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; ; Records Retention Schedule; 2006-08-03
CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE DATE DATE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0100 0100-03 CITY COUNCIL CORRESPONDENCE COUNCIL OFFICE CU+2 GC 34090 0100-04 CITY MANAGER CORRESPONDENCE CITY MANAGER CU+2 GC 34090 0100-05 CITY MANAGER DEPARTMENT FILES CITY MANAGER CU+5 GC 34090, ADMIN. DEC. 0100-10 ADMINISTRATIVE ORDERS CITY MANAGER PE V GC 34090 0100-14 CITYWIDE GOALS DATABASE CITY MANAGER CU+2 GC 34090 0100-15 COUNCIL POLICIES CITY CLERK PE V GC 34090 0100-30 AWARDS/COMMENDATIONS/ PROCLAMATIONS COUNCIL OFFICE CU+2 GC 34090 0100-34 CITY MANAGER GENERAL FILES CITY MANAGER CU+5 GC 34090 0100-35 PRESS RELEASES CITY MANAGER CU+2 GC 34090 0100-50 CALENDARS (COUNCIL AND MANAGEMENT STAFF)ALL DEPARTMENTS 2 GC 34090 0120 0120-05 GENERAL INFORMATION RISK MANAGEMENT CU+2 GC 34090 0120-07 INSURANCE MANUALS RISK MANAGEMENT SU+2 GC 34090 0120-09 LIABILITY DATABASE RISK MANAGEMENT PE GC 34090, ADMIN. DEC. 0120-10 LIABILITY INSURANCE (CITY POLICIES) RISK MANAGEMENT PE V GC 34090 0120-13 SPECIAL EVENTS INSURANCE RISK MANAGEMENT CL+2 GC 34090 0120-15 PROPERTY INSURANCE (CITY POLICIES) RISK MANAGEMENT PE GC 34090 0120-17 INSURANCE POOL RISK SHARING AUTHORITY RISK MANAGEMENT PE V GC 34090 0120-18 INSURANCE REVIEW REQUESTS RISK MANAGEMENT CL+2 GC 34090 0120-20 LOSS RECOVERY FILES RISK MANAGEMENT CU+2 GC 34090 RISK MANAGEMENT 0100 SERIES - ADMINISTRATION CITY COUNCIL ADMINISTRATION APPROVALS: RECORDS MANAGER CITY ATTORNEY RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 1 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0120-23 INCIDENT REPORTS/CITIZEN INJURY RISK MANAGEMENT CL+2 GC 34090 0120-25 PUBLIC OFFICIAL BONDS RISK MANAGEMENT CU+5 GC 34090 0120-30 GENERAL SAFETY & OSHA REGULATIONS RISK MANAGEMENT PE 29 CFR 1904.6, GC 34090 0120-35 REPORTS & STUDIES RISK MANAGEMENT CU+5 29 CFR 1904.6, GC 34090 0120-40 POLICIES & PROCEDURES RISK MANAGEMENT SU+5 GC 34090, ADMIN. DEC. 0130 0130-10 POLICIES & PROCEDURES RECORDS MANAGEMENT SU+2 GC 34090 0130-20 RECORDS RETENTION SCHEDULE RECORDS MANAGEMENT SU+4 CCP 343 0130-25 RECORDS DESTRUCTION LISTS RECORDS MANAGEMENT PE GC 34090 0130-27 RECORDS MANAGEMENT AUDITS RECORDS MANAGEMENT AU+6 GC 34090 0130-30 RECORDS INVENTORIES ALL DEPARTMENTS CU+2 GC 34090 0130-50 PUBLIC RECORDS REQUESTS ALL DEPARTMENTS CL+2 GC 34090 0140 0140-05 GENERAL INFORMATION RECORDS MANAGEMENT CU+2 GC 34090 0140-10 POLICIES & PROCEDURES RECORDS MANAGEMENT SU+5 GC 34090 0140-15 DMS TRAINING INFORMATION & MATERIALS RECORDS MANAGEMENT SU+2 GC 34090 0150 0150-05 GENERAL INFORMATION INFORMATION TECHNOLOGY CU+2 GC 34090 0150-15 POLICIES & PROCEDURES INFORMATION TECHNOLOGY SU+2 GC 34090 0150-20 TRAINING INFORMATION/MATERIALS INFORMATION TECHNOLOGY SU+2 GC 34090 0150-25 AIMWORX DATABASE INFORMATION TECHNOLOGY CU+2 GC 34090 0150-30 CHANGE CONTROL DATABASE INFORMATION TECHNOLOGY CU+2 GC 34090 0200 0200-31 CABLE TELEVISION FOUNDATION AGENDAS CITY MANAGER CU +5 GC 34090 0200-32 CABLE TELEVISION FOUNDATION MINUTES CITY MANAGER PE GC 34090 0200-33 CABLE TELEVISION FOUNDATION GRANTS CITY MANAGER CL+5 GC 34090 0200 SERIES - AGENCIES/ORGANIZATIONS DOCUMENT MANAGEMENT SYSTEM LOCAL ORGANIZATIONS RECORDS MANAGEMENT INFORMATION TECHNOLOGY RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 2 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0210 0210-05 CARLSBAD CITY EMPLOYEES ASSOCIATION (CCEA)HUMAN RESOURCES PE GC 34090 0210-10 CARLSBAD FIRE ASSOCIATION (CFA) HUMAN RESOURCES PE GC 34090 0210-15 CARLSBAD POLICE OFFICERS ASSOCIATION (CPOA)HUMAN RESOURCES PE GC 34090 0230 0230-70 REGULATORY AGENCIES VARIOUS DEPARTMENTS CU+2 GC 34090 0300 0300-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0300-40 BCC APPOINTEES CITY CLERK TE+5 GC 34090, GC81009(e) 0300-45 BCC APPLICATIONS (NOT APPOINTED) CITY CLERK CL+2 GC 34090 0300-50 NOTICES OF BCC VACANCIES/ LIST OF VACANCIES (ANNUAL)CITY CLERK CU+2 GC 34090 0305 0305-05 GENERAL INFORMATION VARIOUS DEPARTMENTS CU+2 GC 34090 0305-15 AD HOC BCC APPOINTEES VARIOUS DEPARTMENTS TE+7 GC 34090, GC81009(e) 0305-17 AD HOC BCC APPLICATIONS (NOT APPOINTED) VARIOUS DEPARTMENTS CL+2 GC 34090 0305-40 MEETING AGENDAS & NOTICES VARIOUS DEPARTMENTS CU+2 GC 34090, ADMIN. DEC. 0305-45 MEETING MINUTES VARIOUS DEPARTMENTS PE GC 34090 0305-60 AGENDA BILLS VARIOUS DEPARTMENTS PE GC 34090 0310 0310-05 GENERAL INFORMATION ARTS CU+2 GC 34090 0310-40 MEETING AGENDAS & NOTICES ARTS CU+5 GC 34090, ADMIN. DEC. 0310-45 MEETING MINUTES ARTS PE GC 34090 0310-55 RESOLUTIONS ARTS PE V GC 34090 0310-60 STAFF REPORTS/PACKETS ARTS PE V GC 34090 0310-65 POLICIES & PROCEDURES ARTS SU+5 GC 34090 ARTS COMMISSION GOVERNMENT/REGULATORY AGENCIES EMPLOYEE ORGANIZATIONS CITY BOARDS, COMMISSIONS, & COMMITTEES 0300 SERIES - CITY BOARDS, COMMISSIONS, COMMITTEES AD HOC BOARDS, COMMISSIONS, COMMITTEES RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 3 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0315 0315-05 GENERAL INFORMATION ENGINEERING CU+2 GC 34090 0315-40 MEETING AGENDAS & NOTICES ENGINEERING CU+5 GC 34090, ADMIN. DEC. 0315-45 MEETING MINUTES ENGINEERING PE V GC 34090 0315-55 RESOLUTIONS ENGINEERING PE V GC 34090 0315-60 STAFF REPORTS/PACKETS ENGINEERING PE V GC 34090 0315-65 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090 0320 0320-05 GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 0320-40 MEETING AGENDAS & NOTICES HOUSING & REDEVELOPMENT CU+5 GC 34090, ADMIN. DEC. 0320-45 MEETING MINUTES HOUSING & REDEVELOPMENT PE V GC 34090 0320-55 RESOLUTIONS HOUSING & REDEVELOPMENT PE V GC 34090 0320-60 STAFF REPORTS/PACKETS HOUSING & REDEVELOPMENT PE V GC 34090 0320-65 POLICIES & PROCEDURES HOUSING & REDEVELOPMENT SU+5 GC 34090, GC 40801 0325 0325-05 GENERAL INFORMATION LIBRARY CU+2 GC 34090 0325-40 MEETING AGENDAS & NOTICES LIBRARY CU+5 GC 34090, ADMIN. DEC. 0325-45 MEETING MINUTES LIBRARY PE V GC 34090 0325-55 RESOLUTIONS LIBRARY PE V GC 34090 0325-60 STAFF REPORTS/PACKETS LIBRARY PE V GC 34090 0325-65 POLICIES & PROCEDURES LIBRARY SU+5 GC 34090 0330 0330-05 GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 0330-40 MEETING AGENDAS & NOTICES HOUSING & REDEVELOPMENT CU+5 GC 34090, ADMIN. DEC. 0330-45 MEETING MINUTES HOUSING & REDEVELOPMENT PE V GC 34090 0330-55 RESOLUTIONS HOUSING & REDEVELOPMENT PE V GC 34090 0330-60 STAFF REPORTS/PACKETS HOUSING & REDEVELOPMENT PE V GC 34090 0330-65 POLICIES & PROCEDURES HOUSING & REDEVELOPMENT SU+5 GC 34090 BEACH PRESERVATION COMMITTEE HOUSING COMMISSION DESIGN REVIEW BOARD HISTORIC PRESERVATION COMMISSION RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 4 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0335 0335-05 GENERAL INFORMATION LIBRARY CU+2 GC 34090 0335-40 MEETING AGENDAS & NOTICES LIBRARY CU+5 GC 34090, ADMIN. DEC. 0335-45 MEETING MINUTES LIBRARY PE V GC 34090 0335-55 RESOLUTIONS LIBRARY PE V GC 34090 0335-60 STAFF REPORTS/PACKETS LIBRARY PE V GC 34090 0335-65 POLICIES & PROCEDURES LIBRARY SU+5 GC 34090 0340 0340-05 GENERAL INFORMATION PARKS & RECREATION CU+2 GC 34090 0340-40 MEETING AGENDAS & NOTICES PARKS & RECREATION CU+5 GC 34090, ADMIN. DEC. 0340-45 MEETING MINUTES PARKS & RECREATION PE V GC 34090 0340-55 RESOLUTIONS PARKS & RECREATION PE V GC 34090 0340-60 STAFF REPORTS/PACKETS PARKS & RECREATION PE V GC 34090 0340-65 POLICIES & PROCEDURES PARKS & RECREATION SU+5 GC 34090 0345 0345-05 GENERAL INFORMATION HUMAN RESOURCES CU+2 GC 34090 0345-40 MEETING AGENDAS & NOTICES HUMAN RESOURCES CU+5 GC 34090, ADMIN. DEC. 0345-45 MEETING MINUTES HUMAN RESOURCES PE V GC 34090 0345-55 RESOLUTIONS HUMAN RESOURCES PE V GC 34090 0345-60 STAFF REPORTS/PACKETS HUMAN RESOURCES PE V GC 34090 0345-65 POLICIES & PROCEDURES HUMAN RESOURCES SU+5 GC 34090 0350 0350-05 GENERAL INFORMATION PLANNING CU+2 GC 34090 0350-40 MEETING AGENDAS & NOTICES PLANNING CU+5 GC 34090, ADMIN. DEC. 0350-45 MEETING MINUTES PLANNING PE V GC 34090 0350-55 RESOLUTIONS PLANNING PE V GC 34090 0350-60 STAFF REPORTS/PACKETS PLANNING PE V GC 34090 0350-65 POLICIES & PROCEDURES PLANNING SU+5 GC 34090 PERSONNEL BOARD LIBRARY BOARD PARKS & RECREATION COMMISSION PLANNING COMMISSION RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 5 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0355 0355-05 GENERAL INFORMATION SENIORS CU+2 GC 34090 0355-40 MEETING AGENDAS & NOTICES SENIORS CU+5 GC 34090, ADMIN. DEC. 0355-45 MEETING MINUTES SENIORS PE V GC 34090 0355-55 RESOLUTIONS SENIORS PE V GC 34090 0355-60 STAFF REPORTS/PACKETS SENIORS PE V GC 34090 0355-65 POLICIES & PROCEDURES SENIORS SU+5 GC 34090 0360 0360-05 GENERAL INFORMATION ARTS CU+2 GC 34090 0360-40 MEETING AGENDAS & NOTICES ARTS CU+5 GC 34090, ADMIN. DEC. 0360-45 MEETING MINUTES ARTS PE V GC 34090 0360-55 RESOLUTIONS ARTS PE V GC 34090 0360-60 STAFF REPORTS/PACKETS ARTS PE V GC 34090 0360-65 POLICIES & PROCEDURES ARTS SU+5 GC 34090 0365 0365-05 GENERAL INFORMATION ENGINEERING CU+2 GC 34090 0365-40 MEETING AGENDAS & NOTICES ENGINEERING CU+5 GC 34090, ADMIN. DEC. 0365-45 MEETING MINUTES ENGINEERING PE V GC 34090 0365-55 RESOLUTIONS ENGINEERING PE V GC 34090 0365-60 STAFF REPORTS/PACKETS ENGINEERING PE V GC 34090 0365-65 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090 0365-70 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING AGENDAS ENGINEERING CU+5 GC 34090 0365-75 TRAFFIC SAFETY COORDINATING COMMITTEE MEETING MINUTES ENGINEERING PE GC 34090 0370 0370-05 GENERAL INFORMATION ENGINEERING CITY CLERK CU+2 GC 34090 0370-40 MEETING AGENDAS & NOTICES ENGINEERING CU+5 GC 34090, ADMIN. DEC. 0370-45 MEETING MINUTES ENGINEERING PE V GC 34090 0370-55 RESOLUTIONS ENGINEERING PE V GC 34090 0370-60 STAFF REPORTS/PACKETS ENGINEERING PE V GC 34090 0370-65 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090 UNDERGROUND UTILITY ADVISORY COMMITTEE SENIOR COMMISSION SISTER CITY COMMITTEE TRAFFIC SAFETY COMMISSION RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 6 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0400 0400-05 GENERAL INFORMATION FINANCE CU+2 GC 34090 0400-10 CHART OF ACCOUNTS FINANCE CU+2 GC 34090 0400-15 ACCOUNTS PAYABLE FINANCE AU+4 V GC 34090 0400-20 PETTY CASH FINANCE AU+4 GC 34090 0400-30 FIXED ASSETS FINANCE AU+4 V GC 34090, 26 CFR 301 65-1(f) 0400-40 CHECK/AP REGISTERS FINANCE PE GC 26907 0400-50 FUND TRANSFERS FINANCE AU+4 GC 34090 0400-60 GENERAL LEDGERS FINANCE PE V GC 34090, CCP 337 0400-70 JOURNAL VOUCHERS/ENTRIES FINANCE AU+4 GC 34090, CCP 337 0400-77 IFAS INSTRUCTIONS & MANUALS FINANCE CU+2 GC 34090 0400-80 IFAS BATCHES & BUDGET CHANGES FINANCE CU+7 GC 34090 0400-81 IFAS REPORTS FINANCE CU+7 GC 34090 0400-82 IFAS - G/L MODULE - SUMMARY DATABASE FINANCE 20 GC 34090, ADMIN. DEC. 0400-84 IFAS - G/L MODULE - DETAIL DATABASE FINANCE 10 GC 34090, ADMIN. DEC. 0400-86 IFAS - ACCOUNTS PAYABLE MODULE DATABASE FINANCE AU+4 GC 34090, ADMIN. DEC. 0400-88 IFAS - ACCOUNTS RECEIVABLE MODULE DATABASE FINANCE AU+4 GC 34090, ADMIN. DEC. 0400-90 ACCOUNTING REPORTS FINANCE AU+4 GC 34090 0400-95 ANNUAL REPORTS (FINANCIAL) FINANCE AU+7 GC 34090 0400-97 POLICIES & PROCEDURES FINANCE CU+2 GC 34090 0400-99 REFUNDS FINANCE AU+4 GC 34090 0410 0410-05 GENERAL INFORMATION FINANCE CU+2 GC 34090 0410-10 AUDIT REPORTS, INTERNAL FINANCE PE GC 34090 0410-20 AUDIT REPORTS, EXTERNAL FINANCE PE GC 34090 0410-30 AUDIT PROPOSALS FINANCE PE GC 34090 0410-35 ANNUAL AUDITS, CITY FINANCE PE GC 34090 0400 SERIES - FISCAL/FINANCIAL SERVICES AUDITS, FINANCIAL FISCAL/FINANCIAL SERVICES RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 7 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0410-40 ANNUAL AUDITS, REDEVELOPMENT FINANCE PE GC 34090 0410-45 ANNUAL AUDITS, WATER DISTRICT FINANCE PE GC 34090 0410-50 ANNUAL AUDITS, PUBLIC IMPROVEMENT FINANCE PE GC 34090 0410-55 ANNUAL AUDITS, INDUSTRIAL DEVELOPMENT FINANCE PE GC 34090 0420 0420-05 GENERAL INFORMATION FINANCE TREASURER CU+2 GC 34090 0420-10 BANK SIGNATURE CARDS FINANCE TREASURER SU+2 GC 34090 0420-15 BANK DEPOSIT CORRESPONDENCE FINANCE TREASURER 4 GC 34090, CCP 337 0420-17 CUSTODIAL STATEMENTS FINANCE TREASURER AU+5 GC 34090, 26 CFR 1.6001-1 0420-20 BANK STATEMENTS FINANCE TREASURER AU+5 GC 34090, 26 CFR 1.6001-1 0420-23 CHECKS/WARRANTS FINANCE TREASURER AU+5 GC 34090, CCP 337 0420-25 CHECKS/CANCELED FINANCE TREASURER AU+5 GC 34090, CCP 337 0420-30 RETURNED CHECKS FINANCE TREASURER AU+5 GC 34090, CCP 337 0420-33 UNCLAIMED CHECKS FINANCE TREASURER AU+5 GC 34090, CCP 337 0420-40 DEPOSIT SLIPS FINANCE TREASURER 4 GC 34090, CCP 337 0420-45 DEBIT/CREDIT MEMOS FINANCE TREASURER 5 GC 34090, CCP 337 0420-46 WIRE TRANSFERS FINANCE TREASURER 5 GC 34090, CCP 337 0420-50 DAILY BALANCE WORKSHEETS FINANCE TREASURER AU+5 GC 34090, 26 CFR 1.6001-1 0420-55 MONTHLY RECONCILIATION REPORTS FINANCE TREASURER AU+5 GC 34090, 26 CFR 1.6001-1 0420-60 POLICIES & PROCEDURES FINANCE TREASURER SU+5 GC 34090, ADMIN. DEC. 0420-65 REPORTS & STUDIES FINANCE TREASURER CU+2 GC 34090 0430 0430-05 GENERAL INFORMATION FINANCE CU+2 GC 34090 0430-10 BUDGET, DEPARTMENTAL VARIOUS CU+2 GC 34090 0430-20 OPERATING BUDGET, CITY (ADOPTED) CITY CLERK PE V GC 34090, ADMIN. DEC. 0430-30 CAPITAL BUDGET, CITY (ADOPTED) CITY CLERK PE V GC 34090, ADMIN. DEC. 0430-35 FINANCIAL REPORTS, BUDGET RELATED FINANCE CU+2 GC 34090 0430-37 FINANCIAL MASTER PLAN FINANCE SU+2 GC 34090 BUDGET BANKING RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 8 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0430-40 REVENUE ESTIMATES FINANCE CU+2 GC 34090 0430-45 REVENUE SHARING FINANCE CU+2 GC 34090 0430-50 POLICIES & PROCEDURES FINANCE SU+5 GC 34090, ADMIN. DEC. 0430-70 PUBLIC IMPROVEMENT CORPORATION BUDGET CITY CLERK PE GC 34090, ADMIN. DEC. 0430-80 REDEVELOPMENT AGENCY BUDGET CITY CLERK PE GC 34090, ADMIN. DEC. 0430-90 WATER DISTRICT BUDGET CITY CLERK PE GC 34090, ADMIN. DEC. 0430-95 INDUSTRIAL DEVELOPMENT AUTHORITY BUDGET CITY CLERK PE GC 34090, ADMIN. DEC. 0430-96 PUBLIC FINANCING AUTHORITY BUDGET CITY CLERK PE GC 34090 0440 0440-05 GENERAL INFORMATION FINANCE CL+10 CCP 337.5 0440-10 PAYING/FISCAL AGENT FINANCE PE GC 34090 0440-15 MORTGAGE REVENUE BONDS, SINGLE FAMILY CITY CLERK, FINANCE HOUSING & REDEVELOPMENT PE V GC 34090, CCP 337.5, ADMIN. DEC. 0440-16 MORTGAGE REVENUE BONDS, MULTI FAMILY CITY CLERK, FINANCE HOUSING & REDEVELOPMENT PE V GC 34090, CCP 337.5, ADMIN. DEC. 0440-20 ASSESSMENT DISTRICTS CITY CLERK FINANCE PUBLIC WORKS PE V GC 34090, ADMIN. DEC. 0440-30 GENERAL OBLIGATION BONDS CITY CLERK FINANCE PE V GC 34090, ADMIN. DEC. 0440-35 REVENUE BONDS, OTHER CITY CLERK FINANCE PE V GC 34090, ADMIN. DEC. 0440-40 CERTIFICATES OF PARTICIPATION CITY CLERK FINANCE PE V GC 34090, ADMIN. DEC. 0440-45 COMMUNITY FACILITIES DISTRICTS (MELLO ROOS) CITY CLERK, FINANCE PUBLIC WORKS PE V GC 34090, ADMIN. DEC. 0440-47 COMMUNITY FACILITIES DISTRICTS BOUNDARY MAPS CITY CLERK, FINANCE PUBLIC WORKS PE V GC 34090, ADMIN. DEC. 0440-50 TAX ALLOCATION BONDS CITY CLERK, FINANCE PUBLIC WORKS PE V GC 34090, ADMIN. DEC. 0440-55 WATER DISTRICT BONDS (Pink) CITY CLERK, FINANCE PUBLIC WORKS PE V GC 34090, ADMIN. DEC. 0450 0450-05 IFAS - PAYROLL MODULE FINANCE AU+6 GC 34090, ADMIN. DEC. 0450-10 PAYROLL RECORDS - TIME CARDS FINANCE AU+6 V GC 34090, 29 CFR 516.2 0450-12 ENGINEERING DEPARTMENT TIMECARD DATABASE ENGINEERING AU+5 GC 34090, ADMIN. DEC. 0450-13 PLANNING DEPARTMENT TIMECARD DATABASE PLANNING AU+10 GC 34090, ADMIN. DEC. BOND ISSUES/DEBT SERVICE - SPECIAL DISTRICTS PAYROLL RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 9 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0450-15 DEDUCTION RECORDS HUMAN RESOURCES FINANCE TE+3 V GC 34090, 29 CFR 516.2 0450-20 PAYROLL REGISTERS FINANCE PE GC 34090, 37207 0450-25 LEAVE BALANCE SUMMARIES FINANCE AU+6 GC 34090, 29 CFR 516.2 0450-26 W-2 FINANCE PE GC 34090, 29 CFR 516.2 0450-40 TAX REPORTS, STATE FINANCE AU+4 GC 34090, 29 USC 436 0450-45 TAX REPORTS, FEDERAL FINANCE AU+4 GC 34090, 29 USC 436 0450-50 UNIFORM ALLOWANCE RECORDS FINANCE AU+6 GC 34090, 29 CFR 516.2 0450-55 VEHICLE ALLOWANCE RECORDS FINANCE AU+6 GC 34090, 29 CFR 516.2 0450-57 BI-LINGUAL PAY RECORDS FINANCE AU+6 GC 34090, 29 CFR 516.2 0450-60 GARNISHMENTS/LIENS FINANCE TE+3 GC 34090, 29 CFR 516.2 0455 0455-05 GENERAL INFORMATION FINANCE 5 GC 34090 0455-10 DEFERRED COMPENSATION REPORTS (DEDUCTION REGISTER) HUMAN RESOURCES FINANCE TE+5 V GC 34090, 26 CFR 16001-1, 29 CFR 1627.3(2) 0455-20 PERS REPORTS FINANCE TE+4 GC 34090, 29 CFR 516.2 0460 0460-05 GENERAL INFORMATION FINANCE CU+2 GC 34090 0460-10 ANNUAL REPORTS - STATE CONTROLLER FINANCE PE GC 34090 0460-15 STATE MANDATED COSTS (SB90) FINANCE PE GC 34090 0460-20 STATE CONTROLLER OPEN MEETING CLAIM FINANCE PE GC 34090 0460-30 SPECIAL DISTRICT REPORTS FINANCE PE GC 34090 0460-40 GANN LIMITATION FINANCE PE GC 34090 0460-50 COUNTY AUDITOR - ASSESSED VALUATION FINANCE SU+5 GC 34090 0460-60 SPECIAL MISCELLANEOUS REPORTS FINANCE CU+5 GC 34090 0470 0470-03 CORRESPONDENCE, PURCHASING PURCHASING CU+2 GC 34090 0470-05 GENERAL INFORMATION PURCHASING CU+2 GC 34090 0470-10 FORMS, 1099 FINANCE AU+4 GC 34090, 29 USC 436 0470-15 CREDIT CARD PROGRAM, APPLICATIONS, CITY FINANCE CU+2 GC 34090 STATE CONTROLLER/ANNUAL REPORTS PURCHASING PENSION/RETIREMENT FUND RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 10 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0470-16 CREDIT CARD APPROVALS, CITY FINANCE CU+2 GC 34090 0470-20 PURCHASE REQUISITIONS PURCHASING AU+4 GC 34090, CCP 337 0470-25 PURCHASE ORDERS PURCHASING AU+4 GC 34090, CCP 337 0470-33 CERTIFICATES OF INSURANCE (REQUIRED) PURCHASING VARIOUS PE GC 34090 0470-34 CERTIFICATES OF INSURANCE (MISCELLANEOUS OR NON-APPLICABLE) PURCHASING VARIOUS CU+2 GC 34090 0470-35 STORES PURCHASING CU+2 GC 34090 0470-45 BIDS/QUOTES/PROPOSALS (AWARDED) PURCHASING AU+5 GC 34090, CCP 337 0470-50 BIDS CANCELED, REJECTED (NOT AWARDED)PURCHASING CL+2 GC 34090, CCP 337 0470-60 SURPLUS EQUIPMENT DISPOSAL PURCHASING AU+4 GC 34090, CCP 337 0470-65 WAREHOUSE INVENTORIES PURCHASING AU+4 GC 34090, 26 CFR 301 65-1(F) 0470-70 PURCHASING PROGRAMS PURCHASING SU+2 GC 34090 0470-75 PURCHASING MANUALS PURCHASING SU+2 GC 34090 0470-80 VENDOR BROCHURES PURCHASING SU+2 GC 34090 0470-81 VENDOR LISTS PURCHASING SU+2 GC 34090 0470-85 IFAS - PURCHASING MODULE FINANCE PURCHASING AU+4 GC 34090, ADMIN. DEC. 0470-90 CONSULTANT INFORMATION PURCHASING CL+2 GC 34090 0470-95 POLICIES & PROCEDURES PURCHASING SU+5 GC 34090, ADMIN. DEC. 0470-99 REPORTS & STUDIES PURCHASING CU+2 GC 34090 0480 0480-05 GENERAL INFORMATION FINANCE CU+2 GC 30490 0480-10 ACCOUNTS RECEIVABLE (BATCHES) FINANCE AU+4 V GC 30490, ADMIN. DEC. 0480-15 DAILY CASH RECEIPTS FINANCE AU+4 GC 34090, CCP 337 0480-20 GENERAL RECEIPTS (PARKING, PLAN CHECK)FINANCE AU+4 GC 34090, CCP 337 0480-24 UTILITY BILLING REQUESTS FINANCE AU+4 GC 34090, CCP 337 0480-25 UTILITY BILLING RECEIPTS (WATER, TRASH) FINANCE AU+4 GC 34090, CCP 337 0480-26 UTILITY BILLING DATABASE FINANCE AU+4 GC 34090, ADMIN. DEC. 0480-32 AMBULANCE BILLING FINANCE CU+2 GC 34090 0480-35 BUSINESS LICENSES FINANCE EX+4 GC 34090, CCP 337 REVENUE AND TAXATION RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 11 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0480-36 BUSINESS LICENSE DATABASE FINANCE PE GC 34090, ADMIN. DEC. 0480-38 BINGO LICENSES FINANCE EX+2 GC 34090 0480-40 BANKRUPTCIES FINANCE CL+2 GC 34090 0480-45 COLLECTIONS FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-47 GRANTS, MISC. FINANCE CL+5 GC 30490, ADMIN. DEC. 0480-48 GRANTS, CDBG FINANCE CL+4 24 CFR 570.502(b) 0480-50 PARKING CITATION REVENUES FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-55 MISC. FINES/REVENUES FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-70 FRANCHISES FINANCE 10 GC 34090, CCP 337 0480-75 REVENUE ALLOCATIONS FINANCE 2 GC 34090 0480-77 APPORTIONMENT INCOME FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-80 TAXES, MISC. FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-81 PROPERTY TAX FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-82 GAS TAX FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-83 SALES TAX FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-85 PROPOSITION 218 FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-87 TRANSIENT OCCUPANCY TAX (TOT) FINANCE AU+4 GC 30490, ADMIN. DEC. 0480-90 REPORTS & STUDIES FINANCE 2 GC 34090 0485 0485-05 PROCESSING FEES ENGINEERING PE GC 30490, ADMIN. DEC. 0485-10 USE FEES ENGINEERING PE GC 30490, ADMIN. DEC. 0485-15 IMPACT FEES ENGINEERING PE GC 30490, ADMIN. DEC. 0485-20 FINES (DEVELOPMENT)ENGINEERING PE GC 30490, ADMIN. DEC. 0485-21 FEE STUDIES/COMPUTATIONS FINANCE SU+2 GC 34090 0485-22 FEE SCHEDULES FINANCE SU+2 GC 34090 0485-23 FEE WAIVER REQUESTS FINANCE 2 GC 34090 0485-25 ENGINEERING FEES ENGINEERING PE GC 30490, ADMIN. DEC. 0485-35 BUILDING FEES BUILDING CL+2 GC 30490, ADMIN. DEC. FEE PROGRAMS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 12 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0485-40 FLOOD CONTROL FEES ENGINEERING CL+2 GC 30490, ADMIN. DEC. 0485-55 PUBLIC WORKS - CAPITAL IMPROVEMENTS FEES PUBLIC WORKS PE GC 34090, GC 4003, GC 4004 0485-60 PLANNING FEES PLANNING CL+2 GC 30490, ADMIN. DEC. 0490 0490-05 GENERAL INFORMATION TREASURER PE GC 34090, GC 53607, CCP 337 0490-10 INVESTMENT RATES TREASURER PE V GC 34090, GC 53607, CCP 337 0490-20 INVESTMENT PORTFOLIO (CITY) TREASURER PE V GC 34090, GC 53607, CCP 337 0490-30 INVESTMENT PORTFOLIO (CMWD) TREASURER PE V GC 34090, GC 53607, CCP 337 0490-40 INVESTMENT PORTFOLIO (REDEVELOPMENT AGENCY)TREASURER PE V GC 34090, GC 53607, CCP 337 0490-50 INVESTMENT COMMITTEE TREASURER 2 GC 34090 0490-60 INVESTMENT STATEMENTS TREASURER PE V GC 34090, GC 53607, CCP337 0490-63 LOCAL AGENCY INVESTMENT FUND TREASURER PE V GC 34090, GC 53607, CCP 337 0490-65 INVESTMENT REPORTS, MONTH END TREASURER PE V GC 34090, GC 53607, CCP 337 0490-70 INVESTMENT INCOME REPORTS TREASURER PE V GC 34090, GC 53607, CCP 337 0490-75 REPORTS & STUDIES TREASURER PE GC 34090 0490-80 POLICIES & PROCEDURES TREASURER SU+5 GC 34090, GC 40801 0500 0500-01 GENERAL INFORMATION CITY CLERK, PLANNING ENGINEERING 2 GC 34090 0500-02 LOT SPLITS ENGINEERING PE V GC 30490, ADMIN. DEC. 0500-03 LOT LINE ADJUSTMENTS ENGINEERING PE V GC 30490, ADMIN. DEC. 0500-04 ADJUSTMENT PLATS/BOUNDARY ADJUSTMENTS ENGINEERING PE V GC 30490, ADMIN. DEC. 0500-05 CERTIFICATES OF COMPLIANCE & NON- COMPLIANCE CITY CLERK ENGINEERING PE V GC 30490, ADMIN. DEC. 0500-10 CERTIFICATES OF CORRECTION CITY CLERK PE V GC 30490, ADMIN. DEC. 0500-12 NOTICES OF RESTRICTION/RELEASES CITY CLERK PLANNING PE V GC 30490, ADMIN. DEC. 0500-15 NOTICES OF VIOLATION /RELEASES CITY CLERK ENGINEERING PE V GC 30490, ADMIN. DEC. 0500-18 FOOD CART PERMITS PLANNING PE GC 30490 INVESTMENTS DEVELOPMENT/SUBDIVISIONS 0500 SERIES - COMMUNITY DEVELOPMENT/PLANNING RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 13 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0500-20 CONDITIONAL USE PERMITS (CUP) CITY CLERK, PLANNING, ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-25 COASTAL DEVELOPMENT PERMITS (CDP) ENGINEERING HOUSING & REDEVELOPMENT PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-28 CONDO PERMITS (CP) CITY CLERK, PLANNING ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-30 CARLSBAD TRACTS, MAJOR SUBDIVISIONS (CT) CITY CLERK, PLANNING, ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-32 PRELIMINARY REVIEW (PR) ENCROACHMENT AGREEMENT / EASEMENT (SUPPORT DOCUMENTS ONLY) ENGINEERING 10 GC 34090, ADMIN DEC. 0500-33 HILLSIDE DEVELOPMENT PERMITS (HDP) CITY CLERK, PLANNING, ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-34 HABITAT MANAGEMENT PLAN PERMIT (HMP) PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-35 MASTER PLANS - DEVELOPMENTS (MP) CITY CLERK PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-40 MINOR SUBDIVISIONS (MS) CITY CLERK ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-45 PLANNING COMMISSION DETERMINATIONS (PCD)PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-50 PLANNED DEVELOPMENTS (PD) CITY CLERK, PLANNING, ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-55 PLANNED DEVELOPMENT PERMITS (PDP) CITY CLERK PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-60 GRADING PERMITS (PE) CITY CLERK ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-65 PLANNED INDUSTRIAL PERMITS (PIP) ENGINEERING PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-67 PARCEL MAPS (PM) ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-70 PRECISE PLANS (PP) CITY CLERK, PLANNING, ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-75 PLANNED UNIT DEVELOPMENTS (PUD) CITY CLERK PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-80 SITE DEVELOPMENT PLANS (SDP) CITY CLERK, PLANNING, ENGINEERING PE GC 34090, GC 4003, GC 4004, H&S 19850 0500-85 SPECIFIC PLANS (SP) CITY CLERK, PLANNING, ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-90 SPECIAL USE PERMITS (SUP) CITY CLERK, PLANNING, ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-93 ADMINISTRATIVE VARIANCES (AV) CITY CLERK PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-95 VARIANCES (V) CITY CLERK PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0500-97 HISTORICAL MAPS PLANNING PE GC 34090 0500-98 PERMITS DATABASE VARIOUS PE GC 34090, ADMIN. DEC. 0500-99 PLANTRACK DATABASE ENGINEERING PLANNING CL+5 GC 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 14 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0510 0510-05 GENERAL INFORMATION PLANNING 2 GC 34090 0510-06 PRELIMINARY REVIEW PLANNING CU+2 GC 34090 0510-07 CONSISTENCY DETERMINATIONS PLANNING PE GC 34090 0510-10 ADMINISTRATIVE PERMITS - APPROVALS PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-15 ARCHITECTURAL DESIGN GUIDELINES PLANNING PE GC 34090 0510-20 LANDSCAPE GUIDELINES & STANDARDS PLANNING PE GC 34090 0510-21 LANDSCAPE PLANS PLANNING PE GC 34090, GC 4003, GC 4004, H&S 19850 0510-25 ZONE CHANGES (ZC) PLANNING CITY CLERK PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-30 ZONE CODE AMENDMENTS (ZCA) PLANNING CITY CLERK PE V GC 34090 0510-35 LOCAL COASTAL PROGRAM (LCP) PLANNING CITY CLERK PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-36 LOCAL COASTAL PROGRAM AMENDMENTS (LCPA) PLANNING CITY CLERK PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-40 LOCAL FACILITIES MANAGEMENT PLAN (LFMP) PLANNING CITY CLERK PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-50 GROWTH MANAGEMENT PLAN (GMP) PLANNING CITY CLERK PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-55 AGRICULTURAL PRESERVES (AP) PLANNING PE GC 34090 / Admin. Dec. 0510-60 DAY CARE PERMITS (DC) PLANNING PE GC 34090, GC 4003, GC 4004, H&S 19850 0510-65 HOSPITALS & CONVALESCENT HOMES PLANNING PE GC 34090, GC 4003, GC 4004, H&S 19850 0510-67 ACCESSORY STRUCTURES PLANNING PE GC 34090, GC 4003, GC 4004, H&S 19850 0510-70 SECOND DWELLING UNIT (SDU) (GRANNY FLAT) ENGINEERING PLANNING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0510-75 MOBILE HOME PARKS (MHP) PLANNING PE GC 34090 0510-80 NOISE GUIDELINES PLANNING PE GC 34090 0510-83 COMPREHENSIVE LAND USE PLAN (PALOMAR-MC CLELLAN AIRPORT)PLANNING PE GC 34090 0510-85 PARKING REQUIREMENTS PLANNING SU+2 GC 34090 0510-90 REPORTS & STUDIES PLANNING 2 GC 34090 0515 0515-05 GENERAL INFORMATION PLANNING CU+2 GC 34090 0515-06 SIGNS - PRELIMINARY REVIEW PLANNING CU + 2 GC 34090 0515-10 SIGN PERMITS (PS) PLANNING REDEVELOPMENT PE GC 34090 LAND USE/ZONING SIGNS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 15 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0515-15 SIGNS, TEMPORARY PLANNING PE GC 34090 0515-20 SIGNS, DIRECTIONAL PLANNING PE GC 34090 0515-25 SIGNS, CITY IDENTIFICATION PLANNING PE GC 34090 0515-30 REGULATIONS PLANNING PE GC 34090 0515-40 REPORTS & STUDIES PLANNING 2 GC 34090 0520 0520-05 GENERAL INFORMATION PLANNING CU+2 GC 34090 0520-10 CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES PLANNING PE GC 34090, CEQA 0520-20 NEGATIVE DECLARATIONS PLANNING PE GC 34090, CEQA 0520-30 INITIAL STUDIES (ENVIRONMENTAL) PLANNING PE GC 34090, CEQA 0520-40 ENVIRONMENTAL IMPACT ASSESSMENTS (EIA)PLANNING PE GC 34090, CEQA 0520-45 ENVIRONMENTAL IMPACT REPORTS (EIR) PLANNING PE GC 34090, CEQA 0520-50 CONSULTANTS, ENVIRONMENTAL PLANNING PE GC 34090, ADMIN. DEC. 0520-60 REPORTS & STUDIES PLANNING PE GC 34090, ADMIN. DEC. 0520-70 REGULATIONS PLANNING PE GC 34090, ADMIN. DEC. 0530 0530-05 GENERAL INFORMATION PLANNING CU+2 GC 34090 0530-10 GENERAL PLAN AND ELEMENTS PLANNING CITY CLERK PE V GC 34090 0530-15 GENERAL PLAN CONSISTENCY PLANNING PE V GC 34090 0530-20 GENERAL PLAN AMENDMENTS (GPA) PLANNING CITY CLERK PE V GC 34090 0530-30 REPORTS & STUDIES PLANNING PE GC 34090 0530-40 REGULATIONS PLANNING PE GC 34090 0540 0540-05 GENERAL INFORMATION PLANNING CU+2 GC 34090 0540-10 CORRESPONDENCE CHRONOLOGICAL FILES PLANNING PE GC 34090, ADMIN. DEC. 0540-20 DEMOGRAPHIC INFORMATION PLANNING PE GC 34090 0540-30 POLICIES & PROCEDURES PLANNING CU+10 GC 34090 0540-40 REPORTS & STUDIES PLANNING 10 GC 34090 0540-50 PLANNING, REGIONAL PLANNING PE GC 34090 ENVIRONMENTAL REVIEW GENERAL PLAN PLANNING RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 16 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0550 0550-05 GENERAL INFORMATION HOUSING CU+2 GC 34090 0550-10 AFFORDABLE HOUSING PROGRAMS HOUSING AU+7 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110, #C 0550-15 AFFORDABLE HOUSING PROJECTS HOUSING AU+7 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110, #C 0550-20 HOUSING ASSISTANCE (SECTION 8) HOUSING AU+7 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110, #C 0550-22 FINANCIAL RECORDS (SECTION 8) HOUSING AU+7 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110, #C 0550-23 APPLICANTS (SECTION 8) HOUSING TE+3 24 CFR 570.502(b)(3), 85.42, OMB CIR. A -110, #C 0550-30 INCLUSIONARY HOUSING AGREEMENTS HOUSING PE V GC 34090 0550-35 YARDI DATABASE HOUSING PE GC 34090, ADMIN. DEC. 0550-50 POLICIES & PROCEDURES HOUSING CU+2 GC 34090, GC 40801 0550-60 REPORTS & STUDIES HOUSING 2 GC 34090 0560 0560-05 GENERAL INFORMATION REDEVELOPMENT CU+2 GC 34090 0560-10 MASTER PLAN (VILLAGE AREA) REDEVELOPMENT CITY CLERK PE GC 34090, ADMIN. DEC. 0560-20 REDEVELOPMENT REGULATIONS REDEVELOPMENT PE GC 34090 0560-30 REDEVELOPMENT PERMITS (RP) REDEVELOPMENT CITY CLERK ENGINEERING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0560-40 VILLAGE PARKING PROGRAM REDEVELOPMENT CITY CLERK PE GC 34090 0560-50 RESIDENTIAL REHABILITATION PROGRAM REDEVELOPMENT CITY CLERK PE V GC 34090, ADMIN. DEC. 0560-60 POLICIES & PROCEDURES REDEVELOPMENT CU+2 GC 34090, GC 40801 0560-70 REPORTS & STUDIES REDEVELOPMENT 2 GC 34090 0565 0565-05 GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 0565-10 CDBG APPLICATIONS/PROPOSALS HOUSING & REDEVELOPMENT TE+5 GC 34090, 24 CFR 570.502, 24 CFR 85.42 0565-20 CDBG/HOME PROGRAM HOUSING & REDEVELOPMENT CITY CLERK TE+5 GC 34090, 24 CFR 570.502, 24 CFR 85.42 0565-30 SUBRECIPIENT FUNDING APPROVALS HOUSING & REDEVELOPMENT CITY CLERK TE+5 GC 34090, 24 CFR 570.502, 24 CFR 85.42 0565-40 ANNUAL PERFORMANCE REPORTS HOUSING & REDEVELOPMENT CITY CLERK SU+10 GC 34090, ADMIN. DEC. HOUSING REDEVELOPMENT COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM (CDBG) RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 17 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0570 0570-05 GENERAL INFORMATION BUILDING CU+2 GC 34090 0570-10 POLICIES & PROCEDURES BUILDING CU+2 GC 34090 0570-33 BUILDING PERMIT FILES BUILDING PE V GC 34090, GC 4003, GC 4004, H&S 19850 0570-35 BUILDING PLANS BUILDING PE GC 34090, GC 4003, GC 4004, H&S 19850 0570-40 ADOPTED CODES BUILDING PE GC 34090 0570-60 REPORTS & STUDIES BUILDING PE GC 34090, ADMIN. DEC. 0570-65 CERTIFICATES OF OCCUPANCY BUILDING PE GC 34090, ADMIN. DEC. 0570-71 INSPECTION LOGS BUILDING PE GC 34090, ADMIN. DEC. 0575 0575-05 GENERAL INFORMATION CODE ENFORCEMENT 2 GC 34090 0575-15 ENFORCEMENT CASE FILES CODE ENFORCEMENT PE GC 34090, ADMIN. DEC. 0575-40 REPORTS & STUDIES CODE ENFORCEMENT CU+5 GC 34090, ADMIN. DEC. 0580 0580-05 GENERAL INFORMATION LIBRARY CU+2 GC 34090 0580-10 HISTORIC SITE INVENTORY LIBRARY SU+2 GC 34090 0580-20 HISTORIC SITES (CASE FILES) LIBRARY PE GC 34090 0590 0590-05 GENERAL INFORMATION ECONOMIC DEVELOPMENT CU+2 GC 34090 0590-10 ECONOMIC/FINANCIAL ANALYSES ECONOMIC DEVELOPMENT CU+5 GC 34090 / Admin. Dec. 0590-20 ECONOMIC REVIEW - PROJECTS ECONOMIC DEVELOPMENT CU+5 GC 34090 / Admin. Dec. 0590-30 EMPLOYMENT ANALYSIS INFORMATION ECONOMIC DEVELOPMENT CU+5 GC 34090 / Admin. Dec. 0590-40 BUSINESS PROMOTION/RETENTION ECONOMIC DEVELOPMENT CU+5 GC 34090 / Admin. Dec. 0590-50 NEW DEVELOPMENT CONTACTS - INQUIRY ECONOMIC DEVELOPMENT CU+2 GC 34090 0590-60 TOURISM (CONVIS) ECONOMIC DEVELOPMENT CU+2 GC 34090 0590-65 MOBILE HOME PARK PERMITS ECONOMIC DEVELOPMENT CU+2 GC 34090 0590-70 REPORTS & STUDIES ECONOMIC DEVELOPMENT CU+2 GC 34090 CODE COMPLIANCE/ENFORCEMENT BUILDING HISTORIC PRESERVATION ECONOMIC DEVELOPMENT RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 18 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0600 0600-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 0600-10 CONTRACT SERVICES CITY CLERK TE+5 CCP 337.2, CCP 343, GC 53066, BP 7042.5 0600-25 COMPLAINTS/INVESTIGATIONS (RFA's) VARIOUS CL+2 GC 34090 0600-26 REQUEST FOR ACTION (RFA) DATABASE CITY MANAGER CL+5 GC 34090, ADMIN. DEC. 0600-45 REPORTS & STUDIES PUBLIC WORKS CU+2 GC 34090 0610 0610-05 GENERAL INFORMATION FIRE POLICE CU+2 GC 34090 0610-10 911 COMMUNICATIONS POLICE CU+5 GC 34090 0610-13 COMPUTER AIDED DISPATCH (CAD) POLICE CU+5 GC 34090 0610-14 COMPUTER AIDED DISPATCH (CAD) DATABASE POLICE PE GC 34090, ADMIN. DEC. 0610-15 EMERGENCY PLAN FIRE SU+2 V GC 34090 0610-20 DISASTER EVENTS FIRE CU+5 V GC 34090 0610-25 DISASTER RELIEF PROGRAMS FIRE CU+2 V GC 34090 0610-30 CIVIL DEFENSE FIRE CU+2 GC 34090 0610-35 MUTUAL AID - INTERAGENCY FIRE CITY CLERK SU+2 GC 34090 0610-40 EMERGENCY/DISASTER TRAINING (CEMAT) FIRE CU+2 V GC 34090 0610-50 REPORTS & STUDIES (CEMAT) FIRE CU+2 GC 34090 0610-60 REGULATIONS FIRE CU+2 GC 34090 0610-65 EMS REPORTS FIRE 7 HIPPA 45 CFR 164.530(j) 0620 0620-05 GENERAL INFORMATION PLANNING CU+2 GC 34090 0620-10 AIR QUALITY PLANNING CU+7 CCP 338(k), GC 34090 0620-20 HAZARDOUS MATERIALS PROGRAMS FIRE SU+2 GC 34090 0620-23 HAZARDOUS MATERIALS DISPOSAL FIRE CU+10 CAL OSHA 40, CFR 122.21 0620-35 COASTAL PROTECTION - BEACH EROSION PLANNING PUBLIC WORKS PE GC 34090 0620-40 WETLANDS - FLOODPLAINS ENGINEERING PE GC 34090 0600 SERIES - HEALTH, SAFETY & WELFARE ANIMAL CONTROL EMERGENCY SERVICES ENVIRONMENTAL PROTECTION 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 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0620-55 OPEN SPACE PLANNING PE GC 34090 0620-60 TRAILS SYSTEM PLANNING PE GC 34090 0620-65 HABITAT MANAGEMENT PLAN (HMP) - WILDLIFE CONSERVATION PLANNING PE GC 34090 0620-70 REGULATIONS VARIOUS PE GC 34090 0630 0630-05 GENERAL INFORMATION FIRE CU+3 GC 34090, ADMIN. DEC. 0630-10 APPARATUS & EQUIPMENT INVENTORIES FIRE CU+2 GC 34090 0630-15 APPARATUS & EQUIPMENT SPECIFICATIONS FIRE CU+2 GC 34090 0630-20 APPARATUS & EQUIPMENT TESTS FIRE CU+2 GC 34090 0630-25 HOSE MAINTENANCE LOGS FIRE CU+2 GC 34090 0630-30 SAFETY CLOTHING & EQUIPMENT FIRE CU+2 GC 34090 0630-40 FIRE INCIDENT REPORTS FIRE CL+3 GC 34090, CCP 338, CCP 340.5 0630-45 FIRE/ARSON INVESTIGATION REPORTS (INVOLVING DEATH)FIRE PE PC 799, CFC 104.3.2 0630-47 FIRE/ARSON INVESTIGATION REPORTS (OTHER)FIRE CU+6 PC 799, CFC 104.3.2 0630-53 ADOPTED FIRE CODES FIRE CITY CLERK PE GC 34090, CCP 340.5 0630-55 FIRE INSPECTIONS FIRE PREVENTION CL+3 UFC 103.34, CFC 104.3.4 0630-59 VIOLATION LETTERS, NOTICES (FIRE PREVENTION)FIRE PREVENTION CL+3 UFC 103.34 0630-60 FIRE SYSTEMS - SHELL BUILDINGS FIRE PREVENTION PE GC 34090, CFC 104.3.4, UFC 103.34, ADMIN. DEC. 0630-65 FIRE SYSTEMS - TENANT IMPROVEMENTS (NOTE: SPECIAL INSTRUCTIONS-SEE FIRE DEPT.) FIRE PREVENTION PE (UNLESS SU)GC 34090, ADMIN. DEC. 0630-70 FIRE SUPPRESSION/EXTINGUISHERS FIRE PE GC 34090, ADMIN. DEC. 0630-73 FIRE HYDRANTS FIRE PE GC 34090, ADMIN. DEC. 0630-75 SMOKE DETECTORS (NON-SINGLE FAMILY) FIRE PE GC 34090, ADMIN. DEC. 0630-80 VEHICLES FIRE CU+2 GC 34090 0630-90 WEED ABATEMENT FIRE CU+3 GC 34090, CFC 103.3.4, ADMIN. DEC. 0630-95 REPORTS & STUDIES FIRE CU+3 GC 34090, ADMIN. DEC. FIRE PROTECTION/PREVENTION RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 20 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0640 0640-05 GENERAL INFORMATION ENGINEERING CU+2 GC 34090 0640-15 NATIONAL FLOOD INSURANCE PROGRAM ENGINEERING SU+2 GC 34090 / Admin. Dec. 0640-20 LAKES/BASINS ENGINEERING PE GC 34090 0640-25 DRAINAGE FACILITIES ENGINEERING PE GC 34090 0640-30 MASTER PLANS ENGINEERING CU+2 GC 34090 0640-35 CREEKS ENGINEERING PE GC 34090 0640-40 FLOOD ZONES ENGINEERING PE GC 34090 0640-45 FLOOD CONTROL DISTRICT ENGINEERING CU+2 GC 34090 0640-50 POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090, GC 40801 0640-55 REGULATIONS ENGINEERING SU+2 GC 34090 0640-60 REPORTS & STUDIES ENGINEERING CL+2 GC 34090 0650 0650-10 FOOD ESTABLISHMENTS/HANDLERS FINANCE PLANNING TE+2 GC 34090 0650-20 PARAMEDIC SERVICES FINANCE FIRE CU+5 GC 34090 0650-30 AMBULANCE SERVICES FINANCE FIRE CU+5 GC 34090 0650-50 PEST CONTROL PUBLIC WORKS CU+2 GC 34090 0670 0670-05 GENERAL INFORMATION POLICE CU+2 GC 34090 0670-06 BAIL SCHEDULES POLICE SU+2 GC 34090 / Admin. Dec. 0670-07 VEHICLE REPORTS POLICE CL+10 GC 12946 0670-08 TRAFFIC COLLISION REPORTS (NON- INJURY)POLICE CL+5 GC 34090 0670-09 TRAFFIC COLLISION REPORTS (FATALITIES) POLICE PE GC 34090, PC 832.5, EVC 1045 0670-10 INTERNAL INVESTIGATIONS POLICE CU+5 PC832.5, EVC 1045, GC12946, PC801(C), VC 2547 0670-11 ARREST LOGS & REPORTS POLICE CU+10 GC 34090 0670-12 PATROL LOGS POLICE CU+10 GC 34090 0670-13 DAILY ACTIVITY REPORTS POLICE CU+3 GC 34090 0670-18 COURT SCHEDULES/LOGS POLICE CU+2 GC 34090 FLOOD CONTROL HEALTH SERVICES POLICE SERVICES RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 21 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0670-20 EVIDENCE, PROPERTY FILES POLICE CU+10 GC 34090 0670-25 ASSET FORFEITURE POLICE CL+10 GC 34090 0670-30 GRANT APPLICATIONS (FEDERAL & STATE) POLICE 5 GC 34090 0670-35 DETENTION FACILITIES (REGIONAL) POLICE 2 GC 34090 0670-40 ALARM RECORDS POLICE FIRE 3 GC 34090 0670-50 SECURITY SERVICES POLICE 2 GC 34090 0670-55 SPECIAL SERVICES POLICE 2 GC 34090 0670-60 TOWING SERVICES POLICE 2 GC 34090 0670-63 PARKING ENFORCEMENT/CITATIONS POLICE CU+2 GC 34090 0670-65 PAWN SHOP RECORDS POLICE CU+2 GC 34090 0670-70 MASSAGE LICENSES/APPEALS POLICE TE+2 GC 34090 0670-75 SPECIAL EVENTS PERMITS POLICE CL+2 GC 34090 0670-80 REPORTS & STUDIES POLICE CU+2 GC 34090 0680 0680-05 GENERAL INFORMATION HOUSING & REDEVELOPMENT CU+2 GC 34090 0680-10 CHILD PROTECTIVE SERVICES POLICE 10 GC 34090 0680-20 AMERICANS WITH DISABILITIES (ADA) PUBLIC WORKS FACILITIES CL+5 GC 34090 0680-40 TRAUMA INTERVENTION PROGRAM (TIP) POLICE CU+2 GC 34090 0690 0690-05 GENERAL INFORMATION SENIOR CENTER CU+2 GC 34090 0690-10 SENIOR PROGRAMS SENIOR CENTER CU+2 GC 34090 0690-20 SENIOR NUTRITION PROGRAMS/AIS GRANTS (AGING & INDEPENDENT SERVICES) SENIOR CENTER CU+ 5 GC 34090 0690-40 REPORTS & STUDIES SENIOR CENTER CU+2 GC 34090 PUBLIC WELFARE SENIOR SERVICES RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 22 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0700 0700-05 GENERAL INFORMATION VARIOUS CU+2 GC 34090 0700-10 LEASES CITY CLERK ECONOMIC DEVELOPMENT PE V CCP 337, CCP 343, ADMIN. DEC. 0700-15 AGREEMENTS - CONTRACTS, CITY CITY CLERK PE V CCP 337, CCP 343, ADMIN. DEC. 0700-20 AGREEMENTS - CONTRACTS FOR CMWD CITY CLERK PE V CCP 337, CCP 343, ADMIN. DEC. 0700-25 AGREEMENTS - CONTRACTS FOR HOUSING & REDEVELOPMENT COMMISSION CITY CLERK PE V CCP 337, CCP 343, ADMIN. DEC. 0700-26 AGREEMENTS - CONTRACTS FOR INDUSTRIAL DEVELOPMENT AUTHORITY CITY CLERK PE V CCP 337, CCP 343, ADMIN. DEC. 0700-27 AGREEMENTS - CONTRACTS FOR PUBLIC IMPROVEMENT CORP.CITY CLERK PE V CCP 337, CCP 343, ADMIN. DEC. 0700-28 AGREEMENTS - CONTRACTS FOR PUBLIC FINANCING AUTHORITY CITY CLERK PE V CCP 337, CCP 343, ADMIN. DEC. 0700-29 CONSULTANT DATABASE CITY CLERK CL+2 GC 34090, ADMIN. DEC. 0700-30 LIEN AGREEMENTS - RELEASE (PUBLIC RIGHT-OF-WAY)CITY CLERK PE V GC 34090 0700-45 PUBLIC FACILITIES FEE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-50 FUTURE IMPROVEMENT AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-55 HOLD HARMLESS AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-60 PROMISSORY NOTES CITY CLERK PE V GC 34090 0700-65 DRAINAGE FEE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-70 GROWTH MANAGEMENT AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-75 INCREASED FEE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-80 NEIGHBORHOOD IMPROVEMENT AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-81 AFFORDABLE HOUSING AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-82 GROWTH MANAGEMENT IMPACT FEE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-83 LOCAL FACILITIES MANAGEMENT ZONE FEE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-84 PETITION & WAIVER CITY CLERK PE V GC 34090 0700-85 REIMBURSEMENT AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700 SERIES - LEGAL/LEGISLATIVE AGREEMENTS/CONTRACTS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 23 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0700-86 JOINT USE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-87 UNCONTROLLED STOCKPILE AGREEMENTS - RELEASE CITY CLERK PE V GC 34090 0700-88 RECREATIONAL VEHICLE STORAGE FACILITY AGREEMENTS CITY CLERK PE V GC 34090 0700-90 ENCROACHMENT AGREEMENTS CITY CLERK PE V GC 34090 0700-95 RECORDED AGREEMENTS, OTHER (MISC.) CITY CLERK PE V GC 34090 0710 0710-10 ARTICLES OF INCORPORATION - HISTORIC CITY CLERK PE V GC 34090, 40801 0710-20 ANNEXATIONS/REORGANIZATIONS CITY CLERK PE V GC 34090, 40801 0710-30 BOUNDARY ADJUSTMENTS CITY CLERK PE V GC 34090, 40801 0710-40 DETACHMENTS - DE-ANNEXATIONS CITY CLERK PE V GC 34090, 40801 0710-50 SPHERE OF INFLUENCE CITY CLERK PE GC 34090, 40801 0720 0720-10 MUNICIPAL ELECTIONS CITY CLERK PE GC 34090 0720-45 ELECTIONS DATABASE CITY CLERK PE GC 34090, ADMIN. DEC. 0720-60 ELECTION INFO (FROM REGISTRAR OF VOTERS)CITY CLERK CU+2 GC 34090, EC 17501, EC 17301 0720-75 PROPOSITION 218 ELECTIONS CITY CLERK PE CA CONSTITUTION ART. XIII 0725 0725-05 GENERAL INFORMATION CITY CLERK CU+5 GC 34090 0725-20 INITIATIVE PETITION (NOT OPEN TO INSPECTION)CITY CLERK CL+.75 EC 17200, GC 6253.5 0725-30 REFERENDUM PETITION (NOT OPEN TO INSPECTION)CITY CLERK CL+.75 EC 17200, GC 6253.5 0725-40 RECALL PETITION CITY CLERK CL+.75 EC 17400, GC 6253.5 0730 0730-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0730-10 BULLETINS CITY CLERK CU+2 GC 34090 0730-20 FORMS - MANUALS CITY CLERK SU+2 GC 34090 0730-25 CORRESPONDENCE (FPPC) CITY CLERK E+7 GC 81009(e) 0730-30 REGULATIONS - LEGISLATION CITY CLERK SU+2 GC 34090 0730-40 CAMPAIGN STATEMENTS (OFFICIALS ELECTED)CITY CLERK PE GC 81009(b) 0730-41 CAMPAIGN STATEMENTS (OFFICIALS NOT ELECTED)CITY CLERK E+7 GC 81009(b) CITY INCORPORATION ELECTIONS INITIATIVE/RECALL/REFERENDUM FAIR POLITICAL PRACTICES COMMISSION (FPPC) CAMPAIGN STATEMENTS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 24 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0730-45 CANDIDATES STATEMENTS OF INTENTION CITY CLERK E+5 GC 81009(b) 0730-50 STATEMENTS OF ORGANIZATION (FILED) CITY CLERK PE GC 81009(b) 0730-55 STATEMENTS OF TERMINATION (FILED) CITY CLERK PE GC 81009(b) 0735 0735-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0735-10 BULLETINS CITY CLERK CU+2 GC 34090 0735-20 FORMS - MANUALS CITY CLERK SU+2 GC 34090 0735-25 CORRESPONDENCE (FPPC) CITY CLERK PE GC 81009(a) 0735-30 REGULATIONS/LEGISLATION CITY CLERK SU+2 GC 34090 0735-39 STATEMENTS OF ECONOMIC INTERESTS - CANDIDATES (NON-ELECTED)CITY CLERK E+5 GC 81009(b) 0735-40 STATEMENTS OF ECONOMIC INTERESTS (ELECTED OFFICIALS - ELECTION RELATED)CITY CLERK PE GC 81009(c) 0735-41 STATEMENTS OF ECONOMIC INTERESTS (BOARDS/COMMISSIONS)CITY CLERK CU+7 GC 81009(c) 0735-42 STATEMENTS OF ECONOMIC INTERESTS (EMPLOYEES)CITY CLERK CU+7 GC 81009(e) 0735-43 STATEMENTS OF ECONOMIC INTERESTS (CONSULTANTS)CITY CLERK CU+7 GC 81009e) 0735-50 LOCAL CONFLICT OF INTEREST CODE & AMENDED APPENDIX CITY CLERK PE GC 81009(d) 0740 0740-05 GENERAL INFORMATION CITY ATTORNEY CITY CLERK CU+2 GC 34090 0740-07 CORRESPONDENCE / REQUESTS FOR LEGAL ADVICE CITY CLERK CITY ATTORNEY CU+10 GC 34090 0740-20 AFFIDAVITS OF PUBLICATION CITY CLERK CU+4 CCP 343, CCP 349.4 0740-30 OATHS OF OFFICE - ELECTED OFFICIALS CITY CLERK TE + 6 GC 34090, 29 USC 1113 0740-35 OATHS OF OFFICE - EMPLOYEES HUMAN RESOURCES TE + 6 GC 34090, 29 USC 1113 0740-50 LEGAL MEMOS & OPINIONS CITY ATTORNEY PE GC 34090, GC 6254, ADMIN. DEC. 0740-60 LEGAL PROCEDURES CITY ATTORNEY SU+2 GC 34090 0740-70 CARLSBAD MUNICIPAL CODE (CMC) CITY CLERK PE V GC 34090 0740-71 MUNICIPAL CODE AMENDMENTS (MCA's) CITY CLERK CU + 2 GC 34090 FAIR POLITICAL PRACTICES COMMISSION (FPPC) CONFLICT OF INTEREST STATEMENTS LEGAL OPERATIONS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 25 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0745 0745-05 GENERAL INFORMATION VARIOUS CU+2 GC 34090 0745-10 CLAIMS - BY THE CITY CITY ATTORNEY CL+5 V GC 34090 0745-20 CLAIMS AGAINST THE CITY CITY CLERK CITY ATTORNEY RISK MANAGEMENT CL+5 V GC 34090 0745-30 SUBPOENAS (OTHER THAN CASE FILES) CITY ATTORNEY CITY CLERK CL+5 V GC 34090 0745-40 COURT ORDERS (OTHER THAN CASE FILES) CITY ATTORNEY CL+5 V GC 34090 0745-50 CIVIL CASE FILES CITY ATTORNEY CL+7 V GC 34090 0745-52 CIVIL CASE FILES (HIGH PROFILE) CITY ATTORNEY PE V GC 34090 0745-60 CRIMINAL CASE FILES CITY ATTORNEY CL+7 V GC 34090 0745-70 ARBITRATION CASE FILES CITY ATTORNEY CL+7 V GC 34090 0745-80 AMICUS PARTICIPATION CITY ATTORNEY 5 GC 34090 0750 0750-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0750-06 CORRESPONDENCE - PETITIONS (MISC.) CITY CLERK CU+2 GC 34090 0750-07 PUBLIC COMMENT INFORMATION CITY CLERK 5 GC 34090, GC 40801, ADMIN. DEC. 0750-10 MEETING AGENDAS & NOTICES CITY CLERK CU+5 GC 34090, ADMIN. DEC. 0750-20 MEETING MINUTES CITY CLERK PE V GC 34090, GC 36814, GC 40801 0750-40 RESOLUTIONS CITY CLERK PE V GC 34090, GC 40801 0750-50 ORDINANCES CITY CLERK PE V GC 34090, GC 40806 0750-60 AGENDA BILLS CITY CLERK PE V GC 34090 0753 0753-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0753-10 MEETING AGENDAS & NOTICES CITY CLERK CU+5 GC 34090, ADMIN. DEC. 0753-20 MEETING MINUTES CITY CLERK PE V GC 34090, GC 36814, GC 40801 0753-40 RESOLUTIONS CITY CLERK PE GC 34090, GC 40801 0753-50 ORDINANCES CITY CLERK PE GC 34090, GC 40806 0753-60 AGENDA BILLS CITY CLERK PE V GC 34090 CLAIMS/LITIGATION LEGISLATIVE - CITY COUNCIL LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD) RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 26 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0755 0755-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0755-10 MEETING AGENDAS & NOTICES CITY CLERK CU+5 GC 34090, ADMIN. DEC. 0755-20 MEETING MINUTES CITY CLERK PE V GC 34090, GC 36814, GC 40801 0755-40 RESOLUTIONS CITY CLERK PE V GC 34090, GC 40801 0755-50 ORDINANCES CITY CLERK PE V GC 34090, GC 40806 0755-60 AGENDA BILLS CITY CLERK PE V GC 34090 0757 0757-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0757-10 MEETING AGENDAS & NOTICES CITY CLERK CU+5 GC 34090, ADMIN. DEC. 0757-20 MEETING MINUTES CITY CLERK PE V GC 34090, GC 36814, GC 40801 0757-40 RESOLUTIONS CITY CLERK PE V GC 34090, GC 40801 0757-50 ORDINANCES CITY CLERK PE V GC 34090, GC 40806 0757-60 AGENDA BILLS CITY CLERK PE V GC 34090 0758 0758-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0758-10 MEETING AGENDAS & NOTICES CITY CLERK CU+5 GC 34090, ADMIN. DEC. 0758-20 MEETING MINUTES CITY CLERK PE V GC 34090, GC 36814, GC 40801 0758-40 RESOLUTIONS CITY CLERK PE V GC 34090(d), GC 40801 0758-50 ORDINANCES CITY CLERK PE V GC 34090, GC 40806 0758-60 AGENDA BILLS CITY CLERK PE V GC 34090 0759 0759-05 GENERAL INFORMATION CITY CLERK CU+2 GC 34090 0759-10 MEETING AGENDAS & NOTICES CITY CLERK CU+5 GC 34090, ADMIN. DEC. 0759-20 MEETING MINUTES CITY CLERK PE V GC 34090, GC 36814, GC 40801 0759-40 RESOLUTIONS CITY CLERK PE V GC 34090, GC 40801 0759-50 ORDINANCES CITY CLERK PE V GC 34090, GC 40806 0759-60 AGENDA BILLS CITY CLERK PE V GC 34090 LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION LEGISLATIVE - PUBLIC IMPROVEMENT CORPORATION (PIC) LEGISLATIVE - PUBLIC FINANCING AUTHORITY (PFA) LEGISLATIVE - INDUSTRIAL DEVELOPMENT AUTHORITY (IDA) 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 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0770 0770-10 APPRAISALS/NEGOTIATIONS CITY CLERK CL+2 GC 34090, GC 6254(b) 0770-20 ACQUISITIONS/MERGERS CITY CLERK ECONOMIC DEVELOPMENT PE V GC 34090 0770-30 EMINENT DOMAIN CITY ATTORNEY PE V GC 34090 0770-35 CONDEMNATIONS CITY ATTORNEY CITY CLERK PE V GC 34090 0770-45 OFFERS OF DEDICATION CITY CLERK PE V GC 34090 0770-60 LIENS/RELEASES (MISC.) CITY CLERK ECONOMIC DEVELOPMENT PE V GC 34090 0770-70 PROPERTY INVENTORY (CITY OWNED) FINANCE ECONOMIC DEVELOPMENT AU+4 V GC 34090 0770-75 SPECIAL DOCUMENTS (REAL PROPERTY) FINANCE PE GC 34090 0770-80 CMWD FINANCE PE GC 34090 0770-90 HOUSING & REDEVELOPMENT COMMISSION FINANCE PE GC 34090 0775 0775-10 EASEMENTS & DEEDS - CITY CITY CLERK PE V GC 34090, GC 40801 0775-20 DEED RESTRICTIONS CITY CLERK PE V GC 34090, GC 40801 0775-50 REAL PROPERTY, OTHER CITY CLERK PE V GC 34090, GC 40801 0775-60 QUITCLAIMS CITY CLERK PE V GC 34090, GC 40801 0775-80 EASEMENTS & DEEDS - MUNICIPAL WATER DISTRICT CITY CLERK PE V GC 34090, GC 40801 0775-90 EASEMENTS & DEEDS - HOUSING & REDEVELOPMENT COMMISSION CITY CLERK PE V GC 34090, GC 40801 0800 0800-03 CORRESPONDENCE HUMAN RESOURCES CU+2 GC 34090 0800-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090 0800-35 EVALUATION PROGRAMS (PAY FOR PERFORMANCE)HUMAN RESOURCES SU+3 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0800-45 ORGANIZATIONAL CHARTS VARIOUS SU+3 V GC 34090 0800-50 PERSONNEL POLICIES & PROCEDURES HUMAN RESOURCES SU+3 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0800-60 REPORTS & STUDIES HUMAN RESOURCES CU+3 GC 34090 0800-65 TEMPORARY STAFF DATABASE HUMAN RESOURCES CL+3 GC 34090, ADMIN. DEC. 0800 SERIES - HUMAN RESOURCES/PERSONNEL REAL PROPERTY REAL PROPERTY - DEEDS/EASEMENTS HUMAN RESOURCES/PERSONNEL ADMINISTRATION RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 28 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0810 0810-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090 0810-07 IFAS - HUMAN RESOURCES MODULE DATABASE FINANCE HUMAN RESOURCES TE+10 GC 34090 0810-10 FINGERPRINTING HUMAN RESOURCES TE+5 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA 0810-15 PRE-EMPLOYMENT PHYSICALS HUMAN RESOURCES TE+5 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA 0810-17 DMV PRINTOUTS, EMPLOYEES HUMAN RESOURCES SU+2 GC 34090, VC 1808.1 0810-20 I-9 FORMS - IMMIGRATION HUMAN RESOURCES TE+3 IMMIGRATION REFORM CONTROL ACT (IRCA), ADMIN DEC. 0810-23 REQUESTS FOR LEAVE - MEDICAL HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0810-25 PART-TIME EMPLOYEES (HOURLY) HUMAN RESOURCES TE+5 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0810-40 3/4 TIME & FULL-TIME EMPLOYEES HUMAN RESOURCES POLICE TE+ 10 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, PC 832.5, ADMIN DEC 0810-70 WORKERS COMPENSATION CLAIMS FILES HUMAN RESOURCES TRI-STAR CU+5 8 CCR 10102 0810-80 WORKERS COMPENSATION AUTHORIZATIONS (TO USE PERSONAL PHYSICIAN) HUMAN RESOURCES SU+5 LC 4600, 5404, and 5410 0810-85 IOD (INJURY ON DUTY) RECORDS HUMAN RESOURCES CU+5 8 CCR 14307 0810-90 DEPARTMENT OF TRANSPORTATION (DOT) REPORTS HUMAN RESOURCES PE 49 CFR SECTION 40.333 0820 0820-05 GENERAL INFORMATION HUMAN RESOURCES CU+5 GC 34090 0820-20 CLASSIFICATION SURVEYS HUMAN RESOURCES SU+5 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0820-30 CLASSIFICATION APPEALS & AUDITS HUMAN RESOURCES CL+5 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0820-40 RECLASSIFICATIONS HUMAN RESOURCES CL+5 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0820-60 POLICIES & PROCEDURES HUMAN RESOURCES SU+5 GC 34090 0820-70 REPORTS & STUDIES HUMAN RESOURCES SU+5 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA 0830 0830-05 GENERAL INFORMATION HUMAN RESOURCES CU+6 GC 34090 0830-10 DEFERRED COMPENSATION HUMAN RESOURCES PE V GC 34090 0830-15 LEAVE CONVERSIONS FINANCE CU+6 GC 34090, FMLA, CFRA, LC 1174 0830-20 HEALTH CARE BENEFITS HUMAN RESOURCES CU+6 GC 34090, FMLA, CFRA EMPLOYEE RECORDS CLASSIFICATIONS/QUALIFICATIONS SALARIES, WAGES AND BENEFITS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 29 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0830-23 FLEX SPENDING ACCOUNTS HUMAN RESOURCES CU+6 GC 34090, FMLA, CFRA, LC 1174 0830-40 RETIREMENT PLAN (PERS) HUMAN RESOURCES FINANCE PE GC 34090 0830-60 UNEMPLOYMENT INSURANCE HUMAN RESOURCES FINANCE CL+4 GC 34090, UIC 1085, 22 CCR 1085-2 0830-65 DISABILITY INSURANCE HUMAN RESOURCES FINANCE CL+4 GC 34090 0830-75 COBRA PROGRAM, GENERAL HUMAN RESOURCES CU+6 GC 34090 0830-77 COBRA - PAYMENTS FINANCE CL+6 GC 34090 0830-80 SALARIES (CLASSIFICATION & COMPENSATION)HUMAN RESOURCES PE GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA, LC 1174, UIC 1085 ADMIN DEC 0830-90 REPORTS & STUDIES HUMAN RESOURCES CU+6 GC 34090 0840 0840-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090 0840-10 NEGOTIATIONS HUMAN RESOURCES CL+3 V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0840-15 LABOR - MANAGEMENT MINUTES, MEETINGS HUMAN RESOURCES CL+3 GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0840-30 MEMORANDA OF UNDERSTANDING HUMAN RESOURCES CITY CLERK PE V GC 34090, EQUAL PAY ACT, TITLE VII, FEHA, ADA, FLSA, FMLA, CRFA 0840-50 GRIEVANCES - COMPLAINTS (SAFETY) HUMAN RESOURCES POLICE TE+5 GC 34090 0840-55 GRIEVANCES - COMPLAINTS (NON-SAFETY) HUMAN RESOURCES TE+5 GC 34090 0850 0850-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090, Title VII, FEHA, ADA 0850-07 APPLICANT TRACKING DATABASE HUMAN RESOURCES PE GC 34090, ADMIN. DEC. 0850-10 AFFIRMATIVE ACTION - EQUAL EMPLOYMENT OPPORTUNITY (EEO)HUMAN RESOURCES SU+3 GC 34090, TITLE VII, FEHA, ADA 0850-15 ADVERTISING/EMPLOYMENT ANNOUNCEMENTS HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-25 JOB APPLICATIONS/RESUMES HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-35 WRITTEN EXAMINATION RECORDS HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-40 ORAL EXAMINATION RECORDS HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-45 PHYSICAL EXAMINATION RECORDS HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-65 ELIGIBILITY LISTS HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0850-70 COMPLAINTS - INVESTIGATIONS (HIRING/SELECTION) HUMAN RESOURCES POLICE CL+5 GC 34090, TITLE VII, FEHA, ADA, PC832.5(b) 0850-80 ASSESSMENT CENTERS, GENERAL HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA EMPLOYEE/LABOR RELATIONS RECRUITMENT/SELECTION/REPORTS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 30 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0860 0860-05 GENERAL INFORMATION HUMAN RESOURCES CU+3 GC 34090 0860-20 EMPLOYEE DEVELOPMENT/TRAINING HUMAN RESOURCES VARIOUS TE+5 GC 34090, TITLE VII, FEHA, ADA 0860-25 EMPLOYEE DEVELOPMENT/TRAINING (SAFETY) HUMAN RESOURCES VARIOUS TE+5 GC 34090, TITLE VII, FEHA, ADA, PC 832.5 0860-45 EDUCATIONAL TUITION REIMBURSEMENT PROGRAM HUMAN RESOURCES CL+3 GC 34090, TITLE VII, FEHA, ADA 0860-60 POLICE OFFICERS STANDARDS & TRAINING (POST)POLICE TE+5 GC 34090, TITLE VII, FEHA, ADA, PC 832.5 0860-70 TRAINING & TRAVEL REQUESTS FINANCE CL+5 GC 34090, TITLE VII, FEHA, ADA 0860-80 VOLUNTEER PROGRAMS CITY MANAGER LIBRARY CL+3 GC 34090, TITLE VII, FEHA, ADA 0900 0900-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 0900-10 CUSTODIAL SERVICES PUBLIC WORKS CU+2 GC 34090 0900-15 PUBLIC FACILITIES MAINTENANCE PUBLIC WORKS CU+2 GC 34090 0900-20 PUBLIC GROUNDS MAINTENANCE PUBLIC WORKS CU+2 GC 34090 0900-30 GRAFFITI - VANDALISM OF PUBLIC BUILDINGS PUBLIC WORKS CU+2 GC 34090 0900-40 FACILITIES USE APPLICATIONS RECREATION CU+2 GC 34090 0900-43 FACILITIES USE PERMITS/INSURANCE BINDERS RECREATION CL+2 GC34090 0900-50 REGULATIONS PUBLIC WORKS PE GC 34090, GC40806 0900-60 POLICIES & PROCEDURES PUBLIC WORKS SU+5 GC 34090 0900-65 REPORTS & STUDIES PUBLIC WORKS CU+2 GC 34090 0900-70 WORK ORDERS PUBLIC WORKS CU+2 GC 34090 0900-75 FACILITIES WORK ORDER DATABASE (MAINTSTAR)PUBLIC WORKS 20 GC 34090, ADMIN. DEC. 0900-76 HANSEN WORK ORDER DATABASE PUBLIC WORKS CL+10 GC 34090, ADMIN. DEC. 0910 0910-05 GENERAL INFORMATION (MAINTENANCE & OPERATIONS) PW - MAINTENANCE & OPERATIONS CU+2 GC 34090 0910-10 CITY HALL - CIVIC CENTER PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-20 FARADAY BUILDING PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-30 MAINTENANCE YARD (405 OAK) PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 TRAINING & EMPLOYMENT PROGRAMS GENERAL ADMINISTRATION MUNICIPAL FACILITIES 0900 SERIES - PUBLIC FACILITIES AND GROUNDS RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 31 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0910-35 SENIOR CENTER PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-40 KRUGER HOUSE PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-43 HERITAGE HALL PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-45 SCOUT HOUSE PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-50 SAFETY CENTER PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-53 FLEET MAINTENANCE YARD PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-60 HOUSING & REDEVELOPMENT OFFICE PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-70 MUNICIPAL WATER DISTRICT OFFICE PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-75 SWIM COMPLEX PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-81 FIRE STATION #1 PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-82 FIRE STATION #2 PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-83 FIRE STATION #3 PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-84 FIRE STATION #4 PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-85 FIRE STATION #5 PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-86 FIRE STATION #6 PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-91 COLE LIBRARY PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-92 CARLSBAD CITY LIBRARY PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-93 LAS PALMAS BUILDING PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-94 ADULT LEARNING CENTER PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-95 CENTRO DE INFORMACION PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, GC 4004, H&S 19850 0910-96 ARTS OFFICE PW - MAINTENANCE & OPERATIONS PE 2.083110; GC 34090, 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 32 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 0930 0930-05 GENERAL INFORMATION (MAINTENANCE & OPERATIONS) PW - GENERAL SERVICES RECREATION CU+2 GC 34090 0930-06 PARK SITE INFORMATION PW - GENERAL SERVICES RECREATION PE 2.083110; GC 34090, GC 4004, H&S 19850 0930-85 MUNICIPAL GOLF COURSE PW - GENERAL SERVICES RECREATION PE 2.083110; GC 34090, GC 4004, H&S 19850 0930-90 PLAYGROUND INSPECTIONS PW - PARKS 5 GC 34090 0930-95 STATE PARKS PW - GENERAL SERVICES RECREATION 2 GC 34090 0930-99 PARK PLANNING PW - GENERAL SERVICES RECREATION 2 GC 34090 0940 0940-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 0940-20 OPERATIONS - MAINTENANCE (RESERVOIRS, ETC.)PUBLIC WORKS CU+2 GC 34090 0940-30 RESERVOIRS PUBLIC WORKS PE GC 34090 0940-40 PUMP STATIONS PUBLIC WORKS PE GC 34090 0940-50 CONSTRUCTION - CIP (RESERVOIRS, ETC.) PUBLIC WORKS PE GC 34090 0940-70 REPORTS & STUDIES PUBLIC WORKS CL+2 GC 34090 1000 1000-05 GENERAL INFORMATION PW - ENGINEERING CU+2 GC 34090 1000-15 MONUMENTS PW - ENGINEERING PE GC 34090 1000-20 PAVING PERMITS PW - ENGINEERING PE GC 34090 1000-25 IMPROVEMENT, GRADING, & DRAINAGE PLANS PW - ENGINEERING PE GC 34090 1000-30 GRADING PERMITS PW - ENGINEERING PE GC 34090 1000-35 DRAINAGE BASIN REPORTS PW - ENGINEERING PE GC 34090, GC 4003, GC 4004, H&S 19850 1000-37 DRAINAGE & EROSION PW - ENGINEERING PE GC 34090 1000-40 STANDARDS (ENGINEERING) PW - ENGINEERING SU+10 GC 34090 / Admin. Dec. 1000-45 ENGINEERING PLANS PW - ENGINEERING PE GC 34090 PARKS & OPEN SPACE CITY RESERVOIRS/PUMP STATIONS ENGINEERING 1000 SERIES - PUBLIC WORKS/ENGINEERING RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 33 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1000-47 RIGHT-OF-WAY PERMITS PW - ENGINEERING PE 40 CFR 122.28 1000-50 SURVEY PROJECTS & MAPS PW - ENGINEERING PE GC 34090 1000-55 POLICIES & PROCEDURES PW - ENGINEERING PE GC 34090 1000-60 REGULATIONS (ENGINEERING) PW - ENGINEERING SU+2 GC 34090 1000-65 SOILS & HYDROLOGY REPORTS PW - ENGINEERING PE GC34090 1000-70 REPORTS & STUDIES, GENERAL PW - ENGINEERING 20 GC 34090 1000-75 HAUL ROUTE PERMITS PW - ENGINEERING INSPECTION CL + 2 GC34090 1000-76 INSPECTION REQUESTS PW - ENGINEERING INSPECTION CL+2 GC 34090 1000-77 INSPECTION LOGS PW - ENGINEERING INSPECTION CL+2 GC 34090 1000-80 MICROFICHE INDEX PW - ENGINEERING PE GC 34090 / Admin. Dec. 1005 1005-05 BASE MAPS GIS PUBLIC WORKS PE GC 34090, H&S 19850, GC 34090.7 1010 1010-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 / Admin. Dec. 1010-20 STATE ROUTE 78 PUBLIC WORKS PE GC 34090 / Admin. Dec. 1010-25 INTERSTATE 5 PUBLIC WORKS PE GC 34090 / Admin. Dec. 1010-30 TRUCK ROUTES & ACCESS PUBLIC WORKS SU+2 GC 34090, GC 4003, GC 4004 1010-40 REPORTS & STUDIES PUBLIC WORKS 5 GC 34090 / Admin. Dec. 1020 1020-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1020-20 PROJECT FILES PUBLIC WORKS PE GC 34090 1020-30 BRIDGE INSPECTIONS PUBLIC WORKS PE GC 34090 1020-40 BRIDGE SPECIFICATIONS PUBLIC WORKS PE GC 34090 1020-50 OVERPASSES PUBLIC WORKS PE GC 34090, GC 4003, GC 4004 1020-60 REPORTS & STUDIES PUBLIC WORKS PE GC 34090 / Admin. Dec. GEOGRAPHIC INFORMATION SYSTEMS (GIS) HIGHWAYS & THOROUGHFARES BRIDGES RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 34 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1025 1025-05 GENERAL INFORMATION PW - FLEET CU+2 GC 34090 1025-10 MAINTENANCE RECORDS/ REPAIR ORDERS PW - FLEET CL+2 GC 34090 1025-20 VEHICLE SPECIFICATIONS PW - FLEET SU+2 GC 34090 1025-30 VEHICLE FILES PW - FLEET TE+2 GC 34090 1025-40 FUEL MONITORING PW - FLEET CU+2 GC 34090 1025-45 FLEET WORK ORDER DATABASE (MAINTSTAR)PW - FLEET 20 GC 34090, ADMIN. DEC. 1025-50 POLICIES & PROCEDURES PW - FLEET CU+2 GC 34090 1025-60 REPORTS & STUDIES PW - FLEET CU+5 GC 34090 1030 1030-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1030-10 CAPITAL PROJECTS PUBLIC WORKS PE GC 34090 1030-20 STREET ALIGNMENTS/WIDENING PUBLIC WORKS PE GC 34090 1030-40 STREET NAMES PUBLIC WORKS PE GC 34090 1030-45 STREET NAME CHANGES (SNC) PUBLIC WORKS PE GC 34090 1030-50 POLICIES & PROCEDURES PUBLIC WORKS CU+10 GC 34090 1030-56 STANDARDS PUBLIC WORKS SU+10 GC 34090 1030-60 REPORTS & STUDIES PUBLIC WORKS CU+10 GC 34090 1035 1035-05 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1035-07 COMPLAINTS PUBLIC WORKS CL+2 GC 34090 1035-10 MAINTENANCE/IMPROVEMENTS PUBLIC WORKS CL+2 GC 34090 1035-13 PAVEMENT - OVERLAY PUBLIC WORKS CL+2 GC 34090 1035-14 PAVEMENT MANAGEMENT DATABASE PUBLIC WORKS PE GC 34090, ADMIN. DEC. 1035-15 DAILY WORK ORDERS & LOGS PUBLIC WORKS CU+5 GC 34090 1035-17 DAMAGE & INCIDENT REPORTS PUBLIC WORKS CL+5 GC 34090 1035-20 BIKE LANES PUBLIC WORKS PE GC 34090 1035-23 CROSSWALKS PUBLIC WORKS PE GC 34090 FLEET MAINTENANCE STREETS - ADMINISTRATION STREETS - MAINTENANCE RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 35 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1035-25 HANDICAPPED RAMPS PUBLIC WORKS PE GC 34090 1035-30 SIDEWALKS PUBLIC WORKS PE GC 34090 1035-33 CURBS & GUTTERS PUBLIC WORKS PE GC 34090 1035-35 STREET LIGHTS PUBLIC WORKS PE GC 34090 1035-37 LIGHTING & LANDSCAPING DISTRICTS PUBLIC WORKS TE+2 GC 34090, GC 4003, GC 4004 1035-39 MEDIANS & ISLANDS PUBLIC WORKS PE GC 34090, GC 4003, GC 4004 1035-40 LANDSCAPING PUBLIC WORKS CU+2 GC 34090, GC 4003, GC 4004 1035-45 TREE PLANTING, TRIMMING, OR REMOVAL PUBLIC WORKS CU+5 GC 34090, GC 4003, GC 4004 1035-50 POLICIES & PROCEDURES PUBLIC WORKS SU+5 GC 34090, GC 4003, GC 4004 1035-60 STREET CLOSURES PUBLIC WORKS PE GC 34090, GC 4003, GC 4004 1035-65 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090, GC 4003, GC 4004 1040 1040-05 GENERAL INFORMATION PW - TRAFFIC ENGINEERING CU+5 GC 34090 1040-07 REQUESTS/COMPLAINTS PW - TRAFFIC ENGINEERING CL+5 GC 34090 1040-20 CIRCULATION PW - TRAFFIC ENGINEERING SU+5 GC 34090 1040-25 SPEED ZONING PW - TRAFFIC ENGINEERING SU+5 GC 34090 1040-27 TRAFFIC COUNTS (ADT) PW - TRAFFIC ENGINEERING SU+5 GC 34090 1040-30 PEDESTRIAN SAFETY PW - TRAFFIC ENGINEERING SU+5 GC 34090 1040-35 TRAFFIC SCHEDULES PW - TRAFFIC ENGINEERING SU+5 GC 34090 1040-40 TRAFFIC IMPACT FEES/MITIGATION PW - TRAFFIC ENGINEERING SU+5 GC 34090 1040-45 TRAFFIC WARRANTS PW - TRAFFIC ENGINEERING EX+5 GC 34090 1040-50 TRAFFIC SIGNS PW - TRAFFIC ENGINEERING/ STREETS EX+5 GC 34090 1040-55 SIGNAL PROJECTS PW - TRAFFIC ENGINEERING EX+5 GC 34090 1040-58 SIGNAL MAINTENANCE PW - STREETS PE V GC 34090 1040-60 REGULATIONS (TRAFFIC) PW - TRAFFIC ENGINEERING SU+5 GC 34090 1040-65 STATISTICS PW - TRAFFIC ENGINEERING CU+5 GC 34090 1040-70 REPORTS & STUDIES PW - TRAFFIC ENGINEERING CU+5 GC 34090 1040-80 SURVEYS (TRAFFIC) PW - TRAFFIC ENGINEERING SU+5 GC 34090 TRAFFIC ENGINEERING RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 36 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1050 1050-05 GENERAL INFORMATION PUBLIC WORKS CU+5 GC 34090 1050-10 REQUESTS/COMPLAINTS PUBLIC WORKS CL+5 GC 34090 1050-20 NO PARKING ZONES - ON STREET PUBLIC WORKS SU+5 GC 34090 1050-30 NO PARKING ZONES - OFF STREET PUBLIC WORKS SU+5 GC 34090 1050-40 PARKING FACILITIES, CITY PUBLIC WORKS 5 GC 34090 1050-45 PARKING PERMITS ENGINEERING CL+5 GC 34090 1050-50 TEMPORARY CONTROLS PUBLIC WORKS EX+5 GC 34090 1050-55 PARKING LOTS ENGINEERING CITY CLERK CU+5 GC 34090 1050-60 PARKING REGULATIONS ENGINEERING CITY CLERK PE GC 34090 1050-70 STATISTICS PUBLIC WORKS 5 GC 34090 1050-75 PARKING DISTRICTS PUBLIC WORKS TE+5 GC 34090 1050-80 REPORTS & STUDIES ENGINEERING CU+5 GC 34090 1055 1055-05 GENERAL INFORMATION PUBLIC WORKS CU+5 GC 34090 1055-10 VILLAGE TRANSIT STATION PUBLIC WORKS PE GC 34090 1055-15 POINSETTIA TRANSIT STATION PUBLIC WORKS PE GC 34090 1055-20 AIR TRANSPORTATION PUBLIC WORKS CU+5 GC 34090 1055-25 BUS TRANSPORTATION PUBLIC WORKS CU+5 GC 34090 1055-28 LIGHT RAIL (COASTER) PUBLIC WORKS CU+5 GC 34090 1055-30 RAILROADS PUBLIC WORKS CU+5 GC 34090 1055-35 TAXI OPERATIONS PUBLIC WORKS CU+5 GC 34090 1055-40 SHUTTLE SERVICES PUBLIC WORKS CU+5 GC 34090 1055-50 TRANSPORTATION PLANNING PUBLIC WORKS CU+5 GC 34090 1055-55 PEAK HOUR TRAFFIC MANAGEMENT PUBLIC WORKS CU+5 GC 34090 1055-60 TRANSPORTATION DEVELOPMENT ACT (TDA)PUBLIC WORKS CU+5 GC 34090 1055-61 FEDERAL AID URBAN (FAU) PUBLIC WORKS CU+5 GC 34090 1055-62 STATE & LOCAL TRANSPORTATION PARTNERSHIP PROGRAM (SLTPP)PUBLIC WORKS CU+5 GC 34090 PARKING TRANSPORTATION RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 37 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1055-63 TRANSPORTATION IMPROVEMENT PROGRAM (TIP)PUBLIC WORKS CU+5 GC 34090 1055-65 INTERMODAL SURFACE TRANSPORTATION EFFICIENCY ACT (ISTEA)PUBLIC WORKS CU+5 GC 34090 1055-70 TRANSPORTATION PROGRAMS PUBLIC WORKS CU+5 GC 34090 1055-75 TRANSPORTATION SURVEYS PUBLIC WORKS CU+5 GC 34090 1055-80 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090 1055-85 REGULATIONS PUBLIC WORKS CU+5 GC 34090 1055-90 REGIONAL TRANSPORTATION PUBLIC WORKS CU+5 GC 34090 1060 1060-05 GENERAL INFORMATION PUBLIC WORKS PE GC 34090 1060-10 CAPITAL PROJECTS (PUBLIC WORKS) PUBLIC WORKS PE V 2.083110, GC 34090, GC 4004, H&S 19850 1060-30 REGULATIONS (PUBLIC WORKS) PUBLIC WORKS PE GC 34090 1060-35 STANDARDS (PUBLIC WORKS) PUBLIC WORKS PE GC 34090 1060-40 REPORTS & STUDIES PUBLIC WORKS PE GC 34090 1065 1065-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1065-20 MAINTENANCE DISTRICT FORMATION PUBLIC WORKS PE GC 34090 1065-25 MAINTENANCE DISTRICT ANNEXATIONS PUBLIC WORKS PE GC 34090 1065-40 UNDERGROUND UTILITY ASSESSMENT DISTRICTS (UUAD) PUBLIC WORKS CITY CLERK PE GC 34090 1070 1070-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1070-30 REFUSE COLLECTION PUBLIC WORKS CU+5 GC 34090 1070-40 FINANCIAL STUDIES & REPORTS (TRASH) PUBLIC WORKS CU+10 GC 34090 1070-50 HOUSEHOLD HAZARDOUS WASTE PUBLIC WORKS SU+2 GC 34090 1070-60 RECYCLING PROGRAMS PUBLIC WORKS SU+5 GC 34090 1070-70 MASTER PLANS PUBLIC WORKS SU+2 GC 34090 1070-80 REGULATIONS PUBLIC WORKS SU+2 GC 34090 1070-90 TRANSFER STATION PUBLIC WORKS PE GC 34090 PUBLIC WORKS - CAPITAL IMPROVEMENTS SPECIAL IMPROVEMENT DISTRICTS SOLID WASTE MANAGEMENT RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 38 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1100 1100-05 GENERAL INFORMATION CULTURAL ARTS CU+2 GC 34090 1100-15 PERFORMING ARTS CULTURAL ARTS CL+2 GC 34090 1100-20 PUBLIC ART CULTURAL ARTS CL+2 GC 34090 1100-30 ACQUISITIONS / FUNDRAISING CULTURAL ARTS PE GC 34090 1100-40 ARTS & CULTURAL PROGRAMS CULTURAL ARTS SU+5 GC 34090 1100-50 VOLUNTEERS - ADVISORY GROUPS CULTURAL ARTS CU+5 GC 34090 1100-60 REPORTS & STUDIES CULTURAL ARTS CU+5 GC 34090 1120 1120-05 GENERAL INFORMATION LIBRARY CU+2 GC 34090 1120-10 ADMINISTRATION LIBRARY CU+2 GC 34090 1120-18 FINES - LATE FEES LIBRARY CL+5 GC 34090 1120-20 COLLECTION DEVELOPMENT PLAN LIBRARY PE GC 34090 1120-23 MATERIALS SELECTION LIBRARY SU+10 GC 34090, ADMIN. DEC. 1120-25 CALIFORNIA STATE LIBRARY LIBRARY CU+10 GC 34090 1120-53 ADULT LEARNING SERVICE LIBRARY CU+20 GC 34090 1120-56 MEDIA SERVICES LIBRARY CU+20 GC 34090 1120-80 REPORTS & STUDIES LIBRARY CU+10 GC 34090 1130 1130-05 GENERAL INFORMATION RECREATION CU+2 GC 34090 1130-07 REQUESTS - COMPLAINTS RECREATION CL+2 GC 34090 1130-15 INJURY - INCIDENT REPORTS RECREATION CL+2 GC 34090 1130-20 SPECIAL EVENTS RECREATION CL+2 GC 34090 1130-30 ADULT SPORTS RECREATION CL+2 GC 34090 1130-40 YOUTH SPORTS RECREATION CL+2 GC 34090 1130-50 RECREATION CLASSES RECREATION CL+2 GC 34090 1130-53 DAY TRIPPERS SENIOR CENTER CL + 2 GC 34090 1130-55 CLASS REGISTRATIONS RECREATION CL+2 GC 34090 1100 SERIES - CULTURAL ARTS, LIBRARY & RECREATION RECREATION CULTURAL ARTS LIBRARY SERVICES RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 39 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1130-60 LAGOON PERMITS RECREATION CL+2 GC 34090 1130-61 BOAT PERMIT DATABASE RECREATION CU+2 GC 34090, ADMIN. DEC. 1130-65 LAGOON PATROL POLICE CL+2 GC 34090 1130-80 REPORTS & STUDIES RECREATION CU+2 GC 34090 1200 1200-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1200-15 CORRESPONDENCE - CUSTOMER CONCERNS FINANCE PUBLIC WORKS CL+2 GC 34090 1200-20 RATES - FEES FINANCE PUBLIC WORKS PE GC 34090 1200-23 METER READ REPORTS PUBLIC WORKS CU+2 GC 34090 1200-25 WATER SYSTEM MAINTENANCE PUBLIC WORKS CU+5 V GC 34090 1200-35 CONNECTIONS FINANCE PE GC 34090 1200-40 POLICIES & PROCEDURES PUBLIC WORKS 15 GC 34090 1200-43 SUSSEX WORK ORDER DATABASE - WATER PUBLIC WORKS CL+10 GC 34090, ADMIN. DEC 1200-45 REGULATIONS PUBLIC WORKS SU+15 GC 34090 1200-50 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090 1210 1210-10 GENERAL INFORMATION PUBLIC WORKS CU+2 GC 34090 1210-20 CONSERVATION PUBLIC WORKS CU+10 GC 34090 1210-25 WATER SOURCES (SUPPLY) PUBLIC WORKS CU+15 GC 34090 1210-30 WATER QUALITY PUBLIC WORKS CU+15 GC 34090 1210-35 TEST REPORTS (WATER) PUBLIC WORKS CU+12 GC 34090 1210-40 MASTER PLAN PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-45 DAMS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-47 WATER LINES PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-50 CAPITAL PROJECTS CONSTRUCTION (WATER)PUBLIC WORKS PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-60 WATER RIGHTS PUBLIC WORKS PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1200 SERIES - UTILITIES WATER SERVICES/BILLING WATER RESOURCES RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 40 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1210-65 WELLS PUBLIC WORKS PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1210-70 WATER USAGE PUBLIC WORKS PE GC 34090, GC 4003, GC 4004 1210-75 AGRICULTURAL WATER USE PUBLIC WORKS PE GC 34090, GC 4003, GC 4004 1210-80 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090 1210-85 REGULATIONS PUBLIC WORKS SU+15 GC 34090 1230 1230-05 GENERAL INFORMATION PUBLIC WORKS CU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-10 MASTER PLAN (WASTE WATER) PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-15 CAPITAL CONSTRUCTION (SEWER LINES/MAINS)PUBLIC WORKS PE V GC 34090 1230-20 SEWER CONNECTIONS PUBLIC WORKS PE GC 34090 1230-25 EMERGENCIES PUBLIC WORKS PE GC 34090 1230-30 RATES - FEES PUBLIC WORKS PE GC 34090 1230-40 WASTE WATER DISCHARGE PERMITS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-45 SLUDGE AND SOLIDS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-50 OUTFALL PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-55 SEWER SYSTEMS MAINTENANCE PUBLIC WORKS PE V 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-65 SEWER PERMITS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-70 TEST REPORTS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-72 SPECIAL STUDIES/REPORTS PUBLIC WORKS CL+5 GC 34090 1230-75 WASTEWATER SERVICE/INSTALLATION PUBLIC WORKS CU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-80 WATER RECLAMATION (RECLAIMED WATER)PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1230-85 REGULATIONS PUBLIC WORKS SU+5 GC 34090 1240 1240-05 GENERAL INFORMATION PUBLIC WORKS CU+5 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1240-10 MASTER PLANS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1240-20 STORM DRAINS PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1240-30 STORM WATER PROTECTION PROGRAM PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1240-40 REGULATIONS PUBLIC WORKS SU+5 GC 34090 1240-50 REPORTS & STUDIES PUBLIC WORKS CL+5 GC 34090 STORM WATER WASTEWATER MANAGEMENT RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 41 of 42 Revised 8/1/2006 CITY OF CARLSBAD FILING SYSTEM GUIDE RECORD RETENTION SCHEDULE FILE NUMBER RECORD CATEGORY & DESCRIPTION OFFICE OF RECORD RETENTION LEGAL CITATION 1250 1250-05 GENERAL INFORMATION INFORMATION TECHNOLOGY CU+2 GC 34090 1250-10 RATES INFORMATION TECHNOLOGY SU+2 GC 34090 1250-30 CITY PHONE SYSTEM MAINTENANCE INFORMATION TECHNOLOGY CU+2 GC 34090 1250-40 REGULATIONS INFORMATION TECHNOLOGY SU+5 GC 34090 1250-50 REPORTS & STUDIES INFORMATION TECHNOLOGY CU+5 GC 34090 1260 1260-05 GENERAL INFORMATION PUBLIC WORKS CU+5 GC 34090 1260-10 RATES PUBLIC WORKS CITY CLERK SU+2 GC 34090 1260-30 UNDERGROUNDING (UTILITY) PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1260-40 PLANT FACILITIES (UTILITY) PUBLIC WORKS PE 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1260-50 REGULATIONS PUBLIC WORKS SU+2 40 CFR 141.33, H&S 19850, GC 4003, GC 4004 1260-60 REPORTS & STUDIES PUBLIC WORKS CU+5 GC 34090 TELEPHONE & COMMUNICATIONS GAS & ELECTRICITY RETENTION CODES: AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 42 of 42 Revised 8/1/2006