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; ; Records Retention Schedule; 2004-03-11
CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE 0100 01 00-03 01 00-04 AP & CllY COUNCIL ADMINISTRATION CITY COUNCIL CORRESPONDENCE COUNCIL OFFICE cu+2 CITY MANAGER CORRESPONDENCE CITY MANAGER cu+2 GC 34090 GC 34090 DATE ~___ ___ 0100-05 CITY MANAGER DEPARTMENT FILES 0100-10 ADMINISTRATIVE ORDERS I NUMBER I DESCRIPTION I RECORD GC 34090, ADMIN DEC CITY MANAGER cu+5 CITY MANAGER PE GC 34090 V 0100-12 0100-13 01 00-14 01 00-1 5 0100-20 GC 34090 GOALS & OBJECTIVES (CITY COUNCIL) CITY CLERK cu+5 GOALS & OBJECTIVES (DEPARTMENTAL) VARIOUS cu+5 GC 34090 CITYWIDE GOALS DATABASE CITY MANAGER 2 GC 34090, ADMIN. DEC. PE GC 34090 V COUNCIL POLICIES CITY CLERK DONATIONS & GIFTS CITY CLERK PE GC 34090 __ 01 00-25 01 00-30 ~~ AWARDS & COMMENDATIONS COUNCIL OFFICE cu+2 GC 34090 PROCLAMATIONS COUNCIL OFFICE cu+2 GC 34090 0100-34 0100-35 01 00-40 GC 34090 CITY MANAGER GENERAL FILES CITY MANAGER cu+5 PRESSRELEASES CITY MANAGER cu+2 SURVEYS, GENERAL CITY MANAGER cu+2 GC 34090 GC 34090 ~ 0120 0120-05 I 10120-13 (SPECIAL EVENTS INSURANCE (RISK MANAGEMENT (CLt2 (GC 34090 ~ RISK MANAGEMENT GENERAL INFORMATION RISK MANAGEMENT cu+2 GC 34090 (0120-15 (PROPERTY INSURANCE (RISK MANAGEMENT ICL+5 (GC 34090 I 01 20-07 01 20-09 01 20-10 ~ RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terminated, V=Vital GC 34090 INSURANCE MANUALS RISK MANAGEMENT su+2 LIABILITY DATABASE RISK MANAGEMENT PE GC 34090, ADMIN. DEC. PE GC 34090 v LIABILITY INSURANCE (CITY POLICIES) RISK MANAGEMENT Page 1 of 48 Revised 3/9/2004 c CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE RETENTION FILE RECORD CATEGORY & OFFICE OF NUMBER DESCRIPTION RECORD RISK MANAGEMENT PE V INSURANCE POOL RISK SHARING AUTHORITY 0120-17 LEGAL CITATION GC 34090 IGC 34090 lPE 10120-18 \INSURANCE REVIEW REQUESTS ]RISK MANAGEMENT 01 20-20 01 20-23 LOSS RECOVERY FILES RISK MANAGEMENT cu+2 GC 34090 INCIDENT REPORTS/CITIZEN INJURY RISK MANAGEMENT CL+2 GC 34090 RISK MANAGEMENT GENERAL SAFETY & OSHA REGULATIONS 01 20-30 10120-35 IREPORTS & STUDIES IRiSK MANAGEMENT (cu+5 129 CFR 1904.6, GC 34090 PE 29 CFR 1904.6, GC 34090 ~ ~ 0120-40 POLICIES & PROCEDURES RISK MANAGEMENT su+5 GC 34090(d), ADMIN DEC 0130 RECORDS MANAGEMENT 01 30-05 01 30-1 0 GENERAL INFORMATION RECORDS MANAGEMENT CU+2 GC 34090 POLICIES & PROCEDURES RECORDS MANAGEMENT SU+5 GC 34090(d) 10130-27 IRECORDS MANAGEMENT AUDITS IRECORDS MANAGEMENT IAU+6 IGC 34090 01 30-20 0130-25 RECORDS RETENTION SCHEDULE RECORDS MANAGEMENT SU+4 CCP 343 RECORDS DESTRUCTION LISTS RECORDS MANAGEMENT PE GC 34090 01 30-35 MICROFICHE INDEX cu+2 CITYCLERK RECORDS MANAGEMENT GC 34090 0 130-50 GC 34090 CL+2 CITY CLERK VARIOUS DEPARTMENTS PUBLIC RECORDS REQUESTS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 0140 0140-05 0140-10 0140-15 0150 Page 2 of 48 Revised 3/9/2004 DOCUMENT MANAGEMENT SYSTEM GENERAL INFORMATION RECORDS MANAGEMENT CU+2 GC 34090 POLICIES & PROCEDURES RECORDS MANAGEMENT SU+5 GC 34090 DMS TRAINING INFORMATION & MATERIALS INFORMATION TECHNOLOGY GC 34090 RECORDS MANAGEMENT SU+2 0150-15 01 50-20 GC 34090 POLICIES & PROCEDURES INFORMATION TECHNOLOGY SU+2 TRAINING INFORMATION/MATERIALS INFORMATION TECHNOLOGY SU+2 GC 34090 0150-25 01 50-30 AIMWORX DATABASE INFORMATION TECHNOLOGY CU+2 GC 34090, ADMIN. DEC. CHANGE CONTROL DATABASE INFORMATION TECHNOLOGY CU+2 GC 34090, ADMIN. DEC. CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE CHAMBER OF COMM CARLSBAD CONVENTION & VISITORS BUREAU (CCVB) CARLSBAD ECONOMIC ENHANCEMENT COUNCIL (CEEC) 0200-1 0 0200-15 GC 34090 cu+2 MANAGER MANAGER cu+2 GC 34090 Icu+2 (GC 34090 10200-20 IARTS ASSOCIATES lClTY MANAGER 0200-30 cu+2 GC 34090 CITY MANAGER CABLE TELEVISION FOUNDATION CITY CLERK ~VARI ous Icu+2 (GC 34090 10200-40 ICARLSBAD BOYS & GIRLS CLUB CITY MANAGER NON-PROFIT ORGANIZATIONS (GENERAL) 0200-50 cu+2 GC 34090 (0210 ]EMPLOYEE ORGANIZATIONS 0210-10 CARLSBAD FIRE ASSOCIATION (CFA) HUMAN RESOURCES PE GC 34090 HUMAN RESOURCES CARLSBAD POLICE OFFICERS ASSOCIATION (CPOA) 0210-15 PE GC 34090 0220 0220-05 I GC 34090 cu+5 AIR POLLUTION CONTROL DISTRICT (APCD) 0230-06 OTHER ORGANIZATIONS LEAGUE OF CALIFORNIA CITIES CITY MANAGER cu+5 GC 34090, ADMIN. DEC. 10230-10 ISAN DIEGO COUNTY, GOVERNMENT IVARIOUS Icu+5 IGC 34090 0220-1 0 NATIONAL LEAGUE OF CITIES CITY MANAGER cu+2 GC 34090 10230-15 ICALTRANS VARIOUS pu+5 IGC 34090 0230 (cu+5 (GC 34090 GOVERNMENT/ REGULATORY AGENCIES cu+5 CALIFORNIA COASTAL COMMISSION (CCC) 0230-12 GC 34090 VARIOUS LOCAL AGENCY FORMATION COMMISSION (LAFCO) 0230-25 RETENTION CODES: AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E= Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital GC 34090 cu+5 Page 3 of 48 Revised 3/9/2004 VARIOUS SAN DIEGO ASSOCIATION OF GOVERNMENTS (SANDAG) 0230-30 cu+5 GC 34090 cu+5 NORTH COUNTY TRANSIT DISTRICT (NCTD) ENClNA WATER POLLUTION CONTROL FACILITY (EWPCF) LEUCADIA COUNTY WATER DISTRICT (LCWD) 0230-40 cu+5 cu+5 0230-50 0230-52 GC 34090 GC 34090 GC 34090 0230-80 0230-85 0230-90 0240 0240-10 0240-20 0240-30 0240-40 0240-50 I I I 1 0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES STATE AGENCIES, GENERAL VARIOUS cu+5 GC 34090 GC 34090 FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) GC 34090 cu+5 FEDERAL AGENCIES VARIOUS cu+5 SCHOOL DISTRICTS CARLSBAD UNIFIED CITY CLERK 2 ENClNlTAS UNION CITY CLERK 2 GC 34090 SAN DlEGUlTO UNION CITY CLERK 2 GC 34090 GC 34090 SAN MARCOS UNIFIED CITY CLERK 2 GC 34090 COLLEGES, STATE VARIOUS 2 GC 34090 0300 0300-05 CITY BOARDS, COMMISSIONS, &COMMITTEES GENERAL INFORMATION CITY CLERK cu+2 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital ~ 0300-10 BROCHURES/APPLICATION FORMS CITY CLERK cu+2 GC 34090 0300-20 LIST OF VACANCIES (ANNUAL) CITY CLERK cu+2 GC 34090 0 3 0 0 - 3 0 APPOINTEES, LIST OF CITY CLERK cu+2 GC 34090 0305 0305-05 GENERAL INFORMATION VARIOUS cu+2 GC 34090 0305-1 5 APPLICATIONS (APPOINTED) VARIOUS TE+5 GC 34090 0305-17 APPLICATIONS (NOT SELECTED) VARIOUS CL+2 GC 34090 0305-40 AGENDAS, MEETING VARIOUS PE GC 34090, ADMIN DEC 0305-45 MINUTES, MEETING VARIOUS PE GC 34090 0305-50 NOTICES, MEETNG VARIOUS cu+2 GC 34090 0310 ARTS COMMISSION AD HOC BOARDS, COMMISSIONS, COMMIlTEES Page 4 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE 0315-05 GENERAL INFORMATION 0315-15 APPLICATIONS (APPOINTED) ENGINEERING cu+2 GC 34090 CITY CLERK TE+5 GC 34090 0315-17 APPLICATIONS (NOT SELECTED) 031 5-25 APPOINTMENT, LETTERS OF 031 5-30 RESIGNATION, LETTERS OF 031 5-35 NOTICES OF VACANCY 031 5-40 AGENDAS, MEETING 0315-45 MINUTES, MEETING 0315-50 NOTICES, MEETING CITY CLERK CL+2 GC 34090 COUNCIL OFFICE cu+2 GC 34090 CITY CLERK cu+2 GC 34090 CITY CLERK CL+2 GC 34090 GC 34090, ADMIN. DEC. GC 34090(e) ENGINEERING ENGINEERING cu+2 GC 34090.7 PE V PE V ENGINEERING 031 5-55 0315-60 0315-65 RETENTION CODES: AU=ARer Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital GC 34090(e) GC 34090 PE V PE V RESOLUTIONS ENGINEERING STAFF REPORTSlPACKETS ENGINEERING POLICIES & PROCEDURES ENGINEERING su+5 GC 34090 Page 5 of 48 Revised 3/9/2004 0320 0320-05 0320-15 DESIGN REVIEW BOARD GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 APPLICATIONS (APPOINTED) CITY CLERK TE+5 GC 34090 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & NUMBER DESCRIPTION LEGAL CITATION RETENTION OFFICE OF RECORD I 0320-60 0 3 2 0 - 6 5 0325 STAFF REPORTS/PACKETS HOUSING & REDEVELOPMENT FE GC 34090 POLICIES & PROCEDURES HOUSING & REDEVELOPMENT SU+5 GC 34090, GC 40801 HISTORIC PRESERVAnON COMMISSION 0325-05 GENERAL INFORMATION 0325-15 APPLICATIONS (APPOINTED) LIBRARY cu+2 GC 34090 CITY CLERK TE+5 GC 34090 -~~ 0325-1 7 APPLICATIONS (NOT SELECTED) 0325-25 APPOINTMENT, LETTERS OF CITY CLERK CL+2 GC 34090 GC 34090 COUNCIL OFFICE cu+2 0325-30 0325-35 RESIGNATION, LETTERS OF CITY CLERK cu+2 GC 34090 GC 34090 NOTICES OF VACANCY CITY CLERK CL+2 0325-40 0325-45 GC 34090, ADMIN. DEC. GC 34090(e) PE V PE V AGENDAS, MEETING LIBRARY MINUTES, MEETING LIBRARY 0325-50 NOTICES, MEETING LIBRARY RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election, EX=Expired, PE= Permanent, SU=Superceded, TE=Terminated, V=Vital GC 34090.7 cu+2 Page 6 of 48 Revised 3/9/2004 0325-55 0325-60 0325-65 GC 34090(e) GC 34090 PE V PE V RESOLUTIONS LIBRARY STAFF REPORTSlPACKETS LIBRARY POLICIES & PROCEDURES LIBRARY su+5 GC 34090 10330-1 5 IAPPLICATIONS (APPOINTED) IClTY CLERK ITE+5 IGC 34090 I 0330 0330-05 HOUSING COMMISSION GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 0330 0330-05 HOUSING COMMISSION GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 0330-1 5 0330-1 7 0330-25 APPLICATIONS (APPOINTED) CITY CLERK TE+5 GC 34090 GC 34090 APPLICATIONS (NOT SELECTED) CITY CLERK CL+2 APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090 0330-1 7 0330-25 GC 34090 APPLICATIONS (NOT SELECTED) CITY CLERK CL+2 APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090 0335-35 GC 34090 NOTICES OF VACANCY CITY CLERK CL+2 0335-40 0335-45 GC 34090, ADMIN. DEC. PE V PE V AGENDAS, MEETING LIBRARY MINUTES, MEETING LIBRARY GC 34090(e) 0335-50 0335-55 0335-60 0335-65 0340 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital NOTICES, MEETING LIBRARY cu+2 GC 34090.7 GC 34090(e) RESOLUTIONS LIBRARY GC 34090 PE V PE V STAFF REPORTS/PACKETS LIBRARY POLICIES & PROCEDURES LIBRARY su+5 GC 34090 PARKS & RECREATION COMMISSION Page 7 of 48 Revised 3/9/2004 0340-05 0340-1 5 0340-1 7 0340-25 GENERAL INFORMATION PARKS & RECREATION cu+2 GC 34090 APPLICATIONS (APPOINTED) CITY CLERK TE+5 GC 34090 APPLICATIONS (NOT SELECTED) CITY CLERK CL+2 GC 34090 APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090 0340-30 0 3 4 0 - 3 5 GC 34090 RESIGNATION, LETTERS OF CITY CLERK cu+2 NOTICES OF VACANCY CITY CLERK CL+2 GC 34090 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER LEGAL CITATION RETENTION RECORD CATEGORY & OFFICE OF DESCRIPTION RECORD IGC 34090, ADMIN. DEC. PE 10340-40 IAGENDAS, MEETING PARKS & RECREATION Iv - 0340-50 0340-55 GC 34090.7 NOTICES, MEETING PARKS & RECREATION cu+2 PARKS & RECREATION PE GC 34090(e) V RESOLUTIONS 0340-60 0340-65 PERSONNEL BOARD 0345-05 GENERAL INFORMATION [HUMANRESOURCES (CUI2 /GC 34090 GC 34090 PE V STAFF REPORTSlPACKETS PARKS & RECREATION POLICIES & PROCEDURES PARKS & RECREATION su+5 GC 34090 10345-15 /APPLICATIONS (APPOINTED) /CITY CLERK lTE+5 IGC 34090 APPLICATIONS (NOT SELECTED) APPOINTMENT, LETTERS OF 0345-25 GC 34090 CITY CLERK CL+2 COUNCIL OFFICE cu+2 GC 34090 0345-30 0345-35 RESIGNATION, LETTERS OF CITY CLERK cu+2 GC 34090 NOTICES OF VACANCY CITY CLERK CL+2 GC 34090 0345-40 0345-45 0345-55 0345-60 GC 34090, ADMIN. DEC. rt V AGENDAS, MEETING HUMAN RESOURCES MINUTES, MEETING HUMAN RESOURCES PE GC 34090(e) V GC 34090(e) GC 34090 PE V PE V RESOLUTIONS HUMAN RESOURCES STAFF REPORTS/PACKETS HUMAN RESOURCES 10345-50 INOTICES, MEETING (HUMAN RESOURCES pu+2 IGC 34090.7 0345-65 0350 POLICIES & PROCEDURES HUMAN RESOURCES su+5 GC 34090 PLANNING COMMISSION 0350-1 5 0350-17 GC 34090 APPLICATIONS (APPOINTED) CITY CLERK TE+5 APPLICATIONS (NOT SELECTED) CITY CLERK CL+2 GC 34090 Icu+2 IGC 34090 0350-40 0350-45 (0350-35 [NOTICES OF VACANCY \CITY CLERK ICL+2 (GC 34090 PE GC 34090, ADMIN. DEC V AGENDAS, ME ET1 NG PLANNING MINUTES, MEETING PLANNING PE GC 34090(e) V RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, EZElection, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 8 of 48 Revised 3/9/2004 FILE RECORD CATEGORY & OFFICE OF RETENTION NUMBER DESCRIPTION RECORD 0350-50 NOTICES, MEETING PLANNING cu+2 PE V PE V 0350-55 RESOLUTIONS PLANNING 0350-60 STAFF REPORTSlPACKETS PLANNING 0350-65 POLICIES & PROCEDURES PLANNING su+5 LEGAL CITATION GC 34090.7 GC 34090(e) GC 34090 GC 34090 0355 0355-05 (GC 34090(e) PE 10355-45 IMINUTES. MEETINGS ISENiORS Iv SENIOR COMMISSION GENERAL INFORMATION SENIORS cu+2 GC 34090 ~~ 0355-1 5 APPLICATIONS (APPOINTED) 0355-17 APPLICATIONS (NOT SELECTED) 10355-60 (STAFF REPORTSlPACKETS IGC 34090 GC 34090 CITY CLERK TE+5 CITY CLERK CL+2 GC 34090 0355-25 0355-30 0355-35 0355-40 Isu+5 IGC 34090 APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090 RESIGNATION, LETTERS OF CITY CLERK cu+2 GC 34090 NOTICES OF VACANCY CITY CLERK CL+2 GC 34090 GC 34090, ADMIN. DEC. PE V AGENDAS, MEETING SENIORS 10360-05 IGENERAL INFORMATION IARTS Icu+2 IGC 34090 0355-50 0355-55 10360-15 1 APPLICATIONS (APPOINTED) IClTY CLERK ITE+5 IGC 34090 NOTICES, MEETING SENIORS cu+2 GC 34090.7 RESOLUTIONS SENIORS GC 34090(e) PE V 0355-65 POLICIES & PROCEDURES IGC 34090(e) PE 10360-45 IMINUTES. MEETING IARTS Iv 0360-17 0360-25 APPLICATIONS (NOT SELECTED) CITY CLERK CL+2 GC 34090 APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 0 3 6 0 - 3 5 0360-40 Page 9 of 48 Revised 3/9/2004 NOTICES OF VACANCY CITY CLERK CL+2 GC 34090 GC 34090, ADMIN DEC. PE V AGENDAS, MEETING ARTS 0360-50 0360-55 NOTICES, MEETING ARTS cu+2 GC 34090.7 GC 34090(e) PE V RESOLUTIONS ARTS CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & OFFICE OF RETENTION NUMBER DESCRIPTION RECORD PE v 0360-60 STAFF REPORTS/PACKETS ARTS LEGAL CITATION GC 34090 0360-65 0365 0365-05 POLICIES & PROCEDURES ARTS su+5 GC 34090 TRAFFIC SAFETY COMMISSION GENERAL INFORMATION ENGINEERING cu+2 GC 34090 0365-15 0365-17 10365-30 IRESIGNATION, LETTERS OF IClTY CLERK Icu+2 (GC 34090 I APPLICATIONS (APPOINTED) CITY CLERK TE+5 GC 34090 APPLICATIONS (NOT SELECTED) CITY CLERK CL+2 GC 34090 0365-25 APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090 I 0365-35 0365-40 0365-45 GC 34090 NOTICES OF VACANCY CITY CLERK CL+2 AGENDAS, MEETING ENGINEERING MINUTES, MEETING ENGINEERING GC 34090, ADMIN. DEC. PE V PE V GC 34090(e) 10370-1 5 IAPPLICATIONS (APPOINTED) IClTY CLERK ITE+5 IGC 34090 I 0365-50 0365-55 cu+2 GC 34090.7 ENGINEERING PE GC 34090(e) NOTICES, MEETING ENGINEERING RESOLUTIONS V 0365-60 0365-65 PE GC 34090 V STAFF REPORTS/PACKETS ENGINEERING POLICIES & PROCEDURES ENGINEERING su+5 GC 34090 0370-05 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital GENERAL INFORMATION cu+2 GC 34090 ENGINEERING CITY CLERK Page 10 of 48 Revised 3/9/2004 0370-17 0370-25 GC 34090 APPOINTMENT, LETTERS OF COUNCIL OFFICE cu+2 GC 34090 APPLICATIONS (NOT SELECTED) CITY CLERK CL+2 0370-30 0370-35 0370-40 RESIGNATION, LETTERS OF CITY CLERK cu+2 GC 34090 NOTICES OF VACANCY CITY CLERK CL+2 GC 34090 GC 34090, ADMIN. DEC. PE V AGENDAS, MEETING ENGINEERING 0370-45 0370-50 GC 34090(e) GC 34090.7 PE V MINUTES, MEETING ENGINEERING NOTICES, MEETING ENGINEERING cu+2 0370-60 0370-65 GC 34090 PE V STAFF REPORTS/PACKETS ENGINEERING POLICIES & PROCEDURES ENGINEERING su+5 GC 34090 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE 0400 0400-05 0400-1 0 FISCAL/ FINANCIAL SERVICES GENERAL INFORMATION FINANCE cu+2 GC 34090 CHART OF ACCOUNTS FINANCE cu+2 GC 34090 0400-1 5 0400-20 GC 34090 AU+4 V ACCOUNTS PAYABLE FINANCE PETTY CASH FINANCE AU+4 GC 34090 0400-30 0400-40 AU+4 GC 34090,26 CFR 301 65- V 1 (f) FIXED ASSETS FINANCE CHECWAP REGISTERS FINANCE PE GC 26907 0400-50 0400-60 10400-81 (IFAS REPORTS IGC 34090 FUND TRANSFERS FINANCE AU+4 GC 34090 GC 34090, CCP 337 PE V GENERAL LEDGERS FINANCE 10400-84 /IFAS - G/L MODULE - DETAIL DATABASE IFINANCE IGC 34090, ADMIN. DEC. 0400-70 JOURNAL VOUCHERS/ENTRIES FINANCE AU+4 GC 34090, CCP 337 IFAS - ACCOUNTS RECEIVABLE MODULE F,NANCE 10400-88 I DATABASE I 0400-77 0400-80 IAU+4 IFAS INSTRUCTIONS & MANUALS FINANCE cu+2 GC 34090 IFAS BATCHES & BUDGET CHANGES FINANCE cu+7 GC 34090 IGC 34090, ADMIN. DEC. AU+4 IFAS -ACCOUNTS PAYABLE MODULE DATABASE 0400-86 GC 34090, ADMIN. DEC. 0400-90 0400-95 10410-05 IGENERAL INFORMATION IFiNANCE Icu+2 IGC 34090 ACCOUNTING REPORTS FINANCE AU+4 GC 34090 GC 34090.7 ANNUAL REPORTS (FINANCIAL) FINANCE AU+7 0400-97 0400-99 0410 POLICIES & PROCEDURES FINANCE cu+2 GC 34090(d) REFUNDS FINANCE AU+4 GC 34090 AUDITS, FINANCIAL ~~ 041 0-1 0 AUDIT REPORTS, INTERNAL RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital FINANCE PE GC 34090 Page 11 of 48 Revised 3/9/2004 041 0-20 041 0-30 AUDIT REPORTS, EXTERNAL FINANCE PE GC 34090 AUDIT PROPOSALS FINANCE PE GC 34090 041 0-35 ANNUAL AUDITS, CITY FINANCE PE GC 34090 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER LEGAL CITATION RETENTION RECORD CATEGORY & OFFICE OF DESCRIPTION RECORD 10410-40 ANNUAL AUDITS, REDEVELOPMENT FINANCE IPE IGC 34090 FINANCE ANNUAL AUDITS, INDUSTRIAL DEVELOPMENT 041 0-55 I041 0-45 PE GC 34090 IGC 34090 0420 0420-05 IGC 34090 BANKING GENERAL INFORMATION cu+2 GC 34090 FINANCE TREASURER 0420- 10 0420-1 5 BANK SIGNATURE CARDS su+2 GC 34090 FINANCE TREASURER FINANCE BANK DEPOSIT CORRESPONDENCE TREASURER 4 GC 34090, CCP 337 0420-20 0420-23 10420-17 BANK STATEMENTS AU+5 GC 34090, 26 CFR 1.6001-1 FINANCE TREASURER FINANCE TREASURER CHECKSNVARRANTS AU+5 GC 34090, CCP 337 FINANCE I TREASURER 0420-25 0420-30 IAU+5 CHECKSKANCELED AU+5 GC 34090, CCP 337 RETURNED CHECKS AU+5 GC 34090, CCP 337 FINANCE TREASURER FINANCE TREASURER IGC 34090,26 CFR 1.6001-1 0420-40 DEPOSIT SLIPS 4 GC 34090, CCP 337 FINANCE TREASURER 0420-46 WIRE TRANSFERS 10420-33 lUNCLAlMED CHECKS 5 GC 34090, CCP 337 FINANCE TREASURER FINANCE TREASURER 0420-50 IAU+5 DAILY BALANCE WORKSHEETS AU+5 GC 34090, 26 CFR 1,6001-1 FINANCE TREASURER IGC 34090, CCP 337 0420-60 POLICIES & PROCEDURES su+5 GC 34090(d), ADMIN. DEC. FINANCE TREASURER FINANCE I TREASURER 0430 0430-05 (GC 34090, CCP 337 I I I BUDGET GENERAL INFORMATION FINANCE cu+2 GC 34090 0430-10 0430-20 0430-30 BUDGET, DEPARTMENTAL VARIOUS cu+2 GC 34090 OPERATING BUDGET, CITY (ADOPTED) CAPITAL BUDGET, CITY (ADOPTED) GC 34090, ADMIN. DEC. PE V PE CITY CLERK GC 34090, ADMIN. DEC \I CITY CLERK FINANCE TREASURER 10420-55 IMONTHLY RECONCILIATION REPORTS I 0430-35 0430-37 /Aut5 FINANCIAL REPORTS, BUDGET RELATED FINANCE cu+2 GC 34090 FINANCIAL MASTER PLAN FINANCE su+2 GC 34090 IGC 34090,26 CFR 1.6001-1 FINANCE TREASURER Icu+2 IGC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 12 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE RETENTION FILE RECORD CATEGORY & OFFICE OF NUMBER DESCRIPTION RECORD LEGAL CITATION 0430-40 0430-45 0430-50 REVENUE ESTIMATES FINANCE cu+2 GC 34090 REVENUE SHARING FINANCE cu+2 GC 34090 POLICIES & PROCEDURES FINANCE su+5 GC 34090(d). ADMIN. DEC. IGC 34090(d), ADMIN. DEC. 10430-80 IREDEVELOPMENT AGENCY BUDGET CITY CLERK IPE PUBLIC IMPROVEMENT CORPORATION BUDGET 0430-70 CLERK PE GC 34090(d), ADMIN. DEC. 0430-90 0430-95 0430-96 0440 0440-05 CITY CLERK HOUSING & REDEVELOPMENT MORTGAGE REVENUE BONDS, MULTI /0440-16 1 FAMILY WATER DISTRICT BUDGET CITY CLERK PE GC 34090(d), ADMIN. DEC. PE GC 34090(d), ADMIN. DEC. INDUSTRIAL DEVELOPMENT AUTHORITY CLERK BUDGET PUBLIC FINANCING AUTHORITY BUDGET CITY CLERK PE GC 34090 BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS GENERAL INFORMATION FINANCE CL+lO CCP 337.5 GC 34090, CCP 337.5, ADMIN. DEC. 0440-10 0440-1 5 PAY INGlFlSCAL AGENT FINANCE PE GC 34090 PE GC 34090, CCP 337.5, CITY CLERK HOUSING & REDEVELOPMENT MORTGAGE REVENUE BONDS, SINGLE FAMILY ADMIN. DEC. 10440-30 IGENERAL OBLIGATION BONDS 0440-20 0440-25 CITY CLERK I FINANCE GC 34090. ADMIN. DEC. PE V CITY CLERK PUBLIC WORKS CITY CLERK PUBLIC WORKS ASSESSMENT DISTRICTS, 191 1 FINANCE GC 34090, ADMIN. DEC. PE V ASSESSMENT DISTRICTS, 1915 FINANCE PE Iv CITY CLERK PE FINANCE V 0440-35 REVENUE BONDS, OTHER IGC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. 0440-50 0440-55 10450 PE Iv GC 34090, ADMIN. DEC. PE V CITY CLERK PUBLIC WORKS CITY CLERK PUBLIC WORKS TAX ALLOCATION BONDS FINANCE GC 34090, ADMIN. DEC. PE V WATER DISTRICT BONDS (Pink) FINANCE PAY ROLL IGC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. PE V CITY CLERK PUBLIC WORKS COMMUNITY FACILITIES DISTRICTS (MELLO ROOS) 0440-45 CITY CLERK PUBLIC WORKS COMMUNITY FACILITIES DISTRICTS 10440-47 I BOUNDARY MAPS GC 34090, ADMIN. DEC 10450-05 IlFAS - PAYROLL MODULE I FINANCE lAU+6 IGC 34090, ADMIN. DEC. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 13 of 48 Revised 3/9/2004 RETENTION FILE RECORD CATEGORY & OFFICE OF NUMBER DESCRIPTION RECORD AU+6 V AU+5 0450-1 0 PAYROLL RECORDS - TIME CARDS FINANCE - ENGINEERING DEPARTMENT TIMECARD ENG,NEERING DATABASE PLANNING DEPARTMENT TIMECARD DATABASE 0450-1 2 AW10 0450-1 3 HUMAN RESOURCES TE+3 FINANCE V 0450-1 5 DEDUCTION RECORDS 0450-20 PAYROLL REGISTERS FINANCE PE GC 34090, 26 CFR 16001-1, 29 CFR 1627.3(2) DEFERRED COMPENSATION REPORTS (DEDUCTION REGISTER) 10455-10 I LEGAL CITATION GC 34090,29 CFR 516.2 GC 34090, ADMIN. DEC. GC 34090, ADMIN. DEC. GC 34090,29 CFR 516.2 GC 34090,37207 0455 0455-05 10460-05 IGENERAL INFORMATION IFiNANCE ICU+2 IGC 34090 , PENSION/RETIREMENT FUND GENERAL INFORMATION FINANCE 5 GC 34090 ~~ 0455-20 0460 PERS REPORTS FINANCE TE+4 GC 34090,29 CFR 516.2 STATE CONTROLLER/ANNUAL REPORTS 10460-40 IGANN LIMITATION I FINANCE I PE IGC 34090 FINANCE ANNUAL REPORTS - STATE CONTROLLER 0460-10 PE GC 34090 1u40u-3~ IVALUATION 0460-1 5 0460-20 0460-30 10460-60 SPECIAL MISCELLANEOUS REPORTS FINANCE pu+5 IGC 34090 STATE MANDATED COSTS (SB90) FINANCE PE GC 34090 PE GC 34090 STATE CONTROLLER OPEN MEETING CLAIM SPECIAL DISTRICT REPORTS FINANCE PE GC 34090 I I t I I su+5 ^>^^ ,-^ ICOUNTY AUDITOR -ASSESSED RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital GC 34090 Page 14 of 48 Revised 3/9/2004 0470 0470-03 PURCHASING CORRESPONDENCE, PURCHASING PURCHASING cu+2 GC 34090 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE RETENTION FILE RECORD CATEGORY & OFFICE OF NUMBER DESCRIPTION RECORD 0470-05 GENERAL INFORMATION PURCHASING cu+2 LEGAL CITATION GC 34090 0470-1 0 0470-1 5 0470-1 6 FORMS, 1099 FINANCE AU+4 GC 34090,29 USC 436 CREDIT CARD PROGRAM, APPLICATIONS, CITY FINANCE cu+2 GC 34090 GC 34090 CREDIT CARD APPROVALS, CITY FINANCE cu+2 0470-20 0470-25 CERTIFICATES OF INSURANCE PURCHASING (MISCELLANEOUS OR NON-APPLICABLE) VARIOUS 0470-34 PURCHASE REQUISITIONS PURCHASING AU+4 GC 34090, CCP 337 PURCHASE ORDERS PURCHASING AU+4 GC 34090, CCP 337 Icu+2 GC 34090 CERTIFICATES OF INSURANCE (REQUIRED) 0470-33 PE GC 34090 PURCHASING VARIOUS 0470-40 0470-45 10470-70 IPURCHASING PROGRAMS IPURCHASING Isu+2 IGC 34090 1 BIDS/QUOTES/PROPOSALS. PENDING PURCHASING AU+4 GC 34090, CCP 337 BlDSlQUOTESlPROPOSALS, AWARDED PURCHASING AU+5 GC 34090, CCP 337 0470-65 FINANCE PURCHASING GC 34090,26 CFR 301 65- 1 (F) WAREHOUSE INVENTORIES PURCHASING AU+4 IAU+4 0470-75 0470-80 IGC 34090, ADMIN. DEC. I PURCHASING MANUALS PURCHASING su+2 GC 34090 VENDOR BROCHURES PURCHASING su+2 GC 34090 10470-90 I CONSULTANT INFORMATION I Pu RcHAsiNG ICL+2 IGC 34090 1 0470-95 0470-99 POLICIES & PROCEDURES PURCHASING su+5 GC 34090, ADMIN. DEC. REPORTS & STUDIES PURCHASING cu+2 GC 34090(d) 0480-05 0480-1 0 0480-1 5 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital GENERAL INFORMATION FINANCE cu+2 GC 30490 GC 30490, ADMIN. DEC. AU+4 V ACCOUNTS RECEIVABLE (BATCHES) FINANCE DAILY CASH RECEIPTS FINANCE AU+4 GC 34090, CCP 337 Page 15 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE AU+4 UTILITY BILLING RECEIPTS (WATER, TRASH) 0480-25 10480-24 IUTILITY BILLING REQUESTS IAU+4 IGC 34090, CCP 337 GC 34090, CCP 337 0480-26 UTILITY BILLING DATABASE FINANCE AU+4 GC 34090, ADMIN. DEC. 0480-32 0480-35 AMBULANCE BILLING FINANCE cu+2 GC 34090 BUSINESS LICENSES FINANCE EX+4 GC 34090, CCP 337 0480-36 0480-38 BUSINESS LICENSE DATABASE FINANCE PE GC 34090, ADMIN. DEC. BINGO LICENSES FINANCE EX+2 GC 34090 0480-40 0480-45 0480-47 10480-75 IREVENUE ALLOCATIONS IFiNANCE IGC 34090 GC 34090 BANKRUPTCIES FINANCE CL+2 COLLECTIONS FINANCE AU+4 GC 30490, ADMIN. DEC. GRANTS, MISC. FINANCE CL+5 GC 30490, ADMIN. DEC. 0480-48 0480-50 GRANTS, CDBG FINANCE CL+4 24 CFR 570.502(b) PARKING CITATION REVENUES FINANCE AU+4 GC 30490, ADMIN. DEC. 10480-83 ISALES TAX I FINANCE IAU+4 IGC 30490, ADMIN. DEC. 0480-55 0480-70 0480-85 PROPOSITION 218 MISC. FlNESlREVENUES FINANCE AU+4 GC 30490, ADMIN. DEC. FRANCHISES FINANCE 10 GC 34090, CCP 337 IAU+4 IGC 30490, ADMIN. DEC. 0480-77 0480-80 APPORTIONMENT INCOME FINANCE AU+4 GC 30490, ADMIN. DEC. TAXES, MISC. FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-81 0480-82 10485-10 IUSE FEES PROPERTY TAX FINANCE AU+4 GC 30490, ADMIN. DEC. GAS TAX FINANCE AU+4 GC 30490, ADMIN. DEC. CITY CLERK ENGINEERING 0480-90 0485 IGC 30490, ADMIN. DEC. REPORTS & STUDIES FINANCE 2 GC 34090(d) FEE PROGRAMS 0485-05 PROCESSING FEES RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital PE GC 30490, ADMIN. DEC. CITY CLERK ENGINEERING Page 16 of 48 Revised 3/9/2004 0485-1 5 IMPACT FEES PE GC 30490, ADMIN. DEC. CITY CLERK ENGINEERING CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE RETENTION FILE RECORD CATEGORY & OFFICE OF NUMBER DESCRIPTION RECORD 0485-20 FINES (DEVELOPMENT) PE CITY CLERK ENGINEERING LEGAL CITATION GC 30490, ADMIN. DEC. 10485-21 IFEE STUDIES/COMPUTATIONS I FiNANcE lsu+2 IGC 34090 0485-22 FEESCHEDULES CITY CLERK FINANCE su+2 GC 34090 10485-23 IFEE WAIVER REQUESTS I FINANCE IGC 34090 0485-25 ENGINEERING FEES PE GC 30490, ADMIN. DEC. CITY CLERK ENGINEERING 10485-35 BUILDING FEES BUILDING ICL+2 IGC 30490, ADMIN. DEC 0485-40 0485-55 FLOOD CONTROL FEES CL+2 GC 30490, ADMIN. DEC. GC 34090, GC 4003, GC 4004 CITY CLERK ENGINEERING PUBLIC WORKS PE PUBLIC WORKS - CAPITAL IMPROVEMENTS FEES 0485-60 0490 PLANNING FEES PLANNING CL+2 GC 30490, ADMIN. DEC. INVESTMENTS GC 34090, GC 53607, CCP 1337 0490-1 0 0490-20 PE V 337 PE V 337 GC 34090, GC 53607, CCP GC 34090, GC 53607, CCP INVESTMENT RATES TREASURER INVESTMENT PORTFOLIO (CITY) TREASURER PE V TREASURER INVESTMENT PORTFOLIO (REDEVELOPMENT AGENCY) 0490-40 GC 34090, GC 53607, CCP 1337 GC 34090, GC 53607, CCP 337 0490-60 10490-80 IPOLlClES & PROCEDURES IGC 34090, GC 40801 PE GC 34090, GC 53607, V CCP337 INVESTMENT STATEMENTS TREASURER 0490-65 0490-70 IGC 30490, ADMIN. DEC PE 10500-03 ILOT LINE ADJUSTMENTS IENGiNEERiNG Iv PE V 337 PE V 337 GC 34090, GC 53607, CCP INVESTMENT REPORTS, MONTH END TREASURER INVESTMENT INCOME REPORTS TREASURER GC 34090, GC 53607, CCP RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 0500 0500-01 0500-02 Page 17 of 48 Revised 3/9/2004 DEVELOPMENT/SUBDMSIONS CITY CLERK PLANNING GENERAL INFORMATION ENGINEERING 2 GC 34090 GC 30490, ADMIN. DEC. PE V LOT SPLITS ENGINEERING CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & NUMBER DESCRIPTION ADJUSTMENT PLATS/BOUNDARY ADJUSTMENTS 0500-04 LEGAL CITATION RETENTION OFFICE OF RECORD GC 30490, ADMIN. DEC. PE V ENGINEERING IGC 30490, ADMIN. DEC CERTIFICATES OF COMPLIANCE & NON- PE 10500-05 I COMPLIANCE Iv NOTICES OF VIOLATION - RELEASES IGC 30490, ADMIN. DEC CITY CLERK CODE ENFORCEMENT ENGINEERING GC 30490, ADMIN. DEC IFE /S.O-ZO ICONDITIONAL USE PERMITS (CUP) IGC 30490, ADMIN. DEC. CITY CLERK ENGINEERING PLANNING 0500-1 5 ~O~OO-Z ICoASTAL (CDW ENGINEERING HOUSING & REDEVELOPMENT FE PLANNING 0500-28 GC 34090(a), GC 4003, GC 4004, H&S 19850 PE V 4004, H&S 19850 GC 34090(a). GC 4003, GC CITY CLERK PLANNING CONDO PERMITS (CP) ENGINEERING 0500-33 0500-35 GC 34090(a), GC 4003, GC 4004, H&S 19850 PE V 4004, H&S 19850 GC 34090(a), GC 4003, GC CITY CLERK PLANNING CITY CLERK PE GC 34090(a). GC 4003, GC HILLSIDE DEVELOPMENT PERMITS (HDP) ENGINEERING V 4004, H&S 19850 MASTER PLANS (MP) - DEVELOPMENTS PE V PLANNING PLANNING COMMISSION DETERMINATIONS (PCD) 0500-45 CARLSBAD TRACTS, MAJOR 10500-30 I SUBDIVISIONS (CT) GC 34090(a). GC 4003, GC 4004, H&S 19850 CITY CLERK ENGINEERING PLANNING 10500-50 IPLANNED DEVELOPMENTS (PD) GC 34090(a), GC 4003, GC 4004, H&S 19850 CITY CLERK ENGINEERING PLANN I NG CITY CLERK ENGINEERING 0500-60 GRADING PERMITS (PE) CITY CLERK ENGINEERING PE V 4004, H&S 19850 GC 34090(a). GC 4003, GC GC 34090(a). GC 4003, GC 4004. H&S 19850 0500-67 0500-70 PE GC 34090(a). GC 4003, GC V 4004, H&S 19850 PE V PARCEL MAPS (PM) ENGINEERING GC 34090(a). GC 4003, GC CITY CLERK PLANN I NG 4004, H&S 19850 PRECISE PLANS (PP) ENGINEERING 0500-75 0500-80 0500-85 GC 34090(a), GC 4003, GC 4004, H&S 19850 CITY CLERK PE GC 34090(a). GC 4003, GC V 4004, H&S 19850 PUD (PLANNED UNIT DEVELOPMENTS) GC 34090(a). GC 4003, GC 4004, H&S 19850 GC 34090(a). GC 4003, GC CITY CLERK PLANNING CITY CLERK PLANNING SITE DEVELOPMENT PLANS (SDP) ENGINEERING PE PE V 4004, H&S 19850 SPECIFIC PLANS (SP) ENGINEERING PLANNED DEVELOPMENT PERMITS CITY CLERK 1°500-55 IlPDP, PLANNING 0500-90 GC 34090(a), GC 4003, GC 4004. H&S 19850 PE V 4004, H&S 19850 GC 34090(a). GC 4003, GC CITY CLERK PLANNING SPECIAL USE PERMITS (SUP) ENGINEERING IFE GC 34090(a). GC 4003, GC 4004. H&S 19850 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 18 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0500-93 LEGAL CITATION RETENTION RECORD CATEGORY & OFFICE OF DESCRIPTION RECORD CITY CLERK PE GC 34090(a), GC 4003, GC PLANNING V 4004, H&S 19850 ADMINISTRATIVE VARIANCES (AV) 10500-95 IVARIANCES (V) 0510-10 CITY CLERK PLANNING PLANNING PE GC 34090(a), GC 4003, GC V 4004, H&S 19850 ADMINISTRATIVE PERMITS -APPROVALS CLERK GC 34090(a), GC 4003, GC 4004. H&S 19850 I PE Iv 0510-20 0510-21 10500-98 IPERMITS DATABASE lVARiOUS IGC 34090, ADMIN. DEC LANDSCAPE GUIDELINES & STANDARDS CLERK PE GC 34090(a) PLANNING GC 34090(a), GC 4003, GC 4004, H&S 19850 PE PLANNING CITY CLERK LANDSCAPE PLANS 10500-99 IPLANTRACK DATABASE 0510-25 051 0-30 0510-35 ENGINEERING I PLANNING PLANNING PE GC 34090(a), GC 4003, GC CITY CLERK V 4004, H&S 19850 PLANNING PE CITY CLERK V PLANNING PE CITY CLERK V 4004, H&S 19850 ZONE CHANGES (ZC) ZONE CODE AMENDMENTS (ZCA) LOCAL COASTAL PROGRAM (LCP) GC 34090 GC 34090(a), GC 4003, GC ICL+5 LOCAL COASTAL PROGRAM AMENDMENTS (LCPA) LOCAL FACILITIES MANAGEMENT PLAN (LFMP) 0510-36 051 0-40 IGC 34090, ADMIN. DEC. PLANNING PE GC 34090(a), GC 4003, GC CITY CLERK V 4004, H&S 19850 PLANNING PE GC 34090(a). GC 4003, GC CITY CLERK V 4004, H&S 19850 105x0 IlAND USE/ZONING 051 0-50 10510-06 IPRELlMlNARY REVIEW Icu+2 IGC 34090 PLANNING PE GC 34090(a). GC 4003, GC CITY CLERK V 4004, H&S 19850 GROWTH MANAGEMENT PLAN (GMP) 051 0-65 051 0-67 GC 34090(a). GC 4003, GC 4004, H&S 19850 GC 34090(a), GC 4003, GC 4004, H&S 19850 PE PLANNING HOSPITALS & CONVALESCENT HOMES CLERK ACCESSORYSTRUCTURES PE PLANNING CITY CLERK 051 0-75 MOBILE HOME PARKS (MHP) PE GC 34090 PLANNING CITY CLERK 0515 0515-05 IGC 34090 / Adrnin Dec PLANNING IPE 10510-55 AGRICULTURAL PRESERVES (AP) SIGNS GENERAL INFORMATION PLANNING cu+2 GC 34090 PLANNING CITY CLERK GC 34090(a). GC 4003, GC 4004. H&S 19850 CITY CLERK ENGINEERING PLANNING SECOND DWELLING UNIT (SDU) - 10510-70 I GRANNY FLAT GC 34090(a), GC 4003, GC 4004, H&S 19850 PLANNING ISU+2 IGC 34090 10510-85 IPARKING REQUIREMENTS CITY CLERK 10510-90 IREPORTS & STUDIES PLANNING I CITY CLERK 12 IGC 34090(d) RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 19 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER LEGAL CITATION RETENTION RECORD CATEGORY & OFFICE OF DESCRIPTION RECORD IGC 34090 PLANNING I PE 10515-10 SIGN PERMITS 0515-20 0515-25 SIGNS, DIRECTIONAL PLANNING PE GC 34090 SIGNS, CITY IDENTIFICATION PLANNING PE GC 34090 0515-30 051 5-40 REGULATIONS PLANNING PE GC 34090 REPORTS & STUDIES PLANNING 2 GC 34090(d) 0520 0520-05 10520-20 INEGATIVE DECLARATIONS PLANNING I PE IGC 34090, CEQA ENVIRONMENTAL REVIEW GENERAL INFORMATION PLANNING cu+2 GC 34090 PE CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES 0520-1 0 GC 34090, CEQA ENVl RONMENTAL IMPACT ASSESSMENTS (EIA) ENVIRONMENTAL IMPACT REPORTS EIR) 0520-40 0520-45 10530-05 GENERAL INFORMATION PLANNING pu+2 IGC 34090 PLANNING PE GC 34090, CEQA PE GC 34090, CEQA 0520-60 0520-70 IGC 34090 ~~~~ REPORTS & STUDIES PLANNING PE GC 34090, ADMIN DEC REGULATIONS PLANNING PE GC 34090, ADMIN DEC 0530 GENERAL PLAN I I I 0530-1 0 0530-1 5 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital GC 34090 PLANNING PE CITY CLERK V PE V GENERAL PLAN AND ELEMENTS GC 34090 GENERAL PLAN CONSISTENCY PLANNING Page 20 of 48 Revised 3/9/2004 0530-30 0530-40 REPORTS & STUDIES PLANNING PE GC 34090(d) REGULATIONS PLANNING PE GC 34090 0540 0540-05 0540-1 0 PLANNING GENERAL INFORMATION PLANNING cu+2 GC 34090 CORRESPONDENCE CHRONOLOGICAL FILES PLANNING PE GC 34090, ADMIN. DEC. 0540-20 0540-30 DEMOGRAPHIC INFORMATION PLANNING PE GC 34090 POLICIES & PROCEDURES PLANNING cu+10 GC 34090 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0540-40 LEGAL CITATION RETENTION RECORD CATEGORY & OFFICE OF DESCRIPTION RECORD REPORTS & STUDIES PLANNING 10 GC 34090 0540-50 0550 0550-05 PLANNING, REGIONAL PLANNING PE GC 34090 HOUSING GENERAL INFORMATION HOUSING cu+2 GC 34090 10550-15 AFFORDABLE HOUSING PROJECTS IHOUSiNG 0550-1 0 IAU+7 24 CFR 570.502(b)(3), 85.42. OMB CIR. A -1 10, #C AFFORDABLE HOUSING PROGRAMS HOUSING AU+7 24 CFR 570502(b)(3). 85.42, OMB CIR. A -110. #C 0550-20 0550-22 24 CFR 570.502(b)(3). 85.42, 24 CFR 570.502(b)(3). 85.42, OMB CIR. A -1 10, #C HOUSING ASSISTANCE (SECTION 8) HOUSING AU+7 FINANCIAL RECORDS (SECTION 8) HOUSING AU+7 OMB CIR. A -1 10, #C 10550-23 IAPPLICANTS (SECTION 8) 0 5 5 0 - 3 0 0550-35 ITE+3 GC 34090 PE V INCLUSIONARY HOUSING AGREEMENTS HOUSING YARD1 DATABASE HOUSING PE GC 34090, ADMIN. DEC. 24 CFR 570.502(b)(3). 85.42, OMB CIR. A -1 10. #C 0550-50 0550-60 POLICIES & PROCEDURES HOUSING cu+2 GC 34090, GC 40801 REPORTS & STUDIES HOUSING 2 GC 34090(d) 0560-1 0 MASTER PLAN (VILLAGE AREA) PE GC 34090, ADMIN. DEC. REDEVELOPMENT CITY CLERK 0560-20 0560-30 10560-40 IVILLAGE PARKING PROGRAM REDEVELOPMENT REGULATIONS REDEVELOPMENT PE GC 34090(e) REDEVELOPMENT ENGINEERING PE GC 34090(a), GC 4003, GC V 4004, H&S 19850 REDEVELOPMENT PERMITS (RP) CITY CLERK REDEVELOPMENT CITY CLERK RESIDENTIAL REHABILITATION PROGRAM 0560-50 IGC 34090 GC 34090, ADMIN. DEC. REDEVELOPMENT PE CITY CLERK V 0565 0565-05 1056060 IPOLlClES & PROCEDURES IREDEVELOPMENT Icu+2 IGC 34090, GC 40801 1 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 0565-20 10565-10 ICDBG APPLICATIONS/PROPOSALS IHOUSING & REDEVELOPMENT ITE+5 HOUSING & REDEVELOPMENT TE+5 CITY CLERK 24 CFR 85.42 GC 34090, 24 CFR 570.502, CDBG/HOME PROGRAM GC 34090, 24 CFR 570.502, 24 CFR 85.42 10565-30 ISUBRECIPIENT FUNDING APPROVALS HOUSING CLERK & REDEVELOPMENT ITE+5 GC 34090, 24 CFR 570.502. I 24 CFR 85.42 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 21 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0565-40 LEGAL CITATION RETENTION RECORD CATEGORY & OFFICE OF DESCRIPTION RECORD GC 34090, ADMIN. DEC. HOUSING & REDEVELOPMENT su+lo ANNUAL PERFORMANCE REPORTS CLERK 0570-33 0570-35 10570-60 IREPORTS & STUDIES IGC 34090(d), ADMIN. DEC. PE GC 34090(a), GC 4003, GC GC 34090(a), GC 4003, GC V 4004, H&S 19850 BUILDING PERMITS BUILDING 4004, H&S 19850 BUILDING PLANS BUILDING PE 0570-71 0575 INSPECTION LOGS BUILDING PE GC 34090(d), ADMIN. DEC. CODE COMPLIANCE/ENFORCEMENT ~~ ~ 0575-15 ENFORCEMENT CASE FILES 0575-40 REPORTS & STUDIES 10580-05 IGENERAL INFORMATION ILiBmRY ICU+2 IGC 34090 CODE ENFORCEMENT PE GC 34090, ADMIN DEC CODE ENFORCEMENT cu+5 GC 34090(d), ADMIN DEC 0580 HISTORIC PRESERVATION 0580-1 0 0580-20 0580-30 0580-40 0590 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital LIBRARY su+2 GC 34090(d) HISTORIC SITE INVENTORY HISTORIC SITES (CASE FILES) LIBRARY PE GC 34090 GC 34090 POLICIES & PROCEDURES LIBRARY PE REPORTS & STUDIES LIBRARY cu+2 GC 34090(d) ECONOMIC DEVELOPMENT Page 22 of 48 Revised 3/9/2004 0590-05 0590-1 0 GC 34090 GENERAL INFORMATION ECONOMIC DEVELOPMENT CU+2 ECONOMIC/FINANCIAL ANALYSES ECONOMIC DEVELOPMENT CU+5 GC 34090 / Admin. Dec. ECONOMIC DEVELOPMENT NEW DEVELOPMENT CONTACTS - INQUIRY 0590-50 CU+2 GC 34090 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER LEGAL CITATION RETENTION RECORD CATEGORY & OFFICE OF DESCRIPTION RECORD /0590-70 IREPORTS & STUDIES ECONOMIC DEVELOPMENT Icu+2 IGC 34090(d) I 0600-05 I I I I 0600 SERIES - HEALTH, SAFETY &WELFARE I GENERAL INFORMATION cu+2 GC 34090 CITY CLERK PUBLIC WORKS 10600 ANI MAL CONTROL I 0600-20 0600-25 ~~ REGULATIONS CITY CLERK PE GC 34090, ADMIN DEC. GC 34090 COMPLAINTS/INVESTIGATlONS (RFA's) CITY MANAGER CL+2 10600-10 ICONTRACT SERVICES 0600-45 lClTY CLERK REPORTS & STUDIES cu+2 GC 34090(d) CITY CLERK PUBLIC WORKS CCP 337.2, CCP 343, GC 53066. BP 7042.5 0610-05 0610-1 0 GENERAL INFORMATION cu+2 GC 34090 FIRE POLICE 91 1 COMMUNICATIONS POLICE cu+5 GC 34090 10600-26 IREQUEST FOR ACTION (RFA) DATABASE lClTY MANAGER IGC 34090, ADMIN. DEC. I 0610-13 061 0-1 4 0610-15 10600-30 IDISEASE PREVENTION COMPUTER AIDED DISPATCH (CAD) POLICE cu+5 GC 34090 COMPUTER AIDED DISPATCH (CAD) DATABASE EMERGENCY PLAN FIRE PE GC 34090, ADMIN. DEC. su+2 V GC 34090 [Gi 34090 06 10-20 0610-25 GC 34090 cu+5 V cu+2 V DISASTER EVENTS FIRE GC 34090 DISASTER RELIEF PROGRAMS FIRE I0610 EMERGENCY SERVICES I 0610-35 06 10-40 MUTUAL AID - INTERAGENCY su+2 GC 34090 EMERGENCY/DISASTER TRAINING (CEMAT) FIRE CITY CLERK FIRE GC 34090 cu+2 V 06 10-60 06 10-65 0620 REGULATIONS FIRE cu+2 GC 34090 EMS REPORTS FIRE cu+2 GC 34090 ENVIRONMENTAL PROTECTION 10610-30 lClVlL DEFENSE IFiRE Icu+2 IGC 34090 I 0620-05 0620-1 0 GC 34090 GENERAL INFORMATION PLANNING cu+2 AIR QUALITY PLANNING cu+7 CCP 338(k), GC 34090 10610-50 IREPORTS & STUDIES (CEMAT) IFiRE Icu+2 IGC 34090(d) I RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 23 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER 0620-20 LEGAL CITATION RETENTION RECORD CATEGORY & OFFICE OF DESCRIPTION RECORD HAZARDOUS MATERIALS PROGRAMS FIRE su+2 GC 34090 0620-30 0620-35 POLLUTION DISCHARGE ELIMINATION ENGINEERING PE GC 34090 COASTAL PROTECTION - BEACH PLANNING EROSION PUBLIC WORKS PE GC 34090 0620-55 0620-60 10620-70 REGULATIONS VARIOUS IPE IGC 34090 OPEN SPACE PLANNING PE GC 34090 TRAILS SYSTEM PLANNING PE GC 34090 IFiRE APPARATUS & EQUIPMENT INVENTORIES 10630-1 0 PE HABITAT MANAGEMENT PLAN (HMP) - WILDLIFE CONSERVATION 0620-65 Icu+2 IGC 34090 GC 34090 FIRE APPARATUS & EQUIPMENT SPECIFICATIONS 0630-15 10630-20 APPARATUS & EQUIPMENT TESTS IFIRE pu+2 IGC 34090 cu+2 GC 34090 0630-25 0630-30 HOSE MAINTENANCE LOGS FIRE cu+2 GC 34090 GC 34090 SAFETY CLOTHING & EQUIPMENT FIRE cu+2 0630-40 FIRE INCIDENT REPORTS FIRE GC 34090, CCP 338, CCP 340.5 CL+3 FIRE/ARSON INVESTIGATION REPORTS (INVOLVING DEATH) FIRE/ARSON INVESTIGATION REPORTS (OTHER) 0630-45 0630-47 VIOLATION LETTERS, NOTICES (FIRE IFIRE 10630-59 PREVENTION) PE PC 799, CFC 104.3.2 CU+6 PC 799, CFC 104.3.2 ICL+3 0 6 3 0 - 5 3 IUFC 103.34 ADOPTED FIRE CODES PE GC 34090, CCP 340.5 FIRE CITY CLERK 10630-60 IFIRE SYSTEMS - SHELL BUILDINGS IFIRE 0630-55 GC 34090, CFC 104.3.4, UFC 103.34. ADMIN. DEC. FIRE INSPECTIONS FIRE CL+3 UFC 103.34, CFC 104.3.4 0630-65 0630-70 FIRE SYSTEMS -TENANT IMPROVEMENTS (NOTE: SPECIAL FIRE PE (UNLESS SU) GC 34090, ADMIN DEC. INSTRUCTIONS-SEE FIRE DEPT.) FIRE SUPPRESSION/EXTINGUISHERS FIRE PE GC 34090, ADMIN DEC RETENTION CODES: AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital PE SMOKE DETECTORS (NON-SINGLE FAMILY) 0630-75 Page 24 of 48 Revised 3/9/2004 GC 34090, ADMIN. DEC. CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & OFFICE OF NUMBER DESCRIPTION RECORD 0630-80 VEHICLES FIRE LEGAL CITATION RETENTION cu+2 GC 34090 10630-90 IWEED ABATEMENT ~~ 0630-95 REPORTS & STUDIES Icu+3 FIRE cu+3 GC 34090, ADMIN DEC GC 34090, CFC 103.3.4, i ADMIN. DEC. 0640 FLOOD CONTROL 0640-05 0640-1 5 0640-20 GENERAL INFORMATION ENGINEERING cu+2 GC 34090 NATIONAL FLOOD INSURANCE PROGRAM LAKESlBASlNS ENGINEERING PE GC 34090 ENGINEERING su+2 GC 34090 / Adrnin. Dec. IPE IGC 34090 ~~~ 0640-25 0640-30 I I I 1 DRAINAGE FACILITIES ENGINEERING PE GC 34090 MASTER PLANS ENGINEERING cu+2 GC 34090 10640-40 (FLOOD ZONES ENGINEERING I PE IGC 34090 0640-45 0640-50 FLOOD CONTROL DISTRICT ENGINEERING cu+2 GC 34090 POLICIES & PROCEDURES ENGINEERING su+5 GC 34090, GC 40801 0640-60 0650 REPORTS & STUDIES ENGINEERING CL+2 GC 34090 HEALTH SERVICES 10650-20 IPARAMEDIC SERVICES ~~ 0650-05 0650-10 FINANCE IFiRE GENERAL INFORMATION CITY CLERK 2 GC 34090 FOOD ESTABLlSHMENTSlHANDLERS TE+2 GC 34090 FINANCE Icu+5 0650-30 AMBULANCE SERVICES FINANCE FIRE IGC 34090 cu+5 GC 34090 0650-50 PEST CONTROL PUBLIC WORKS cu+2 GC 34090 0650-53 0650-55 10670 IPOUCE SERVICES MOSQUITO CONTROL PUBLIC WORKS cu+2 GC 34090 VECTOR CONTROL CODE ENFORCEMENT cu+2 GC 34090 0670-05 0670-06 10670-07 IDMV RECORDS (MOTOR VEHICLE PULLS)IPOLICE ICL+IO GENERAL INFORMATION POLICE cu+2 GC 34090 BAIL SCHEDULES POLICE su+2 GC 34090 / Admin. Dec. IGC 12946 CL+5 TRAFFIC COLLISION REPORTS (NON- INJURY) 0670-08 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 25 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & NUMBER DESCRIPTION TRAFFIC COLLISION REPORTS (FATALITIES) 0670-09 LEGAL CITATION RETENTION OFFICE OF RECORD GC 34090, PC 832.5, EVC 1045 PC832.5, EVC 1045, POLICE PE 0670-1 0 0670-1 1 cu+5 GC12946. PC80l(C), VC 2547 GC 34090 INCIDENT REPORTSllNVESTlGATlONS POLICE ARREST LOGS POLICE cu+10 ~~ 0670-1 2 0670-1 3 ~~ GC 34090 GC 34090 PATROL LOGS POLICE cu+10 DAILY ACTIVITY REPORTS POLICE cu+3 0670-1 8 0670-20 ~ COURT SCHEDULES/LOGS POLICE cu+2 GC 34090 EVIDENCE, PROPERTY FILES POLICE cu+10 GC 34090 0670-25 0670-30 0670-35 ASSET FORFEITURE POLICE CL+ 10 GC 34090 5 GC 34090 GRANT APPLICATIONS (FEDERAL & STATE) DETENTION FACILITIES (REGIONAL) POLICE 2 GC 34090 0670-40 0670-50 10690 ISENIOR SERVICES GC 34090 3 ALARM RECORDS SECURITY SERVICES POLICE 2 POLICE FIRE GC 34090 0670-55 0670-60 RETENTION CODES: AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E= Election, EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terminated, V=Vital SPECIAL SERVICES POLICE 2 GC 34090 GC 34090 TOWING SERVICES POLICE 2 Page 26 of 48 Revised 3/9/2004 -~ 0670-65 0670-70 ~~ GC 34090 GC 34090 PAWN SHOP RECORDS POLICE cu+2 MASSAGE LICENSES/APPEALS POLICE TE+2 0670-75 0670-80 SPECIAL EVENTS PERMITS POLICE CL+2 GC 34090 REPORTS & STUDIES POLICE cu+2 GC 34090(d) 0680 0680-05 0680-10 0680-20 0680-40 PUBLIC WELFARE GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 CHILD PROTECTIVE SERVICES POLICE 10 GC 34090 GC 34090 AMERICANS WITH DISABILITIES (ADA) PUBLIC WORKS FACILITIES CL+5 TRAUMA INTERVENTION PROGRAM (TIP) POLICE cu+2 GC 34090 0690-05 0690-1 0 GENERAL INFORMATION SENIORS cu+2 GC 34090 SENIOR PROGRAM SENIORS cu+2 GC 34090 RETENTION FILE RECORD CATEGORY & OFFICE OF NUMBER DESCRIPTION RECORD LEGAL CITATION 10690-40 IREPORTS & STUDIES ISENiORS Icu+2 IGC 34090(d) I 0690-20 0690-30 I I I I 0700 SERIES - LEGAL/LEGISIATIVE I SENIOR NUTRITION PROGRAMS SENIORS cu+2 GC 34090 SPECIAL PROGRAMS SENIORS cut2 GC 34090 0700 0700-05 AGREEMENTS/CONTRACTS GENERAL INFORMATION VARIOUS cut2 GC 34090 0700-1 5 0700-20 CCP 337, CCP 343, ADMIN. lDEC. PE V DEC. PE V DEC. CCP 337, CCP 343, ADMIN. CCP 337, CCP 343, ADMIN. AGREEMENTS - CONTRACTS, CITY CITY CLERK AGREEMENTS - CONTRACTS FOR CMWD CITY CLERK 0700-25 0700-29 (CONSULTANT DATABASE IClN CLERK ICL+2 IGC 34090, ADMIN. DEC. I AGREEMENTS - CONTRACTS FOR HOUSING & REDEVELOPMENT CITY CLERK COMMISSION PE V CITY CLERK AGREEMENTS - CONTRACTS FOR PUBLIC IMPROVEMENT CORP. 0700-27 (GC 34090 PUBLIC FACILITIES FEE AGREEMENTS - CLERK I RELEASE I 0700-45 CCP 337, CCP 343, ADMIN. DEC. FUTURE IMPROVEMENT AGREEMENTS - CLERK RELEASE 0700-50 I LIEN AGREEMENTS - RELEASE (PUBLIC RIGHT-OF-WAY) 0700-30 PE Iv GC 34090 CLERK PE V IGC 34090 0700-60 0700-65 0700-70 I I I I GC 34090 PE V CITY CLERK HOLD HARMLESS AGREEMENTS - RELEASE 0 7 0 0 - 5 5 GC 34090 PE V PE V RELEASE GROWTH MANAGEMENT AGREEMENTS - CLERK PE RELEASE V PROMISSORY NOTES CITY CLERK GC 34090 CITY CLERK DRAINAGE FEE AGREEMENTS - GC 34090 AFFORDABLE HOUSING AGREEMENTS - RELEASE GROWTH MANAGEMENT IMPACT FEE AGREEMENTS - RELEASE LOCAL FACILITIES MANAGEMENT ZONE FEE AGREEMENTS - RELEASE 0700-81 0700-82 0700-83 GC 34090 PE V PE V CITY CLERK INCREASED FEE AGREEMENTS - RELEASE NEIGHBORHOOD IMPROVEMENT 0700-75 GC 34090 CITY CLERK AGREEMENTS - RELEASE 0700-80 GC 34090 CLERK PE CLERK PE CLERK PE V GC 34090 V GC 34090 V 0700-84 IPETlTlON & WAIVER ICITY CLERK Iv IGC 34090 I PE I I I I GC 34090 PE v CITY CLERK REIMBURSEMENT AGREEMENTS - RELEASE 0700-85 [GC 34090 PE 1" 0700-86 (JOINT USE AGREEMENTS - RELEASE lClTY CLERK RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 27 of 48 Revised 3/9/2004 0710-10 071 0-20 0710-30 071 0-40 071 0-50 0720 0720-05 0720-1 0 0720-20 0 7 2 0 - 3 0 10725-05 IGENERAL INFORMATION IClTY CLERK Icu+5 IGC 34090 I PE GC 34090,40801 V ARTICLES OF INCORPORATION - HISTORIC ANNEXATlONS/REORGANlZATlONS CITY CLERK PE GC 34090,40801 BOUNDARY ADJUSTMENTS CITY CLERK PE GC 34090,40801 DETACHMENTS - DE-ANNEXATIONS CITY CLERK PE GC 34090,40801 V CITY CLERK PE GC 34090,40801 CITY CLERK V V SPHERE OF INFLUENCE ELECIIONS GENERAL INFORMATION CITY CLERK PE GENERAL MUNICIPAL ELECTIONS CITY CLERK PE GC 34090 GC 34090 SPECIAL MUNICIPAL ELECTIONS CITY CLERK PE NOMINATIONS PAPERS CITY CLERK PE EC 17000 I Admin.Dec. GC 34090 / Admin. Dec. INITIATIVE PETITION (NOT OPEN TO INSPECTION) 0725-20 CL+.75 EC 17200, GC 6253.5 CLERK REFERENDUM PETITION (NOT OPEN TO INSPECTION) 0725-30 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital CL+.75 EC 17200, GC 6253.5 CLERK Page 28 of 48 Revised 3/9/2004 0725-40 0730 RECALL PETITION CITY CLERK CL+.75 EC 17400, GC 6253.5 FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & DESCRIPTION NUMBER LEGAL CITATION RETENTION OFFICE OF RECORD GENERAL INFORMATION ~ 0730-55 0735 0735-05 0735-10 0735-20 PE GC 81009(b) STATEMENTS OF TERMINATION (FILED) FAIR POLITICAL PRACIXCES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS GENERAL INFORMATION CITY CLERK cu+2 GC 34090 BULLETINS CITY CLERK cu+2 GC 34090 FORMS - MANUALS CITY CLERK su+2 GC 34090 CITY CLERK 0735-25 0735-30 CORRESPONDENCE (FPPC) CITY CLERK PE GC 81009(c) REGULATIONS/LEGISLATION CITY CLERK su+2 GC 34090 GC 81009(b) STATEMENTS OF ECONOMIC INTERESTS 10n5-39 I - CANDIDATES (NON-ELECTED) CLERK STATEMENTS OF ECONOMIC INTERESTS CLERK (BOARDS/COMMISSIONS) 10735-41 I STATEMENTS OF ECONOMIC INTERESTS 0735-40 (ELECTED OFFICIALS - ELECTION CITY CLERK ITE+7 PE GC 81009(c) IGC 81009(d) STATEMENTS OF ECONOMIC INTERESTS (EMPLOYEES) 0735-42 TE+7 GC 81009(d) CLERK STATEMENTS OF ECONOMIC INTERESTS CLERK 10735-43 I (CONSULTANTS) LOCAL CONFLICT OF INTEREST CODE & AMENDED APPENDIX 0735-50 ITE+7 PE GC 81009(d) CLERK IGC 81009(d) CORRESPONDENCE / REQUESTS FOR LEGAL ADVICE (CITY ATTORNEY) 0740-07 CU+lO GC 34090 CLERK 10740 ILEGAL OPERATIONS I 0740-20 AFFIDAVITS OF PUBLICATION CITY CLERK CITY ATTORNEY I CITY CLERK CCP 343, CCP 349, GC 91 1.2, GC 3404 cu+4 ICU+* IGC 34090 I 10740-1 0 AFFIDAVITS OF POSTING IClTY CLERK IPE IGC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 29 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE 0745-05 0745-1 0 GENERAL INFORMATION VARIOUS cu+2 GC 34090 CITY ATTORNEY CL+5 GC 34090 v CLAIMS - BY THE CITY 10745-20 /CLAIMS AGAINST THE CITY 0745-40 0745-50 CITY CLERK CITY ATTORNEY GC 34090 COURT ORDERS (OTHER THAN CASE ATTORNEY CL+5 FILES) V GC 34090 CL+7 V CIVIL CASE FILES CITY ATTORNEY ICL+5 \I 0745-52 CIVIL CASE FILES (HIGH PROFILE) IGC 34090 GC 34090 PE v CITY ATTORNEY IRISK MANAGEMENT I" I 0745-60 0 7 4 5 - 7 0 GC 34090 CL+7 V CL+7 v CRIMINAL CASE FILES CITY ATTORNEY GC 34090 ARBITRATION CASE FILES CITY ATTORNEY 0745-80 0750 0750-05 AMICUS PARTICIPATION CITY ATTORNEY 5 GC 34090 LEGISLATIVE - CITY COUNCIL GENERAL INFORMATION CITY CLERK cu+2 GC 34090 ~ ~~ 0750-06 CORRESPONDENCE - PETITIONS (MISC ) CITY CLERK cu+2 GC 34090 0750-07 PUBLIC COMMENT CITY CLERK PE GC 34090, GC 40801 PE V 0750-20 MINUTES, MEETING CITY CLERK IGC 34090, ADMIN. DEC. PE 10750-10 ' (AGENDAS. MEETING IClTY CLERK Iv GC 34090(a). GC 36814, GC 40801 0 7 5 0 - 3 0 NOTICES, MEETING CITY CLERK cu+2 GC 34090.7, 54960.1(~)(1) 0750-40 0750-50 RETENTION CODES: AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Eledion, EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terrninated, V=Vital GC 34090(d), GC 40801 GC 34090(d), GC 40801 PE V PE V RESOLUTIONS CITY CLERK ORDINANCES CITY CLERK Page 30 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & NUMBER DESCRIPTION LEGAL CITATION RETENTION OFFICE OF RECORD IGC 34090(d) PE 10750-60 IAGENDA BILLS (CITY CLERK I" 0750-65 0 7 5 0 - 7 0 0750-80 GC 34090 PE V 2 GC 34090 CLOSED SESSION AGENDA BILLS COUNCIL ASSIGNMENTS - COUNCIL OFFICE SUBCOMMITTEES CITY CLERK COUNCIL LEGISLATIVE PROGRAM PE GC 34090, ADMIN. DEC. CITY CLERK COUNCIL OFFICE CITY CLERK 0750-85 0753 REGULATIONS, OTHER CITY CLERK PE GC 34090(d), GC 40801 LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD) 10753-20 1 MINUTES, MEETING IClTY CLERK IGC 34090 0753-05 0753-1 0 GENERAL INFORMATION CITY CLERK cu+2 GC 34090 AGENDAS, MEETING CITY CLERK PE GC 34090 0753-30 NOTICES, MEETING CITY CLERK lClTY CLERK IGC 34090(d), GC 40806 GC 34090.7, GC 54960.1 Icllll cu+2 I I I I 0753-40 RESOLUTIONS CITY CLERK IGC 34090(d) 10753-60 IAGENDA BILLS /CITY CLERK IPE PE GC 34090(d), GC 40801 0753-65 0755 0755-05 0755-10 CLOSED SESSION AGENDA BILLS CITY CLERK PE GC 34090(d) LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION GENERAL INFORMATION CITY CLERK cu+2 GC 34090 GC 34090 PE V AGENDAS, MEETING CITY CLERK PE V 0755-20 MINUTES, MEETING CITY CLERK GC 34090(d), GC 36814, GC 40801 0755-30 0755-40 GC 34090.7, GC cu+2 54960.1 (c)( 1 ) PE V NOTICES, MEETING CITY CLERK RESOLUTIONS CITY CLERK GC 34090(d), GC 40801 10757-20 I MINUTES, MEETING 0755-50 0755-60 ICITY CLERK GC 34090(d), GC 40801 GC 34090 PE V PE ORDINANCES CITY CLERK CITY CLERK V AGENDA BILLS PE Iv 0755-65 CLOSED SESSION AGENDA BILLS 140801 GC 34090(d), GC 36814, GC GC 34090 PE V CITY CLERK 0757 0757-05 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC) GENERAL INFORMATION CITY CLERK cu+2 GC 34090 Page 31 of 48 Revised 3/9/2004 0757-30 GC 34090.7, GC 54960.1 (d)(l) NOTICES, MEETING CITY CLERK cu+2 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER LEGAL CITATION RETENTION RECORD CATEGORY & OFFICE OF DESCRIPTION RECORD 0757-40 0757-50 0757-60 NOTICES MEETING ORDINANCES GC 34090(d). GC 40801 RESOLUTIONS CITY CLERK PE GC 34090(d). GC 40801 GC 34090(d), GC 40801 V PE V PE GC 34090 ORDINANCES CITY CLERK v AGENDA BILLS CITY CLERK 10759 ~LEGISLA~VE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA) 0759-05 0759-10 0759-20 0759-30 0759-40 GENERAL INFORMATION CITY CLERK cu+2 GC 34090 CITY CLERK PE GC 34090 V AGENDAS, M EETl NG MINUTES, MEETING CITY CLERK PE GC 34090(d). GC 36814 NOTICES, MEETING CITY CLERK cu+2 54960.1 (d)( 1 ) RESOLUTIONS CITY CLERK v GC 34090.7, GC GC 34090(a), GC 40801 PE V 0759-50 0759-60 GC 34090(d), GC 40806 GC 34090 PE V PE v ORDINANCES CITY CLERK AGENDA BILLS CITY CLERK 0770-05 0770-10 IGC 34090 IPE 10770-27 SURPLUS PROPERTY IClTY MANAGER GENERAL INFORMATION CITY CLERK cu+2 GC 34090 APPRAISALS/NEGOTIATIONS CITY CLERK CL+2 GC 34090, GC 6254(b) GC 34090(a) PE v CITY CLERK VACATIONS, ABANDONMENTS, RELINQUISHMENTS 0770-40 0770-20 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital GC 34090 CITY CLERK PE ECONOMIC DEVELOPMENT V ACQUISITIONS/MERGERS Page 32 of 48 Revised 3/9/2004 RECORD CATEGORY & FILE NUMBER DESCRIPTION 0 7 7 0 - 5 0 ENCROACHMENTS LEGAL CITATION RETENTION OFFICE OF RECORD GC 34090 PE V CITY CLERK 10770-80 (CMWD (FINANCE IPE IGC 34090 0770-60 0770-70 0770-75 CITY CLERK PE GC 34090 FINANCE V FINANCE AU+4 LlENSlRELEASES (MISC.) PROPERTY INVENTORY (CITY OWNED) DEVELOPMENT SPECIAL DOCUMENTS (REAL PROPERTY) GC 34090 FINANCE PE GC 34090 FINANCE HOUSING & REDEVELOPMENT COMMISSION 0770-90 PE GC 34090 IGC 34090, GC 40801 PE 10775-60 QUITCLAIMS IClTY CLERK Iv 0775 0775-05 0775-10 REAL PROPERTY - DEEDS/EASEMENTS GENERAL INFORMATION CITY CLERK PE GC 34090, GC 40801 GC 34090, GC 40801 PE V EASEMENTS & DEEDS - CITY CITY CLERK I 0800 SERIES - HUMAN RESOURCES/PERSONNEL I 0775-20 0775-50 GC 34090, GC 40801 GC 34090, GC 40801 PE V PE V DEED RESTRICTIONS CITY CLERK REAL PROPERTY, OTHER CITY CLERK t EASEMENTS & DEEDS - MUNICIPAL WATER DISTRICT EASEMENTS & DEEDS - HOUSING & REDEVELOPMENT COMMISSION CLERK 0775-80 CLERK 0775-90 GC 34090, GC 40801 GC 34090, GC 40801 PE V PE V 0800 0800-03 10800-65 ITEMPORARY STAFF DATABASE IHUMAN RESOURCES ICL+3 (GC 34090. ADMIN. DEC. HUMAN RESOURCES/PERSONNEL ADMINISTRATION CORRESPONDENCE HUMAN RESOURCES cu+2 GC 34090 0800-10 EMPLOYEE AWARDS CITY MANAGER RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA PE Page 33 of 48 Revised 3/9/2004 EVALUATION PROGRAMS (PAY FOR PERFORMANCE) 0800-35 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA su+3 HUMAN RESOURCES 0800-45 0800-50 0800-60 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII. FEHA, ADA, FLSA, FMLA. CRFA GC 34090 su+3 V su+3 V ORGANIZATIONAL CHARTS VARIOUS PERSONNEL POLICIES & PROCEDURES HUMAN RESOURCES REPORTS & STUDIES HUMAN RESOURCES cu+3 pp 0810-05 GENERAL INFORMATION GC 34090 HUMAN RESOURCES cu+3 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE RETENTION FILE RECORD CATEGORY & OFFICE OF NUMBER DESCRIPTION RECORD 0400-84 DATABASE HUMAN RESOURCES 0810-10 FINGERPRINTING HUMAN RESOURCES TE+5 TE+10 IFAS - HUMAN RESOURCES MODULE FINANCE LEGAL CITATION GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA 081 0-1 5 PRE-EMPLOYMENT PHYSICALS HUMAN RESOURCES 10810-17 IDMV PRINTOUTS, EMPLOYEES (HUMAN RESOURCES pu+2 IGC 34090, VC 1808.1 GC 34090, EQUAL PAY ACT. TITLE VII. FEHA. ADA TE+5 10810-20 11-9 FORMS - IMMIGRATION HUMAN RESOURCES cu+3 Or TE+l IMMIGRATION REFORM (WHICHEVER Is CONTROL ACT (IRCA) LONGER) 081 0-23 081 0-25 081 0-30 GC 34090, TITLE VII. FEHA, REQUESTS FOR LEAVE - MEDICAL HUMAN RESOURCES CL+3 ADA, FLSA, FMLA, CRFA PART-TIME EMPLOYEES (HOURLY) HUMAN RESOURCES TE+5 ACT, TITLE VII, FEHA, ADA, GC 34090, EQUAL PAY FLSA GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA FLSA V TE+5 V FULL-TIME EMPLOYEES (NON-SAFETY) HUMAN RESOURCES 081 0-40 GC 34090, EQUAL PAY ACT, TITLE VII. FEHA, ADA HUMAN RESOURCES TE+5 POLICE V EMPLOYEES - SAFETY 0810-70 081 0-80 cu+5 8 CCR 10102 WORKERS COMPENSATION CLAIMS HUMAN RESOURCES FILES TRI-STAR WORKERS COMPENSATION AUTHORIZATIONS (TO USE PERSONAL HUMAN RESOURCES su+5 LC 4600, 5404, and 5410 PHYSICIAN) RETENTION CODES: AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital ~~ 081 0-85 IOD (INJURY ON DUTY) RECORDS DEPARTMENT OF TRANSPORTATION (DOT) REPORTS 081 0-90 Page 34 of 48 Revised 3/9/2004 HUMAN RESOURCES cu+5 8 CCR 14307 PE 49 CFR SECTION 40.333 HUMAN RESOURCES 0820 CIASSIFICATIONS/QUALIFICATIONS 0820-05 0820-20 0820-30 0820-40 0820-60 0820-70 GENERAL INFORMATION HUMAN RESOURCES cu+5 GC 34090 GC 34090, EQUAL PAY FLSA GC 34090, EQUAL PAY FLSA GC 34090, EQUAL PAY FLSA GC 34090 GC 34090, EQUAL PAY FLSA CLASSIFICATION SURVEYS HUMAN RESOURCES su+5 ACT, TITLE VII. FEHA, ADA CLASSIFICATION APPEALS & AUDITS HUMAN RESOURCES CL+5 ACT, TITLE VII. FEHA, ADA V RECLASSIFICATIONS HUMAN RESOURCES CL+5 ACT, TITLE VII, FEHA, ADA POLICIES & PROCEDURES HUMAN RESOURCES su+5 REPORTS & STUDIES HUMAN RESOURCES su+5 ACT, TITLE VII, FEHA, ADA 0 8 3 0 - 0 5 0830-1 0 GENERAL INFORMATION HUMAN RESOURCES CU+6 GC 34090 GC 34090 PE V DEFERRED COMPENSATION HUMAN RESOURCES 0830-1 5 GC 34090, FMLA. CFRA, LC 1174 LEAVE CONVERSIONS FINANCE CU+6 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & NUMBER DESCRIPTION I LEGAL CITATION RETENTION OFFICE OF RECORD 10830-20 [HEALTH CARE BENEFITS HUMAN RESOURCES ICU+6 IGC 34090, FMLA, CFRA 0830-23 FLEX SPENDING ACCOUNTS HUMAN RESOURCES CU+6 GC 34090, FMLA, CFRA, LC 1174 0830-40 0830-60 0830-65 0830-75 ... . RETIREMENT PLAN (PERS) PE GC 34090 HUMAN RESOURCES FINANCE HUMAN RESOURCES UNEMPLOYMENT INSURANCE FINANCE DISABILITY INSURANCE GC 34090, UIC 1085,22 CCR 1085-2 CL+4 GC 34090 CL+4 HUMAN RESOURCES FINANCE GC 34090 COBRA PROGRAM, GENERAL HUMAN RESOURCES CU+6 low 1 EMPLOYEE/LABOR RELATXONS ~~ ~ 0830-77 COBRA - PAYMENTS FINANCE CL+6 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, SALARIES (CLASSIFICATION & HUMAN RESOURCES PE FLSA. FMLA, CRFA, LC COMPENSATION) 1174, UIC 1085, ADMIN. 0830-80 0840-05 0840-1 0 GENERAL INFORMATION HUMAN RESOURCES cu+3 GC 34090 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA FLSA. FMLA. CRFA CL+3 V NEGOTIATIONS HUMAN RESOURCES 10840-20 IMPASSE PROCEDURES HUMAN RESOURCES ICL+3 IGC 34090 LABOR - MANAGEMENT MINUTES, MEETINGS 0840-15 GC 34090, EQUAL PAY FLSA, FMLA, CRFA HUMAN RESOURCES CL+3 ACT, TITLE VII, FEHA. ADA 0840-30 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA FLSA. FMLA. CRFA HUMAN RESOURCES PE V MEMORANDA OF UNDERSTANDING CLERK I0850 I RECRUITMENT/SELEClTON/REPORTS 0840-50 GC 34090 TE+5 HUMAN RESOURCES GRIEVANCES - COMPLAINTS (SAFETY) GRIEVANCES - COMPLAINTS (NON- SAFETY) 0840-55 ICL+3 TE+5 GC 34090 HUMAN RESOURCES GC 34090, TITLE VII, FEHA LA 0850-05 0850-07 GC 34090, Title VII. FEHA, ADA GENERAL INFORMATION HUMAN RESOURCES cu+3 APPLICANT TRACKING DATABASE HUMAN RESOURCES PE GC 34090, ADMIN. DEC. HUMAN RESOURCES AFFIRMATIVE ACTION - EQUAL EMPLOYMENT OPPORTUNITY (EEO) 0850-10 ICL+3 GC 34090, TITLE VII, FEHA ADA su+3 GC 34090, TITLE VII, FEHA LA 0850-20 EMPLOYMENT ANNOUNCEMENTS HUMAN RESOURCES RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election, EX= Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital GC 34090, TITLE VII. FEHA ADA CL+3 Page 35 of 48 Revised 3/9/2004 0850-25 JOB APPLICATIONS/RESUMES HUMAN RESOURCES GC 34090. TITLE VII, FEHA ADA CL+3 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & OFFICE OF DESCRIPTION RECORD 0850-40 ORAL EXAMINATION RECORDS HUMAN RESOURCES NUMBER LEGAL CITATION GC 34090, TITLE VII, FEHA. ADA RETENTION CL+3 0850-45 0850-50 0850-55 0850-60 0850-65 . . GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII. FEHA, ADA GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA PHYSICAL EXAMINATION RECORDS HUMAN RESOURCES CL+3 DEPARTMENT TESTING & INTERVIEWS HUMAN RESOURCES CL+3 NOTIFICATION OF APPOINTMENTS HUMAN RESOURCES CL+3 ELIGIBILITY LISTS, ACTIVE HUMAN RESOURCES su+3 ELIGIBILITY LISTS, INACTIVE HUMAN RESOURCES CL+3 0850-70 0850-80 GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA. ADA HUMAN RESOURCES CL+5 ASSESSMENT CENTERS, GENERAL HUMAN RESOURCES CL+3 COMPLAINTS - INVESTIGATIONS (HIRING/SELECTION) 0850-85 0850-90 0860 10860-30 IEMPLOYMENT TRAINING SERVICES IHUMAN RESOURCES GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA TEST & EXAMINATION DEVELOPMENT HUMAN RESOURCES su+3 STATISTICS (REPORTS) HUMAN RESOURCES cu+3 TRAINING & EMPLOYMENT PROGRAMS Icu+3 0860-05 0860-20 GC 34090, TITLE VII, FEHA, IADA GENERAL INFORMATION HUMAN RESOURCES cu+3 GC 34090 EMPLOYEE DEVELOPMENTmRAlNlNG HUMAN RESOURCES (INTERNAL) VARIOUS GC 34090, TITLE VII, FEHA. ADA TE+5 EMPLOYEE DEVELOPMENT/TRAlNlNG (SAFETY) EMPLOYEE DEVELOPMENTmRAlNlNG (NON-SAFETY) 0860-25 0860-27 GC 34090, TITLE VII, FEHA, ADA, PC 832.5 GC 34090, TITLE VII. FEHA, ADA TE+5 TE+5 HUMAN RESOURCES VARIOUS HUMAN RESOURCES VARIOUS 0860-35 0860-40 10860-80 IVOLUNTEER PROGRAMS GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA cu+3 ORGANIZATIONAL DEVELOPMENT INTERN PROGRAMS HUMAN RESOURCES CL+3 HUMAN RESOURCES CITY MANAGER ICL+3 0860-45 0860-50 GC 34090, TITLE VII, FEHA, LA GC 34090, TITLE VII, FEHA, ADA GC 34090, TITLE VII, FEHA, ADA HUMAN RESOURCES CL+3 EDUCATIONAL TUITION RE I MB U RSE M ENT PROGRAM SPECIAL EMPLOYMENT PROGRAMS HUMAN RESOURCES CL+3 I I 0900 SERIES - PUBLIC FACILITIES AND GROUNDS I 0860-60 0860-70 10900 GENERAL ADMINISTRATION GC 34090, TITLE VII, FEHA, ADA, PC 832.5 GC 34090, TITLE VII, FEHA, ADA POLICE TE+5 POLICE OFFICERS STANDARDS & TRAINING (POST) TRAINING & TRAVEL REQUESTS FINANCE CL+5 0 9 0 0 - 0 7 0900-10 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital REQUESTS - COMPLAINTS PUBLIC WORKS CL+2 GC 34090 CUSTODIAL SERVICES PUBLIC WORKS cu+2 GC 34090(d) Page 36 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & NUMBER DESCRIPTION I LEGAL CITATION RETENTION OFFICE OF RECORD 0900-1 5 0900-20 PUBLIC WORKS cu+2 GC 34090(d) PUBLIC FACILITIES MAINTENANCE PUBLIC GROUNDS MAINTENANCE PUBLIC WORKS cu+2 GC 34090(d) 10900-40 (FACILITIES USE APPLICATIONS (PUBLIC WORKS Icu+2 (GC 34090(d) PUBLIC WORKS GRAFFITI - VANDALISM OF PUBLIC BUILDINGS 0900-30 cu+2 GC 34090(d) IGC 34090(d), GC40806 10900-50 REGULATIONS PUBLIC WORKS IPE FACILITIES USE PERMlTSllNSURANCE BINDERS 0900-43 CL+2 GC34090 puBL,c WORKS 0900-60 0900-65 0900-70 0900-75 0900-76 PUBLIC WORKS su+5 GC 34090(d) POLICIES & PROCEDURES REPORTS & STUDIES PUBLIC WORKS cu+2 GC 34090 WORK ORDERS PUBLIC WORKS cu+2 GC 34090 FACILITIES WORK ORDER DATABASE WORKS 20 GC 34090, ADMIN. DEC. (MAINTSTAR) HANSEN WORK ORDER DATABASE PUBLIC WORKS CL+10 GC 34090, ADMIN. DEC. 0910 091 0-05 0910-10 091 0-20 091 0-30 10910-50 MUNICIPAL FACIWES GENERAL INFORMATION (MAINTENANCE PW - MAINTENANCE & cu+2 GC 34090(d) & OPERATIONS) OPERATIONS CITY HALL - CIVIC CENTER PE 4004, H&S 19850 OPERATIONS FARADAY BUILDING 2 0831 IO. GC 34090(a), GC 2 083110, GC 34090(a), GC 4004, H&S 19850 2 0831 10, GC 34090(a), GC MAINTENANCE YARD (405 OAK) PE 4004, H&S 19850 PW - MAINTENANCE & PE PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & OPERATIONS 091 0-35 091 0-40 2.0831 10; GC 34090(a), GC 4004. H&S 19850 2.0831 10; GC 34090(a), GC 2.083110; GC 34090(a), GC 4004, H&S 19850 4004. H&S 19850 PE PW - MAINTENANCE & OPERATIONS SENIOR CENTER PE PW - MAINTENANCE & OPERATIONS KRUGER HOUSE ~ 2.0831 10, GC 34090(a), GC 4004, H&S 19850 2.0831 10; GC 34090(a), GC PE PW - MAINTENANCE & OPERATIONS 0910-43 HERITAGE HALL 4004, H&S 19850 PE PW - MAINTENANCE & OPERATIONS 091 0-45 SCOUT HOUSE 0910-53 0910-60 10910-82 IFIRE STATION #2 2.0831 10; GC 34090(a). GC 2.083110; GC 34090(a), GC FLEET MAINTENANCE YARD PE 4004, H&S 19850 HOUSING & REDEVELOPMENT OFFICE PE 4004, H&S 19850 PW - MAINTENANCE & OPERATIONS PW - MAINTENANCE & 2.0831 10; GC 34090(a), GC 4004. H&S 19850 PW - MAINTENANCE & OPERATIONS 0910-70 0910-75 091 0-81 2.0831 10; GC 34090(a), GC 4004, H&S 19850 2.0831 10; GC 34090(a), GC 4004, H&S 19850 2.0831 10; GC 34090(a), GC 4004, H&S 19850 PE CMWD OFFICE (MUNICIPAL WATER PW - MAINTENANCE & DISTRICT) OPERATIONS OPERATIONS SWIM COMPLEX PE PW - MAINTENANCE & PE PW - MAINTENANCE & OPERATIONS FIRE STATION #I RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital 091 0-83 Page 37 of 48 Revised 3/9/2004 2.0831 10; GC 34090(a), GC 4004, H&S 19850 PE PW - MAINTENANCE & OPERATIONS FIRE STATION #3 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE N/W QUADRANT PARK RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terminated, V=Vital Page 38 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE RETENTION FILE RECORD CATEGORY & OFFICE OF DESCRIPTION RECORD NUMBER PW - GENERAL SERVICES PE 1930-85 MUNICIPAL GOLF COURSE RECREATION 1930-90 REGIONAL PARKS RECREATION 1930-95 STATEPARKS RECREATION PW - GENERAL SERVICES PW - GENERAL SERVICES LEGAL CITATION 2.083110; GC 34090(a), GC 4004, H&S 19850 GC 34090 GC 34090 1930-99 I940 lCnV RESERVOIRS/PUMP STATIONS GC 34090 PW - GENERAL SERVICES RECREATION PARK PLANNING )94o-10 GENERAL INFORMATION PUBLIC WORKS (cu+2 IGC 34090 1940-30 1940-40 1940-50 1940-70 OPt (RE-- - _, - - , )940-20 I I 1 I I GC 34090 RESERVOIRS PUBLIC WORKS PE PUMP STATIONS PUBLIC WORKS PE GC 34090 PE GC 34090 CONSTRUCTION - CIP (RESERVOIRS, WORKS ETC.) REPORTS & STUDIES PUBLIC WORKS CL+2 GC 34090 !RATIONS - MAINTENANCE SFRVOIRS FTC 1 1000-05 1000-15 IPUBLlC WORKS GENERAL INFORMATION PW - ENGINEERING cu+2 GC 34090 MONUMENTS PW - ENGINEERING PE GC 34090 Icu+2 1000-20 1000-25 1000-30 IGC 34090 PAVING PERMITS PW - ENGINEERING PE GC 34090 IMPROVEMENT, GRADING, & DRAINAGE pw PLANS GRADING PERMITS PW - ENGINEERING PE GC 34090 PE GC 34090 1000-35 I I I 1 LOO0 SERIES - PUBLIC WORKS/ENGINEERING I GC 34090, GC 4003, GC 4004, H&S 19850 DRAINAGE BASIN REPORTS PW - ENGINEERING PE LOO0 ENGINEERING 1000-40 1000-45 1000-47 STANDARDS (ENGINEERING) PW - ENGINEERING su+10 GC 34090 I Admin. Dec. ENGINEERING PLANS PW - ENGINEERING PE RIGHT-OF-WAY PERMITS PW - ENGINEERING PE 40 CFR 122.28 GC 34090 1000-50 1000-55 1000-60 SURVEY PROJECTS & MAPS PW - ENGINEERING PE GC 34090 POLICIES & PROCEDURES PW - ENGINEERING PE GC 34090 REGULATIONS (ENGINEERING) PW - ENGINEERING su+2 GC 34090 IGC 34090 1000-37 IDRAINAGE & EROSION IPW - ENGINEERING IPE 1000-65 1000-70 SOILS & HYDROLOGY REPORTS PW - ENGINEERING PE GC34090(d) REPORTS & STUDIES, GENERAL PW - ENGINEERING 20 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 39 of 48 Revised 3/9/2004 FILE RECORD CATEGORY & OFFICE OF RETENTION NUMBER DESCRIPTION RECORD 1000-76 INSPECTION REQUESTS PW - ENGINEERING CL+2 1000-77 INSPECTION LOGS PW - ENGINEERING CL+2 1000-80 MICROFICHE INDEX PW - ENGINEERING PE LEGAL CITATION GC 34090 GC 34090(d) GC 34090 / Admin. Dec. LOO5 GEOGRAPHIC INFORMATION SYSTEMS (GIs) LO10 1010-05 IO1 0-20 101 0-25 HIGHWAYS &THOROUGHFARES GENERAL INFORMATION PUBLIC WORKS cu+2 GC 34090 / Admin. Dec. GC 34090 / Admin. Dec. STATE ROUTE 78 PUBLIC WORKS PE INTERSTATE 5 PUBLIC WORKS PE GC 34090 / Admin. Dec. 101 0-30 TRUCK ROUTES & ACCESS PUBLIC WORKS su+2 GC 34090, GC 4003, GC 4004 1025-50 IPOLlClES & PROCEDURES IPW - FLEET Icu+2 IGC 34090 REPORTS & STUDIES 101 0-40 PUBLIC WORKS 5 GC 34090 I Admin. Dec. RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 1020 Page 40 of 48 Revised 3/9/2004 BRIDGES 1020-05 1020-20 1020-30 1020-40 GC 34090 GENERAL INFORMATION PUBLIC WORKS cu+2 GC 34090 PROJECT FILES PUBLIC WORKS PE BRIDGE INSPECTIONS PUBLIC WORKS PE GC 34090 GC 34090 BRIDGE SPECIFICATIONS PUBLIC WORKS PE 1020-50 OVERPASSES PUBLIC WORKS PE GC 34090, GC 4003, GC 4004 1020-60 1025 1025-05 1025-1 0 1 025- 1 5 REPORTS & STUDIES PUBLIC WORKS PE GC 34090 / Admin. Dec. FLEET MAINTENANCE GENERAL INFORMATION PW - FLEET cu+2 GC 34090 MAINTENANCE RECORDS PW - FLEET CL+2 GC 34090 GC 34090 REPAIR ORDERS PW - FLEET CL+2 ~ ~~ 1025-20 VEHICLE SPECIFICATIONS 1025-30 VEHICLE FILES 1025-40 FUEL MONITORING PW - FLEET su+2 GC 34090 PW - FLEET TE+2 GC 34090 PW - FLEET cu+2 GC 34090 FLEET WORK ORDER DATABASE (MA1 NTSTAR) 1025-45 PW - FLEET 20 GC 34090, ADMIN. DEC. 1025-60 REPORTS & STUDIES PW - FLEET cu+5 GC 34090 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY 81 NUMBER DESCRIPTION LEGAL CITATION RETENTION OFFICE OF RECORD 1030 1030-05 1030-10 1030-20 1030-40 1030-45 STREETS - ADMINISIRAlION GC 34090 GENERAL INFORMATION PUBLIC WORKS cu+2 CAPITAL PROJECTS PUBLIC WORKS PE GC 34090 STREET ALIGNMENTSMIDENING PUBLIC WORKS PE GC 34090 GC 34090 STREET NAMES PUBLIC WORKS PE STREET NAME CHANGES (SNC) PUBLIC WORKS PE GC 34090 1030-50 POLICIES & PROCEDURES 1030-56 STANDARDS PUBLIC WORKS cu+10 GC 34090 PUBLIC WORKS su+10 GC 34090 1030-60 1035 1035-05 1035-07 1035-1 0 GC 34090 REPORTS & STUDIES PUBLIC WORKS CU+IO STREETS - MAINTENANCE GENERAL INFORMATION PUBLIC WORKS cu+2 GC 34090 COMPLAINTS PUBLIC WORKS CL+2 GC 34090 GC 34090 MAINTENANCE/IMPROVEMENTS PUBLIC WORKS CL+2 ~ 1035-1 3 1035- 14 1035-15 1035-17 1035-20 1035-23 1035-25 PAVEMENT - OVERLAY PUBLIC WORKS CL+2 GC 34090 PAVEMENT MANAGEMENT DATABASE PUBLIC WORKS PE GC 34090, ADMIN. DEC. DAILY WORK ORDERS & LOGS PUBLIC WORKS cu+5 GC 34090 DAMAGE & INCIDENT REPORTS PUBLIC WORKS CL+5 GC 34090 GC 34090 BIKE LANES PUBLIC WORKS PE CROSSWALKS PUBLIC WORKS PE HANDICAPPED RAMPS PUBLIC WORKS PE GC 34090 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 1035-30 1035-33 1035-35 1035-37 Page 41 of 48 Revised 3/9/2004 SIDEWALKS PUBLIC WORKS PE GC 34090 CURBS & GUTTERS PUBLIC WORKS PE GC 34090 STREET LIGHTS PUBLIC WORKS PE GC 34090 LIGHTING & LANDSCAPING DISTRICTS PUBLIC WORKS TE+2 GC 34090, GC 4003, GC 4004 1035-39 MEDIANS & ISLANDS PUBLIC WORKS PE GC 34090, GC 4003, GC 4004 1035-40 LANDSCAPING PUBLIC WORKS GC 34090, GC 4003, GC 4004 cu+2 1035-45 1035-50 GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 PUBLIC WORKS cu+5 TREE PLANTING, TRIMMING, OR REMOVAL POLICIES & PROCEDURES PUBLIC WORKS su+5 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & OFFICE OF NUMBER DESCRIPTION RECORD 1035-60 STREET CLOSURES PUBLIC WORKS 1035-65 REPORTS & STUDIES PUBLIC WORKS LEGAL CITATION RETENTION GC 34090, GC 4003, GC 4004 GC 34090, GC 4003, GC 4004 PE cu+5 1040 1040-05 ~~ TRAFFIC ENGINEERING GENERAL INFORMATION PW -TRAFFIC ENGINEERING CU+5 GC 34090 1040-07 1040-20 1040-25 1040-35 GC 34090 GC 34090 GC 34090 REQUESTS/COMPLAI NTS PW -TRAFFIC ENGINEERING CL+5 C I RCU LATl ON PW -TRAFFIC ENGINEERING SU+5 SPEED ZONING PW -TRAFFIC ENGINEERING SU+5 I I I 1 I 1040-27 TRAFFIC COUNTS (ADT) 1040-30 PEDESTRIAN SAFETY 1040-40 TRAFFIC IMPACT FEES~MITIGATION IPW -TRAFFIC ENGINEERING Isu+5 IGC 34090 PW -TRAFFIC ENGINEERING SU+5 GC 34090 GC 34090 PW -TRAFFIC ENGINEERING SU+5 1040-45 1040-50 1040-55 ISlGNAL PROJECTS TRAFFIC WARRANTS PW -TRAFFIC ENGINEERING EX+5 GC 34090 TRAFFIC SIGNS PW -TRAFFIC ENGINEERING EX+5 GC 34090 IPW -TRAFFIC ENGINEERING IEX+~ IGC 34090 1040-58 1040-60 GC 34090 cu+5 SIGNAL MAINTENANCE PW - TRAFFIC ENGINEERING REGULATIONS (TRAFFIC) PW -TRAFFIC ENGINEERING SU+5 GC 34090 1040-65 1040-70 STATISTICS PW -TRAFFIC ENGINEERING CU+5 GC 34090 REPORTS & STUDIES PW -TRAFFIC ENGINEERING CU+5 GC 34090 1040-80 1050 1050-05 SURVEYS (TRAFFIC) PW -TRAFFIC ENGINEERING SU+5 GC 34090 PARKING GENERAL INFORMATION PUBLIC WORKS cu+5 GC 34090 1050-50 1050-10 1050-20 IGC 34090 REQUESTSKOMPLAI NTS PUBLIC WORKS CL+5 GC 34090 NO PARKING ZONES - ON STREET PUBLIC WORKS su+5 GC 34090 1050-55 IPARKING LOTS 1050-30 1050-40 1050-45 IGC 34090 ENGINEERING I CITY CLERK GC 34090 NO PARKING ZONES - OFF STREET PUBLIC WORKS su+5 PARKING FACILITIES, CITY PUBLIC WORKS 5 GC 34090 PARKING PERMITS ENGINEERING CL+5 GC 34090 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital Page 42 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & NUMBER DESCRIPTION LEGAL CITATION RETENTION OFFICE OF RECORD 1050-60 PARKING REGULATIONS PE GC 34090 ENGINEERING CITY CLERK 1050-70 STATISTICS PUBLIC WORKS 5 GC 34090 1050-75 PARKING DISTRICTS PUBLIC WORKS TE+5 GC 34090 1050-80 REPORTS & STUDIES ENGINEERING cu+5 GC 34090 1055 TRANSPORTATION 1055-05 GENERAL INFORMATION PUBLIC WORKS cu+5 1055-10 VILLAGE TRANSIT STATION PUBLIC WORKS PE GC 34090 1055-1 5 POINSETTIA TRANSIT STATION PUBLIC WORKS PE GC 34090 1055-20 AIR TRANSPORTATION PUBLIC WORKS cu+5 GC 34090 1055-25 BUS TRANSPORTATION PUBLIC WORKS cu+5 GC 34090 1055-28 LIGHT RAIL (COASTER) PUBLIC WORKS cu+5 GC 34090 GC 34090 GC 34090 11 055-70 TRANSPORTATION PROGRAMS PUBLIC WORKS cu+5 1055-75 TRANSPORTATION SURVEYS PUBLIC WORKS cu+5 GC 34090 1055-30 RAILROADS 1055-35 TAXI OPERATIONS PUBLIC WORKS cu+5 GC 34090 PUBLIC WORKS cu+5 GC 34090 1055-40 1055-50 1055-55 GC 34090 SHUTTLE SERVICES PUBLIC WORKS cu+5 TRANSPORTATION PLANNING PUBLIC WORKS cu+5 GC 34090 PEAK HOUR TRAFFIC MANAGEMENT PUBLIC WORKS cu+5 GC 34090 TRANSPORTATION DEVELOPMENT ACT lTOAl 1055-60 Icu+5 GC 34090 cu+5 WORKS GC 34090 1055-6 1 FEDERAL AID URBAN (FAU) PUBLIC WORKS cu+5 GC 34090 ~~ STATE & LOCAL TRANSPORTATION PARTNERSHIP PROGRAM (SLTPP) TRANSPORTATION IMPROVEMENT PROGRAM (TIP) 1055-62 1055-63 11060 lPUBLIC WORKS - CAPmAL IMPROVEMENTS GC 34090 cu+5 cu+5 GC 34090 WORKS WORKS RETENTION CODES: AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital 1055-65 Page 43 of 48 Revised 3/9/2004 INTERMODAL SURFACE TRANSPORTATION EFFIEIENCY ACT PUBLIC WORKS (ISTEAI 1055-80 1055-85 1055-90 GC 34090 REPORTS & STUDIES PUBLIC WORKS cu+5 REGULATIONS PUBLIC WORKS cu+5 GC 34090 REGIONAL TRANSPORTATION PUBLIC WORKS cu+5 GC 34090 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE RETENTION FILE RECORD CATEGORY & OFFICE OF NUMBER DESCRIPTION RECORD 1060-05 GENERAL INFORMATION PUBLIC WORKS PE LEGAL CITATION GC 34090 PE 1060-1 0 CAPITAL PROJECTS (PUBLIC WORKS) PUBLIC WORKS V 2.0831 10, GC 34090(a). GC 4004, H&S 19850 I1070 SOLID WASTE MANAGEMENT I I I 1100 SERIES - CULTURAL ARTS, LIBRARY & RECREATION I 1070-1 0 1070-30 1070-40 1070-50 1070-60 1070-70 1070-80 GENERAL INFORMATION PUBLIC WORKS cu+2 GC 34090 REFUSE COLLECTION PUBLIC WORKS cu+5 GC 34090 GC 34090 FINANCIAL STUDIES & REPORTS (TRASH) HOUSEHOLD HAZARDOUS WASTE PUBLIC WORKS su+2 GC 34090 GC 34090 PUBLIC WORKS cu+10 RECYCLING PROGRAMS PUBLIC WORKS su+5 MASTER PLANS PUBLIC WORKS su+2 REGULATIONS PUBLIC WORKS su+2 GC 34090 GC 34090 1100 1 100-05 1100-15 1 100-20 1 100-30 1 100-40 1 100-50 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital CULTURAL ARTS GENERAL INFORMATION CULTURAL ARTS cu+2 GC 34090 GC 34090 PERFORMING ARTS CULTURAL ARTS CL+2 PUBLIC ART CULTURAL ARTS CL+2 GC 34090 CULTURAL ARTS PE GC 34090 ACQUISITIONS FUNDRAISING ARTS & CULTURAL PROGRAMS CULTURAL ARTS su+5 GC 34090 VOLUNTEERS - ADVISORY GROUPS CULTURAL ARTS cu+5 GC 34090 Page 44 of 48 Revised 3/9/2004 1 100-60 REPORTS & STUDIES CULTURAL ARTS cu+5 GC 34090 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & OFFICE OF NUMBER DESCRIPTION RECORD LEGAL CITATION RETENTION 1120 120-05 120-10 120-18 LIBRARY SERVICES GENERAL INFORMATION LIBRARY cu+2 GC 34090 ADMINISTRATION LIBRARY cu+2 GC 34090 FINES - LATE FEES LIBRARY CL+5 GC 34090 120-20 COLLECTION DEVELOPMENT PLAN MATERIALS SELECTION I 120-23 GC 34090 LIBRARY PE LIBRARY su+10 GC 34090, ADMIN. DEC. 1120-25 1120-53 I 120-56 GC 34090 CALIFORNIA STATE LIBRARY LIBRARY cu+10 ADULT LEARNING SERVICE LIBRARY cu+20 GC 34090 MEDIA SERVICES LIBRARY cu+20 GC 34090 I 120-80 1130 REPORTS & STUDIES LIBRARY cu+10 GC 34090 RECREATION I I I 1200 SERIES - UTILITIES I ~~~ I1 30-05 I 130-07 1130-15 I 130-20 I 130-30 I 130-40 I1 30-50 1200 I WATER SERVICES/BILLING GC 34090 GENERAL INFORMATION RECREATION cu+2 REQUESTS - COMPLAINTS RECREATION CL+2 GC 34090 INJURY - INCIDENT REPORTS RECREATION CL+2 GC 34090 SPECIAL EVENTS RECREATION CL+2 GC 34090 GC 34090 ADULT SPORTS RECREATION CL+2 YOUTH SPORTS RECREATION CL+2 GC 34090 RECREATION CLASSES RECREATION CL+2 GC 34090 I 130-55 I1 30-60 11 30-61 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital CLASS REGISTRATIONS RECREATION CL+2 GC 34090 LAGOON PERMITS RECREATION CL+2 GC 34090 BOAT PERMIT DATABASE RECREATION cu+2 GC 34090, ADMIN. DEC. Page 45 of 48 Revised 3/9/2004 I 130-55 I1 30-60 11 30-61 CLASS REGISTRATIONS RECREATION CL+2 GC 34090 LAGOON PERMITS RECREATION CL+2 GC 34090 BOAT PERMIT DATABASE RECREATION cu+2 GC 34090, ADMIN. DEC. 1130-65 1 130-70 1 130-80 LAGOON PATROL POLICE CL+2 GC 34090 GC 34090 REGULATIONS RECREATION CL+2 REPORTS & STUDIES RECREATION cu+2 GC 34090 1130-65 1 130-70 1 130-80 LAGOON PATROL POLICE CL+2 GC 34090 GC 34090 REGULATIONS RECREATION CL+2 REPORTS & STUDIES RECREATION cu+2 GC 34090 CORRESPONDENCE - CUSTOMER CONCERNS 1200-1 5 CL+2 GC 34090 FINANCE PUBLIC WORKS CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY & OFFICE OF NUMBER DESCRIPTION RECORD FINANCE RATES - FEES PUBLIC WORKS 1200-20 1200-23 METER READ REPORTS PUBLIC WORKS PUBLIC WORKS 1200-25 WATER SYSTEM MAINTENANCE LEGAL CITATION RETENTION PE GC 34090 GC 34090 cu+2 cu+5 GC 34090 V 1200-35 1200-40 SUSSEX WORK ORDER DATABASE - WORKS WATER I 1200-43 I CONNECTIONS FINANCE PE GC 34090 GC 34090 POLICIES & PROCEDURES PUBLIC WORKS 15 ICL+IO ~ 1200-45 1200-50 1210 1210-1 0 IGC 34090, ADMIN. DEC __________ GC 34090 REGULATIONS PUBLIC WORKS SU+15 REPORTS & STUDIES PUBLIC WORKS cu+5 WATER RESOURCES GENERAL INFORMATION PUBLIC WORKS cu+2 GC 34090 GC 34090 121 0-25 121 0-30 WATER SOURCES (SUPPLY) PUBLIC WORKS CU+15 GC 34090 WATER QUALITY PUBLIC WORKS CU+15 GC 34090 1210-35 ITEST REPORTS (WATER) IPuBLic WORKS ICUtl2 IGC 34090 1210-40 MASTER PLAN PUBLIC WORKS 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 PE 121 0-45 121 0-47 40 CFR 141.33, H&S 19850, PE GC 4003, GC 4004 DAMS PUBLIC WORKS WATER LINES PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003. GC 4004 CAPITAL PROJECTS CONSTRUCTION WORKS 1210-50 (WATER) 1210-70 IWATER USAGE PE v GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 34090, GC 4003, GC 14004 1210-60 1210-65 PE V GC 4003, GC 4004 PE V GC 4003, GC 4004 40 CFR 141.33, H&S 19850, 40 CFR 141.33, H&S 19850, WATER RIGHTS PUBLIC WORKS WELLS PUBLIC WORKS 121 0-75 121 0-80 GC 34090, GC 4003, GC 4004 AGRICULTURAL WATER USE PUBLIC WORKS PE REPORTS & STUDIES PUBLIC WORKS cu+5 GC 34090 1230-10 IMASTER PLAN (WASTE WATER) IPuBLic WORKS 121 0-85 1230 40 CFR 141.33, H&S 19850, 1 GC 4003. GC 4004 REGULATIONS PUBLIC WORKS SU+15 GC 34090 WASTEWATER MANAGEMENT GC 34090 PE V PUBLIC WORKS CAPITAL CONSTRUCTION (SEWER LINESIMAINS) 1230-15 1230-05 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 40 CFR 141.33, H&S 19850, cu+5 GC 4003, GC 4004 GENERAL INFORMATION PUBLIC WORKS Page 46 of 48 Revised 3/9/2004 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE RECORD CATEGORY 81 NUMBER DESCRIPTION LEGAL CITATION RETENTION OFFICE OF RECORD 1GC 34090 lPE 1230-20 ISEWER CONNECTIONS PUBLIC WORKS I 1230-25 1230-30 GC 34090 GC 34090 EMERGENCIES PUBLIC WORKS PE RATES - FEES PUBLIC WORKS PE 1230-40 1230-45 1230-50 1230-55 1230-65 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, INDUSTRIAL WASTE PUBLIC WORKS PE SLUDGE AND SOLIDS PUBLIC WORKS PE OUTFALL PUBLIC WORKS PE PE V GC 4003, GC 4004 SEWER SYSTEMS MAINTENANCE PUBLIC WORKS SEWER PERMITS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003. GC 4004 I 1230-72 \SPECIAL STUDIES/REPORTS PUBLIC WORKS ICL+5 IGC 34090 1230-70 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 TEST REPORTS PUBLIC WORKS PE 1230-75 WASTEWATER SERVICEIINSTALLATION PUBLIC WORKS I 1230-85 REGULATIONS PUBLIC WORKS p+5 IGC 34090 40 CFR 141.33, H&S 19850, cu+5 GC 4003, GC 4004 I- I I WATER RECLAMATION (RECLAIMED WATER) 1230-80 11240 ISTORM WATER I 40 CFR 141.33, H&S 19850, PE GC 4003, GC 4004 WORKS 1240-05 1240-1 0 1240-20 1240-30 40 CFR 141.33, H&S 19850, cu+5 GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GENERAL INFORMATION PUBLIC WORKS MASTER PLANS PUBLIC WORKS PE STORM DRAINS PUBLIC WORKS PE STORM WATER PROTECTION PROGRAM PUBLIC WORKS PE I1250 \TELEPHONE COMMUNICATIONS I ~~ 1240-40 1240-50 REGULATIONS PUBLIC WORKS su+5 GC 34090 REPORTS & STUDIES PUBLIC WORKS CL+5 GC 34090 11260-05 IGENERAL INFORMATION (PUBLIC WORKS Icu+5 (GC 34090 I 1250-05 1250-1 0 1250-30 1250-40 1250-50 1260 RETENTION CODES: AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital ~ GENERAL INFORMATION INFORMATION TECHNOLOGY CU+2 GC 34090 RATES INFORMATION TECHNOLOGY SU+2 GC 34090 CITY PHONE SYSTEM MAINTENANCE INFORMATION TECHNOLOGY CU+2 GC 34090 GC 34090 REGULATIONS INFORMATION TECHNOLOGY SU+5 GC 34090 REPORTS & STUDIES INFORMATION TECHNOLOGY CU+5 GAS 81 ELECTRICIlY Page 47 of 48 Revised 3/9/2004 RETENTION FILE RECORD CATEGORY & OFFICE OF NUMBER DESCRIPTION RECORD 1260-1 0 RATES su+2 PUBLIC WORKS CITY CLERK 1260-30 UNDERGROUNDING (UTILITY) PUBLIC WORKS PE 1260-40 PLANT FACILITIES (UTILITY) PUBLIC WORKS PE 1260-50 REGULATIONS PUBLIC WORKS su+2 1260-60 REPORTS &STUDIES PUBLIC WORKS cu+5 RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E= Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital LEGAL CITATION GC 34090 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 GC 34090 Page 48 of 48 Revised 3/9/2004