEL POLICIES & PROCEDURES HUMAN RESOURCES
SU+3
V
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA,
FMLA CRFA
0800-60 REPORTS & STUDIES HUMAN RESOURCES CU+3 GC 34090
0800-65 TEMPORARY STAFF DATABASE HUMAN RESOURCES CL+3 GC 34090, ADMIN. DEC.
0810
0810-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090
0810-07
IFAS - HUMAN RESOURCES MODULE
DATABASE
FINANCE
HUMAN RESOURCES TE+10 GC 34090
REAL PROPERTY - DEEDS/EASEMENTS
HUMAN RESOURCES/PERSONNEL ADMINISTRATION
EMPLOYEE RECORDS
0800 SERIES - HUMAN RESOURCES/PERSONNEL
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 30 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0810-10 FINGERPRINTING HUMAN RESOURCES TE+5
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA
0810-15 PRE-EMPLOYMENT PHYSICALS HUMAN RESOURCES TE+5
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA
0810-17 DMV PRINTOUTS, EMPLOYEES HUMAN RESOURCES SU+2 GC 34090, VC 1808.1
0810-20 I-9 FORMS - IMMIGRATION HUMAN RESOURCES TE+3
IMMIGRATION REFORM
CONTROL ACT (IRCA), Admin.
Decision.
0810-23 REQUESTS FOR LEAVE - MEDICAL HUMAN RESOURCES CL+3
GC 34090, TITLE VII, FEHA,
ADA, FLSA, FMLA, CRFA
0810-25 PART-TIME EMPLOYEES (HOURLY) HUMAN RESOURCES
TE+5
V
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA
0810-40 3/4 TIME &
FULL-TIME EMPLOYEES
HUMAN RESOURCES
POLICE
TE+ 10
V
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA,
PC 832 5 Admin dec
0810-70 WORKERS COMPENSATION CLAIMS
FILES
HUMAN RESOURCES
TRI-STAR CU+5 8 CCR 10102
0810-80
WORKERS COMPENSATION
AUTHORIZATIONS (TO USE PERSONAL
PHYSICIAN)
HUMAN RESOURCES SU+5 LC 4600, 5404, and 5410
0810-85 IOD (INJURY ON DUTY) RECORDS HUMAN RESOURCES CU+5 8 CCR 14307
0810-90 DEPARTMENT OF TRANSPORTATION
(DOT) REPORTS HUMAN RESOURCES PE 49 CFR SECTION 40.333
0820
0820-05 GENERAL INFORMATION HUMAN RESOURCES CU+5 GC 34090
0820-20 CLASSIFICATION SURVEYS HUMAN RESOURCES SU+5
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA
0820-30 CLASSIFICATION APPEALS & AUDITS HUMAN RESOURCES
CL+5
V
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA
0820-40 RECLASSIFICATIONS HUMAN RESOURCES CL+5
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA
0820-60 POLICIES & PROCEDURES HUMAN RESOURCES SU+5 GC 34090
0820-70 REPORTS & STUDIES HUMAN RESOURCES SU+5
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA
0830
0830-05 GENERAL INFORMATION HUMAN RESOURCES CU+6 GC 34090
0830-10 DEFERRED COMPENSATION HUMAN RESOURCES
PE
V GC 34090
0830-15 LEAVE CONVERSIONS FINANCE CU+6
GC 34090, FMLA, CFRA, LC
1174
0830-20 HEALTH CARE BENEFITS HUMAN RESOURCES CU+6 GC 34090, FMLA, CFRA
0830-23 FLEX SPENDING ACCOUNTS HUMAN RESOURCES CU+6
GC 34090, FMLA, CFRA, LC
1174
0830-40 RETIREMENT PLAN (PERS)
HUMAN RESOURCES
FINANCE PE GC 34090
0830-60 UNEMPLOYMENT INSURANCE
HUMAN RESOURCES
FINANCE CL+4 GC 34090, UIC 1085, 22 CCR
1085-2
0830-65 DISABILITY INSURANCE
HUMAN RESOURCES
FINANCE CL+4 GC 34090
0830-75 COBRA PROGRAM, GENERAL HUMAN RESOURCES CU+6 GC 34090
CLASSIFICATIONS/QUALIFICATIONS
SALARIES, WAGES AND BENEFITS
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 31 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0830-77 COBRA - PAYMENTS FINANCE CL+6 GC 34090
0830-80 SALARIES (CLASSIFICATION &
COMPENSATION)HUMAN RESOURCES PE
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA,
FMLA CRFA LC 1174 UIC
0830-90 REPORTS & STUDIES HUMAN RESOURCES CU+6 GC 34090
0840
0840-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090
0840-10 NEGOTIATIONS HUMAN RESOURCES
CL+3
V
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA,
FMLA CRFA
0840-15 LABOR - MANAGEMENT MINUTES,
MEETINGS HUMAN RESOURCES CL+3
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA,
FMLA CRFA
0840-20 IMPASSE PROCEDURES HUMAN RESOURCES CL+3 GC 34090
0840-30 MEMORANDA OF UNDERSTANDING
HUMAN RESOURCES
CITY CLERK
PE
V
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA,
FMLA CRFA
0840-50 GRIEVANCES - COMPLAINTS (SAFETY)
HUMAN RESOURCES
POLICE TE+5 GC 34090
0840-55 GRIEVANCES - COMPLAINTS (NON-
SAFETY)HUMAN RESOURCES TE+5 GC 34090
0850
0850-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090, Title VII, FEHA, ADA
0850-07 APPLICANT TRACKING DATABASE HUMAN RESOURCES PE GC 34090, ADMIN. DEC.
0850-10 AFFIRMATIVE ACTION - EQUAL
EMPLOYMENT OPPORTUNITY (EEO)HUMAN RESOURCES SU+3
GC 34090, TITLE VII, FEHA,
ADA
0850-15 ADVERTISING (EMPLOYMENT) HUMAN RESOURCES CL+3
GC 34090, TITLE VII, FEHA,
ADA
0850-20 EMPLOYMENT ANNOUNCEMENTS HUMAN RESOURCES CL+3
GC 34090, TITLE VII, FEHA,
ADA
0850-25 JOB APPLICATIONS/RESUMES HUMAN RESOURCES CL+3
GC 34090, TITLE VII, FEHA,
ADA
0850-35 WRITTEN EXAMINATION RECORDS HUMAN RESOURCES CL+3
GC 34090, TITLE VII, FEHA,
ADA
0850-40 ORAL EXAMINATION RECORDS HUMAN RESOURCES CL+3
GC 34090, TITLE VII, FEHA,
ADA
0850-45 PHYSICAL EXAMINATION RECORDS HUMAN RESOURCES CL+3
GC 34090, TITLE VII, FEHA,
ADA
0850-65 ELIGIBILITY LISTS HUMAN RESOURCES CL+3
GC 34090, TITLE VII, FEHA,
ADA
0850-70 COMPLAINTS - INVESTIGATIONS
(HIRING/SELECTION)
HUMAN RESOURCES
/POLICE CL+5 GC 34090, TITLE VII, FEHA,
ADA, PC832.5(b)
0850-80 ASSESSMENT CENTERS, GENERAL HUMAN RESOURCES CL+3
GC 34090, TITLE VII, FEHA,
ADA
0860
0860-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090
0860-20 EMPLOYEE DEVELOPMENT/TRAINING
HUMAN RESOURCES
VARIOUS TE+5 GC 34090, TITLE VII, FEHA,
ADA
0860-25 EMPLOYEE DEVELOPMENT/TRAINING
(SAFETY)
HUMAN RESOURCES
VARIOUS TE+5 GC 34090, TITLE VII, FEHA,
ADA, PC 832.5
0860-35 ORGANIZATIONAL DEVELOPMENT CITY MANAGER CU+3 GC 34090, TITLE VII, FEHA,
ADA
EMPLOYEE/LABOR RELATIONS
RECRUITMENT/SELECTION/REPORTS
TRAINING & EMPLOYMENT PROGRAMS
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 32 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0860-45 EDUCATIONAL TUITION
REIMBURSEMENT PROGRAM HUMAN RESOURCES CL+3
GC 34090, TITLE VII, FEHA,
ADA
0860-60 POLICE OFFICERS STANDARDS &
TRAINING (POST)POLICE TE+5
GC 34090, TITLE VII, FEHA,
ADA, PC 832.5
0860-70 TRAINING & TRAVEL REQUESTS FINANCE CL+5
GC 34090, TITLE VII, FEHA,
ADA
0860-80 VOLUNTEER PROGRAMS CITY MANAGER CL+3
GC 34090, TITLE VII, FEHA,
ADA
0900
0900-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090
0900-10 CUSTODIAL SERVICES PUBLIC WORKS CU+2 GC 34090(d)
0900-15 PUBLIC FACILITIES MAINTENANCE PUBLIC WORKS CU+2 GC 34090(d)
0900-20 PUBLIC GROUNDS MAINTENANCE PUBLIC WORKS CU+2 GC 34090(d)
0900-30 GRAFFITI - VANDALISM OF PUBLIC
BUILDINGS PUBLIC WORKS CU+2 GC 34090(d)
0900-40 FACILITIES USE APPLICATIONS RECREATION CU+2 GC 34090(d)
0900-43 FACILITIES USE PERMITS/INSURANCE
BINDERS RECREATION CL+2 GC34090
0900-50 REGULATIONS PUBLIC WORKS PE GC 34090(d), GC40806
0900-60 POLICIES & PROCEDURES PUBLIC WORKS SU+5 GC 34090(d)
0900-65 REPORTS & STUDIES PUBLIC WORKS CU+2 GC 34090
0900-70 WORK ORDERS PUBLIC WORKS CU+2 GC 34090
0900-75 FACILITIES WORK ORDER DATABASE
(MAINTSTAR)PUBLIC WORKS 20 GC 34090, ADMIN. DEC.
0900-76 HANSEN WORK ORDER DATABASE PUBLIC WORKS CL+10 GC 34090, ADMIN. DEC.
0910
0910-05 GENERAL INFORMATION (MAINTENANCE
& OPERATIONS)
PW - MAINTENANCE &
OPERATIONS CU+2 GC 34090(d)
0910-10 CITY HALL - CIVIC CENTER
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-20 FARADAY BUILDING
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-30 MAINTENANCE YARD (405 OAK)
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-35 SENIOR CENTER
PW - MAINTENANCE &
OPERATIONS
/RECREATION
PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-40 KRUGER HOUSE
PW - MAINTENANCE &
OPERATIONS
/RECREATION
PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-43 HERITAGE HALL
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
GENERAL ADMINISTRATION
MUNICIPAL FACILITIES
0900 SERIES - PUBLIC FACILITIES AND GROUNDS
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 33 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0910-45 SCOUT HOUSE
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-50 SAFETY CENTER
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-53 FLEET MAINTENANCE YARD
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-60 HOUSING & REDEVELOPMENT OFFICE
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-70 CMWD OFFICE (MUNICIPAL WATER
DISTRICT)
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-75 SWIM COMPLEX
PW - MAINTENANCE &
OPERATIONS
/RECREATION
PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-81 FIRE STATION #1
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-82 FIRE STATION #2
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-83 FIRE STATION #3
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-84 FIRE STATION #4
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-85 FIRE STATION #5
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-86 FIRE STATION #6
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-91 COLE LIBRARY
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-92 CARLSBAD CITY LIBRARY (DOVE)
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-93 LAS PALMAS BUILDING
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-94 ADULT LEARNING CENTER
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-95 CENTRO DE INFORMACION
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0910-96 ARTS OFFICE
PW - MAINTENANCE &
OPERATIONS PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0930
0930-05 GENERAL INFORMATION (MAINTENANCE
& OPERATIONS)
PW - GENERAL
SERVICES
RECREATION
CU+2 GC 34090
0930-06 PARK SITE INFORMATION (Alpha by park)
PW - GENERAL
SERVICES
RECREATION
PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0930-85 MUNICIPAL GOLF COURSE
PW - GENERAL
SERVICES
RECREATION
PE 2.083110; GC 34090(a), GC
4004, H&S 19850
0930-90 PLAYGROUND INSPECTIONS PW - PARKS 5 GC 34090
0930-95 STATE PARKS
PW - GENERAL
SERVICES
RECREATION
2 GC 34090
0930-99 PARK PLANNING
PW - GENERAL
SERVICES
RECREATION
2 GC 34090
PARKS & OPEN SPACE
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 34 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
0940
0940-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090
0940-20 OPERATIONS - MAINTENANCE
(RESERVOIRS, ETC.)PUBLIC WORKS CU+2 GC 34090
0940-30 RESERVOIRS PUBLIC WORKS PE GC 34090
0940-40 PUMP STATIONS PUBLIC WORKS PE GC 34090
0940-50 CONSTRUCTION - CIP (RESERVOIRS,
ETC.)PUBLIC WORKS PE GC 34090
0940-70 REPORTS & STUDIES PUBLIC WORKS CL+2 GC 34090
1000
1000-05 GENERAL INFORMATION PW - ENGINEERING CU+2 GC 34090
1000-15 MONUMENTS PW - ENGINEERING PE GC 34090
1000-20 PAVING PERMITS PW - ENGINEERING PE GC 34090
1000-25 IMPROVEMENT, GRADING, & DRAINAGE
PLANS PW - ENGINEERING PE GC 34090
1000-30 GRADING PERMITS PW - ENGINEERING PE GC 34090
1000-35 DRAINAGE BASIN REPORTS PW - ENGINEERING PE
GC 34090, GC 4003, GC 4004,
H&S 19850
1000-37 DRAINAGE & EROSION PW - ENGINEERING PE GC 34090
1000-40 STANDARDS (ENGINEERING) PW - ENGINEERING SU+10 GC 34090 / Admin. Dec.
1000-45 ENGINEERING PLANS PW - ENGINEERING PE GC 34090
1000-47 RIGHT-OF-WAY PERMITS PW - ENGINEERING PE 40 CFR 122.28
1000-50 SURVEY PROJECTS & MAPS PW - ENGINEERING PE GC 34090
1000-55 POLICIES & PROCEDURES PW - ENGINEERING PE GC 34090
1000-60 REGULATIONS (ENGINEERING) PW - ENGINEERING SU+2 GC 34090
1000-65 SOILS & HYDROLOGY REPORTS PW - ENGINEERING PE GC34090(d)
1000-70 REPORTS & STUDIES, GENERAL PW - ENGINEERING 20 GC 34090
1000-75 HAUL ROUTE PERMITS
PW - ENGINEERING
INSPECTION CL + 2 GC34090(d)
1000-76 INSPECTION REQUESTS
PW - ENGINEERING
INSPECTION CL+2 GC 34090
1000-77 INSPECTION LOGS
PW - ENGINEERING
INSPECTION CL+2 GC 34090(d)
1000-80 MICROFICHE INDEX PW - ENGINEERING PE GC 34090 / Admin. Dec.
1005
CITY RESERVOIRS/PUMP STATIONS
ENGINEERING
GEOGRAPHIC INFORMATION SYSTEMS (GIS)
1000 SERIES - PUBLIC WORKS/ENGINEERING
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 35 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1005-05 BASE MAPS
GIS
PUBLIC WORKS PE GC 34090, H&S 19850, GC
34090.7
1010
1010-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 / Admin. Dec.
1010-20 STATE ROUTE 78 PUBLIC WORKS PE GC 34090 / Admin. Dec.
1010-25 INTERSTATE 5 PUBLIC WORKS PE GC 34090 / Admin. Dec.
1010-30 TRUCK ROUTES & ACCESS PUBLIC WORKS SU+2 GC 34090, GC 4003, GC 4004
1010-40 REPORTS & STUDIES PUBLIC WORKS 5 GC 34090 / Admin. Dec.
1020
1020-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090
1020-20 PROJECT FILES PUBLIC WORKS PE GC 34090
1020-30 BRIDGE INSPECTIONS PUBLIC WORKS PE GC 34090
1020-40 BRIDGE SPECIFICATIONS PUBLIC WORKS PE GC 34090
1020-50 OVERPASSES PUBLIC WORKS PE GC 34090, GC 4003, GC 4004
1020-60 REPORTS & STUDIES PUBLIC WORKS PE GC 34090 / Admin. Dec.
1025
1025-05 GENERAL INFORMATION PW - FLEET CU+2 GC 34090
1025-10 MAINTENANCE RECORDS/
REPAIR ORDERS PW - FLEET CL+2 GC 34090
1025-20 VEHICLE SPECIFICATIONS PW - FLEET SU+2 GC 34090
1025-30 VEHICLE FILES PW - FLEET TE+2 GC 34090
1025-40 FUEL MONITORING PW - FLEET CU+2 GC 34090
1025-45 FLEET WORK ORDER DATABASE
(MAINTSTAR)PW - FLEET 20 GC 34090, ADMIN. DEC.
1025-50 POLICIES & PROCEDURES PW - FLEET CU+2 GC 34090
1025-60 REPORTS & STUDIES PW - FLEET CU+5 GC 34090
1030
1030-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090
1030-10 CAPITAL PROJECTS PUBLIC WORKS PE GC 34090
1030-20 STREET ALIGNMENTS/WIDENING PUBLIC WORKS PE GC 34090
1030-40 STREET NAMES PUBLIC WORKS PE GC 34090
1030-45 STREET NAME CHANGES (SNC) PUBLIC WORKS PE GC 34090
HIGHWAYS & THOROUGHFARES
BRIDGES
FLEET MAINTENANCE
STREETS - ADMINISTRATION
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 36 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1030-50 POLICIES & PROCEDURES PUBLIC WORKS CU+10 GC 34090
1030-56 STANDARDS PUBLIC WORKS SU+10 GC 34090
1030-60 REPORTS & STUDIES PUBLIC WORKS CU+10 GC 34090
1035
1035-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090
1035-07 COMPLAINTS PUBLIC WORKS CL+2 GC 34090
1035-10 MAINTENANCE/IMPROVEMENTS PUBLIC WORKS CL+2 GC 34090
1035-13 PAVEMENT - OVERLAY PUBLIC WORKS CL+2 GC 34090
1035-14 PAVEMENT MANAGEMENT DATABASE PUBLIC WORKS PE GC 34090, ADMIN. DEC.
1035-15 DAILY WORK ORDERS & LOGS PUBLIC WORKS CU+5 GC 34090
1035-17 DAMAGE & INCIDENT REPORTS PUBLIC WORKS CL+5 GC 34090
1035-20 BIKE LANES PUBLIC WORKS PE GC 34090
1035-23 CROSSWALKS PUBLIC WORKS PE GC 34090
1035-25 HANDICAPPED RAMPS PUBLIC WORKS PE GC 34090
1035-30 SIDEWALKS PUBLIC WORKS PE GC 34090
1035-33 CURBS & GUTTERS PUBLIC WORKS PE GC 34090
1035-35 STREET LIGHTS PUBLIC WORKS PE GC 34090
1035-37 LIGHTING & LANDSCAPING DISTRICTS PUBLIC WORKS TE+2 GC 34090, GC 4003, GC 4004
1035-39 MEDIANS & ISLANDS PUBLIC WORKS PE GC 34090, GC 4003, GC 4004
1035-40 LANDSCAPING PUBLIC WORKS CU+2 GC 34090, GC 4003, GC 4004
1035-45 TREE PLANTING, TRIMMING, OR
REMOVAL PUBLIC WORKS CU+5 GC 34090, GC 4003, GC 4004
1035-50 POLICIES & PROCEDURES PUBLIC WORKS SU+5 GC 34090, GC 4003, GC 4004
1035-60 STREET CLOSURES PUBLIC WORKS PE GC 34090, GC 4003, GC 4004
1035-65 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090, GC 4003, GC 4004
1040
1040-05 GENERAL INFORMATION
PW - TRAFFIC
ENGINEERING CU+5 GC 34090
1040-07 REQUESTS/COMPLAINTS
PW - TRAFFIC
ENGINEERING CL+5 GC 34090
1040-20 CIRCULATION
PW - TRAFFIC
ENGINEERING SU+5 GC 34090
1040-25 SPEED ZONING
PW - TRAFFIC
ENGINEERING SU+5 GC 34090
STREETS - MAINTENANCE
TRAFFIC ENGINEERING
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 37 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1040-27 TRAFFIC COUNTS (ADT)
PW - TRAFFIC
ENGINEERING SU+5 GC 34090
1040-30 PEDESTRIAN SAFETY
PW - TRAFFIC
ENGINEERING SU+5 GC 34090
1040-35 TRAFFIC SCHEDULES
PW - TRAFFIC
ENGINEERING SU+5 GC 34090
1040-40 TRAFFIC IMPACT FEES/MITIGATION
PW - TRAFFIC
ENGINEERING SU+5 GC 34090
1040-45 TRAFFIC WARRANTS
PW - TRAFFIC
ENGINEERING EX+5 GC 34090
1040-50 TRAFFIC SIGNS
PW - TRAFFIC
ENGINEERING/
STREETS
EX+5 GC 34090
1040-55 SIGNAL PROJECTS
PW - TRAFFIC
ENGINEERING EX+5 GC 34090
1040-58 SIGNAL MAINTENANCE PW - STREETS
PE
V GC 34090, Admin Dec.
1040-60 REGULATIONS (TRAFFIC)
PW - TRAFFIC
ENGINEERING SU+5 GC 34090
1040-65 STATISTICS
PW - TRAFFIC
ENGINEERING CU+5 GC 34090
1040-70 REPORTS & STUDIES
PW - TRAFFIC
ENGINEERING CU+5 GC 34090
1040-80 SURVEYS (TRAFFIC)
PW - TRAFFIC
ENGINEERING SU+5 GC 34090
1050
1050-05 GENERAL INFORMATION PUBLIC WORKS CU+5 GC 34090
1050-10 REQUESTS/COMPLAINTS PUBLIC WORKS CL+5 GC 34090
1050-20 NO PARKING ZONES - ON STREET PUBLIC WORKS SU+5 GC 34090
1050-30 NO PARKING ZONES - OFF STREET PUBLIC WORKS SU+5 GC 34090
1050-40 PARKING FACILITIES, CITY PUBLIC WORKS 5 GC 34090
1050-45 PARKING PERMITS ENGINEERING CL+5 GC 34090
1050-50 TEMPORARY CONTROLS PUBLIC WORKS EX+5 GC 34090
1050-55 PARKING LOTS
ENGINEERING
CITY CLERK CU+5 GC 34090
1050-60 PARKING REGULATIONS
ENGINEERING
CITY CLERK PE GC 34090
1050-70 STATISTICS PUBLIC WORKS 5 GC 34090
1050-75 PARKING DISTRICTS PUBLIC WORKS TE+5 GC 34090
1050-80 REPORTS & STUDIES ENGINEERING CU+5 GC 34090
1055
1055-05 GENERAL INFORMATION PUBLIC WORKS CU+5 GC 34090
1055-10 VILLAGE TRANSIT STATION PUBLIC WORKS PE GC 34090
1055-15 POINSETTIA TRANSIT STATION PUBLIC WORKS PE GC 34090
PARKING
TRANSPORTATION
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 38 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1055-20 AIR TRANSPORTATION PUBLIC WORKS CU+5 GC 34090
1055-25 BUS TRANSPORTATION PUBLIC WORKS CU+5 GC 34090
1055-28 LIGHT RAIL (COASTER) PUBLIC WORKS CU+5 GC 34090
1055-30 RAILROADS PUBLIC WORKS CU+5 GC 34090
1055-35 TAXI OPERATIONS PUBLIC WORKS CU+5 GC 34090
1055-40 SHUTTLE SERVICES PUBLIC WORKS CU+5 GC 34090
1055-50 TRANSPORTATION PLANNING PUBLIC WORKS CU+5 GC 34090
1055-55 PEAK HOUR TRAFFIC MANAGEMENT PUBLIC WORKS CU+5 GC 34090
1055-60 TRANSPORTATION DEVELOPMENT ACT
(TDA)PUBLIC WORKS CU+5 GC 34090
1055-61 FEDERAL AID URBAN (FAU) PUBLIC WORKS CU+5 GC 34090
1055-62 STATE & LOCAL TRANSPORTATION
PARTNERSHIP PROGRAM (SLTPP)PUBLIC WORKS CU+5 GC 34090
1055-63 TRANSPORTATION IMPROVEMENT
PROGRAM (TIP)PUBLIC WORKS CU+5 GC 34090
1055-65
INTERMODAL SURFACE
TRANSPORTATION EFFIEIENCY ACT
(ISTEA)
PUBLIC WORKS CU+5 GC 34090
1055-70 TRANSPORTATION PROGRAMS PUBLIC WORKS CU+5 GC 34090
1055-75 TRANSPORTATION SURVEYS PUBLIC WORKS CU+5 GC 34090
1055-80 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090
1055-85 REGULATIONS PUBLIC WORKS CU+5 GC 34090
1055-90 REGIONAL TRANSPORTATION PUBLIC WORKS CU+5 GC 34090
1060
1060-05 GENERAL INFORMATION PUBLIC WORKS PE GC 34090
1060-10 CAPITAL PROJECTS (PUBLIC WORKS) PUBLIC WORKS
PE
V
2.083110, GC 34090(a), GC
4004, H&S 19850
1060-30 REGULATIONS (PUBLIC WORKS) PUBLIC WORKS PE GC 34090
1060-35 STANDARDS (PUBLIC WORKS) PUBLIC WORKS PE GC 34090
1060-40 REPORTS & STUDIES PUBLIC WORKS PE GC 34090
1065
1065-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090
1065-20 MAINTENANCE DISTRICT FORMATION PUBLIC WORKS PE GC 34090
1065-25 MAINTENANCE DISTRICT ANNEXATIONS PUBLIC WORKS PE GC 34090
1065-40 UNDERGROUND UTILITY ASSESMENT
DISTRICTS (UUAD)
PUBLIC WORKS
CITY CLERK PE GC 34090
PUBLIC WORKS - CAPITAL IMPROVEMENTS
SPECIAL IMPROVEMENT DISTRICTS
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 39 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1070
1070-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090
1070-30 REFUSE COLLECTION PUBLIC WORKS CU+5 GC 34090
1070-40 FINANCIAL STUDIES & REPORTS (TRASH) PUBLIC WORKS CU+10 GC 34090
1070-50 HOUSEHOLD HAZARDOUS WASTE PUBLIC WORKS SU+2 GC 34090
1070-60 RECYCLING PROGRAMS PUBLIC WORKS SU+5 GC 34090
1070-70 MASTER PLANS PUBLIC WORKS SU+2 GC 34090
1070-80 REGULATIONS PUBLIC WORKS SU+2 GC 34090
1070-90 TRANSFER STATION PUBLIC WORKS PE GC 34090
1100
1100-05 GENERAL INFORMATION CULTURAL ARTS CU+2 GC 34090
1100-15 PERFORMING ARTS CULTURAL ARTS CL+2 GC 34090
1100-20 PUBLIC ART CULTURAL ARTS CL+2 GC 34090
1100-30 ACQUISITIONS
FUNDRAISING CULTURAL ARTS PE GC 34090
1100-40 ARTS & CULTURAL PROGRAMS CULTURAL ARTS SU+5 GC 34090
1100-50 VOLUNTEERS - ADVISORY GROUPS CULTURAL ARTS CU+5 GC 34090
1100-60 REPORTS & STUDIES CULTURAL ARTS CU+5 GC 34090
1120
1120-05 GENERAL INFORMATION LIBRARY CU+2 GC 34090
1120-10 ADMINISTRATION LIBRARY CU+2 GC 34090
1120-18 FINES - LATE FEES LIBRARY CL+5 GC 34090
1120-20 COLLECTION DEVELOPMENT PLAN LIBRARY PE GC 34090
1120-23 MATERIALS SELECTION LIBRARY SU+10 GC 34090, ADMIN. DEC.
1120-25 CALIFORNIA STATE LIBRARY LIBRARY CU+10 GC 34090
1120-53 ADULT LEARNING SERVICE LIBRARY CU+20 GC 34090
1120-56 MEDIA SERVICES LIBRARY CU+20 GC 34090
1120-80 REPORTS & STUDIES LIBRARY CU+10 GC 34090
1130
SOLID WASTE MANAGEMENT
CULTURAL ARTS
LIBRARY SERVICES
1100 SERIES - CULTURAL ARTS, LIBRARY & RECREATION
RECREATION
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 40 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1130-05 GENERAL INFORMATION RECREATION CU+2 GC 34090
1130-07 REQUESTS - COMPLAINTS RECREATION CL+2 GC 34090
1130-15 INJURY - INCIDENT REPORTS RECREATION CL+2 GC 34090
1130-20 SPECIAL EVENTS RECREATION CL+2 GC 34090
1130-30 ADULT SPORTS RECREATION CL+2 GC 34090
1130-40 YOUTH SPORTS RECREATION CL+2 GC 34090
1130-50 RECREATION CLASSES RECREATION CL+2 GC 34090
1130-53 DAY TRIPPERS SENIOR CENTER CL + 2 GC 34090
1130-55 CLASS REGISTRATIONS RECREATION CL+2 GC 34090
1130-60 LAGOON PERMITS RECREATION CL+2 GC 34090
1130-61 BOAT PERMIT DATABASE RECREATION CU+2 GC 34090, ADMIN. DEC.
1130-65 LAGOON PATROL POLICE CL+2 GC 34090
1130-70 REGULATIONS RECREATION CL+2 GC 34090
1130-80 REPORTS & STUDIES RECREATION CU+2 GC 34090
1200
1200-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090
1200-15 CORRESPONDENCE - CUSTOMER
CONCERNS
FINANCE
PUBLIC WORKS CL+2 GC 34090
1200-20 RATES - FEES
FINANCE
PUBLIC WORKS PE GC 34090
1200-23 METER READ REPORTS PUBLIC WORKS CU+2 GC 34090
1200-25 WATER SYSTEM MAINTENANCE PUBLIC WORKS
CU+5
V GC 34090
1200-35 CONNECTIONS FINANCE PE GC 34090
1200-40 POLICIES & PROCEDURES PUBLIC WORKS 15 GC 34090
1200-43 SUSSEX WORK ORDER DATABASE -
WATER PUBLIC WORKS CL+10 GC 34090, ADMIN. DEC
1200-45 REGULATIONS PUBLIC WORKS SU+15 GC 34090
1200-50 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090
1210
1210-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090
1210-20 CONSERVATION PUBLIC WORKS CU+10 GC 34090
WATER RESOURCES
1200 SERIES - UTILITIES
WATER SERVICES/BILLING
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 41 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1210-25 WATER SOURCES (SUPPLY) PUBLIC WORKS CU+15 GC 34090
1210-30 WATER QUALITY PUBLIC WORKS CU+15 GC 34090
1210-35 TEST REPORTS (WATER) PUBLIC WORKS CU+12 GC 34090
1210-40 MASTER PLAN PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1210-45 DAMS PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1210-47 WATER LINES PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1210-50 CAPITAL PROJECTS CONSTRUCTION
(WATER)PUBLIC WORKS PE
V
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1210-60 WATER RIGHTS PUBLIC WORKS
PE
V
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1210-65 WELLS PUBLIC WORKS
PE
V
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1210-70 WATER USAGE PUBLIC WORKS PE GC 34090, GC 4003, GC 4004
1210-75 AGRICULTURAL WATER USE PUBLIC WORKS PE GC 34090, GC 4003, GC 4004
1210-80 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090
1210-85 REGULATIONS PUBLIC WORKS SU+15 GC 34090
1230
1230-05 GENERAL INFORMATION PUBLIC WORKS CU+5
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1230-10 MASTER PLAN (WASTE WATER) PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1230-15 CAPITAL CONSTRUCTION (SEWER
LINES/MAINS)PUBLIC WORKS PE
V GC 34090
1230-20 SEWER CONNECTIONS PUBLIC WORKS PE GC 34090
1230-25 EMERGENCIES PUBLIC WORKS PE GC 34090
1230-30 RATES - FEES PUBLIC WORKS PE GC 34090
1230-40 INDUSTRIAL WASTE PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1230-45 SLUDGE AND SOLIDS PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1230-50 OUTFALL PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1230-55 SEWER SYSTEMS MAINTENANCE PUBLIC WORKS
PE
V
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1230-65 SEWER PERMITS PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1230-70 TEST REPORTS PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1230-72 SPECIAL STUDIES/REPORTS PUBLIC WORKS CL+5 GC 34090
1230-75 WASTEWATER SERVICE/INSTALLATION PUBLIC WORKS CU+5
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1230-80 WATER RECLAMATION (RECLAIMED
WATER)PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
WASTEWATER MANAGEMENT
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 42 of 43
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF
RECORD RETENTION LEGAL
CITATION
1230-85 REGULATIONS PUBLIC WORKS SU+5 GC 34090
1240
1240-05 GENERAL INFORMATION PUBLIC WORKS CU+5
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1240-10 MASTER PLANS PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1240-20 STORM DRAINS PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1240-30 STORM WATER PROTECTION PROGRAM PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1240-40 REGULATIONS PUBLIC WORKS SU+5 GC 34090
1240-50 REPORTS & STUDIES PUBLIC WORKS CL+5 GC 34090
1250
1250-05 GENERAL INFORMATION
INFORMATION
TECHNOLOGY CU+2 GC 34090
1250-10 RATES
INFORMATION
TECHNOLOGY SU+2 GC 34090
1250-30 CITY PHONE SYSTEM MAINTENANCE
INFORMATION
TECHNOLOGY CU+2 GC 34090
1250-40 REGULATIONS
INFORMATION
TECHNOLOGY SU+5 GC 34090
1250-50 REPORTS & STUDIES
INFORMATION
TECHNOLOGY CU+5 GC 34090
1260
1260-05 GENERAL INFORMATION PUBLIC WORKS CU+5 GC 34090
1260-10 RATES
PUBLIC WORKS
CITY CLERK SU+2 GC 34090
1260-30 UNDERGROUNDING (UTILITY) PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1260-40 PLANT FACILITIES (UTILITY) PUBLIC WORKS PE
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1260-50 REGULATIONS PUBLIC WORKS SU+2
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
1260-60 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090
STORM WATER
TELEPHONE & COMMUNICATIONS
GAS & ELECTRICITY
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 43 of 43
Revised 5/10/2005