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HomeMy WebLinkAbout; ; Records Retention Schedule; 2003-03-31CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0130-30 RECORDS INVENTORIES Records Management GC 34090 CU+2 CU+2 0130-35 MICROFICHE INDEX Records Management GC 34090 CU+2 CU+2 0130-40 STORED RECORDS INDEX Records Management GC 34090 CU+2 CU+2 0130-50 PUBLIC RECORDS REQUESTS City Clerk/Various GC 34090 CL+2 CL+2 0140 DOCUMENT MANAGEMENT SYSTEM 0140-05 GENERAL INFORMATION Records Management GC 34090 CU+2 CU+2 0140-10 POLICIES & PROCEDURES Records Management GC 34090 SU+5 SU+5 0140-15 DMS TRAINING INFORMATION/MATERIALS Records Management GC 34090 SU+2 SU+2 0150 INFORMATION SYSTEMS 0150-05 GENERAL INFORMATION Information Systems GC 34090 CU+2 CU+2 0150-15 POLICIES & PROCEDURES Information Systems GC 34090 SU+2 SU+2 0150-20 TRAINING INFORMATION/MATERIALS Information Systems GC 34090 SU+2 SU+2 0200 SERIES AGENCIES/ORGANIZATIONS 0200 LOCAL ORGANIZATIONS 0200-05 CHAMBER OF COMMERCE City Manager GC 34090 CU+2 CU+2 0200-10 CCVB (CARLSBAD CONVENTION & VISITORS BUREAU)City Manager GC 34090 CU+2 CU+2 0200-15 CEEC (CARLSBAD ECONOMIC ENHANCEMENT COUNCIL)City Manager GC 34090 CU+2 CU+2 0200-20 ARTS ASSOCIATES City Manager GC 34090 CU+2 CU+2 0200-25 FRIENDS OF THE LIBRARY Library GC 34090 CU+2 CU+2 0200-30 CABLE TELEVISION FOUNDATION City Manager GC 34090 CU+2 CU+2 0200-40 CARLSBAD BOYS & GIRLS CLUB Various GC 34090 CU+2 CU+2 0200-50 NON-PROFIT ORGANIZATIONS (GENERAL)City Manager GC 34090 CU+2 CU+2 0210 EMPLOYEE ORGANIZATIONS 0210-05 CCEA (CARLSBAD CITY EMPLOYEES ASSOCIATION)Human Resources GC 34090 PE PE 0210-10 CFA (CARLSBAD FIRE ASSOCIATION)Human Resources GC 34090 PE PE 0210-15 CPOA (CARLSBAD POLICE OFFICERS ASSOCIATION)Human Resources GC 34090 PE PE 0220 OTHER ORGANIZATIONS 0220-05 LEAGUE OF CALIFORNIA CITIES City Manager GC 34090 CU+2 CU+2 0220-10 NATIONAL LEAGUE OF CITIES City Manager GC 34090 CU+2 CU+2 0220-15 SERRA COOPERATIVE LIBRARY SYSTEM Library GC 34090 CU+2 CU+2 0230 GOVERNMENT/REGULATORY AGENCIES (Selected) 0230-05 CITIES, OTHER Various GC 34090 CU+5 CU+5 0230-06 AIR POLLUTION CONTROL DISTRICT Various GC 34090 CU+5 CU+5 0230-10 SAN DIEGO COUNTY, GOVT.Various GC 34090 CU+5 CU+5 0230-12 CALIFORNIA COASTAL COMMISSION Various GC 34090 CU+5 CU+5 0230-15 CALTRANS Various GC 34090/Admin.Dec.CU+5 CU+5 0230-20 GRAND JURY, COUNTY Various GC 34090 CU+5 CU+5 0230-25 LAFCO (LOCAL AGENCY FORMATION COMMISSION)Various GC 34090 CU+5 CU+5 0230-30 SANDAG (SAN DIEGO ASSOCIATION OF GOVERNMENTS)Various GC 34090 CU+5 CU+5 0230-40 NCTD (NORTH COUNTY TRANSIT DISTRICT)Various GC 34090 CU+5 CU+5 0230-50 ENCINA WATER POLLUTION CONTROL FACILITY (EWPCF)Various GC 34090 CU+5 CU+5 0230-52 LEUCADIA COUNTY WATER DISTRICT Various GC 34090 CU+5 CU+5 0230-55 METROPOLITAN WATER DISTRICT (MWD)Various GC 34090 CU+5 CU+5 0230-57 SAN DIEGO COUNTY WATER AUTHORITY Various GC 34090 CU+5 CU+5 0230-59 VALLECITOS WATER DISTRICT Various GC 34090 CU+5 CU+5 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 2 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0230-60 ABC (ALCOHOLIC BEVERAGE CONTROL, STATE)Various GC 34090 CU+5 CU+5 0230-70 PUC (PUBLIC UTILITIES COMMISSION)Various GC 34090 CU+5 CU+5 0230-80 STATE AGENCIES, GENERAL Various GC 34090 CU+5 CU+5 0230-85 F.E.M.A. (FEDERAL EMERGENCY MANAGEMENT AGENCY)Various GC 34090 CU+5 CU+5 0230-90 FEDERAL AGENCIES Various GC 34090 CU+5 CU+5 0240 SCHOOL DISTRICTS (Education) 0240-10 CARLSBAD UNIFIED City Clerk GC 34090/Admin. Dec. 2 2 0240-20 ENCINITAS UNION City Clerk GC 34090/Admin. Dec.2 2 0240-30 SAN DIEGUITO UNION City Clerk GC 34090/Admin. Dec.2 2 0240-40 SAN MARCOS UNIFIED City Clerk GC 34090 / Admin. Dec.2 2 0240-50 COLLEGES, STATE Various GC 34090/Admin. Dec.2 2 0300 SERIES CITY BOARDS, COMMISSIONS, COMMITTEES 0300 CITY BOARDS, COMMISSIONS, COMMITTEES 0300-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2 0300-10 BROCHURES/APPLICATION FORMS City Clerk GC 34090 CU+2 CU+2 0300-20 LIST OF VACANCIES (ANNUAL)City Clerk GC 34090 CU+2 CU+2 0300-30 APPOINTEES, LIST OF City Clerk GC 34090 CU+2 CU+2 0305 AD HOC BOARDS, COMMISSIONS, COMMITTEES 0305-05 GENERAL INFORMATION Various GC 34090 CU+2 CU+2 0305-40 AGENDAS, MEETING Various GC 34090 CU+2 CU+2 0305-50 MINUTES, MEETING Various GC 34090 CU+2 CU+2 0305-50 NOTICES, MEETNG Various GC 34090 CU+2 CU+2 0310 ARTS COMMISSION 0310-05 GENERAL INFORMATION Arts GC 34090 CU+2 CU+2 0310-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5 0310-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2 0310-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2 0310-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2 0310-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2 0310-40 AGENDAS, MEETING Arts GC 34090 V CU+2 CU+2 0310-45 MINUTES, MEETING Arts GC 34090(e)V PE PE 0310-50 NOTICES, MEETING Arts GC 34090.7 CU+2 CU+2 0310-55 RESOLUTIONS Arts GC 34090(e)V PE PE 0310-60 STAFF REPORTS/PACKETS Arts GC 34090 /Admin. Dec.V PE PE 0310-65 POLICIES & PROCEDURES Arts GC 34090 SU+5 SU+5 0315 BEACH EROSION COMMITTEE 0315-05 GENERAL INFORMATION Engineering GC 34090 CU+2 CU+2 0315-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5 0315-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2 0315-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2 0315-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2 0315-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 3 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0315-40 AGENDAS, MEETING Engineering GC 34090 V CU+2 CU+2 0315-45 MINUTES, MEETING Engineering GC 34090(e)V PE PE 0315-50 NOTICES, MEETING Engineering GC 34090.7 CU+2 CU+2 0315-55 RESOLUTIONS Engineering GC 34090(e)V PE PE 0315-60 STAFF REPORTS/PACKETS Engineering GC 34090/Admin. Dec.V PE PE 0315-65 POLICIES & PROCEDURES Engineering GC 34090 SU+5 SU+5 0320 DESIGN REVIEW BOARD 0320-05 GENERAL INFORMATION Housing & Redevelopment GC 34090 CU+2 CU+2 0320-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5 0320-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2 0320-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CL+2 CL+2 0320-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2 0320-35 NOTICES OF VACANCY City Clerk GC 34090 CU+2 CU+2 0320-40 AGENDAS, MEETING Housing & Redevelopment GC 34090 V CU+2 CU+2 0320-45 MINUTES, MEETING Housing & Redevelopment GC 34090(e)V PE PE 0320-50 NOTICES, MEETING Housing & Redevelopment GC 34090.7 CU+2 CU+2 0320-55 RESOLUTIONS Housing & Redevelopment GC 34090(e)V PE PE 0320-60 STAFF REPORTS/PACKETS Housing & Redevelopment GC 34090/Admin. Dec.V PE PE 0320-65 POLICIES & PROCEDURES Housing & Redevelopment GC34090, GC 40801 SU+5 SU+5 0325 HISTORIC PRESERVATION COMMISSION 0325-05 GENERAL INFORMATION Library GC 34090 CU+2 CU+2 0325-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5 0325-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2 0325-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2 0325-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2 0325-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2 0325-40 AGENDAS, MEETING Library GC 34090 V CU+2 CU+2 0325-45 MINUTES, MEETING Library GC 34090(e)V PE PE 0325-50 NOTICES, MEETING Library GC 34090.7 CU+2 CU+2 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 4 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0325-55 RESOLUTIONS Library GC 34090(e)V PE PE 0325-60 STAFF REPORTS/PACKETS Library GC 34090/Admin. Dec.V PE PE 0325-65 POLICIES & PROCEDURES Library GC 34090 SU+5 SU+5 0330 HOUSING COMMISSION 0330-05 GENERAL INFORMATION Housing & Redevelopment GC 34090 CU+2 CU+2 0330-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5 0330-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2 0330-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2 0330-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2 0330-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2 0330-40 AGENDAS, MEETING Housing & Redevelopment GC 34090 V CU+2 CU+2 0330-45 MINUTES, MEETING Housing & Redevelopment GC 34090(e)V PE PE 0330-50 NOTICES, MEETING Housing & Redevelopment GC 34090.7 CU+2 CU+2 0330-55 RESOLUTIONS Housing & Redevelopment GC 34090(e)V PE PE 0330-60 STAFF REPORTS/PACKETS Housing & Redevelopment GC 34090/Admin. Dec.V PE PE 0330-65 POLICIES & PROCEDURES Housing & Redevelopment GC34090 SU+5 SU+5 0335 LIBRARY BOARD 0335-05 GENERAL INFORMATION Library GC 34090 CU+2 CU+2 0335-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5 0335-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2 0335-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2 0335-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2 0335-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2 0335-40 AGENDAS, MEETING Library GC 34090 V CU+2 CU+2 0335-45 MINUTES, MEETING Library GC 34090(e)V PE PE 0335-50 NOTICES, MEETING Library GC 34090.7 CU+2 CU+2 0335-55 RESOLUTIONS Library GC 34090(e)V PE PE 0335-60 STAFF REPORTS/PACKETS Library GC 34090/Admin. Dec.V PE PE 0335-65 POLICIES & PROCEDURES Library GC 34090 SU+5 SU+5 0340 PARKS & RECREATION COMMISSION 0340-05 GENERAL INFORMATION Parks & Recreation GC 34090 CU+2 CU+2 0340-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5 0340-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2 0340-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 5 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0340-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2 0340-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2 0340-40 AGENDAS, MEETING Parks & Recreation GC 34090 V CU+2 CU+2 0340-45 MINUTES, MEETING Parks & Recreation GC 34090(e)V PE PE 0340-50 NOTICES, MEETING Parks & Recreation GC 34090.7 CU+2 CU+2 0340-55 RESOLUTIONS Parks & Recreation GC 34090(e)V PE PE 0340-60 STAFF REPORTS/PACKETS Parks & Recreation GC 34090/Admin. Dec.V PE PE 0340-65 POLICIES & PROCEDURES Parks & Recreation GC 34090 SU+5 SU+5 0345 PERSONNEL BOARD 0345-05 GENERAL INFORMATION Human Resources GC 34090 CU+2 CU+2 0345-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5 0345-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2 0345-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2 0345-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2 0345-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CU+2 0345-40 AGENDAS, MEETING Human Resources GC 34090 V CU+2 CL+2 0345-45 MINUTES, MEETING Human Resources GC 34090(e)V PE PE 0345-50 NOTICES, MEETING Human Resources GC 34090.7 CU+2 CU+2 0345-55 RESOLUTIONS Human Resources GC 34090(e)V PE PE 0345-60 STAFF REPORTS/PACKETS Human Resources GC 34090/Admin. Dec.V PE PE 0345-65 POLICIES & PROCEDURES Human Resources GC 34090 SU+5 SU+5 0350 PLANNING COMMISSION 0350-05 GENERAL INFORMATION Planning GC 34090 CU+2 CU+2 0350-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5 0350-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2 0350-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2 0350-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2 0350-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2 0350-40 AGENDAS, MEETING Planning GC 34090 V CU+2 CU+2 0350-45 MINUTES, MEETING Planning GC 34090(e)V PE PE 0350-50 NOTICES, MEETING Planning GC 34090.7 CU+2 CU+2 0350-55 RESOLUTIONS Planning GC 34090(e)V PE PE 0350-60 STAFF REPORTS/PACKETS Planning GC 34090 / Admin. Dec.V PE PE 0350-65 POLICIES & PROCEDURES Planning GC 34090 SU+5 SU+5 0355 SENIOR COMMISSION 0355-05 GENERAL INFORMATION Seniors GC 34090 CU+2 CU+2 0355-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5 0355-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2 0355-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2 0355-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2 0355-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2 0355-40 AGENDAS, MEETING Seniors GC 34090 V CU+2 CU+2 0355-45 MINUTES, MEETINGS Seniors GC 34090(e)V PE PE 0355-50 NOTICES, MEETING Seniors GC34090.7 CU+2 CU+2 0355-55 RESOLUTIONS Seniors GC34090(e)V PE PE RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 6 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0355-60 STAFF REPORTS/PACKETS Seniors GC 34090 / Admin. Dec.V PE PE 0355-65 POLICIES & PROCEDURES Seniors GC 34090 SU+5 SU+5 0360 SISTER CITY COMMITTEE 0360-05 GENERAL INFORMATION Arts GC 34090 CU+2 CU+2 0360-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5 0360-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2 0360-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2 0360-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2 0360-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2 0360-40 AGENDAS, MEETING Arts GC 34090 V CU+2 CU+2 0360-45 MINUTES, MEETING Arts GC 34090(e)V PE PE 0360-50 NOTICES, MEETING Arts GC 34090.7 CU+2 CU+2 0360-55 RESOLUTIONS Arts GC 34090(e)V PE PE 0360-60 STAFF REPORTS/PACKETS Arts GC 34090 / Admin. Dec.V PE PE 0360-65 POLICIES & PROCEDURES Arts GC 34090 SU+5 SU+5 0365 TRAFFIC SAFETY COMMISSION 0365-05 GENERAL INFORMATION Engineering GC 34090 CU+2 CU+2 0365-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5 0365-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2 0365-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2 0365-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2 0365-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2 0365-40 AGENDAS, MEETING Engineering GC 34090 V CU+2 CU+2 0365-45 MINUTES, MEETING Engineering GC 34090(e)V PE PE 0365-50 NOTICES, MEETING Engineering GC 34090.7 CU+2 CU+2 0365-55 RESOLUTIONS Engineering GC 34090(e)V PE PE 0365-60 STAFF REPORTS/PACKETS Engineering GC 34090 / Admin. Dec.V PE PE 0365-65 POLICIES & PROCEDURES Engineering GC 34090 SU+5 SU+5 0370 UNDERGROUND UTILITY ADVISORY COMMITTEE 0370-05 GENERAL INFORMATION Engineering GC 34090 CU+2 CU+2 0370-15 APPLICATIONS (APPOINTED)City Clerk GC 34090 TE+5 TE+5 0370-17 APPLICATIONS (NOT SELECTED)City Clerk GC 34090 CL+2 CL+2 0370-25 APPOINTMENT, LETTERS OF Council Office GC 34090 CU+2 CU+2 0370-30 RESIGNATION, LETTERS OF City Clerk GC 34090 CU+2 CU+2 0370-35 NOTICES OF VACANCY City Clerk GC 34090 CL+2 CL+2 0370-40 AGENDAS, MEETING Engineering GC 34090 V CU+2 CU+2 0370-45 MINUTES, MEETING Engineering GC 34090(e)V PE PE RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 7 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0370-50 NOTICES, MEETING Engineering GC34090.7 CU+2 CU+2 0370-55 RESOLUTIONS Engineering GC34090(e)V PE PE 0370-60 STAFF REPORTS/PACKETS Engineering GC 34090/Admin. Dec.V PE PE 0370-65 POLICIES & PROCEDURES Engineering GC 34090 SU+5 SU+5 0400 SERIES FISCAL/FINANCIAL SERVICES 0400 FISCAL/FINANCIAL SERVICES 0400-05 GENERAL INFORMATION Finance GC 34090 CU+2 CU+2 0400-10 CHART OF ACCOUNTS Finance GC 34090 CU+2 CU+2 0400-15 ACCOUNTS PAYABLE Finance GC 34090 V AU +4 AU +4 0400-20 PETTY CASH Finance GC 34090 AU +4 AU +4 0400-30 FIXED ASSETS Finance GC 34090, 26 CFR 301 65-1(f)V AU +4 AU +4 0400-40 CHECK/AP REGISTERS Finance GC 26907 PE PE 0400-50 FUND TRANSFERS Finance GC 34090 AU+4 AU+4 0400-60 GENERAL LEDGERS Finance GC 34090, CCP 337 V PE PE 0400-70 JOURNAL VOUCHERS/ENTRIES Finance GC 34090, CCP 337 AU +4 AU +4 0400-75 REFUNDS, REQUESTS FOR (EXTERNAL) - REFUNDS Finance GC 34090 2 2 0400-77 IFAS INSTRUCTIONS/MANUALS Finance GC 34090 CU+2 CU+2 0400-80 IFAS BATCHES/BUDGET CHANGES Finance GC 34090 CU+7 CU+7 0400-81 IFAS REPORTS Finance GC 34090 CU+7 CU+7 0400-85 HAND TYPED CHECKS Finance GC 34090/Admin. Dec.AU + 5 AU + 5 0400-90 ACCOUNTING REPORTS Finance GC 34090/Admin. Dec.AU + 4 AU + 4 0400-95 ANNUAL REPORTS (Financial)Finance GC 34090.7 AU+7 AU+7 0400-97 POLICIES & PROCEDURES Finance GC 34090(d)CU+2 CU+2 0400-99 REFUNDS Finance GC 34090/Admin. Dec.AU +4 AU +4 0410 AUDITS, FINANCIAL 0410-05 GENERAL INFORMATION Finance GC 34090 CU+2 CU+2 0410-10 AUDIT REPORTS, INTERNAL Finance GC 34090/Admin. Dec.PE PE 0410-20 AUDIT REPORTS, EXTERNAL Finance GC 34090/Admin. Dec.PE PE 0410-30 AUDIT PROPOSALS Finance GC 34090/Admin. Dec.PE PE 0410-35 ANNUAL AUDITS, CITY Finance GC 34090/Admin. Dec.PE PE 0410-40 ANNUAL AUDITS, REDEVELOPMENT Finance GC 34090/Admin. Dec.PE PE 0410-45 ANNUAL AUDITS, WATER DISTRICT Finance GC 34090 Admin. Dec.PE PE 0410-50 ANNUAL AUDITS, PUBLIC IMPROVEMENT Finance GC 34090 Admin. Dec.PE PE 0410-55 ANNUAL AUDITS, INDUSTRIAL DEVELOPMENT Finance GC 34090/Admin. Dec.PE PE 0420 BANKING 0420-05 GENERAL INFORMATION Finance/Treasurer GC 34090 CU+2 CU+2 0420-10 BANK SIGNATURE CARDS Finance/Treasurer GC 34090 SU+2 SU+2 0420-15 BANK DEPOSIT CORRESPONDENCE Finance/Treasurer GC 34090, CCP 337 4 4 0420-17 CUSTODIAL STATEMENTS Finance/Treasurer GC 34090, 26 CFR 1.6001-1 AU+5 AU+5 0420-20 BANK STATEMENTS Finance/Treasurer GC 34090, 26 CFR 1.6001-1 AU+5 AU+5 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 8 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0420-23 CHECKS/WARRANTS Finance/Treasurer GC 34090, CCP 337 AU+5 AU+5 0420-25 CHECKS/CANCELED Finance/Treasurer GC 34090, CCP 337 AU+5 AU+5 0420-30 RETURNED CHECKS Finance/Treasurer GC 34090, CCP 337 AU+5 AU+5 0420-33 UNCLAIMED CHECKS Finance/Treasurer GC 34090, CCP 337 AU+5 AU+5 0420-35 STOP PAYMENTS Finance/Treasurer GC 34090, CCP 337 AU+5 AU+5 0420-40 DEPOSIT SLIPS Finance/Treasurer GC 34090, CCP 337 4 4 0420-45 DEBIT/CREDIT MEMOS Finance/Treasurer GC 34090, CCP 337 5 5 0420-46 WIRE TRANSFERS Finance/Treasurer GC 34090, CCP 337 5 5 0420-50 DAILY BALANCE WORKSHEETS Finance/Treasurer GC 34090, 26 CFR 1.6001-1 AU+5 AU+5 0420-55 MONTHLY RECONCILIATION REPORTS Finance/Treasurer GC 34090, 26 CFR 1.6001-1 AU+5 AU+5 0420-60 POLICIES & PROCEDURES Finance/Treasurer GC 34090(d)/Admin. Dec.SU+5 SU+5 0420-65 REPORTS & STUDIES Finance/Treasurer GC 34090 CU+2 CU+2 0430 BUDGET 0430-05 GENERAL INFORMATION Finance GC 34090 CU+2 CU+2 0430-10 BUDGET, DEPARTMENT All Depts.GC 34090 CU+2 CU+2 0430-20 OPERATING BUDGET, CITY (ADOPTED)City Clerk GC 34090/Admin. Dec.V PE PE 0430-30 CAPITAL BUDGET, CITY (ADOPTED)City Clerk GC 34090/Admin. Dec.V PE PE 0430-35 FINANCIAL REPORTS, BUDGET RELATED Finance GC 34090 CU+2 CU+2 0430-37 FINANCIAL MASTER PLAN Finance GC 34090 SU+2 SU+2 0430-40 REVENUE ESTIMATES Finance GC 34090 CU+2 CU+2 0430-45 REVENUE SHARING Finance GC 34090 CU+2 CU+2 0430-50 POLICIES & PROCEDURES Finance GC 34090(d)/Admin. Dec.SU+5 SU+5 0430-70 PUBLIC IMPROVEMENT CORPORATION BUDGET (Yellow)City Clerk GC 34090(d)/Admin. Dec.PE PE 0430-80 REDEVELOPMENT AGENCY BUDGET (Green)City Clerk GC 34090(d)/Admin. Dec.PE PE 0430-90 WATER DISTRICT BUDGET (Pink)City Clerk GC 34090(d)/Admin. Dec.PE PE 0430-95 INDUSTRIAL DEVELOPMENT AUTHORITY BUDGET (Gold)City Clerk GC 34090(d)/Admin. Dec.PE PE 0430-96 PUBLIC FINANCING AUTHORITY BUDGET City Clerk GC 34090 PE PE 0440 BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS 0440-05 GENERAL INFORMATION Finance CCP 337.5 CL+10 CL+10 0440-10 PAYING/FISCAL AGENT Finance GC 34090 PE PE 0440-15 MORTGAGE REVENUE BONDS, SINGLE FAMILY Finance/City Clerk/Housing & Red.GC 34090, CCP 337.5/Admin.Dec.V PE PE 0440-16 MORTGAGE REVENUE BONDS, MULTI FAMILY Finance/City Clerk/Housing & Red.GC 34090, CCP 337.5/Admin.Dec.V PE PE 0440-20 ASSESSMENT DISTRICTS, 1911 Finance/City Clerk/PW GC 34090/Admin.Dec.V PE PE 0440-25 ASSESSMENT DISTRICTS, 1915 Finance/City Clerk/PW GC 34090/Admin.Dec.V PE PE 0440-30 GENERAL OBLIGATION BONDS Finance/City Clerk GC 34090/Admin. Dec.V PE PE 0440-35 REVENUE BONDS, OTHER Finance GC 34090/Admin.Dec.V PE PE 0440-40 CERTIFICATES OF PARTICIPATION Finance/City Clerk GC 34090/Admin.Dec.V PE PE 0440-45 COMMUNITY FACILITIES DISTRICTS (MELLO ROOS) Finance/City Clerk/PW GC 34090/Admin.Dec.V PE PE 0440-47 COMMUNITY FACILITIES DISTRICTS BOUNDARY MAPS Finance/City Clerk/PW GC 34090/Admin.Dec.V PE PE 0440-50 TAX ALLOCATION BONDS Finance/City Clerk/PW GC 34090/Admin.Dec.V PE PE 0440-55 WATER DISTRICT BONDS (Pink)Finance/City Clerk/PW GC 34090/Admin.Dec.V PE PE 0450 PAYROLL 0450-10 PAYROLL RECORDS/TIME CARDS Finance GC 34090, 29 CFR 516.2 V AU+6 AU+6 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 9 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0450-12 OVERTIME RECORDS Finance GC 34090, 29 CFR 516.2 V AU+6 AU+6 0450-13 COMP TIME RECORDS Finance GC 34090, 29 CFR 516.2 V AU+6 AU+6 0450-15 DEDUCTION RECORDS Human Resources GC 34090, 29 CFR 516.2 V TE+3 TE+3 0450-20 PAYROLL/PAYCHECK REGISTERS Finance GC 34090, 37207 PE PE 0450-23 PAYROLL REPORTS Finance GC 34090, 29 CFR 516.2 AU+6 AU+6 0450-25 LEAVE BALANCE SUMMARIES Finance GC 34090, 29 CFR 516.2 AU+6 AU+6 0450-26 W-2 Finance GC 34090, 29 CFR 516.2 PE PE 0450-30 EXPENSE REPORTS Finance GC 34090/Admin Ded.AU+6 AU+6 0450-35 MILEAGE REIMBURSEMENT RECORDS Finance GC 34090, 29 CFR 516.2 AU+6 AU+6 0450-40 TAX REPORTS, STATE Finance GC 34090, 29 USR 436 AU +4 AU +4 0450-45 TAX REPORTS, FEDERAL Finance GC 34090, 29 USR 436 AU +4 AU +4 0450-50 UNIFORM ALLOWANCE RECORDS Finance GC 34090, 29 CFR 516.2 AU+6 AU+6 0450-55 VEHICLE ALLOWANCE RECORDS Finance GC 34090, 29 CFR 516.2 AU+6 AU+6 0450-57 BI-LINGUAL PAY RECORDS Finance GC 34090, 29 CFR 516.2 AU+6 AU+6 0450-60 GARNISHMENTS/LIENS Finance GC 34090, 29 CFR 516.2 TE+3 TE+3 0455 PENSION/RETIREMENT FUND 0455-05 GENERAL INFORMATION Finance GC 34090 5 5 0455-10 DEFERRED COMPENSATION REPORTS (Deduction Register)Finance/Human Resources GC 34090, 26 CFR 16001-1, 29 CFR 1627.3(2)V TE+5 TE+5 0455-20 PERS REPORTS Finance GC 34090, 29 CFR 516.2 TE+4 TE+4 0460 STATE CONTROLLER/ANNUAL REPORTS 0460-05 GENERAL INFORMATION Finance GC 34090 CU+2 CU+2 0460-10 ANNUAL REPORTS- STATE CONTROLLER Finance GC 34090 PE PE 0460-15 STATE MANDATED COSTS, (SB90)Finance GC 34090 PE PE 0460-20 STATE CONTROLLER OPEN MEETING CLAIM Finance GC 34090 PE PE 0460-30 SPECIAL DISTRICT REPORTS Finance GC 34090 PE PE 0460-40 GANN LIMITATION Finance GC 34090 PE PE 0460-50 COUNTY AUDITOR/ASSESSED VALUATION Finance GC 34090/Admin. Dec.SU+5 SU+5 0460-60 SPECIAL MISC. REPORTS Finance GC 34090/Admin. Dec.CU+5 CU+5 0470 PURCHASING 0470-03 CORRESPONDENCE, PURCHASING Purchasing GC 34090 CU+2 CU+2 0470-05 GENERAL INFORMATION Purchasing GC 34090 CU+2 CU+2 0470-10 FORMS, 1099 Finance GC 34090, 29 USC 436 AU+4 AU+4 0470-15 CREDIT CARD PROGRAM, APPLICATIONS Purchasing GC 34090 CU+2 CU+2 0470-16 CREDIT CARD APPROVALS, CITY Purchasing GC 34090 CU+2 CU+2 0470-20 PURCHASE REQUISITIONS Purchasing GC 34090, CCP 337 AU+4 AU+4 0470-25 PURCHASE ORDERS (OPEN)Purchasing GC 34090, CCP 337 AU+4 AU+4 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 10 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0470-30 PURCHASE ORDERS (CLOSED)Purchasing GC 34090, CCP 337 AU+4 AU+4 0470-33 CERTIFICATES OF INSURANCE (REQUIRED)Purchasing/Various GC 34090 PE PE 0470-34 CERTIFICATES OF INSURANCE (MISC./NON APPLICABLE)Purchasing/Various GC 34090 CU+2 CU+2 0470-35 STORES Purchasing GC 34090 CU+2 CU+2 0470-40 BIDS/QUOTES/PROPOSALS, PENDING Purchasing GC 34090, CCP 337 AU+4 AU+4 0470-45 BIDS/QUOTES/PROPOSALS, AWARDED Purchasing GC 34090, CCP 337 AU+5 AU+5 0470-50 BIDS, CANCELED Purchasing GC 34090, CCP 337 CL+2 CL+2 0470-55 BIDS, REJECTED Purchasing GC 34090, CCP 337 CL+2 CL+2 0470-60 SURPLUS EQUIPMENT DISPOSAL Purchasing GC 34090, CCP 337 AU+4 AU+4 0470-65 WAREHOUSE INVENTORIES Purchasing GC 34090, 26 CFR 301 65-1(F)AU+4 AU+4 0470-70 PURCHASING PROGRAMS Purchasing GC 34090 SU+2 SU+2 0470-75 PURCHASING MANUALS Purchasing GC 34090 SU+2 SU+2 0470-80 VENDOR BROCHURES Purchasing GC 34090 SU+2 SU+2 0470-81 VENDOR LISTS Purchasing GC 34090 SU+2 SU+2 0470-90 CONSULTANT INFORMATION Purchasing GC 34090 CL+2 CL+2 0470-95 POLICIES & PROCEDURES Purchasing GC 34090 / Admin. Dec.SU+5 SU+5 0470-99 REPORTS & STUDIES Purchasing GC 34090(d)CU+2 CU+2 0480 REVENUE AND TAXATION 0480-05 GENERAL INFORMATION Finance GC 30490 CU+2 CU+2 0480-10 ACCOUNTS RECEIVABLE (BATCHES)Finance GC 30490/Admin. Dec.V AU+4 AU+4 0480-15 DAILY CASH RECEIPTS Finance GC 34090, CCP 337 AU+4 AU+4 0480-20 GENERAL RECEIPTS (PARKING, PLAN CHECK)Finance GC 34090, CCP 337 AU+4 AU+4 0480-24 UTILITY BILLING REQUESTS Finance GC 34090, CCP 337 AU+4 AU+4 0480-25 UTILITY BILLING RECEIPTS (WATER,TRASH)Finance GC 34090, CCP 337 AU+4 AU+4 0480-30 PARAMEDIC BILLING Finance GC 34090 CU+2 CU+2 0480-32 AMBULANCE BILLING Finance GC 34090 CU+2 CU+2 0480-35 BUSINESS LICENSES Finance GC 34090, CCP 337 EX+4 EX+4 0480-38 BINGO LICENSES Finance GC 34090 EX+2 EX+2 0480-40 BANKRUPTCIES Finance GC 34090 CL+2 CL+2 0480-45 COLLECTIONS Finance GC 34090/Admin. Dec.AU+4 AU+4 0480-47 GRANTS, MISC.Finance GC 34090/Admin. Dec.CL+5 CL+5 0480-48 GRANTS, CDBG Finance 24 CFR 570.502(b)CL+4 CL+4 0480-50 PARKING CITATION REVENUES Finance GC 34090/Admin. Dec.AU+4 AU+4 0480-55 MISC. FINES/REVENUES Finance GC 34090/Admin. Dec.AU+4 AU+4 0480-70 FRANCHISES Finance GC 34090, CCP 337 10 10 0480-75 REVENUE ALLOCATIONS Finance GC 34090 2 2 0480-77 APPORTIONMENT INCOME Finance GC 34090/Admin. Dec.AU+4 AU+4 0480-80 TAXES, MISC.Finance GC 34090/Admin. Dec.AU+4 AU+4 0480-81 PROPERTY TAX Finance GC 34090/Admin. Dec.AU+4 AU+4 0480-82 GAS TAX Finance GC 34090/Admin. Dec.AU+4 AU+4 0480-83 SALES TAX Finance GC 34090/Admin. Dec.AU+4 AU+4 0480-85 PROPOSITION 218 Finance GC 34090/Admin. Dec.AU+4 AU+4 0480-87 TRANSIENT OCCUPANCY TAX (TOT)Finance GC 34090/Admin. Dec.AU+4 AU+4 0480-90 REPORTS & STUDIES Finance GC 34090(d)2 2 0485 FEE PROGRAMS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 11 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0485-05 PROCESSING FEES Engineering/City Clerk GC 34090/Admin.Dec.CL+2 PE 0485-10 USE FEES Engineering/City Clerk GC 34090/Admin.Dec.CL+2 PE 0485-15 IMPACT FEES Engineering/City Clerk GC 34090/Admin.Dec.CL+2 PE 0485-20 FINES (Development)Engineering/City Clerk GC 34090/Admin.Dec.CL+2 PE 0485-21 FEE STUDIES/COMPUTATIONS Finance GC 34090 SU+2 SU+2 0485-22 FEE SCHEDULES Finance/City Clerk GC 34090 SU+2 SU+2 0485-23 FEE WAIVER REQUESTS Finance GC 34090 2 2 0485-25 ENGINEERING FEES Engineering/City Clerk GC 34090/Admin.Dec.CL+2 PE 0485-30 ANIMAL CONTROL FEES Finance GC 34090 / Admin. Dec.AU +2 AU +2 0485-35 BUILDING FEES Building GC 34090 / Admin. Dec.CL+2 CL+2 0485-40 FLOOD CONTROL FEES Engineering/City Clerk GC 34090 / Admin. Dec.CL+2 CL+2 0485-55 PUBLIC WORKS - CAPITAL IMPROVEMENTS (FEES)Public Works GC 34090, GC 4003, GC 4004 PE PE 0485-60 PLANNING FEES Planning GC 34090 / Admin. Dec.CL+2 CL+2 0490 INVESTMENTS 0490-05 GENERAL INFORMATION Treasurer GC 34090, GC 53607, CCP 337 PE PE 0490-10 INVESTMENT RATES Treasurer GC 34090, GC 53607, CCP 337 V PE PE 0490-20 INVESTMENT PORTFOLIO (CITY)Treasurer GC 34090, GC 53607, CCP 337 V PE PE 0490-30 INVESTMENT PORTFOLIO (CMWD)Treasurer GC 34090, GC 53607, CCP 337 V PE PE 0490-40 INVESTMENT PORTFOLIO (RED. AGENCY)Treasurer GC 34090, GC 53607, CCP 337 V PE PE 0490-50 INVESTMENT COMMITTEE Treasurer GC 34090 2 2 0490-60 INVESTMENT STATEMENTS Treasurer GC 34090,GC 53607, CCP337 V PE PE 0490-63 LOCAL AGENCY INVESTMENT FUND Treasurer GC 34090, GC 53607, CCP 337 V PE PE 0490-65 INVESTMENT REPORTS, MONTH END Treasurer GC 34090, GC 53607, CCP 337 V PE PE 0490-70 INVESTMENT INCOME REPORTS Treasurer GC 34090, GC 53607, CCP 337 V PE PE 0490-75 REPORTS & STUDIES Treasurer GC 34090(d)PE PE 0490-80 POLICIES & PROCEDURES Treasurer GC 34090, GC 40801 SU+5 SU+5 0500 SERIES COMMUNITY DEVELOPMENT/PLANNING 0500 DEVELOPMENT/SUBDIVISIONS 0500-01 GENERAL INFORMATION Planning/Engineering/Cit y Clerk GC 34090 2 2 0500-02 LOT SPLITS Engineering GC 34090 / Admin. Dec.V PE PE 0500-03 LOT LINE ADJUSTMENTS Engineering GC 34090 / Admin. Dec.V PE PE 0500-04 ADJUSTMENT PLATS/BOUNDARY ADJUSTMENTS Engineering GC 34090 / Admin. Dec.V PE PE 0500-05 CERTIFICATES OF COMPLIANCE/NON COMPLIANCE Engineering/City Clerk GC 34090 / Admin. Dec.V PE PE 0500-10 CERTIFICATES OF CORRECTION Engineering/City Clerk GC 34090 / Admin. Dec.V PE PE 0500-12 NOTICES OF RESTRICTION/RELEASES Planning/City Clerk GC 34090 / Admin. Dec.V CL+5 PE 0500-15 NOTICES OF VIOLATION/RELEASES Engineering/Building/City Clerk GC 34090 / Admin. Dec.V CL+5 PE 0500-20 CUP (CONDITIONAL USE PERMITS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-25 CDP (COASTAL DEVELOPMENT PERMITS)Planning/Housing & Redevelopment GC 34090(a), GC 4003, GC 4004, H&S 19850 V PE PE 0500-28 CP (CONDO PERMIT)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-30 CT (CARLSBAD TRACT, MAJOR SUBDIVISIONS)Planning/Engineering GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-33 HDP (HILLSIDE DEVELOPMENT PERMITS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-35 MASTER PLANS (Development)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 12 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0500-40 MS (MINOR SUBDIVISIONS)Engineering/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-45 PCD (PLANNING COMMISSION DETERMINATIONS)Planning GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-50 PD (PLANNED DEVELOPMENTS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-55 PDP (PLANNED DEVELOPMENT PERMITS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-60 PE (GRADING PERMITS)Engineering/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-65 PIP (PLANNED INDUSTRIAL PERMITS)Planning/Engineering GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-67 PM (PARCEL MAPS)Engineering GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-70 PP (PRECISE PLANS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-75 PUD (PLANNED UNIT DEVELOPMENTS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-80 SDP (SITE DEVELOPMENT PLANS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-85 SP (SPECIFIC PLANS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-90 SUP (SPECIAL USE PERMITS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-93 AV (ADMINISTRATIVE VARIANCES)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0500-95 V (VARIANCES)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0510 LAND USE/ZONING 0510-05 GENERAL INFORMATION Planning/City Clerk GC 34090 2 2 0510-10 ADMINISTRATIVE PERMITS/APPROVALS Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0510-15 ARCHITECTURAL DESIGN GUIDELINES Planning/City Clerk GC 34090(a)PE PE 0510-20 LANDSCAPE GUIDELINES/STANDARDS Planning/City Clerk GC 34090(a)PE PE 0510-21 LANDSCAPE PLANS Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S PE PE 0510-25 ZC (ZONE CHANGES)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0510-30 ZCA (ZONE CODE AMENDMENTS)Planning/City Clerk GC 34090 V PE PE 0510-35 LCP (LOCAL COASTAL PROGRAM)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0510-36 LCPA (LCP AMENDMENTS)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0510-40 LFMP (LOCAL FACILITIES MGMT PLAN)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0510-50 GROWTH MANAGEMENT PLAN Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0510-55 AGRICULTURAL PRESERVES Planning GC 34090 / Admin. Dec.PE PE 0510-60 DAY CARE PERMITS Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S PE PE 0510-65 HOSPITALS/CONVALESCENT HOMES Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S PE PE 0510-67 ACCESSORY STRUCTURES Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S PE PE 0510-70 SECOND DWELLING UNIT (GRANNY FLAT)Planning/City Clerk GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0510-75 MOBILE HOME PARKS Planning/City Clerk GC 34090 PE PE 0510-85 PARKING REQUIREMENTS Planning/City Clerk GC 34090 SU+2 SU+2 0510-90 REPORTS & STUDIES Planning/City Clerk GC 34090(d)2 2 0515 SIGNS 0515-05 GENERAL INFORMATION Planning GC 34090 CU+2 CU+2 0515-10 SIGN PERMITS Planning GC 34090 PE PE 0515-15 SIGNS, TEMPORARY Planning GC 34090 PE PE 0515-20 SIGNS, DIRECTIONAL Planning GC 34090 PE PE 0515-25 SIGNS, CITY IDENTIFICATION Planning GC 34090 PE PE 0515-30 REGULATIONS Planning GC 34090 PE PE 0515-40 REPORTS & STUDIES Planning GC 34090(d)2 2 0520 ENVIRONMENTAL REVIEW 0520-05 GENERAL INFORMATION Planning GC 34090 CU+2 CU+2 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 13 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0520-10 CEQA GUIDELINES (CALIFORNIA ENVIRONMENTAL QUALITY ACT)Planning GC 34090, CEQA PE PE 0520-20 NEGATIVE DECLARATIONS Planning GC 34090, CEQA PE PE 0520-30 INITIAL STUDIES Planning GC 34090, CEQA PE PE 0520-40 ENVIRONMENTAL IMPACT ASSESSMENTS (EIA)Planning GC 34090, CEQA PE PE 0520-45 ENVIRONMENTAL IMPACT REPORTS (EIR)Planning GC 34090, CEQA PE PE 0520-50 CONSULTANTS, ENVIRONMENTAL Planning GC 34090 / Admin. Dec.PE PE 0520-60 REPORTS & STUDIES Planning GC 34090 / Admin. Dec.PE PE 0520-70 REGULATIONS Planning GC 34090 / Admin. Dec.PE PE 0530 GENERAL PLAN 0530-05 GENERAL INFORMATION Planning GC 34090 CU+2 CU+2 0530-10 GENERAL PLAN AND ELEMENTS Planning/City Clerk GC 34090 V PE PE 0530-15 GENERAL PLAN CONSISTENCY Planning GC 34090 V PE PE 0530-20 GENERAL PLAN AMENDMENTS (GPA)Planning/City Clerk GC 34090 V PE PE 0530-30 REPORTS & STUDIES Planning GC 34090(d)PE PE 0530-40 REGULATIONS Planning GC 34090 PE PE 0540 PLANNING 0540-05 GENERAL INFORMATION Planning GC 34090 CU+2 CU+2 0540-10 CORRESPONDENCE, PLANNING (Chron Files)Planning GC 34090/Admin. Dec.CU+2 PE 0540-20 DEMOGRAPHIC INFORMATION Planning GC 34090 / Admin. Dec.PE PE 0540-30 POLICIES & PROCEDURES Planning GC 34090 / Admin. Dec.CU+10 CU+10 0540-40 REPORTS & STUDIES Planning GC 34090 / Admin. Dec.10 10 0540-50 PLANNING, REGIONAL Planning GC 34090 / Admin. Dec.PE PE 0550 HOUSING 0550-05 GENERAL INFORMATION Housing & Redevelopment GC 34090 CU+2 CU+2 0550-10 AFFORDABLE HOUSING PROGRAMS Housing & Redevelopment 24 CFR 570.502(b)(3), 85.42, OMB CIR.A- 110, #C AU+7 AU+7 0550-15 AFFORDABLE HOUSING PROJECTS Housing & Redevelopment 24 CFR 570.502(b)(3), 85.42, OMB CIR.A- 110, #C AU+7 AU+7 0550-20 HOUSING ASSISTANCE (SECTION 8)Housing & Redevelopment 24 CFR 570.502(b)(3); 85.42, OMB CIR. A - 110, #C AU+7 AU+7 0550-22 FINANCIAL RECORDS (SECTION 8)Housing & Redevelopment 25 CFR 570.502(b)(3); 85.42, OMB CIR. A - 110, #C AU+7 AU+7 0550-23 APPLICANTS (SECTION 8)Housing & Redevelopment 26 CFR 570.502(b)(3); 85.42, OMB CIR. A - 110, #C TE+3 TE+3 0550-30 INCLUSIONARY HOUSING AGREEMENTS Housing & Redevelopment GC 34090 V PE PE 0550-50 POLICIES & PROCEDURES Housing & Redevelopment GC 34090, GC 40801 CU+2 CU+2 0550-60 REPORTS & STUDIES Housing & Redevelopment GC 34090(d)2 2 0560 REDEVELOPMENT 0560-05 GENERAL INFORMATION Housing & Redevelopment GC 34090 CU+2 CU+2 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 14 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0560-10 MASTER PLAN Housing & Redevelopment/Clerk GC 34090 / Admin. Dec.PE PE 0560-20 REDEVELOPMENT REGULATIONS Housing & Redevelopment GC 34090(e)PE PE 0560-30 REDEVELOPMENT PERMITS Housing & Redevelopment/Clerk GC 34090(a), GC 4003, GC 4004, H&S 19850 V PE PE 0560-40 VILLAGE PARKING PROGRAM Housing & Redevelopment/Clerk GC 34090 CU+2 PE 0560-50 RESIDENTIAL REHABILITATION PROGRAM Housing & Redevelopment/Clerk GC 34090 / Admin. Dec. V PE PE 0560-60 POLICIES & PROCEDURES Housing & Redevelopment GC 34090, GC 40801 CU+2 CU+2 0560-70 REPORTS & STUDIES Housing & Redevelopment GC 34090(d)2 2 0565 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM 0565-05 GENERAL INFORMATION Housing & Redevelopment GC 34090 CU+2 CU+2 0565-10 CDBG APPLICATIONS/PROPOSALS Housing & Redevelopment GC 34090, 24 CFR 570.502, 24 CFR 85.42 TE+5 TE+5 0565-20 CDBG/HOME PROGRAM Housing & Redevelopment/Clerk GC 34090, 24 CFR 570.502, 24 CFR 85.42 TE+5 TE+5 0565-30 SUBRECIPIENT FUNDING APPROVALS Housing & Redevelopment/Clerk GC 34090, 24 CFR 570.502, 24 CFR 85.42 TE+5 TE+5 0565-40 ANNUAL PERFORMANCE REPORTS Housing & Redevelopment/Clerk GC 34090 / Admin. Dec.SU+10 SU+10 0570 BUILDING 0570-05 GENERAL INFORMATION Building GC 34090 CU+2 CU+2 0570-10 POLICIES & PROCEDURES Building GC 34090 / Admin. Dec.CU+2 CU+2 0570-20 PLAN CHECK - COMMERCIAL/INDUSTRIAL Building GC 34090 CU+5 CU+5 0570-25 PLAN CHECK - RESIDENTIAL Building GC 34090 CU+5 CU+5 0570-28 FINAL INSPECTION Building GC 34090(d)CU+5 CU+5 0570-30 BUILDING PERMITS - ISSUED Building GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0570-33 BUILDING PERMITS - FINALIZED Building GC 34090(a), GC 4003, GC 4004, H&S V PE PE 0570-35 BUILDING PLANS Building GC 34090(a), GC 4003, GC 4004, H&S PE PE 0570-40 UNIFORM BUILDING CODE Building GC 34090(e)PE PE 0570-43 NATIONAL ELECTRICAL CODE Building GC 34090(e)PE PE 0570-45 UNIFORM MECHANICAL CODE Building GC 34090(e)PE PE 0570-47 UNIFORM PLUMBING CODE Building GC 34090(e)PE PE 0570-49 UNIFORM CODES, MISCELLANEOUS Building GC 34090(e)PE PE 0570-60 REPORTS & STUDIES Building GC 34090(d)CU+2 CU+2 0570-65 CERTIFICATES OF OCCUPANCY Building GC 34090 / Admin. Dec.PE PE 0570-70 INSPECTION REQUESTS Building GC 34090 CU+5 CU+5 0570-71 INSPECTION LOGS Building GC 34090(d)CU+5 CU+5 0575 CODE COMPLIANCE/ENFORCEMENT RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 15 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0575-05 GENERAL INFORMATION Building GC 34090 2 2 0575-08 CORRESPONDENCE/COMPLAINTS Building GC 34090 CL+5 CL+5 0575-10 CONTRACTOR WORKERS COMPENSATION CERTIFICATES Building GC 34090, CFR1910.20 CU+7 CU+7 0575-15 ENFORCEMENT CASE FILES Building GC 34090 / Admin. Dec.CL+5 CL+5 0575-25 CODE VIOLATIONS Building GC 34090 / Admin. Dec.CL+5 CL+5 0575-40 REPORTS & STUDIES Building GC 34090(d)CU+2 CU+2 0580 HISTORIC PRESERVATION 0580-05 GENERAL INFORMATION Library GC 34090 CU+2 CU+2 0580-10 HISTORIC SITE INVENTORY Library GC 34090(d)SU+2 SU+2 0580-20 HISTORIC SITES (CASE FILES)Library GC 34090 / Admin. Dec.PE PE 0580-30 POLICIES & PROCEDURES Library GC 34090 / Admin. Dec.PE PE 0580-40 REPORTS & STUDIES Library GC 34090(d)CU+2 CU+2 0590 ECONOMIC DEVELOPMENT 0590-05 GENERAL INFORMATION Community GC 34090 CU+2 CU+2 0590-10 ECONOMIC/FINANCIAL ANALYSES Community GC 34090 / Admin. Dec.CU+5 CU+5 0590-20 ECONOMIC REVIEW - PROJECTS Community GC 34090 / Admin. Dec.CU+5 CU+5 0590-30 EMPLOYMENT ANALYSIS INFORMATION Community GC 34090 / Admin. Dec.CU+5 CU+5 0590-40 BUSINESS PROMOTION/RETENTION Community GC 34090 / Admin. Dec.CU+5 CU+5 0590-50 NEW DEVELOPMENT CONTACTS/INQUIRY Community GC 34090 CU+2 CU+2 0590-60 TOURISM Community GC 34090 CU+2 CU+2 0590-70 REPORTS & STUDIES Community GC 34090(d)CU+2 CU+2 0600 SERIES HEALTH, SAFETY & WELFARE 0600 ANIMAL CONTROL 0600-05 GENERAL INFORMATION Clerk/Public Works GC 34090 CU+2 CU+2 0600-10 CONTRACT SERVICES City Clerk CCP 337.2, CCP 343, GC 53066, BP TE+5 TE+5 0600-20 REGULATIONS City Clerk GC 34090 / Admin. Dec.PE PE 0600-25 COMPLAINTS/INVESTIGATIONS (RFA's)City Manager GC 34090 CL+2 CL+2 0600-30 DISEASE PREVENTION Animal Control GC 34090 2 2 0600-40 POLICIES & PROCEDURES City Clerk GC 34090, GC 40801 CU+2 CU+2 0600-45 REPORTS & STUDIES Clerk/Public Works GC 34090(d)CU+2 CU+2 0610 EMERGENCY SERVICES 0610-05 GENERAL INFORMATION Police/Fire GC 34090 CU+2 CU+2 0610-10 911 COMMUNICATIONS Police GC 34090 / Admin. Dec.CU+5 CU+5 0610-13 COMPUTER AIDED DISPATCH (CAD)Police GC 34090 / Admin. Dec.CU+5 CU+5 0610-15 EMERGENCY PLAN Fire GC 34090 V SU+2 SU+2 0610-20 DISASTER EVENTS Fire GC 34090 / Admin. Dec.V CU+5 CU+5 0610-25 DISASTER RELIEF PROGRAMS Fire GC 34090 / Admin. Dec.V CU+2 CU+2 0610-30 CIVIL DEFENSE Fire GC 34090 CU+2 CU+2 0610-35 MUTUAL AID - INTERAGENCY Fire/City Clerk GC 34090 SU+2 SU+2 0610-40 EMERGENCY/DISASTER TRAINING Fire GC 34090 V CU+2 CU+2 0610-50 REPORTS & STUDIES Fire GC 34090(d)CU+2 CU+2 0610-60 REGULATIONS Fire GC 34090 CU+2 CU+2 0620 ENVIRONMENTAL PROTECTION 0620-05 GENERAL INFORMATION Planning GC 34090 CU+2 CU+2 0620-10 AIR QUALITY Planning CCP 338(k), GC 34090 CU+7 CU+7 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 16 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0620-20 HAZARDOUS MATERIALS PROGRAMS Fire GC 34090 SU+2 SU+2 0620-23 HAZARDOUS MATERIALS DISPOSAL Fire CAL OSHA 40 CFR122.21 CU+10 CU+10 0620-25 ENERGY CONSERVATION Community GC 34090 SU+2 SU+2 0620-30 POLLUTION DISCHARGE ELIMINATION Engineering GC 34090 / Admin. Dec.PE PE 0620-35 COASTAL PROTECTION/BEACH EROSION Planning/Various GC 34090 PE PE 0620-40 WETLANDS/FLOODPLAINS Engineering GC 34090 / Admin. Dec.PE PE 0620-45 NOISE POLLUTION/ABATEMENT Community GC 34090 CL+2 CL+2 0620-50 ODOR CONTROL/ABATEMENT Community GC 34090 CL+2 CL+2 0620-55 OPEN SPACE Planning GC 34090 PE PE 0620-60 TRAILS SYSTEM Planning GC 34090 PE PE 0620-65 HABITAT MANAGEMENT PLAN/WILDLIFE CONSERVATION Planning GC 34090 PE PE 0620-70 REGULATIONS All Depts.GC 34090 PE PE 0630 FIRE PROTECTION/PREVENTION 0630-05 GENERAL INFORMATION Fire GC 34090 CU+2 CU+2 0630-07 REQUESTS/COMPLAINTS Fire GC 34090 CL+2 CL+2 0630-10 APPARATUS & EQUIPMENT INVENTORIES Fire GC 34090 CU+2 CU+2 0630-15 APPARATUS & EQUIPMENT SPECIFICATIONS Fire GC 34090 CU+2 CU+2 0630-20 APPARATUS & EQUIPMENT TESTS Fire GC 34090 CU+2 CU+2 0630-25 HOSE MAINTENANCE LOGS Fire GC 34090 CU+2 CU+2 0630-30 SAFETY CLOTHING & EQUIPMENT Fire GC 34090 CU+2 CU+2 0630-40 FIRE INCIDENT REPORTS Fire GC 34090, CCP 338, CCP 340.5 CL+3 CL+3 0630-45 FIRE/ARSON INVESTIGATION REPORTS (INVOLVING Fire PC 801, UFC 104.32 PE PE 0630-47 FIRE/ARSON INVESTIGATION REPORTS (OTHER)Fire PC 801, UFC 104.32 CL+6 CL+6 0630-53 UNIFORM FIRE CODE (UFC)City Clerk/Fire GC 34090, CCP 340.5 SU+3 SU+3 0630-55 FIRE INSPECTIONS/CODE ENFORCEMENT Fire UFC 103.34 CL+3 CL+3 0630-57 FIRE INSPECTION NOTICES Fire UFC 103.34 CL+3 CL+3 0630-59 VIOLATION LETTERS, NOTICES (FIRE)Fire UFC 103.34 CL+3 CL+3 0630-60 FIRE PERMITS Fire GC 34090 CL+2 CL+2 0630-65 FIRE ALARMS Fire GC 34090 CL+2 CL+2 0630-70 FIRE SUPPRESSION/EXTINGUISHERS Fire GC 34090 CL+2 CL+2 0630-73 FIRE HYDRANTS Fire GC 34090 / Admin. Dec.PE PE 0630-75 SMOKE DETECTORS Fire GC 34090 CU+2 CU+2 0630-77 SPRINKLER SYSTEMS Fire GC 34090 CU+2 CU+2 0630-80 VEHICLES Fire GC 34090 CU+2 CU+2 0630-90 WEED ABATEMENT City Clerk/Fire GC 34090 CU+2 CU+2 0630-95 REPORTS & STUDIES Fire GC 34090 CL+2 CL+2 0640 FLOOD CONTROL 0640-05 GENERAL INFORMATION Engineering GC 34090 CU+2 CU+2 0640-15 NATIONAL FLOOD INSURANCE PROGRAM Engineering GC 34090 / Admin. Dec.SU+2 SU+2 0640-20 LAKES/BASINS Engineering GC 34090 PE PE 0640-25 DRAINAGE FACILITIES Engineering GC 34090 PE PE 0640-30 MASTER PLANS Engineering GC 34090 CU+2 CU+2 0640-35 CREEKS Engineering GC 34090 PE PE 0640-40 FLOOD ZONES Engineering GC 34090 PE PE 0640-45 FLOOD CONTROL DISTRICT Engineering GC 34090 CU+2 CU+2 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 17 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0640-50 POLICIES & PROCEDURES Engineering GC 34090, GC 40801 SU+5 SU+5 0640-55 REGULATIONS Engineering GC 34090 SU+2 SU+2 0640-60 REPORTS & STUDIES Engineering GC 34090 CL+2 CL+2 0650 HEALTH SERVICES 0650-05 GENERAL INFORMATION City Clerk GC 34090 2 2 0650-10 FOOD ESTABLISHMENTS/HANDLERS Finance/Planning GC 34090 / Admin. Dec.TE+2 TE+2 0650-20 PARAMEDIC SERVICES Finance/Fire GC 34090 / Admin. Dec.CU+5 CU+5 0650-30 AMBULANCE SERVICES Finance/Fire GC 34090 / Admin. Dec.CU+5 CU+5 0650-50 PEST CONTROL Public Works GC 34090 CU+2 CU+2 0650-53 MOSQUITO CONTROL Public Works GC 34090 CU+2 CU+2 0650-55 VECTOR CONTROL Community GC 34090 CU+2 CU+2 0670 POLICE SERVICES 0670-05 GENERAL INFORMATION Police GC 34090 CU+2 CU+2 0670-06 BAIL SCHEDULES Police GC 34090 / Admin. Dec.SU+2 SU+2 0670-07 DMV RECORDS (MOTOR VEHICLE PULLS)Police GC 12946 CL+7 CL+10 0670-08 TRAFFIC COLLISION REPORTS (Non-Injury)Police GC 34090 CL+5 CL+5 0670-09 TRAFFIC COLLISION REPORTS (Fatalities)Police GC 34090/ PC 832.5/Evc1045 PE PE 0670-10 INCIDENT REPORTS/INVESTIGATIONS Police PC832.5, Evc1045, GC12946, PC801(C), VC2547 CU+5 CU+5 0670-11 ARREST LOGS Police GC 34090 CU+10 CU+10 0670-12 PATROL LOGS Police GC 34090 CU+2 CU+10 0670-13 DAILY ACTIVITY REPORTS Police GC 34090 CU+2 CU+3 0670-18 COURT SCHEDULES/LOGS Police GC 34090 CU+2 CU+2 0670-20 EVIDENCE, PROPERTY FILES Police GC 34090 CU+2 CU+10 0670-25 ASSET FORFEITURE Police GC 34090 CL+2 CL+10 0670-30 GRANT APPLICATIONS (FEDERAL & STATE)Police GC 34090 5 5 0670-35 DETENTION FACILITIES (REGIONAL)Police GC 34090 2 2 0670-40 ALARM RECORDS Police/Fire GC 34090 2 3 0670-50 SECURITY SERVICES Police GC 34090 2 2 0670-55 SPECIAL SERVICES Police GC 34090 2 2 0670-60 TOWING SERVICES Police GC 34090 2 2 0670-63 PARKING ENFORCEMENT/CITATIONS Police GC 34090.7 CU+2 CU+2 0670-65 PAWN SHOP RECORDS Police GC 34090 CU+2 CU+2 0670-70 MASSAGE LICENSES/APPEALS Police GC 34090 TE+2 TE+2 0670-75 SPECIAL EVENTS PERMITS Police GC 34090 CL+2 CL+2 0670-80 REPORTS & STUDIES Police GC 34090(d)CU+2 CU+2 0680 PUBLIC WELFARE 0680-05 GENERAL INFORMATION Housing & Redevelopment GC 34090 CU+2 CU+2 0680-10 CHILD PROTECTIVE SERVICES Police GC 34090/Admin.Dec.10 10 0680-20 AMERICANS WITH DISABILITIES (ADA)Facilities/Public Works GC 34090 CL+5 CL+5 0680-35 HOMELESS SERVICES Housing & Redevelopment GC 34090 CU+2 CU+2 0680-40 TRAUMA INTERVENTION PROGRAM (TIP)Police GC 34090 CU+2 CU+2 0690 SENIOR SERVICES RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 18 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0690-05 GENERAL INFORMATION Seniors GC 34090 CU+2 CU+2 0690-10 SENIOR PROGRAM Seniors GC 34090 CU+2 CU+2 0690-20 SENIOR NUTRITION PROGRAMS Seniors GC 34090 CU+2 CU+2 0690-30 SPECIAL PROGRAMS Seniors GC 34090 CU+2 CU+2 0690-40 REPORTS & STUDIES Seniors GC 34090(d)CU+2 CU+2 0700 SERIES LEGAL/LEGISLATIVE 0700 AGREEMENTS/CONTRACTS 0700-05 GENERAL INFORMATION Various GC 34090 CU+2 CU+2 0700-10 LEASES City Clerk CCP 337, CCP 343/Admin.Dec.V TE+5 PE 0700-15 AGREEMENTS/CONTRACTS, CITY City Clerk CCP 337, CCP 343/Admin.Dec.V TE+5 PE 0700-20 AGREEMENTS/CONTRACTS - CMWD (PINK)City Clerk CCP 337, CCP 343/Admin.Dec.V TE+5 PE 0700-25 AGREEMENTS/CONTRACTS - HOUSING & RED. COMMISSION (GREEN)City Clerk CCP 337, CCP 343/Admin.Dec.V TE+5 PE 0700-27 AGREEMENTS/CONTRACTS - PUBLIC IMPROVEMENT CORP. (YELLOW)City Clerk CCP 337, CCP 343/Admin.Dec.V TE+5 PE 0700-30 LIEN AGREEMENTS (PUBLIC RIGHT-OF-WAY)City Clerk GC 34090 V PE PE 0700-35 LIEN RELEASES (RIGHT OF WAY)City Clerk GC 34090 V PE PE 0700-45 PUBLIC FACILITIES FEE AGREEMENTS/RELEASE City Clerk GC 34090 V PE PE 0700-50 FUTURE IMPROVEMENT AGREEMENTS/RELEASE City Clerk GC 34090 V PE PE 0700-55 HOLD HARMLESS AGREEMENTS/RELEASE City Clerk GC 34090 V PE PE 0700-60 PROMISSORY NOTES City Clerk GC 34090 V PE PE 0700-65 DRAINAGE FEE AGREEMENT/RELEASE City Clerk GC 34090 V PE PE 0700-70 GROWTH MANAGEMENT AGREEMENT/RELEASE City Clerk GC 34090 V PE PE 0700-75 INCREASED FEE AGREEMENT/RELEASE City Clerk GC 34090 V PE PE 0700-80 NEIGHBORHOOD IMPROVEMENT AGREEMENT/RELEASE City Clerk GC 34090 V PE PE 0700-81 AFFORDABLE HOUSING AGREEMENT/RELEASE City Clerk GC 34090 V PE PE 0700-82 GROWTH MANAGEMENT IMPACT FEE AGREEMENT/RELEASE City Clerk GC 34090 V PE PE 0700-83 LOCAL FACILITIES MANAGEMENT ZONE FEE AGREEMENT/RELEASE City Clerk GC 34090 V PE PE 0700-84 PETITION & WAIVER City Clerk GC 34090 V PE PE 0700-85 REIMBURSEMENT AGREEMENT/RELEASE City Clerk GC 34090 V PE PE 0700-86 JOINT USE AGREEMENT/RELEASE City Clerk GC 34090 V PE PE 0700-87 UNCONTROLLED STOCKPILE AGREEMENT/RELEASE City Clerk GC 34090 V PE PE 0700-88 RECREATIONAL VEHICLE STORAGE FACILITY AGREEMENT City Clerk GC 34090 V PE PE 0700-90 ENCROACHMENT AGREEMENT City Clerk GC 34090 V PE PE 0700-95 RECORDED AGREEMENT, Other (Misc.)City Clerk GC 34090 V PE PE 0710 CITY INCORPORATION 0710-10 ARTICLES OF INCORPORATION - HISTORIC City Clerk GC 34090, 40801 V PE PE 0710-20 ANNEXATIONS/REORGANIZATIONS City Clerk GC 34090, 40801 V PE PE 0710-30 BOUNDARY ADJUSTMENTS City Clerk GC 34090, 40801 V PE PE 0710-40 DETACHMENTS/DE-ANNEXATIONS City Clerk GC 34090, 40801 V PE PE 0710-50 SPHERE OF INFLUENCE City Clerk GC 34090, 40801 PE PE 0720 ELECTIONS 0720-05 GENERAL INFORMATION City Clerk GC 34090 / Admin. Dec.PE PE 0720-10 GENERAL MUNICIPAL ELECTIONS City Clerk GC 34090 PE PE RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 19 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0720-20 SPECIAL MUNICIPAL ELECTIONS City Clerk GC 34090 PE PE 0720-30 NOMINATIONS PAPERS City Clerk EC 17000/Admin.Dec.CL+4 PE 0720-35 PETITIONS IN LIEU (FORMS)City Clerk EC 17000 CU+2 CU+2 0720-40 VOTER REGISTRATION/OUTREACH City Clerk EC 17000 CU+2 CU+2 0720-50 POLICIES & PROCEDURES City Clerk EC 17000 SU+5 SU+5 0720-60 ELECTION INFO (FROM REGISTRAR OF VOTERS)City Clerk GC 34090, EC 17501, EC 17301 CU+2 CU+2 0720-70 MAPS/PRECINCTS City Clerk GC 34090 PE PE 0720-75 PROPOSITION 218 ELECTIONS City Clerk Calif. Constitution Art. XIII PE PE 0725 INITIATIVE/RECALL/REFERENDUM 0725-05 GENERAL INFORMATION City Clerk GC 34090 / Admin. Dec.CU+5 CU+5 0725-20 INITIATIVE PETITION (Not Open to Inspection)City Clerk EC 17200, GC 6253.5 CL+.75 CL+.75 0725-30 REFERENDUM PETITION (Not Open to Inspection)City Clerk EC 17200, GC 6253.5 CL+.75 CL+.75 0725-40 RECALL PETITION City Clerk EC 17400, GC 6253.5 CL+.75 CL+.75 0730 FPPC - CAMPAIGN STATEMENTS 0730-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2 0730-10 BULLETINS City Clerk GC 34090 CU+2 CU+2 0730-20 FORMS/MANUALS City Clerk GC 34090 SU+2 SU+2 0730-25 CORRESPONDENCE (FPPC)City Clerk GC 81009(b)PE PE 0730-30 REGULATIONS/LEGISLATION City Clerk GC 34090 SU+2 SU+2 0730-40 CAMPAIGN STATEMENTS (FILED)City Clerk GC 81009(b)PE PE 0730-45 CANDIDATES STATEMENTS OF INTENTION City Clerk GC 81009(b)EX+5 EX+5 0730-50 STATEMENTS OF ORGANIZATION (FILED)City Clerk GC 81009(b)PE PE 0730-55 STATEMENTS OF TERMINATION (FILED)City Clerk GC 81009(b)PE PE 0735 FPPC - CONFLICT OF INTEREST STATEMENTS 0735-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2 0735-10 BULLETINS City Clerk GC 34090 CU+2 CU+2 0735-20 FORMS/MANUALS City Clerk GC 34090 SU+2 SU+2 0735-25 CORRESPONDENCE (FPPC)City Clerk GC 81009(c)PE PE 0735-30 REGULATIONS/LEGISLATION City Clerk GC 34090 SU+2 SU+2 0735-39 STATEMENTS OF ECONOMIC INTERESTS - CANDIDATES City Clerk GC 81009(c)PE PE 0735-40 STATEMENTS OF ECONOMIC INTERESTS (ELECTED OFFICIALS/ELECTION RELATED)City Clerk GC 81009(c)PE PE 0735-41 STATEMENTS OF ECONOMIC INTERESTS (BOARDS/COMMISSIONS)City Clerk GC 81009(c)PE PE 0735-42 STATEMENTS OF ECONOMIC INTERESTS (EMPLOYEES)City Clerk GC 81009(c)PE PE 0735-43 STATEMENTS OF ECONOMIC INTERESTS (CONSULTANTS)City Clerk GC 81009(c)PE PE 0735-50 LOCAL CONFLICT OF INTEREST CODE & AMENDED APPENDIX City Clerk GC 81009(c)PE PE 0740 LEGAL OPERATIONS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 20 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0740-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2 0740-07 CORRESPONDENCE / REQUESTS FOR LEGAL ADVICE (CITY ATTORNEY)City Clerk GC 34090 CU+10 CU+10 0740-10 AFFIDAVITS OF POSTING (CHRONOLOGICAL)City Clerk GC 34090 PE PE 0740-20 AFFIDAVITS OF PUBLICATION (CHRONOLOGICAL)City Clerk CCP 343, CCP 349, GC 911.2, GC 3404 CU+4 CU+4 0740-30 OATHS OF OFFICE - ELECTED OFFICIALS City Clerk GC 34090 PE PE 0740-33 OATHS OF OFFICE - BOARDS/COMMISSIONS City Clerk GC 34090 PE PE 0740-35 OATHS OF OFFICE - EMPLOYEES City Clerk GC 34090 PE PE 0740-50 LEGAL OPINIONS City Attorney GC 34090, GC 6254 SU+2 SU+2 0740-55 REQUESTS FOR LEGAL ADVICE Various GC 34090 CU+10 CU+10 0740-60 LEGAL PROCEDURES City Attorney GC 34090 SU+2 SU+2 0740-70 CARLSBAD MUNICIPAL CODE (CURRENT)City Clerk GC 34090 V PE PE 0740-71 MUNICIPAL CODE AMENDMENTS (MCA's)City Clerk GC 34090 PE PE 0745 CLAIMS/LITIGATION 0745-05 GENERAL INFORMATION Various GC 34090 CU+2 CU+2 0745-10 CLAIMS - BY THE CITY City Attorney GC 34090 / Admin. Dec.V CL+5 CL+5 0745-20 CLAIMS, OPEN - AGAINST THE CITY City Attorney/City Clerk/Risk Management GC 34090 / Admin. Dec.V CL+5 CL+5 0745-25 CLAIMS, CLOSED - AGAINST THE CITY City Attorney GC 34090 / Admin. Dec.CL+5 CL+5 0745-30 SUBPOENAS (OTHER THAN CASE FILES)City Attorney GC 34090 / Admin. Dec.V CL+5 CL+5 0745-40 COURT ORDERS (OTHER THAN CASE FILES)City Attorney GC 34090 / Admin. Dec.V CL+5 CL+5 0745-50 CIVIL CASE FILES (ACTIVE)City Attorney GC 34090 / Admin. Dec.V CL+7 CL+7 0745-52 CIVIL CASE FILES (HIGH PROFILE)City Attorney GC 34090/Admin.Dec.V PE PE 0745-55 CIVIL CASE FILES (CLOSED)City Attorney GC 34090 / Admin. Dec.CL+7 CL+7 0745-60 CRIMINAL CASE FILES (ACTIVE)City Attorney GC 34090 / Admin. Dec.V CL+7 CL+7 0745-65 CRIMINAL CASE FILES (CLOSED)City Attorney GC 34090 / Admin. Dec.CL+7 CL+7 0745-70 ARBITRATION CASE FILES (ACTIVE)City Attorney GC 34090 / Admin. Dec.V CL+7 CL+7 0745-75 ARBITRATION CASE FILES (CLOSED)City Attorney GC 34090 / Admin. Dec.CL+7 CL+7 0745-80 AMICUS PARTICIPATION City Attorney GC 34090 / Admin. Dec.5 5 0750 LEGISLATIVE - COUNCIL 0750-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2 0750-06 CORRESPONDENCE/PETITIONS (MISC.)City Clerk GC 34090 CU+2 CU+2 0750-07 PUBLIC COMMENT City Clerk GC 34090, GC 40801 PE PE 0750-10 AGENDAS, MEETING City Clerk GC 34090 / Admin. Dec.V PE PE 0750-20 MINUTES, MEETING City Clerk GC 34090(a), GC 36814, GC 40801 V PE PE 0750-30 NOTICES, MEETING City Clerk GC 34090.7, 54960.1(c)(1)CU+2 CU+2 0750-40 RESOLUTIONS City Clerk GC 34090(d), GC 40801 V PE PE 0750-50 ORDINANCES City Clerk GC 34090(d), GC 40801 V PE PE 0750-60 AGENDA BILLS (NUMERICAL SEQUENCE)City Clerk GC 34090(d) / Admin. Dec.V PE PE 0750-65 CLOSED SESSIONS City Clerk GC 34090 / Admin. Dec.V PE PE 0750-70 COUNCIL ASSIGNMENTS/SUBCOMMITTEES Council/City Clerk GC 34090 2 2 0750-80 COUNCIL LEGISLATIVE PROGRAM Council/City Clerk GC 34090/Admin. Dec.CU+2 PE 0750-85 REGULATIONS, OTHER City Clerk GC34090(d), GC40801 PE PE 0750-90 PENDING LEGISLATION City Manager No Citation CU CU 0753 LEGISLATIVE - CMWD- MUNICIPAL WATER DISTRICT (PINK RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 21 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0753-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2 0753-10 AGENDAS, MEETING City Clerk GC 34090 / Admin. Dec.PE PE 0753-20 MINUTES, MEETING City Clerk GC 34090 / Admin. Dec.PE PE 0753-30 NOTICES, MEETING City Clerk GC 34090.7, GC 54960.1 (c) (1)CU+2 CU+2 0753-40 RESOLUTIONS City Clerk GC 34090(d), GC 40801 PE PE 0753-50 ORDINANCES City Clerk GC 34090(d), GC 40806 PE PE 0753-60 AGENDA BILLS (CHRONOLOGICAL)City Clerk GC 34090(d) / Admin. Dec.PE PE 0753-65 CLOSED SESSIONS (Agenda Bills, Chron. Order)City Clerk GC 34090(d) / Admin. Dec.PE PE 0755 LEGISLATIVE - HOUSING & RED COMMISSION (GREEN 0755-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2 0755-10 AGENDAS, MEETING City Clerk GC 34090 / Admin. Dec.V PE PE 0755-20 MINUTES, MEETING City Clerk GC 34090(d), GC 36814, GC 40801 V PE PE 0755-30 NOTICES, MEETING City Clerk GC 34090.7, GC 54960.1(c) (1)CU+2 CU+2 0755-40 RESOLUTIONS City Clerk GC 34090(d), GC 40801 V PE PE 0755-50 ORDINANCES City Clerk GC 34090(d), GC 40801 V PE PE 0755-60 AGENDA BILLS (CHRONOLOGICAL)City Clerk GC 34090 / Admin. Dec.V PE PE 0755-65 CLOSED SESSIONS (Agenda Bills, Chron. Order)City Clerk GC 34090 / Admin. Dec.V PE PE 0757 LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (YELLOW FILES) 0757-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2 0757-10 AGENDAS, MEETING City Clerk GC 34090 / Admin. Dec.V PE PE 0757-20 MINUTES, MEETING City Clerk GC 34090(d), GC 36814, GC 40801 V PE PE 0757-30 NOTICES, MEETING City Clerk GC 34090.7, GC 54960.1(d)(1)CU+2 CU+2 0757-40 RESOLUTIONS City Clerk GC 34090(d), GC 40801 V PE PE 0757-50 ORDINANCES City Clerk GC 34090(d), GC 40801 V PE PE 0757-60 AGENDA BILLS (CHRONOLOGICAL)City Clerk GC 34090 / Admin. Dec.V PE PE 0758 LEGISLATIVE - PUBLIC FINANCING AUTHORITY 0758-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2 0758-10 AGENDAS, MEETING City Clerk GC 34090 / Admin. Dec.V PE PE 0758-20 MINUTES, MEETING City Clerk GC 34090(d), GC 36814, GC 40801 V PE PE 0758-30 NOTICES, MEETING City Clerk GC 34090.7, GC 54960.1(d)(1)CU+2 CU+2 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 22 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0758-40 RESOLUTIONS City Clerk GC 34090(d), GC 40801 V PE PE 0758-50 ORDINANCES City Clerk GC 34090(d), GC 40801 V PE PE 0758-60 AGENDA BILLS (CHRONOLOGICAL)City Clerk GC 34090 / Admin. Dec.V PE PE 0759 LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY (GOLD FILES) 0759-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2 0759-10 AGENDAS, MEETING City Clerk GC 34090 / Admin. Dec.V PE PE 0759-20 MINUTES, MEETING City Clerk GC 34090(d), GC 36814 V PE PE 0759-30 NOTICES, MEETING City Clerk GC 34090.7, GC 54960.1(d)(1)CU+2 CU+2 0759-40 RESOLUTIONS City Clerk GC 34090(a), GC 40801 V PE PE 0759-50 ORDINANCES City Clerk GC 34090(d), GC 40806 V PE PE 0759-60 AGENDA BILLS (CHRONOLOGICAL)City Clerk GC 34090 / Admin. Dec.V PE PE 0770 REAL PROPERTY 0770-05 GENERAL INFORMATION City Clerk GC 34090 CU+2 CU+2 0770-10 APPRAISALS/NEGOTIATIONS City Clerk GC 34090, GC 6254(b)CL+2 CL+2 0770-20 ACQUISITIONS/MERGERS - ACTIVE City Clerk GC 34090 V PE PE 0770-25 ACQUISITIONS/MERGERS - CLOSED City Clerk GC 34090 V PE PE 0770-27 SURPLUS PROPERTY - ACTIVE City Manager GC 34090 / Admin. Dec.PE PE 0770-29 SURPLUS PROPERTY - CLOSED City Manager GC 34090 / Admin. Dec.PE PE 0770-30 EMINENT DOMAIN City Attorney GC 34090 V PE PE 0770-35 CONDEMNATIONS City Attorney GC 34090 V PE PE 0770-40 VACATIONS, ABANDONMENTS, RELINQUISHMENTS City Clerk GC 34090(a)V PE PE 0770-45 OFFERS OF DEDICATION City Clerk GC 34090 V PE PE 0770-50 ENCROACHMENTS City Clerk GC 34090 V PE PE 0770-60 LIENS/RELEASES (MISC.)Finance/City Clerk GC 34090 V PE PE 0770-70 PROPERTY INVENTORY (CITY OWNED)Finance GC 34090 / Admin. Dec.V AU+4 AU+4 0770-75 SPECIAL DOCUMENTS (Real Property)Finance GC 34090 / Admin. Dec.PE PE 0770-80 CMWD (PINK)Finance GC 34090 / Admin. Dec.PE PE 0770-90 H&R COMMISSION (GREEN)Finance GC 34090 / Admin. Dec.PE PE 0775 REAL PROPERTY - DEEDS/EASEMENTS 0775-05 GENERAL INFORMATION City Clerk GC 34090, GC 40801 PE PE 0775-10 EASEMENTS/DEEDS (City)City Clerk GC 34090, GC 40801 V PE PE 0775-20 DEED RESTRICTIONS City Clerk GC 34090, GC 40801 V PE PE 0775-50 REAL PROPERTY, OTHER City Clerk GC 34090, GC 40801 V PE PE RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 23 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0775-60 QUITCLAIMS City Clerk GC 34090, GC 40801 V PE PE 0775-80 EASEMENTS/DEEDS - CMWD (PINK)City Clerk GC 34090, GC 40801 V PE PE 0775-90 EASEMENTS/DEEDS - H&R COMMISSION (GREEN)City Clerk GC 34090, GC 40801 V PE PE 0800 SERIES HUMAN RESOURCES/PERSONNEL 0800 HUMAN RESOURCES/PERSONNEL ADMINISTRATION 0800-03 CORRESPONDENCE (CHRON FILES)Human Resources GC 34090 CU+2 CU+2 0800-05 GENERAL INFORMATION Human Resources GC 34090/Admin.Dec.CU+3 CU+3 0800-10 EMPLOYEE AWARDS City Manager GC 34090, Equal Pay Act, Title VII, FEHA, ADA/Admin.Dec.PE PE 0800-20 EMPLOYEE ORIENTATION Human Resources/Library /Recreation GC 34090, Equal Pay Act, Title VII, FEHA, ADA,FLSA, FMLA, CRFA/Admin.Dec.SU+3 SU+2 0800-25 EMPLOYEE HANDBOOKS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA ,FLSA, FMLA, CRFA/Admin.Dec.SU+3 SU+3 0800-30 EMPLOYEE NEWSLETTERS Human Resources GC 34090/Admin.Dec.CU+3 CU+3 0800-35 EVALUATION PROGRAMS (PAY FOR PERFORMANCE)Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA/Admin.Dec.SU+3 SU+3 0800-45 ORGANIZATIONAL CHARTS All Departments GC 34090/Admin.Dec.V SU+3 SU+3 0800-50 PERSONNEL POLICIES & PROCEDURES Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA, FMLA, CRFA/Admin.Dec.V SU+3 SU+3 0800-60 REPORTS & STUDIES Human Resources GC 34090/Admin.Dec.CU+3 CU+3 0800-70 REGULATIONS (FEDERAL/STATE)Human Resources (no citation)CU CU 0810 EMPLOYEE RECORDS 0810-05 GENERAL INFORMATION Human Resources GC 34090/Admin.Dec.CU+3 CU+3 0810-10 FINGERPRINTING Human Resources GC 34090, Title VII, FEHA/Admin.Dec.TE+5 TE+5 0810-15 PRE-EMPLOYMENT PHYSICALS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA/Admin.Dec.TE+5 TE+5 0810-17 DMV PRINTOUTS, EMPLOYEES Human Resources GC 34090, VC 1808.1/Admin. Dec.SU+2 SU+2 0810-20 I9, FORMS - IMMIGRATION Human Resources IRCA (Immigration Reform Control Act) CU+3 OR TE+1 (whichever is longer) CU+3 OR TE+1 (whichever is longer) 0810-23 REQUESTS FOR LEAVE - MEDICAL Human Resources GC 34090, Title VII, FEHA, ADA, FLSA, FMLA, CRFA/Admin.Dec.CL+3 CL+3 0810-25 PART-TIME EMPLOYEES (HOURLY)Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA/Admin.Dec.V TE+5 TE+5 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 24 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0810-30 FULL-TIME EMPLOYEES (NON SAFETY)Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA/Admin.Dec.V TE+5 TE+5 0810-40 EMPLOYEES - SAFETY Human Resources, Police GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA, PC 832.5/Admin.Dec.V TE+5 TE+5 0810-50 RETIRED EMPLOYEES Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA/Admin.Dec.TE+5 TE+5 0810-55 INACTIVE EMPLOYEES (RESIGNATIONS)Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA/Admin.Dec.TE+5 TE+5 0810-60 TERMINATED EMPLOYEES Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA/Admin.Dec.TE+5 TE+5 0810-70 WORKERS COMPENSATION CLAIMS FILES, OPEN Human Resources/Tri- Star 8 CCR 10102 CU+5 CU+5 0810-75 WORKERS COMPENSATION CLAIMS FILES, CLOSED Human Resources/Tri- Star 8 CCR 10102 CL+5 CL+5 0810-77 WORKERS COMPENSATION REPORTS Human Resources/Tri- Star 8 CCR 10103.1 CU+5 CU+5 0810-80 WORKERS COMPENSATION AUTHORIZATIONS (TO USE PERSONAL PHYSICIAN)Human Resources LC 4600, 5404, and 5410/Admin.Dec.SU+5 SU+5 0810-85 IOD (INJURY ON DUTY) RECORDS Human Resources 8 CCR 14307 CU+5 CU+5 0820 CLASSIFICATIONS/QUALIFICATIONS 0820-05 GENERAL INFORMATION Human Resources GC 34090/Admin. Dec.CU+5 CU+5 0820-10 JOB DESCRIPTIONS/SPECIFICATIONS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA, FMLA, CFRA/Admin.Dec.V SU+5 SU+5 0820-20 CLASSIFICATION SURVEYS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA/Admin. Dec.SU+5 SU+5 0820-30 CLASSIFICATION APPEALS/AUDITS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA/Admin. Dec.V CL+5 CL+5 0820-40 RECLASSIFICATIONS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA/Admin.Dec.CL+5 CL+5 0820-50 SALARY SURVEYS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA/Admin.Dec.SU+5 SU+5 0820-60 POLICIES & PROCEDURES Human Resources GC 34090 / Admin. Dec.SU+5 SU+5 0820-70 REPORTS & STUDIES Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA/Admin.Dec.SU+5 SU+5 0830 SALARIES, WAGES, AND BENEFITS 0830-05 GENERAL INFORMATION Human Resources GC 34090/Admin.Dec.CU+6 CU+6 0830-10 DEFERRED COMPENSATION Human Resources GC 34090/Admin.Dec.V PE PE 0830-15 LEAVE CONVERSIONS Human Resources GC 34090, FMLA, CFRA, LC 1174/Admin. CU+6 CU+6 0830-20 HEALTH CARE BENEFITS Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6 0830-21 ENROLLMENT FORMS Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6 0830-23 FLEX SPENDING ACCOUNTS Human Resources GC 34090, FMLA, CFRA, LC 1174/Admin. CU+6 CU+6 0830-25 VISION CARE BENEFITS Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6 0830-30 DENTAL CARE BENEFITS Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6 0830-33 WELLNESS BENEFITS Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6 0830-40 RETIREMENT PLAN (PERS)Human Resources GC 34090/Admin. Dec.PE PE RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 25 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0830-50 LIFE INSURANCE Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6 0830-55 AD&D INSURANCE Human Resources GC 34090, FMLA, CFRA/Admin. Dec.CU+6 CU+6 0830-60 UNEMPLOYMENT INSURANCE Human Resources GC 34090, UIC 1085, 22 CCR 1085- 2/Admin. Dec.CL+4 CL+4 0830-65 STATE DISABILITY INSURANCE Human Resources GC 34090/Admin. Dec.CL+4 CL+4 0830-70 LONG TERM DISABILITY INSURANCE Human Resources GC 34090, ADA, FMLA, CRFA/Admin. Dec.CU+6 CU+6 0830-75 COBRA PROGRAM, GENERAL Human Resources GC 34090/Admin. Dec.CU+6 CU+6 0830-76 COBRA - RETIREES Human Resources GC 34090/Admin. Dec.CL+6 CL+6 0830-77 COBRA - PAYMENTS Finance GC 34090/Admin. Dec.CL+6 CL+6 0830-80 SALARIES (CLASSIFICATION/COMPENSATION)Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA, FMLA, CRFA, LC 1174, UIC 1085/Admin.Dec. SU+5 PE 0830-90 REPORTS & STUDIES Human Resources GC34090/Admin. Dec.CU+6 CU+6 0840 EMPLOYEE/LABOR RELATIONS 0840-05 GENERAL INFORMATION Human Resources GC 34090/Admin.Dec.CU+3 CU+3 0840-10 NEGOTIATIONS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA, FMLA, CRFA/Admin.Dec.V CL+3 CL+3 0840-15 LABOR/MANAGEMENT MINUTES, MEETINGS Human Resources GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA, FMLA, CRFA/Admin.Dec.CL+3 CL+3 0840-20 IMPASSE PROCEDURES Human Resources GC 34090/Admin. Dec.CL+3 CL+3 0840-30 MEMORANDA OF UNDERSTANDING Human Resources/City Clerk GC 34090, Equal Pay Act, Title VII, FEHA, ADA, FLSA, FMLA, CRFA/Admin.Dec.V TE+3 PE 0840-50 GRIEVANCES/COMPLAINTS (SAFETY)Human Resources GC 34090 / Admin. Dec.TE+5 TE+5 0840-55 GRIEVANCES/COMPLAINTS (NON-SAFETY)Human Resources GC 34090/Admin.Dec.TE+5 TE+5 0850 RECRUITMENT/SELECTION/REPORTS 0850-05 GENERAL INFORMATION Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CU+3 CU+3 0850-10 AFFIRMATIVE ACTION/EEO (EQUAL EMPLOYMENT Human Resources GC 34090, Title VII, FEHA, ADA/Admin. SU+3 SU+3 0850-15 ADVERTISING (EMPLOYMENT)Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3 0850-20 EMPLOYMENT ANNOUNCEMENTS Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3 0850-25 JOB APPLICATIONS/RESUMES Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3 0850-30 EXAMINATION NOTICES Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3 0850-35 COMPLETED EXAMINATIONS (Written)Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3 0850-40 ORAL EXAMINATION RECORDS Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3 0850-45 PHYSICAL EXAMINATION RECORDS Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3 0850-50 DEPARTMENT TESTING & INTERVIEWS Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3 0850-55 NOTIFICATION OF APPOINTMENTS Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3 0850-60 ELIGIBILITY LISTS, ACTIVE Human Resources GC 34090, Title VII, FEHA, ADA/Admin. SU+3 SU+3 0850-65 ELIGIBILITY LISTS, INACTIVE Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3 0850-70 COMPLAINTS/INVESTIGATIONS (HIRING/SELECTION)Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+5 CL+5 0850-80 ASSESSMENT CENTERS, GENERAL Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CL+3 CL+3 0850-85 TEST & EXAMINATION DEVELOPMENT Human Resources GC 34090, Title VII, FEHA, ADA/Admin. SU+3 SU+3 0850-90 STATISTICS (REPORTS)Human Resources GC 34090, Title VII, FEHA, ADA/Admin. CU+3 CU+3 0860 TRAINING & EMPLOYMENT PROGRAMS 0860-05 GENERAL INFORMATION Human Resources GC 34090/Admin. Dec.CU+3 CU+3 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 26 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0860-20 EMPLOYEE DEVELOPMENT/TRAINING (INTERNAL)Human Resources/All Departments GC 34090, Title VII, FEHA, ADA/Admin. Dec.TE+5 TE+5 0860-25 EMPLOYEE DEVELOPMENT/TRAINING (SAFETY)Human Resources/All Departments GC 34090, Title VII, FEHA, ADA, PC 832.5/Admin. Dec.TE+5 TE+5 0860-27 EMPLOYEE DEVELOPMENT/TRAINING (NON-SAFETY)Human Resources/All Departments GC 34090, Title VII, FEHA, ADA/Admin. Dec.TE+5 TE+5 0860-30 EMPLOYMENT TRAINING SERVICES Human Resources GC 34090, Title VII, FEHA, ADA/Admin. Dec.CU+3 CU+3 0860-35 ORGANIZATIONAL DEVELOPMENT Human Resources/City Manager GC 34090, Title VII, FEHA, ADA/Admin. Dec.CU+3 CU+3 0860-40 INTERN PROGRAMS Human Resources GC 34090, Title VII, FEHA, ADA/Admin. Dec.CL+3 CL+3 0860-45 EDUCATIONAL REIMBURSEMENT/TUITION Human Resources GC 34090, Title VII, FEHA, ADA/Admin. Dec.CL+3 CL+3 0860-50 SPECIAL EMPLOYMENT PROGRAMS Human Resources GC 34090, Title VII, FEHA, ADA/Admin. Dec.CL+3 CL+3 0860-60 POST (POLICE OFFICERS STANDARDS & TRAINING)Police GC 34090, Title VII, FEHA, ADA, PC832.5/Admin. Dec.TE+5 TE+5 0860-70 TRAINING/TRAVEL REQUESTS Finance GC 34090, Title VII, FEHA, ADA/Admin. Dec.CL+5 CL+5 0860-80 VOLUNTEER PROGRAMS All Departments GC 34090, Title VII, FEHA, ADA/Admin. Dec.CL+3 CL+3 0900 SERIES PUBLIC FACILITIES AND GROUNDS 0900 GENERAL ADMINISTRATION 0900-05 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2 0900-07 REQUESTS/COMPLAINTS Public Works GC 34090 CL+2 CL+2 0900-10 CUSTODIAL SERVICES Public Works GC 34090(d)CU+2 CU+2 0900-15 PUBLIC FACILITIES MAINTENANCE Public Works GC 34090(d)CU+2 CU+2 0900-20 PUBLIC GROUNDS MAINTENANCE Public Works GC 34090(d)CU+2 CU+2 0900-30 GRAFFITI/VANDALISM OF PUBLIC BUILDINGS Public Works GC 34090(d)CU+2 CU+2 0900-40 FACILITIES USE APPLICATIONS Public Works GC 34090(d)CU+2 CU+2 0900-43 FACILITIES USE PERMITS/INSURANCE BINDERS Public Works GC34090 CL+2 CL+2 0900-50 REGULATIONS Public Works GC 34090(d), GC40806 PE PE 0900-60 POLICIES & PROCEDURES Public Works GC 34090(d)SU+5 SU+5 0900-65 REPORTS/STUDIES Public Works GC 34090/Admin. Dec.CU+2 CU+2 0900-70 WORK ORDERS Public Works GC 34090 CU+2 CU+2 0910 MUNICIPAL FACILITIES 0910-05 GENERAL INFORMATION (Maintenance & Operations)Development (Building)GC 34090(d)CU+2 CU+2 0910-10 CITY HALL/CIVIC CENTER Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-20 FARADAY BUILDING Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-30 MAINTENANCE YARD (405 OAK)Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-35 SENIOR CENTER Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-40 KRUGER HOUSE Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-43 HERITAGE HALL Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 27 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0910-45 SCOUT HOUSE Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-50 SAFETY CENTER Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-53 FLEET MAINTENANCE YARD Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-60 HOUSING & REDEVELOPMENT OFFICE Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-70 CMWD OFFICE (MUNICIPAL WATER DISTRICT)Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-75 SWIM COMPLEX Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-81 FIRE STATION #1 Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-82 FIRE STATION #2 Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-83 FIRE STATION #3 Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-84 FIRE STATION #4 Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-85 FIRE STATION #5 Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-86 FIRE STATION #6 Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-91 COLE LIBRARY Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-92 CARLSBAD CITY LIBRARY (SOUTH CARLSBAD)Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-93 LAS PALMAS BUILDING Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-94 ADULT LEARNING CENTER Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-95 CENTRO DE INFORMACION Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0910-96 ARTS OFFICE Development (Building)2.083110; GC 34090(a), GC 4004,H&S PE PE 0930 PARKS & OPEN SPACE 0930-05 GENERAL INFORMATION (Maintenance & Operations)Public Works/General Services GC 34090 CU+2 CU+2 0930-07 AVIARA PARKSITE (ZONE 19)Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-10 CALAVERA HILLS PARK/COMMUNITY CENTER Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-15 EL FUERTE PARK Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-20 HARDING COMMUNITY CENTER Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-25 MAGEE PARK Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-30 HOLIDAY PARK Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-35 LA COSTA CANYON PARK Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-40 CANNON LAKE PARK Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-45 CARRILLO RANCH PARK Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-50 HOSP GROVE PARK Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-55 LAGUNA RIVIERA PARK Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-58 LARWIN PARK Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 28 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 0930-65 N/W QUADRANT PARK Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-70 POINSETTIA PARK Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-75 SKATEBOARD PARK Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-80 STAGECOACH PARK/COMMUNITY CENTER Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-83 VETERANS' MEMORIAL PARK Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-85 MUNICIPAL GOLF COURSE Public Works/General Services 2.083110; GC 34090(a), GC 4004,H&S 19850 PE PE 0930-90 REGIONAL PARKS Public Works/General Services GC 34090 5 5 0930-95 STATE PARKS Public Works/General Services GC 34090 2 2 0930-99 PARK PLANNING Public Works/General Services GC 34090 2 2 0940 CITY RESERVOIRS/PUMP STATIONS 0940-10 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2 0940-20 OPERATIONS/MAINTENANCE (Reservoirs, etc.)Public Works GC 34090 CU+2 CU+2 0940-30 RESERVOIRS Public Works GC 34090 PE PE 0940-40 PUMP STATIONS Public Works GC 34090 PE PE 0940-50 CONSTRUCTION/CIP (Reservoirs, etc.)Public Works GC 34090 PE PE 0940-70 REPORTS & STUDIES Public Works GC 34090 CL+2 CL+2 1000 SERIES PUBLIC WORKS/ENGINEERING 1000 ENGINEERING 1000-05 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2 1000-15 MONUMENTS Public Works GC 34090 PE PE 1000-20 PAVING PERMITS Public Works GC 34090 / Admin. Dec.PE PE 1000-25 IMPROVEMENT/GRADING/DRAINAGE PLANS Public Works GC 34090 PE PE 1000-30 GRADING PERMITS Public Works GC 34090 PE PE 1000-35 DRAINAGE BASIN REPORTS Public Works GC 34090, GC 4003, GC 4004, H&S 19850 PE PE 1000-37 DRAINAGE/EROSION Public Works GC 34090 PE PE 1000-40 STANDARDS (Engineering)Public Works GC 34090/Admin.Dec.SU+10 SU+10 1000-45 ENGINEERING PLANS Public Works GC 34090 PE PE 1000-47 RIGHT-OF-WAY PERMITS Public Works 40 CFR 122.28 PE PE 1000-50 SURVEY PROJECTS & MAPS Public Works GC 34090 PE PE 1000-55 POLICIES & PROCEDURES Public Works GC 34090 / Admin. Dec.PE PE 1000-60 REGULATIONS (Engineering)Public Works GC 34090 / Admin. Dec.SU+2 SU+2 1000-65 SOILS REPORTS Public Works GC34090(d)PE PE 1000-70 REPORTS & STUDIES, GENERAL Public Works GC 34090 / Admin. Dec.20 20 1000-76 INSPECTION REQUESTS Public Works GC 34090 CL+2 CL+2 1000-77 INSPECTION LOGS Public Works GC 34090(d)CL+2 CL+2 1000-80 MICROFICHE INDEX Public Works GC 34090 / Admin. Dec.PE PE RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 29 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 1005 GEOGRAPHIC INFORMATION SYSTEMS (GIS) 1005-05 BASE MAPS GIS/Public Works GC 34090, H&S 19850, GC 34090.7 PE PE 1010 HIGHWAYS & THOROUGHFARES 1010-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+2 CU+2 1010-20 STATE ROUTE 78 Public Works GC 34090 / Admin. Dec.CU+5 PE 1010-25 INTERSTATE 5 Public Works GC 34090 / Admin. Dec.CU+5 PE 1010-30 TRUCK ROUTES/ACCESS Public Works GC 34090, GC 4003, GC 4004 SU+2 SU+2 1010-40 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.5 5 1020 BRIDGES 1020-05 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2 1020-20 PROJECT FILES Public Works GC 34090 / Admin. Dec.PE PE 1020-30 BRIDGE INSPECTIONS Public Works GC 34090 PE PE 1020-40 BRIDGE SPECIFICATIONS Public Works GC 34090 PE PE 1020-50 OVERPASSES Public Works GC 34090, GC 4003, GC 4004 PE PE 1020-60 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.PE PE 1025 FLEET MAINTENANCE Public Works GC 34090 / Admin. Dec.CU+2 CU+2 1025-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+2 CU+2 1025-10 MAINTENANCE RECORDS Public Works GC 34090 / Admin. Dec.CL+2 CL+2 1025-15 REPAIR ORDERS Public Works GC 34090 / Admin. Dec.CL+2 CL+2 1025-20 VEHICLE SPECIFICATIONS Public Works GC 34090 / Admin. Dec.SU+2 SU+2 1025-30 VEHICLE FILES Public Works GC 34090 / Admin. Dec.TE+2 TE+2 1025-40 FUEL MONITORING Public Works GC 34090 / Admin. Dec.CU+2 CU+2 1025-50 POLICIES & PROCEDURES Public Works GC 34090 / Admin. Dec.CU+2 CU+2 1025-60 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1030 STREETS - ADMINISTRATION 1030-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+2 CU+2 1030-10 CAPITAL PROJECTS Public Works GC 34090 / Admin. Dec.PE PE 1030-20 STREET ALIGNMENTS/WIDENING Public Works GC 34090 / Admin. Dec.PE PE 1030-40 STREET NAMES Public Works GC 34090 / Admin. Dec.PE PE 1030-45 STREET NAME CHANGES (SNC’S)Public Works GC 34090 / Admin. Dec.PE PE 1030-50 POLICIES & PROCEDURES Public Works GC 34090 / Admin. Dec.CU+10 CU+10 1030-56 STANDARDS Public Works GC 34090 / Admin. Dec.SU+10 SU+10 1030-60 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.CU+10 CU+10 1035 STREETS - MAINTENANCE 1035-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+2 CU+2 1035-07 REQUESTS/COMPLAINTS Public Works GC 34090 / Admin. Dec.CL+2 CL+2 1035-10 MAINTENANCE/IMPROVEMENTS Public Works GC 34090 / Admin. Dec.CL+2 CL+2 1035-13 PAVEMENT/OVERLAY Public Works GC 34090/Admin.Dec.CL+2 CL+2 1035-15 DAILY WORK ORDERS/LOGS Public Works GC 34090/Admin.Dec.CU+5 CU+5 1035-17 DAMAGE/INCIDENT REPORTS Public Works GC 34090/Admin.Dec.CL+5 CL+5 1035-20 BIKE LANES Public Works GC 34090 / Admin. Dec.PE PE 1035-23 CROSSWALKS Public Works GC 34090 / Admin. Dec.PE PE 1035-25 HANDICAPPED RAMPS Public Works GC 34090 / Admin. Dec.PE PE 1035-30 SIDEWALKS Public Works GC 34090 / Admin. Dec.PE PE 1035-33 CURBS/GUTTERS Public Works GC 34090 / Admin. Dec.PE PE RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 30 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 1035-35 STREET LIGHTS Public Works GC 34090 / Admin. Dec.PE PE 1035-37 LIGHTING/LANDSCAPING DISTRICTS Public Works GC 34090, GC 4003, GC 4004 TE+2 TE+2 1035-39 MEDIANS/ISLANDS Public Works GC 34090, GC 4003, GC 4004 PE PE 1035-40 LANDSCAPING Public Works GC 34090, GC 4003, GC 4004 CU+2 CU+2 1035-45 TREE PLANTING/TRIMMING/REMOVAL Public Works GC 34090, GC 4003, GC 4004 CU+5 CU+5 1035-50 POLICIES & PROCEDURES Public Works GC 34090, GC 4003, GC 4004 SU+5 SU+5 1035-60 STREET CLOSURES Public Works GC 34090, GC 4003, GC 4004 PE PE 1035-65 REPORTS & STUDIES Public Works GC 34090, GC 4003, GC 4004 CU+5 CU+5 1040 TRAFFIC ENGINEERING 1040-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1040-07 REQUESTS/COMPLAINTS Public Works GC 34090 / Admin. Dec.CL+5 CL+5 1040-20 CIRCULATION Public Works GC 34090 / Admin. Dec.SU+5 SU+5 1040-25 SPEED ZONING Public Works GC 34090 / Admin. Dec.SU+5 SU+5 1040-27 TRAFFIC COUNTS (ADT)Public Works GC 34090 / Admin. Dec.SU+5 SU+5 1040-30 PEDESTRIAN SAFETY Public Works GC 34090 / Admin. Dec.SU+5 SU+5 1040-35 TRAFFIC SCHEDULES Public Works GC 34090 / Admin. Dec.SU+5 SU+5 1040-40 TRAFFIC IMPACT FEES/MITIGATION Public Works GC 34090 / Admin. Dec.SU+5 SU+5 1040-45 TRAFFIC WARRANTS Public Works GC 34090 / Admin. Dec.EX+5 EX+5 1040-50 TRAFFIC SIGNS Public Works GC 34090 / Admin. Dec.EX+5 EX+5 1040-55 SIGNAL PROJECTS Public Works GC 34090 / Admin. Dec.EX+5 EX+5 1040-58 SIGNAL MAINTENANCE Public Works GC 34090 / Admin. Dec.V CU+5 CU+5 1040-60 REGULATIONS (Traffic)Public Works GC 34090 / Admin. Dec.SU+5 SU+5 1040-65 STATISTICS Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1040-70 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1040-80 SURVEYS (Traffic)Public Works GC 34090 / Admin. Dec.SU+5 SU+5 1050 PARKING 1050-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1050-10 REQUESTS/COMPLAINTS (Parking)Public Works GC 34090 / Admin. Dec.CL+5 CL+5 1050-20 NO PARKING ZONES - ON STREET Public Works GC 34090 / Admin. Dec.SU+5 SU+5 1050-30 NO PARKING ZONES - OFF STREET Public Works GC 34090 / Admin. Dec.SU+5 SU+5 1050-40 PARKING FACILITIES, CITY Public Works GC 34090 / Admin. Dec.5 5 1050-45 PARKING PERMITS Engineering GC 34090 / Admin. Dec.CL+5 CL+5 1050-50 TEMPORARY CONTROLS Public Works GC 34090 / Admin. Dec.EX+5 EX+5 1050-55 PARKING LOTS Engineering/City Clerk GC 34090 / Admin. Dec.CU+5 CU+5 1050-60 PARKING REGULATIONS Engineering/City Clerk GC 34090 / Admin. Dec.PE PE 1050-70 STATISTICS Public Works GC 34090 / Admin. Dec.5 5 1050-75 PARKING DISTRICTS Public Works GC 34090 / Admin. Dec.TE+5 TE+5 1050-80 REPORTS & STUDIES Community Development/ GC 34090 / Admin. Dec.CU+5 CU+5 1055 TRANSPORTATION 1055-05 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-10 VILLAGE TRANSIT STATION Public Works GC 34090 / Admin. Dec.PE PE 1055-15 POINSETTIA TRANSIT STATION Public Works GC 34090 / Admin. Dec.PE PE 1055-20 AIR TRANSPORTATION Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-25 BUS TRANSPORTATION Public Works GC 34090 / Admin. Dec.CU+5 CU+5 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 31 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 1055-28 LIGHT RAIL (COASTER)Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-30 RAILROADS Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-35 TAXI OPERATIONS Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-40 SHUTTLE SERVICES Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-50 TRANSPORTATION PLANNING Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-55 PEAK HOUR TRAFFIC MANAGEMENT Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-60 TRANSPORTATION DEVELOPMENT ACT (TDA)Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-61 FEDERAL AID URBAN (FAU)Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-62 SLTPP (State & Local Transportation Partnership Program)Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-63 TIP (Transportation Improvement Program)Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-65 ISTEA Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-70 TRANSPORTATION PROGRAMS Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-75 TRANSPORTATION SURVEYS Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-80 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-85 REGULATIONS Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1055-90 REGIONAL TRANSPORTATION Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1060 PUBLIC WORKS - CAPITAL IMPROVEMENTS 1060-05 GENERAL INFORMATION Public Works GC 34090/Admin.Dec.PE PE 1060-10 CAPITAL PROJECTS (Public Works)Public Works 2.083110, GC 34090(a), GC 4004; H&S 19850 V PE PE 1060-30 REGULATIONS (Public Works)Public Works GC 34090/Admin.Dec.PE PE 1060-35 STANDARDS (Public Works)Public Works GC 34090/Admin.Dec.PE PE 1060-40 REPORTS & STUDIES Public Works GC 34090/Admin.Dec.PE PE 1065 SPECIAL IMPROVEMENT DISTRICTS 1065-10 GENERAL INFORMATION Public Works GC 34090 / Admin. Dec.CU+2 CU+2 1065-20 MAINTENANCE DISTRICT FORMATION Public Works GC 34090 / Admin. Dec.PE PE 1065-25 MAINTENANCE DISTRICT ANNEXATIONS Public Works GC 34090 / Admin. Dec.PE PE 1065-40 UNDERGROUND UTILITY DISTRICTS (UUAD)Public Works/City Clerk GC 34090 / Admin. Dec.PE PE 1070 SOLID WASTE MANAGEMENT 1070-10 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2 1070-30 REFUSE COLLECTION Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1070-35 COLLECTION RATES (Trash)Public Works NO CITATION CU+2 CU+2 1070-40 FINANCIAL STUDIES/REPORTS (Trash)Public Works GC 34090 / Admin. Dec.CU+10 CU+10 1070-50 HOUSEHOLD HAZARDOUS WASTE Public Works GC 34090 / Admin. Dec.SU+2 SU+2 1070-60 RECYCLING PROGRAMS Public Works GC 34090 / Admin. Dec.SU+5 SU+5 1070-70 MASTER PLANS Public Works GC 34090 SU+2 SU+2 1070-80 REGULATIONS Public Works GC 34090 / Admin. Dec.SU+2 SU+2 1070-90 TRANSFER STATION Public Works GC 34090 / Admin. Dec.PE PE 1100 SERIES RECREATION AND CULTURAL 1100 CULTURAL ARTS 1100-05 GENERAL INFORMATION Cultural Arts GC 34090 CU+2 CU+2 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 32 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 1100-15 PERFORMING ARTS Cultural Arts GC 34090 CL+2 CL+2 1100-20 PUBLIC ART Cultural Arts GC 34090 CL+2 CL+2 1100-30 ACQUISITIONS/FUNDRAISING Cultural Arts GC 34090 PE PE 1100-40 ARTS & CULTURAL PROGRAMS Cultural Arts GC 34090 SU+5 SU+5 1100-50 VOLUNTEERS/ADVISORY GROUPS Cultural Arts GC 34090 CU+5 CU+5 1100-60 REPORTS & STUDIES Cultural Arts GC 34090 CU+5 CU+5 1120 LIBRARY SERVICES 1120-05 GENERAL INFORMATION Library GC 34090 CU+2 CU+2 1120-10 ADMINISTRATION Library GC 34090 CU+2 CU+2 1120-18 FINES/LATE FEES Library GC 34090 / Admin. Dec.CL+5 CL+5 1120-20 COLLECTION DEVELOPMENT Library GC 34090 PE PE 1120-23 MATERIALS SELECTION Library GC 34090 / Admin. Dec.CU+10 CU+10 1120-25 CALIFORNIA STATE LIBRARY Library GC 34090 / Admin. Dec.CU+10 CU+10 1120-30 ACQUISITIONS/FUNDRAISING Library GC 34090 PE PE 1120-40 VOLUNTEERS/ADVISORY GROUPS Library GC 34090 / Admin. Dec.CU+10 CU+10 1120-45 COMPUTERS/AUTOMATION Library GC 34090 / Admin. Dec.CU+20 CU+20 1120-50 REFERENCE SERVICES Library GC 34090 / Admin. Dec.CU+20 CU+20 1120-51 GENEALOGY SERVICES Library GC 34090 / Admin. Dec.CU+20 CU+20 1120-52 CHILDREN'S SERVICES Library GC 34090 / Admin. Dec.CU+20 CU+20 1120-53 ADULT LEARNING SERVICE Library GC 34090 / Admin. Dec.CU+20 CU+20 1120-54 CENTRO DE INFORMACION (Programs/Services)Library GC 34090 / Admin. Dec.CU+20 CU+20 1120-55 GRAPHIC ART SERVICES Library GC 34090 / Admin. Dec.CU+20 CU+20 1120-56 MEDIA SERVICES Library GC 34090 / Admin. Dec.CU+20 CU+20 1120-70 SPECIAL PROGRAMS Library GC 34090 / Admin. Dec.CL+10 CL+10 1120-80 REPORTS & STUDIES Library GC 34090 / Admin. Dec.CU+10 CU+10 1130 RECREATION 1130-05 GENERAL INFORMATION Recreation GC 34090 CL+2 CL+2 1130-07 REQUESTS/COMPLAINTS Recreation GC 34090 CL+2 CL+2 1130-15 ACCIDENT/INCIDENT REPORTS (Recreation)Recreation GC 34090 CL+2 CL+2 1130-20 SPECIAL EVENTS Recreation GC 34090 CL+2 CL+2 1130-30 ADULT SPORTS Recreation GC 34090 CL+2 CL+2 1130-40 YOUTH SPORTS Recreation GC 34090 CL+2 CL+2 1130-50 RECREATION CLASSES Recreation GC 34090 CL+2 CL+2 1130-55 CLASS REGISTRATIONS Recreation GC 34090 CL+2 CL+2 1130-60 LAGOON PERMITS Recreation GC 34090 CL+2 CL+2 1130-65 LAGOON PATROL Police GC 34090 CL+2 CL+2 1130-70 REGULATIONS (Recreation)Recreation GC 34090 CL+2 CL+2 1130-80 REPORTS & STUDIES Recreation GC 34090 CL+2 CL+2 1200 SERIES UTILITIES 1200 WATER SERVICES/BILLING 1200-10 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2 1200-15 CORRESPONDENCE/CUSTOMER CONCERNS Public Works/Finance GC 34090 CL+2 CL+2 1200-20 RATES/FEES Public Works/Finance GC 34090 PE PE 1200-23 METER READ REPORTS Public Works GC 34090 CU+2 CU+2 1200-25 WATER SYSTEM MAINTENANCE Public Works GC 34090 / Admin. Dec.V CU+5 CU+5 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 33 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 1200-35 CONNECTIONS Finance GC 34090 / Admin. Dec.PE PE 1200-40 POLICIES & PROCEDURES Public Works GC 34090 / Admin. Dec.15 15 1200-45 REGULATIONS Public Works GC 34090 / Admin. Dec.SU+15 SU+15 1200-50 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1210 WATER RESOURCES 1210-10 GENERAL INFORMATION Public Works GC 34090 CU+2 CU+2 1210-20 CONSERVATION Public Works GC 34090 / Admin. Dec.CU+10 CU+10 1210-25 WATER SOURCES (SUPPLY)Public Works GC 34090 / Admin. Dec.CU+15 CU+15 1210-30 WATER QUALITY Public Works GC 34090 / Admin. Dec.CU+15 CU+15 1210-35 TEST REPORTS (Water)Public Works GC 34090 / Admin. Dec.CU+12 CU+12 1210-40 MASTER PLAN Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE 1210-45 DAMS Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE 1210-47 WATER LINES Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE 1210-50 CAPITAL PROJECTS CONSTRUCTION (Water)Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 V PE PE 1210-60 WATER RIGHTS Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 V PE PE 1210-65 WELLS Public Works GC 34090, GC 4003, GC 4004 V PE PE 1210-70 WATER USAGE Public Works GC 34090, GC 4003, GC 4004 PE PE 1210-75 AGRICULTURAL WATER USE Public Works GC 34090, GC 4003, GC 4004 PE PE 1210-80 REPORTS & STUDIES Public Works GC 34090 / Admin. Dec.CU+5 CU+5 1210-85 REGULATIONS Public Works GC 34090 / Admin. Dec.SU+15 SU+15 1230 WASTEWATER MANAGEMENT 1230-05 GENERAL INFORMATION Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 CU+5 CU+5 1230-10 MASTER PLAN (Waste water)Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE 1230-15 CAPITAL CONSTRUCTION (SEWER LINES/MAINS)Public Works GC 34090 V PE PE 1230-20 SEWER CONNECTIONS Public Works GC 34090 PE PE 1230-25 EMERGENCIES Public Works GC 34090 PE PE 1230-30 RATES/FEES/ADMIN.Public Works GC 34090 PE PE 1230-40 INDUSTRIAL WASTE Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE 1230-45 SLUDGE AND SOLIDS Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE 1230-50 OUTFALL Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE 1230-55 SEWER SYSTEMS MAINTENANCE Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 V PE PE 1230-65 SEWER PERMITS Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 34 of 35 Approved 10/17/2000 Revised 02/18/2003 CITY OF CARLSBAD FILING SYSTEM GUIDE AND RECORDS RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD LEGAL CITATION VITAL LEGAL RETENTION TOTAL RETENTION 1230-70 TEST REPORTS Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE 1230-72 SPECIAL STUDIES/REPORTS Public Works GC 34090/ Admin Dec.CL+5 CL+5 1230-75 WASTEWATER SERVICE/INSTALLATION Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 CU+5 CU+5 1230-80 WATER RECLAMATION (Reclaimed Water)Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE 1230-85 REGULATIONS Public Works GC 34090 / Admin. Dec.SU+5 SU+5 1240 STORM WATER 1240-05 GENERAL INFORMATION Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 CU+5 CU+5 1240-20 STORM DRAINS Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE 1240-30 STORM WATER PROTECTION PROGRAM Public Words 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE 1240-40 STORM WATER REGULATIONS Public Works GC 34090/ Admin. Dec.SU+5 SU+5 1240-50 REPORTS & STUDIES Public Works GC 34090/ Admin. Dec.CL+5 CL+5 1250 TELEPHONE & COMMUNICATIONS 1250-05 GENERAL INFORMATION Information Technology GC 34090 CU+2 CU+2 1250-10 RATES Information Technology GC 34090 SU+2 SU+2 1250-30 CITY PHONE SYSTEM MAINTENANCE Information Technology GC 34090 CU+2 CU+2 1250-40 REGULATIONS Information Technology GC 34090 SU+5 SU+5 1250-50 REPORTS & STUDIES Information Technology GC 34090 CU+5 CU+5 1260 GAS & ELECTRICITY 1260-05 GENERAL INFORMATION Public Works GC 34090 CU+5 CU+5 1260-10 RATES Public Works/City Clerk GC 34090 / Admin. Dec.SU+2 SU+2 1260-30 UNDERGROUNDING (Utility)Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE 1260-40 PLANT FACILITIES (Utility)Public Works 40 CFR 141.33 H&S 19850, GC 4003, GC 4004 PE PE 1260-50 REGULATIONS Public Works GC 34090 / Admin. Dec.SU+2 SU+2 1260-60 REPORTS & STUDIES Public Works GC 34090 CU+5 CU+5 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated V=Vital 35 of 35 Approved 10/17/2000 Revised 02/18/2003