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