HomeMy WebLinkAbout2005-05-10; City Council; Resolution 2005-1521
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RESOLUTION NO 2005-1 52
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING REVISIONS TO
THE ESTABLISHED RECORDS MANAGEMENT PROGRAM
FOR THE CITY OF CARLSBAD
WHEREAS, sections 34090 and 34090.7 of the Government Code and the State of
California provide legal requirements relating to the retention and disposition of municipal
records; and
WHEREAS, other codes, both state and federal, also provide legal requirements for
specific municipal records; and
WHEREAS, the establishment of the Records Management Program includes a Filing
System Guide and Records Retention Schedule, and a Program Manual to organize the
maintenance, retention, and disposal of City records, in accordance with the City’s operational
needs and legal retention requirements.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. That the above recitations are true and correct.
2. That the Program’s revised Records Retention Schedule set forth in the attached
Exhibit “A”, is hereby adopted;
3. That the Records Management Department is hereby designated as the Custodian of
the Program, and as such, shall be responsible for the safekeeping and
implementation of the program;
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Page 2 of Resolution No. 2005-1 52
4. That the City Manager, City, ttorney, and Records mager are directed to continue
to review the Program and Retention Schedule periodically, and present any revisions
to the City Council for procedure and schedule modifications necessary to update the
current information and ensure efficient operation of the Program.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the
City of Carlsbad on the 10th dayof May , 2005, by the following vote:
AYES: Council Members Hall, Kulchin, Packard, Sigafoose
NOES: None
ABSENT: Council Member Lewis
CLAUDE-A. LEWIS, Mayor
MATT HALL, Mayor Pro-Tern
ATTEST:
c LW INbhh$OO~ city Clerk
(SEAL)
-2- 3
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENnON SCHEDULE
01 00-34
01 00-35
01 00-40
0120
01 20-05
APPROVALS:
/’ i
\
CITY MANAGER GENERAL FILES CITY MANAGER CU+5 GC34090
PRESS RELEASES CITY MANAGER CU+2 GC34090
SURVEYS, GENERAL CITY MANAG E R CU+2 GC34090
RISK MANAGEMENT
GENERAL IN FORMATION RISK MANAGEMENT CU+2 GC34090
10100-04 lClTY MANAGER CORRESPONDENCE lClTY MANAGER I CU+2 lGC34090 I
01 20-09 LIABILITY DATABASE RISK MANAGEMENT PE
ADM I N I ST RAT IVE OR DE RS CITY MANAGER
GC 34090, ADMIN DEC
01 20-1 0
01 20-1 3
IRlSK MANAGEMENT I SU+2 IGC 34090 I
GC34090 LIABILITY INSURANCE (CITY POLICIES)
SPECIAL EVENTS INSURANCE RISK MANAGEMENT CL+2 GC34090
V RISK MANAGEMENT
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital Page 1 of 44
Revised 5/10/2005 ‘4
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
INSURANCE POOL
REPORTS & STUDIES RISK MANAGEMENT
RECORDS MANAGEMENT
RECORDS INVENTORIES
IN FORMATION
I
01 50-25 AIMWORX DATABASE CU+2 GC 34090, ADMIN. DEC.
01 50-30 CHANGE CONTROL DATABASE
IN FORMATtON
TECHNOLOGY
INFO RMATlO N
, TECHNOLOGY CU+2 GC 34090, ADMIN. DEC
RETENTION CODES:
AU=Af?er Audit, CL=Closed/Completed, CU=Current Year, E=Eledion,
EX=Expired, PE= Permanent, SU=Superceded, TE=Terminated, V=Vital Page 2 of 44
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0200
0200-05
LEGAL RECORD CATEGORY & DESCRIPTION RETENTION
LOCAL ORGANIZATIONS
CHAMBER OF COMMERCE CITY MANAGER CU+2 GC34090
CARLSBAD CONVENTION & VISITORS
CARLSBAD ECONOMIC ENHANCEMENT
0200-10 BUREAU (CCVB)
0200-15 COUNCIL (CEEC)
CU+2 GC34090
CU+2 GC34090
MANAGER
MANAGER
10200-20 ]ARTS ASSOCIATES lClTY MANAGER I CU+2 IGC34090
0200-30
I
CU+2 GC34090 CITY MANAGER
CITY CLERK CABLE TELEVISION FOUNDATION
PW OAK
PW OAK
CABLE TELEVISION FOUNDATION
CABLE TELEVISION FOUNDATION
0200-31 (AGENDAS)
0200-32 (MINUTES)
10200-40 ICARLSBAD BOYS & GIRLS CLUB lVARiOUS I CU+2 IGC34090
PE GC 34090
PE GC 34090
0200-50
0210
~~
NON-PROFIT ORGANIZATIONS (GENERAL) CITY MANAGER CU+2 GC34090
EMPLOYEE ORGANIZATIONS
10210-10 ~CARLSBAD FIRE ASSOCIATION (CFA) HUMAN RESOURCES I PE IGC 34090
02’0-05 HUMAN RESOURCES PE GC 34090 CARLSBAD CITY EMPLOYEES
ASSOCIATION (CCEA)
10220 I OTHER ORGANIZATIONS
02’”’’
10220-05 ILEAGUE OF CALIFORNIA CITIES I CITY MANAGER I CU+5 IGC 34090, ADMIN. DEC
HUMAN RESOURCES PE GC 34090 CARLSBAD POLICE OFFICERS
ASSOCIATION (CPOA)
0230
0230-05
GOVERNMENT/REGULATORY AGENCIES
CITIES, OTHER VARIOUS CU+5 GC34090
10230-10 ISAN DIEGO COUNTY, GOVERNMENT IVARIOUS I CU+5 IGC34090
0230-06 CU+5 GC34090 AIR POLLUTION CONTROL DISTRICT
(APCD)
CU+5 CALIFORNIA COASTAL COMMISSION
(CCC) 0230-1 2 GC34090
0230-1 5
0230-20
CALTRANS VARIOUS CU+5 GC34090
GRAND JURY, COUNTY VARIOUS CU+5 GC34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
0230-25
Page 3 of 44
Revised 5/ 10/2005
VARIOUS CU+5 GC34090 LOCAL AGENCY FORMATION
COMMISSION (LAFCO)
SAN DIEGO ASSOCIATION OF
0230-25
mmmm em
VARIOUS CU+5 GC34090 LOCAL AGENCY FORMATION
COMMISSION (LAFCO)
SAN DIEGO ASSOCIATION OF . -,-, .^ 0230-30
0230-40
VARIOUS CU+5 GC34090
CU+5 GC34090
GOVERNMENTS (SANDAG)
NORTH COUNTY TRANSIT DISTRICT
(NCTD) m-mm .m
I I
CU+5 GC34090 INORTH COUNTY TRANSIT DISTRICT I .- -.-. .^
CU+5 GC34090
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0230-59
0230-60
0230-70
0230-80
I VAR I ous I CU+5 IGC34090 ~LIIYH VVH I CK ruLLu I IUIY LUIY I KUL
CILITY (EWPCF)
VALLECITOS WATER DISTRICT (VWD) VARIOUS CU+5 GC34090
CU+2 GC34090 ALCOHOLIC BEVERAGE CONTROL, STATE
PUBLIC UTILITIES COMMISSION (PUC) VARIOUS CU+5 GC34090
STATE AGENCIES, GENERAL VARIOUS CU+5 GC34090
(ABC)
10230-55 IMETROPOLITAN WATER DISTRICT (MWD) VARIOUS I CU+5 IGC34090
0230-85
10230-57 ISAN DIEGO COUNTY WATER AUTHORITY IVARIOUS I CU+5 IGC34090
I
CU+5 GC34090 F E D E R A L E M E R G E N CY MA NAG EM E N T
AGENCY (FEMA) vA I
0 3 0 0 - 0 5
0300-1 0
GENERAL I N FORMATI ON CITY CLERK CU+2 GC34090
BROCHURES/APPLICATION FORMS CITY CLERK CU+2 GC34090
Io300 ICITY BOARDS, COMMISSIONS, & COMMITTEES
0300-45
0300-50
BCC APPLICATIONS (NOT APPOINTED) CITY CLERK 2 GC 34090
NOTICES OF BCC VACANCIES CITY CLERK 2 GC 34090
10300-20 LIST OF VACANCIES (ANNUAL) lClTY CLERK I CU+2 lGC34090
)305-15
)305-17
10300-30 IAPPOINTEES, LIST OF ICITY CLERK I CU+2 lGC34090
AD HOC BCC APPOINTEES (FILE ALPHA
BY NAME) TE+7 GC 34090, GC81009(e)
AD HOC BCC APPLICATIONS
(NOT APPOINTED) VARIOUS CL+2 GC34090
10300-40 IBCC APPOINTEES (FILE ALPHA BY NAME) lClTY CLERK I TE+7 IGC 34090, GC81009(e)
3305-40
3305-45
2305-50
AGENDAS , M EETl NG VARIOUS CU+2 GC 34090, ADMIN. DEC.
MINUTES, MEETING VARIOUS PE GC 34090
NOTICES, MEETNG VARIOUS CU+2 GC34090
10305 I AD HOC BOARDS, COMMISSIONS, COMMITTEES
3305-60 AGENDA BILLS I VAR i ous I PE IGC34090
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 44
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
031 0-05
031 0-40
ARTS COMMISSION
GENERAL INFORMATION ARTS CU+2 GC34090
AGENDAS, MEETING ARTS GC 34090, ADMIN. DEC. V
031 0-50
031 0-55
031 0-60
(0310-45 IMINUTES, MEETING ARTS I IGC34090(e)
NOTICES, MEETING ARTS CU+2 GC 34090.7
RESOLUTIONS ARTS
STAFF REPORTSlPACKETS ARTS
GC 34090(e)
GC34090
V
V
031 0-65
0315
POLICIES & PROCEDURES ARTS SU+5 GC34090
BEACH EROSION COMMmEE
031 5-05
031 5-40
031 5-45
GENERAL INFORMATION ENGINEERING CU+2 GC34090
AGENDAS, MEETING ENGINEERING
MINUTES, MEETING ENGINEERING
GC 34090, ADMIN. DEC.
GC 34090(e)
V
V
031 5-50
031 5-55
NOTICES, MEETING ENGINEERING CU+2 GC 34090.7
RESOLUTIONS ENGINEERING GC 34090(e) v
031 5-60 STAFF RE PORTSlPACKETS ENGINEERING \I IGC 34090
031 5-65
0320
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
POLICIES & PROCEDURES ENGINEERING SU+5 GC34090
DESIGN REVIEW BOARD
Page 5 of 44
Revised 5/10/2005
0320-05
0320-40
0320-45
CU+2 GC34090 HOUSING &
REDEVELOPMENT
HOUSING &
REDEVELOPMENT V
HOUSING &
REDEVELOPMENT V
GENERAL INFORMATION
AGENDAS, MEETING
MINUTES, MEETING
GC 34090, ADMIN. DEC.
GC 34090(e)
0320-50 CU+2 GC 34090.7 HOUSING &
REDEVELOPMENT NOTICES, MEETING
0325-05
0325-40
0325-45
GENERAL INFORMATION LIBRARY CU+2 GC34090
AGENDAS, MEETING LIBRARY
MINUTES, MEETING LIBRARY
GC 34090, ADMIN. DEC.
GC 34090(e)
V
v
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
HOUSING &
REDEVELOPMENT
HOUSING &
REDEVELOPMENT
HOUSING &
REDEVELOPMENT
GENERAL INFORMATION
AGENDAS, M EETl NG
MINUTES, M EETl NG
FILE
NUMBER
0325-50
0325-55
0325-60
0325-65
0330
0 3 3 0 - 0 5
0330-40
0330-45
0 3 3 0 - 5 0
0330-55
0330-60
0330-65
0335
0335-05
CU+2 GC34090
GC 34090, ADMIN. DEC.
GC 34090(e)
V
V
0335-40
0335-45
0335-50
0335-55
0335-60
0335-65
0340
0340-05
HOUSING &
REDEVELOPMENT
HOUSING &
REDEVELOPMENT
HOUSING &
RESOLUTIONS
STAFF REPORTSIPACKETS
10340-40
GC 34090(e)
GC34090
V
v
e., -
0340-45
0340-50
0340-60
0340-65
AGENDAS, MEETl NG
MINUTES, MEETING
NOTICES, MEETING
RESOLUTIONS
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION
GC 34090, ADMIN. DEC. LIBRARY
GC 34090(e) LIBRARY
LIBRARY CU+2 GC 34090.7
GC 34090(e) LIBRARY
V
V
V
I LIBRARY I CU+2 IGC34090.7 I NOTICES, MEETING
STAFF REPORTSIPACKETS
POLICIES & PROCEDURES
PE
V LIBRARY
LIBRARY su+5
PtUUKtb IREDEVELOPMENT I 3u+3 I LIBRARY BOARD
GENERAL INFORMATION I LIBRARY I CU+2 IGC 34090 I
I GC 34090
I GC 34090
GENERAL INFORMATION I PARKS & RECREATION I CU+2 IGC 34090 I
MINUTES, MEETING
NOTICES, MEETl NG PARKS & RECREATION cu+2
RESOLUTIONS PARKS & RECREATION
STAFF REPORTSIPACKETS PARKS & RECREATION
PE
V
PE
\I
GC 34090, ADMIN. DEC.
GC 34090(e)
GC 34090.7
I GC 34090(e)
GC 34090 I
POLICIES & PROCEDURES IPARKS & RECREATION I SU+5 IGC 34090 I
RETENTION CODES:
AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election,
EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terminated, V=Vital Page 6 of 44
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION
PERSONNEL BOARD
GENERAL INFORMATION
AGENDAS , M EETl NG
MINUTES, M EETl NG
FILE
NUMBER
0345
0345-05
0345-40
0345-45
0345-50
0345-55
0345-60
0345-65
0350
0350-05
0350-40
0350-45
~ ~ ~~~
HUMAN RESOURCES CU+2 GC34090
HUMAN RESOURCES
HUMAN RESOURCES
GC 34090, ADMIN. DEC.
GC 34090(e)
V
V
0350-50
0350-55
0350-60
0350-65
0355-05
RESOLUTIONS
STAFF REPORTSlPACKETS
POLICIES & PROCEDURES
0355-40
035545
0355-50
0355-55
0355-60
0355-65
0360
0360-05
0360-40
0360-45
GC 34090(e) HUMAN RESOURCES
GC34090 HUMANRESOURCES
HUMANRESOURCES SU+5 GC34090
V
V
AGENDAS, MEETING
MINUTES, MEETING
NOTICES, MEETING IHUMAN RESOURCES I CU+2 IGC 34090.7
GC 34090, ADMIN. DEC.
GC 34090(e)
V
V
PLANNING
PLANNING
STAFF REPORTSlPACKETS
POLICIES & PROCEDURES
GENERAL INFORMATION ~PLANN~NG I CU+2 IGC34090
GC34090 PLANNING
PLANNING SU+5 GC34090
V
AGENDAS, MEETING
MINUTES, MEETINGS
NOTICES, MEETING IPLANNING I CU+2 IGC34090.7
GC 34090, ADMIN. DEC.
GC 34090(e)
V
V
SENIORS
SENIORS
RESOLUTIONS I PLANNING I IGC34090(e)
GENERAL INFORMATION
AGENDAS, MEETING
MINUTES, MEETING
ARTS CU+2 GC34090
ARTS
ARTS
GC 34090, ADMIN DEC.
GC 34090(e)
V
v
GENERAL INFORMATION (SENIORS I CU+2 IGC34090
NOTICES, MEETING SENIORS I CU+2 IGC34090.7
RESOLUTIONS SENIORS I IGC 34090(e)
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE= Permanent, SU =Superceded, TE=Terminated, V=Vital Paae 7 of 44
Revised ?/10/2005 lo
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0360-55
0360-60
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION FILE
NUMBER
GC 34090(e)
GC34090
V
V
RESOLUTIONS ARTS
STAFF REPORTS/PACKETS ARTS
10360-50 INOTICES, MEETING ARTS I CU+2 IGC34090.7
0365-05
0365-40
GENERAL IN FORMATION ENGINEERING CU+2 GC34090
AGENDAS, MEETING ENGINEERING GC 34090, ADMIN. DEC. \f
10360-65 IPOLlClES & PROCEDURES ARTS I SU+5 IGC34090
0 36 5-4 5
10365 TRAFFIC SAFETY COMMISSION
IGC 34090(e) V MINUTES, MEETING ENGINEERING
0365-55
0365-60
GC 34090(e)
GC34090
V
\f
RESOLUTIONS ENGINEERING
STAFF RE PO RTSlPACKETS ENGINEERING
10365-50 INOTICES, MEETING I ENGINEERING I CU+2 IGC34090.7
0365-65 POLICIES & PROCEDURES ENGINEERING SU+5 GC34090
ENGINEERING
ENGINEERING
TRAFFIC SAFETY COORINATING
COMMITTEE AGENDAS
TRAFFIC SAFETY COORINATING
COMMITTEE MINUTES
0365-70
0365-75
PE GC 34090
PE GC 34090(e)
0370
0370-05
0370-40
UNDERGROUND UTILITY ADVISORY COMMIlTEE
GEN ERAL IN FORMATION
AGENDAS , M EETl NG
CU+2 GC34090 ENGINEERING
CITY CLERK
ENGINEERING GC 34090, ADMIN DEC v
0370-50
0370-55
0370-60
10400-20 IPETTY CASH FINANCE I AU+4 IGC 34090
NOTICES, MEETING ENGINEERING CU+2 GC 34090 7
RESOLUTIONS ENGINEERING
STAFF REPORTS/PACKETS ENGINEERING
GC 34090(e)
GC34090
V
V
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital
0400
0400-05
0400-1 0
0400-1 5
Page 8 of 44
Revised 5/10/2005
FISCAL/FINANCIAL SERVICES
G E N E RAL I N FOR MAT10 N FINANCE CU+2 GC34090
CHART OF ACCOUNTS FINANCE CU+2 GC34090
GC34090 ACCOUNTS PAYABLE FINANCE V
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
0400-30
0400-40
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION
GC 34090, 26 CFR 301 65-l(f) V FIXED ASSETS FINANCE
CHECWAP REGISTERS FINANCE PE GC 26907
10400-50 IFUND TRANSFERS I FINANCE I AU+4 IGC34090
0400-60
0400-70
0400-77
GC 34090, CCP 337 GENERAL LEDGERS FINANCE
JOURNAL VOUCHERS/ENTRIES FINANCE AU+4 GC 34090, CCP 337
IFAS INSTRUCTIONS & MANUALS FINANCE CU+2 GC34090
V
10400-80 IlFAS BATCHES & BUDGET CHANGES IFINANCE I CU+7 lGC34090
0400-90
0400-95
0400-97
10400-81 llFAS REPORTS I CU+7 lGC34090
ACCOUNTING REPORTS FINANCE AU+4 GC34090
ANNUAL REPORTS (FINANCIAL) FINANCE AU+7 GC 34090.7
POLICIES & PROCEDURES FINANCE CU+2 GC 34090(d)
041 0-05
10400-99 IREFUNDS FINANCE I AU+4 IGC34090
GENERAL INFORMATION FINANCE CU+2 GC34090
041 0-35
041 0-40
10410-10 IAUDlT REPORTS, INTERNAL I FINANCE I PE IGC34090
ANNUAL AUDITS, CITY FINANCE PE GC 34090
ANNUAL AUDITS, REDEVELOPMENT FINANCE PE GC 34090
10410-20 IAUDlT REPORTS, EXTERNAL I FINANCE I PE IGC 34090
10410-30 IAUDlT PROPOSALS ~F~NANcE I PE IGC 34090
10410-45 ANNUAL AUDITS, WATER DISTRICT FINANCE I PE IGC34090
10410-50 IANNUAL AUDITS, PUBLIC IMPROVEMENT IFINANCE I PE IGC34090
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 44
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0430-05
0430-1 0
0430-20
0430-30
RECORD CATEGORY 8t DESCRIPTION RETENTION
WARRANTS
TREASURER
GENERAL INFORMATION FINANCE CU+2 GC34090
BUDGET, DEPARTMENTAL VARIOUS CU+2 GC34090
OPERATING BUDGET, CITY (ADOPTED)
CAPITAL BUDGET, CITY (ADOPTED)
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
V
V
CITY CLERK
CITY CLERK
10430 I BUDGET
~~ ~
0430-37
0430-40
0430-45
FINANCIAL MASTER PLAN FINANCE SU+2 GC34090
REVENUE ESTIMATES FINANCE CU+2 GC34090
REVENUE SHARING FINANCE CU+2 GC34090
0430-50
0430-70
0430-80
POLICIES & PROCEDURES FINANCE SU+5 GC 34090(d), ADMIN. DEC.
PE GC 34090(d), ADMIN. DEC. PUBLIC IMPROVEMENT CORPORATION CLERK
BUDGET
REDEVELOPMENT AGENCY BUDGET CITY CLERK PE GC 34090(d), ADMIN. DEC.
10430-90 IWATER DISTRICT BUDGET lClTY CLERK I PE IGC 34090(d), ADMIN. DEC. I
RETENTION CODES:
AU =After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital 13 Page 10 of 44
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0440-1 0
0440-15
0440-1 6
0440-20
10440-05 I GENERAL INFORMATION I CL+10 lCCP337.5
PAYING/FISCAL AGENT FINANCE PE GC 34090
CITY CLERK
MORTGAGE REVENUE BONDS, SINGLE FINANCE PE GC 34090, CCP 337.5, ADMIN.
FAMILY HOUSING & V DEC.
REDEVELOPMENT
CITY CLERK
MORTGAGE REVENUE BONDS, MULTI FINANCE PE GC 34090, CCP 337.5, ADMIN.
FAMILY HOUSING & V DEC.
REDEVELOPMENT
CITY CLERK
PUBLIC WORKS
GC 34090, ADMIN. DEC. V ASSESSMENT DISTRICTS, 191 1 FINANCE
10440-25 IASSESSMENT DISTRICTS, 1915
CITY CLERK
FINANCE
PUBLIC WORKS I 'v' IGC 34090, ADMIN. DEC.
0440-30 IGc 3090, ADMiN. DEC. CITY CLERK
FINANCE V GENERAL OBLIGATION BONDS
0440-35
0440-40
CITY CLERK
FINANCE I 'v' IGC 34090, ADMIN. DEC.
PUBLIC WORKS
COMMUNITY FACILITIES DISTRICTS
10440-45 1 (MELLO ROOS)
GC 34090, ADMIN. DEC.
GC 34090, ADMIN. DEC.
CITY CLERK
FINANCE V
CITY CLERK
FINANCE V
REVENUE BONDS, OTHER
CERTIFICATES OF PARTICIPATION
CITY CLERK
FINANCE I IGC 34090, ADMIN. DEC
PUBLIC WORKS
COMMUNITY FACILITIES DISTRICTS
10440-47 I BOUNDARYMAPS
10440-55 IWATER DISTRICT BONDS (Pink)
10440-50 ITAX ALLOCATION BONDS
CITY CLERK
FINANCE
PUBLIC WORKS
CITY CLERK
FINANCE
PUBLIC WORKS
0450
I 'v' IGC 34090, ADMIN. DEC
PAYROLL
I 'v' IGC 34090, ADMIN. DEC.
10450-05 IlFAS - PAYROLL MODULE I AU+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 11 of 44
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
BI-LINGUAL PAY RECORDS
PENSION/RETIREMENT FUND
0460-1 0
0460-1 5
10460-05 1 GENERAL INFORMATION
ANNUAL REPORTS - STATE CONTROLLER FINANCE PE GC 34090
STATE MANDATED COSTS (SB90) FINANCE PE GC 34090
PE STATE CONTROLLER OPEN MEETING 0460-20 GC 34090
0460-30
0460-40
0460-60
0470
0470-03
0470-05
0470-1 0
SPECIAL DISTRICT REPORTS FINANCE PE GC 34090
GANN LIMITATION FINANCE PE GC 34090
SPECIAL MISCELLANEOUS REPORTS FINANCE I CU+5 IGC 34090
CORRESPONDENCE, PURCHASING
GENERAL INFORMATION
FORMS, 1099
PURCHASING
PURCHASING CU+2 GC34090
PU RC HAS I NG CU+2 GC34090
FINANCE AU+4 GC 34090,29 USC 436
0470-1 5 CU+2 GC34090 CREDIT CARD PROGRAM, APPLICATIONS,
-IT"
0470-1 6
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
CREDIT CARD APPROVALS, CITY FINANCE CU+2 GC34090
Paw 12 of 44
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0470-33
0470-34
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY 81 DESCRIPTION FILE
NUMBER
PE GC 34090
CU+2 GC34090
CERTIFICATES OF INSURANCE PURCHASING
(REQUIRED) VARIOUS
CERTIFICATES OF INSURANCE PURCHASING
(MISCELLANEOUS OR NON-APPLICABLE) VARIOUS
I 10470-20 /PURCHASE REQUISITIONS I PURCHASING I AU+4 IGC 34090, CCP 337
0470-45
0470-50
0470-55
10470-25 IPURCHASE ORDERS PURCHASING 1 AU+4 IGC 34090, CCP 337 I
BlDSlQUOTESlPROPOSALS, AWARDED PURCHASING AU+5 GC 34090, CCP 337
BIDS, CANCELED PURCHASING CL+2 GC 34090, CCP 337
BIDS, REJECTED PURCHASING CL+2 GC 34090, CCP 337
0470-65
0470-70
0470-75
I CU+2 IGC34090 I 10470-35 \STORES I PURCHASING
WAREHOUSE INVENTORIES PURCHASING AU+4 GC 34090,26 CFR 301 65-1(F)
PURCHASING PROGRAMS PURCHASING SU+2 GC34090
PURCHASING MANUALS PURCHASING SU+2 GC34090
10470-40 I B~DS~QUOTES~PROPOSALS, PENDING PURCHASING I AU+4 IGC 34090, CCP 337 I
0470-85 AU+4 GC 34090, ADMIN. DEC. FINANCE
PURCHASING IFAS - PURCHASING MODULE
I 10470-60 ISURPLUS EQUIPMENT DISPOSAL I Pu RCHAS I NG I AU+4 IGC 34090, CCP 337
0470-90
0470-95
CONSULTANT INFORMATION PURCHASING CL+2 GC34090
POLICIES & PROCEDURES PURCHASING SU+5 GC 34090, ADMIN. DEC.
10470-80 IVENDOR BROCHURES I SU+2 lGC34090 I
0480-20 AU+4 GC 34090, CCP 337 GENERAL RECEIPTS (PARKING, PLAN
CHECK)
0480-24
0480-25
REPORTS & STUDIES PURCHASING
GC 30490, ADMIN. DEC.
UTILITY BILLING REQUESTS FINANCE AU+4 GC 34090, CCP 337
FINANCE AU+4 GC 34090, CCP 337 UTILITY BILLING RECEIPTS (WATER,
TRASH)
I 10480-15 IDAlLY CASH RECEIPTS I AU+4 IGC 34090, CCP 337
0480-26
, . " .-. ., I
UTILITY BILLING DATABASE FlRIANCE AU+4 GC 34090, ADMIN. DEC
I
0480-32 AMBULANCE BILLING FINANCE CU+2 GC34090
RETENTION CODES:
AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election,
M=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital Page 13 of 44
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
0480-35
RECORD CATEGORY & DESCRIPTION
BUSINESS LICENSES
0480-36
10480-38 IBlNGO LICENSES
BUSINESS LICENSE DATABASE FINANCE PE
I
10480-47 IGRANTS, MISC
GC 34090, ADMIN. DEC
0480-48 GRANTS, CDBG
0480-50 PARKING CITATION REVENUES
0480-55 MISC. FINES/REVENUES
FINANCE
FINANCE
FINANCE
FINANCE
10480-70 IFRANCHISES
EX+2 GC34090
CL+2 GC34090
AU+4 GC 30490, ADMIN. DEC.
CL+5 GC 30490, ADMIN. DEC.
10480-75 IREVENUE ALLOCATIONS
0480-40
0480-45
BAN KRU PTCl ES
COLLECTIONS
10480-81 IPROPERTY TAX
0480-77
0480-80
0480-83 SALES TAX
0480-85 PROPOSITION 218
0480-87 TRANSIENT OCCUPANCY TAX (TOT)
APPORTIONMENT INCOME
TAXES, MISC.
10480-90 IREPORTS & STUDIES
FINANCE
FINANCE
LEGAL
CITATION RETENTION OFFICE OF
RECORD
AU+4 GC 30490, ADMIN. DEC.
AU+4 GC 30490, ADMIN. DEC.
I FINANCE I EX+4 IGC 34090, CCP 337
0485-22
0485-23
0485-25
FEE SCHEDULES FINANCE SU+2 GC34090
FEE WAIVER REQUESTS FINANCE 2 GC 34090
ENGINEERING FEES ENGINEERING PE GC 30490, ADMIN DEC
FINANCE I CL+4 124 CFR 570.502(b) I
FINANCE 1 N: 1;C 30490, ADMIN. DEC. 1
FINANCE GC 30490, ADMIN. DEC.
FINANCE GC 34090, CCP 337
FINANCE I 2 IGC 34090 I
FINANCE I AU+4 IGC 30490, ADMIN. DEC. I
FINANCE I AU+4 IGC 30490, ADMIN. DEC. I
FINANCE AU+4 GC 30490, ADMIN. DEC.
FINANCE 2 GC 34090(d)
Page 14 of 44
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
PUBLIC WORKS PUBLIC WORKS - CAPITAL
IMPROVEMENTS FEES 0485-55
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION FILE
NUMBER
PE GC 34090, GC 4003, GC 4004
10485-35 IBUlLDlNG FEES BUILDING I CL+2 IGC 30490, ADMIN. DEC
0490-05
0490-1 0
10485-40 IFLOOD CONTROL FEES (ENGINEERING I CL+2 IGC 30490, ADMIN. DEC
GENERAL INFORMATION TREASURER PE GC 34090, GC 53607, CCP 337
GC 34090, GC 53607, CCP 337 INVESTMENT RATES TREASURER \I
0490-20
0490-30
10485-60 \PLANNING FEES I PLANNING I CL+2 IGC 30490, ADMIN. DEC.
GC 34090, GC 53607, CCP 337
GC 34090, GC 53607, CCP 337
V
V
INVESTMENT PORTFOLIO (CITY) TREASURER
INVESTMENT PORTFOLIO (CMWD) TREASURER
10490 I INVESTMENTS
0490-40 GC 34090, GC 53607, CCP 337 V TREASURER INVESTMENT PORTFOLIO
(REDEVELOPMENT AGENCY)
CITY CLERK
ENGINEERING
CITY CLERK
CITY CLERK
ENGINEERING
0500-1 0 CERTIFICATES OF CORRECTION
0500-12 NOTICES OF RESTRICTION/RELEASES
0500-1 5 NOTICES OF VIOLATION - RELEASES CODE ENFORCEMENT
GC 30490, ADMIN DEC
GC 30490, ADMIN DEC
V
V
GC 30490, ADMIN DEC V
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 44
Revised 5/10/2005 , .
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
PE
V
ZITY CLERK
ENGINEERING
PLANNING
FILE
NUMBER
0500-1 8
0500-20
0500-25
0500-28
0500-30
0500-32
0500-33
0500-34
0 5 0 0 - 3 5
0500-40
0500-45
0500-50
0500-55
0500-60
0500-65
0500-67
0500-70
0500-75
0500-80
0500-85
0500-90
GC 34090(a), GC 4003, GC
4004, H&S 19850
RECORD CATEGORY & DESCRIPTION
-0OD CART PERMITS
ENGINEERING
HOUSING &
REDEVELOPMENT
PLANNING
ZONDITIONAL USE PERMITS (CUP)
PE
V 4004, H&S 19850
GC 34090(a), GC 4003, GC SOASTAL DEVELOPMENT PERMITS (CDP)
PE
V
CITY CLERK
ENGINEERING
PLANNING
SONDO PERMITS (CP) GC 34090(a), GC 4003, GC
4004, H&S 19850
ZARLSBAD TRACTS, MAJOR
SUBDIVISIONS (CT)
PLANNING
CITY CLERK
ENGINEERING
ENGINEERING
PLANNING
PRELIMINARY REVIEW (PR)
ENCROACHMENT AGREEMENT I
EASEMENT SUPPORT DOCUMENTS
V 4004, H&S 19850
PE
V 4004, H&S 19850
PE
V 4004, H&S 19850
GC 34090(a), GC 4003, GC
GC 34090(a), GC 4003, GC
HILLSIDE DEVELOPMENT PERMITS (HDP)
PE
V
PE
V
ENGINEERING
CITY CLERK
ENGINEERING
PLANNING
HABITAT MANAGEMENT PLAN PERMIT
(HMP)
GC 34090(a), GC 4003, GC
4004, H&S 19850
GC 34090(a), GC 4003, GC
4004, H&S 19850
MASTER PLANS - DEVELOPMENTS (MP)
CITY CLERK
PLANNING
MlNORSUBDlVlSlONS(MS)
PE
V 4004, H&S 19850
GC 34090(a), GC 4003, GC
PLANNING COMMISSION
DETERMINATIONS (PCD)
PLANNED DEVELOPMENTS (PD)
PLANNED DEVELOPMENT PERMITS (PDP)
GRADING PERMITS (PE)
PLANNED INDUSTRIAL PERMITS (PIP)
PARCEL MAPS (PM)
PRECISE PLANS (PP)
PLANNED UNIT DEVELOPMENTS (PUD)
SITE DEVELOPMENT PLANS (SDP)
SPECIFIC PLANS (SP)
SPECIAL USE PERMITS (SUP)
LEGAL
CITATION RETENTION OFFICE OF
RECORD
PLANNING I PE IGC30490(a)
GC 34090(a), GC 4003, GC
4004, H&S 19850
CITY CLERK
ENGINEERING
PLANNING
ENGINEERING I 10 (OC 34090, ADMlN DEC.
GC 34090(a), GC 4003, GC
4004, H&S 19850
CITY CLERK
ENGINEERING
PLANNING
GC 34090(a), GC 4003, GC
4004, H&S 19850 PLANNING
CITY CLERK GC 34090(a), GC 4003, GC
PLANNING 4004, H&S 19850
CITY CLERK PE GC 34090(a), GC 4003, GC
ENGINEERING 4004, H&S 19850
GC 34090(a), GC 4003, GC
4004, H&S 19850 PLANNING
GC 34090(a), GC 4003, GC CITY CLERK
4004, H&S 19850 ENGINEERING
PLANNING
CITY CLERK PE GC 34090(a). GC 4003, GC
GC 34090(a), GC 4003, GC
4004, H&S 19850
CITY CLERK
ENGINEERING
PLANNING I PE I
GC 34090(a), GC 4003, GC
4004, H&S 19850
CITY CLERK
ENGINEERING
PLANNING
GC 34090(a), GC 4003, GC
4004, H&S 19850
CITY CLERK
ENGINEERING
PLANNING
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terrninated, V=Vital Page 16 of 44 Revised 5/10/2005 19
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
0 5 0 0 - 9 3
0500-95
LEGAL
CITATION RETENTION
CITY CLERK PE GC 34090(a), GC 4003, GC
PLANNING V 4004, H&S 19850
CITY CLERK PE GC 34090(a), GC 4003, GC
OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION
ADMINISTRATIVE VARIANCES (AV)
VARIANCES (V)
10510 I LAND USE/ZONING
051 0-05 GENERAL INFORMATION 2 GC 34090 PLANNING
10510-06 IPRELlMlNARY REVIEW ~PLANN~NG I CU+2 lGC34090
0510-10 PE
V 4004, H&S 19850
GC 34090(a), GC 4003, GC ADMINISTRATIVE PERMITS -APPROVALS PLANNING
0510-15
0510-20
ARCHITECTURAL DESIGN GUIDELINES PLANNING PE GC 34090(a)
LANDSCAPE GUIDELINES & STANDARDS PLANNING PE GC 34090(a)
0510-21 GC 34090(a), GC 4003, GC
14004. H&S 19850 LANDSCAPE PLANS PLANNING
10510-30 IZONE CODE AMENDMENTS (ZCA) I
051 0-25
051 0-35
__ - _-
10510-90 IREPORTS & STUDIES PLANNING I 2 IGC 34090(d)
PLANNING PE GC 34090(a), GC 4003, GC
CITY CLERK V 4004, H&S 19850
PLANNING
CITY CLERK V
PLANNING PE GC 34090(a), GC 4003, GC
CITY CLERK V 4004, H&S 19850 LOCAL COASTAL PROGRAM (LCP)
LOCAL COASTAL PROGRAM PLANNING PE GC 34090(a). GC 4003, GC
ZONE CHANGES (ZC)
GC34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
"'I "-"
0510-40
051 0-50
Page 17 of 44
Revised 5/10/2005
AMENDMENTS (LCPA) CITY CLERK V 4004, H&S i9850
LOCAL FACILITIES MANAGEMENT PLAN PLANNING PE GC 34090(a), GC 4003, GC
(LFMP) CITY CLERK V 4004, H&S 19850
PLANNING PE GC 34090(a), GC 4003, GC
V 4004, H&S 19850 GROWTH MANAGEMENT PLAN (GMP) CLERK
30
051 0-55 AGRICULTURAL PRESERVES (AP) PLANNING PE GC 34090 I Admin. Dec
GC 34090(a), GC 4003, GC
4004, H&S 19850 051 0-60 DAY CARE PERMITS (DC) PLANNING
GC 34090(a), GC 4003, GC
4004, H&S 19850 0510-65 HOSPITALS & CONVALESCENT HOMES PLANNING
GC 34090(a), GC 4003, GC
4004, H&S 19850 051 0-67 ACCESSORY STRUCTURES PLANNING
GC 34090(a), GC 4003, GC
0510-70 FLAT) PLANNING V 4004, H&S 19850
051 0-75 MOBILE HOME PARKS (MHP) PLANNING PE GC 34090
PE GC 34090 051 0-80 NOISE GUIDELINES PLANNING
COMPREHENSIVE LAND USE PLAN
,0510-83 (PALOMAR-MC CLELLAN AIRPORT)
051 0-85 PARKING REQUIREMENTS PLANNING SU+2 GC34090
SECOND DWELLING UNIT (SDU) (GRANNY ENGINEERING PE
PLANNING PE GC 34090(a)
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0520-10
SIGNS CITY IDENTIFICATION
REPORTS & STUDIES
I I
CALIFORNIA ENVIRONMENTAL QUALITY
ACT (CEQA) GUIDELINES
10520-05 /GENERAL INFORMATION
0520-50
0520-60
0520-70
0530
CONSULTANTS, ENVIRONMENTAL
REPORTS & STUDIES
REGULATIONS
GENERAL PLAN
0520-20 NEGATIVE DECLARATIONS
0520-30 INITIAL STUDIES (ENVIRONMENTAL)
0530-05 GENERAL INFORMATION PLANNING
1 ENVIRONMENTAL IMPACT ASSESSMENTS 0520-40 ~EIA,
CU+2 GC34090
0530-1 0
0530-1 5
PLANNING I CU+2 IGC34090
GC34090
GC34090
PLANNING
CITY CLERK V GENERAL PLAN AND ELEMENTS
GENERAL PLAN CONSISTENCY PLANNING V
PLANNING I PE lGC34090,CEQA
0530-20
PLANNING I PE lGC34090,CEQA
GC34090 PLANNING
V GENERAL PLAN AMENDMENTS (GPA) CLERK
PLANNING GC 34090, CEQA
PLANNING GC 34090, CEQA
PLANNING GC 34090, CEQA
PLANNING CORRESPONDENCE
PLANNING I PE IGC 34090, ADMIN. DEC
PE GC 34090, ADMIN. DEC.
PLANNING I PE IGC 34090, ADMIN. DEC
10530-30 IREPORTS & STUDIES PLANNING I PE IGC34090(d)
10540-05 I GENERAL INFORMATION IPLANNING I CU+2 IGC34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Paae 18 of 44
ReviSed5/10/2005 3i
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
9FFORDABLE HOUSING PROJECTS
FILE
NUMBER
0540-20
0540-30
0540-40
0540-50
0550
0550-05
0550-10
0550-1 5
0550-20
0550-22
0550-23
0550-30
0558-35
0550-50
0550-60
0560
0560-05
0560-1 0
0560-20
0560-30
0560-40
0560-50
0560-60
0560-70
0565
0565-05
0565-1 0
24 CFR 570.502(b)(3), 85.42, HOUSING
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION
HOUSING ASSISTANCE (SECTION 8)
FINANCIAL RECORDS (SECTION 8)
DEMOGRAPHIC INFORMATION IPLANNING I PE IGC 34090
24 CFR 570 502(b)(3), 85 42,
OMB CIR. A -1 10, #C
24 CFR 570.502(b)(3), 85 42,
OMB CIR. A -1 10. #C
HOUSING
HOUSING
POLICIES & PROCEDURES PLANNING I CU+10 IGC34090
POLICIES & PROCEDURES
REPORTS & STUDIES
REPORTS & STUDIES I PLANNING I 10 IGC 34090
HOUSING CU+2 GC 34090, GC 40801
HOUSING 2 GC 34090(d)
PLANNING, REGIONAL IPLANNiNG I PE IGC34090
PE REDEVELOPMENT
CITY CLERK MASTER PLAN (VILLAGE AREA)
I I I
HOUSING
I I I
GC 34090, ADMIN. DEC.
SENERAL INFORMATION HOUSING I CU+2 IGC34090
REDEVELOPMENT REGULATIONS REDEVELOPMENT PE GC 34090(e)
REDEVELOPMENT PERMITS (RP)
24 CFR 570.502(b)(3), 85.42, 9PPLICANTS (SECTION 8) HOUSING
GC 34090(a), GC 4003, GC
4004, H&S 19850
REDEVELOPMENT
CITY CLERK
ENGINEERING
VILLAGE PARKING PROGRAM
RESIDENTIAL REHABILITATION PROGRAM
I I I
REDEVELOPMENT
PE GC 34090 REDEVELOPMENT
CITY CLERK
REDEVELOPMENT
CLERK GC 34090, ADMIN. DEC. V
HOUSING &
REDEVELOPMENT
HOUSING &
REDEVELOPMENT
GENERAL INFORMATION
CDBG APPLlCATlONSlPROPOSALS
CU+2 GC34090
TE+5 CFR 85.42
GC 34090,24 CFR 570 502,24
POLICIES & PROCEDURES IREDEVELOPMENT I CU+2 IGC 34090, GC 40801
REPORTS & STUDIES /REDEVELOPMENT I 2 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 44
Revised 5/10/2005
FILE
NUMBER
0565-20
0565-30
0565-40
LEGAL
CITATION
GC 34090,24 CFR 570.502,24
RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION
HOUSING &
CITY CLERK TE+5 CFR 85.42
TE+5 CFR 85.42
CDBGIHOME PROGRAM REDEVELOPMENT
I lUUJrrpU (x GC 34090,24 CFR 570.502,24 SUBRECIPIENT FUNDING APPROVALS REDEVELOPMENT
ANNUAL PERFORMANCE REPORTS REDEVELOPMENT SU+10 GC 34090, ADMIN. DEC.
0570-05
0570-1 0
10570-40 IADOPTED CODES I BUILDING I PE IGC34090(e)
GENERAL INFORMATION BUILDING CU+2 GC34090
POLICIES & PROCEDURES BUILDING CU+2 GC34090
0570-33
0570-35
~___~~ ~ ~
GENERAL INFORMATION CODEENFORCEMENT
PE GC 34090(a), GC 4003, GC
V 4004, H&S 19850
GC 34090(a), GC 4003, GC
4004, H&S 19850
BUILDING PERMITS BUILDING
BUILDING PLANS BUILDING
10580-05 IGENERAL INFORMATION
0570-60
0 5 7 0 - 6 5
I I I I I I I I t
REPORTS & STUDIES BUILDING PE GC 34090(d), ADMIN. DEC.
CERTIFICATES OF OCCUPANCY BUILDING PE GC 34090, ADMIN. DEC.
10580-10 IHlSTORlC SITE INVENTORY I LIBRARY I SU+2 IGC34090(d)
I CU+2 GC34090 ECONOMIC
DEVELOPMENT ~ 0590-60 TOURISM (CONVIS)
HISTORIC SITES (CASE FILES)
0590-05 CU+2 GC34090 ECONOMIC
DEVELOPMENT GENERAL INFORMATION
0590-1 0
0590-20
0590-30
0590-40
0 5 9 0 - 5 0
CU+5
CU+5
CU+5
CU+5
CU+2 GC34090
GC 34090 / Adrnin. Dec.
GC 34090 / Adrnin. Dec.
GC 34090 I Adrnin. Dec.
GC 34090 / Adrnin. Dec.
ECONOMIC
DEVELOPMENT
ECONOMIC
DEVELOPMENT
ECONOMIC EMPLOYMENT ANALYSIS INFORMATION DEVELOPMENT
ECONOMIC
DEVELOPMENT BUSINESS PROMOTION/RETENTION
NEW DEVELOPMENT CONTACTS - ECONOMIC
INQUIRY DEVELOPMENT
ECONOMlClFlNANClAL ANALYSES
ECONOMIC REVIEW - PROJECTS
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 44 Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0600-1 0 CONTRACT SERVICES
DEVELOPMENT REPORTS & STUDIES
CCP 337.2, CCP 343, GC
TE+5 153066. BP 7042.5 CITY CLERK
I0600 JANIMAL CONTROL I
0600-26
10600-05 GENERAL INFORMATION I CU+2 IGC34090 I
I
REQUEST FOR ACTION (RFA) DATABASE CITY MANAGER CL+5 GC 34090, ADMIN DEC
I
061 0-65
0620
EMS REPORTS FIRE 7 HIPPA 45 CFR 164.530Q)
ENVIRONMENTAL PROTECTION
10600-45 IREPORTS & STUDIES PUBLIC WORKS I CU+2 IGC34090(d) I
0620-05
0620-1 0
10610 I EMERGENCY SERVICES I
GENERAL INFORMATION PLANNING CU+2 GC34090
AIR QUALITY PLANNING CU+7 CCP 338(k), GC 34090
EMERGENCY PLAN
0 6 2 0 - 2 0
0620-23
I I
cu+5 IGC 34090 V 061 0-20 DISASTER EVENTS FIRE
HAZARDOUS MATERIALS PROGRAMS FIRE SU+2 GC34090
HAZARDOUS MATERIALS DISPOSAL FIRE CU+10 CAL OSHA40, CFR 122.21
RETENTION CODES:
AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election,
EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terrninated, V=Vital Page 21 of 44
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FIRE PROTECTIONjPREVENTION
0630-05
0630-1 0
GENERAL INFORMATION
APPARATUS & EQUIPMENT INVENTORIES
FIRE
10630-20 IAPPARATUS & EQUIPMENT TESTS
CU+3 GC 34090, ADMIN. DEC.
FIRE
FIRE
10630-40 IFIRE INCIDENT REPORTS
CU+2 GC34090
CU+2 GC34090
FIRE/ARSON INVESTIGATION REPORTS
llNVOLVlNG DEATH) 0630-45
0630-1 APPARATUS & EQUIPMENT
SPECIFICATIONS
0630-25
0630-30
HOSE MAINTENANCE LOGS
SAFETY CLOTHING & EQUIPMENT
10630-60 IFIRE SYSTEMS - SHELL BUILDINGS
0630-47
FIRE SYSTEMS -TENANT IMPROVEMENT!
10630-65 I (NOTE: SPECIAL INSTRUCTIONS-SEE
FIRE DEPT.)
FIRE/ARSON INVESTIGATION REPORTS
(OTHER)
10630-73 IFIRE HYDRANTS
PE FIRE
CITY CLERK GC 34090, CCP 340.5
0630-90 WEED ABATEMENT
0630-95 REPORTS & STUDIES
0630-53
0630-55
ADOPTED FIRE CODES
FIRE INSPECTIONS
0630-59
FIRE I CU+2 IGC34090
VIOLATION LETTERS, NOTICES (FIRE
PREVENTION)
1
CL+3 GC 34090, CCP 338, CCP 340.5
SMOKE DETECTORS (NON-SINGLE
,0630-75 FAMILY)
FIRE I PE IPC 799, CFC 104.3.2
FIRE I CU+6 IPC 799, CFC 104.3.2
FIRE PREVENTION I CL+3 IUFC 103.34, CFC 104.3.4
FIRE PREVENTION I CL+3 IUFC 103.34
GC 34090, CFC 104.3.4, UFC
103.34, ADMIN. DEC. FIRE PREVENTION
FIRE PREVENTION I IGC 34090, ADMIN. DEC.
FIRE I PE IGC 34090, ADMIN. DEC
FIRE I PE (GC 34090, ADMIN. DEC
FIRE I PE IGC 34090, ADMIN. DEC.
cu+3
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 44
Revised 5/10/20aS -1 P’
i
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
GENERAL INFORMATION ENGINEERING
1640-20
1640-25
2640-30
10640-15 INATIONAL FLOOD INSURANCE PROGRAM IENGlNEERlNG I SU+2 IGC 34090 IAdmin. Dec. I
~~ ~
LAKESIBASINS ENGINEERING PE GC 34090
DRAINAGE FACILITIES ENGINEERING PE GC 34090
MASTER PLANS ENGINEERING CU+2 GC34090
0640-40
0640-45
0640-50
10640-35 ICREEKS ENGINEERING I PE lGC34090 I
FLOOD ZONES ENGINEERING PE GC 34090
FLOOD CONTROL DISTRICT ENGINEERING CU+2 GC34090
POLICIES & PROCEDURES ENGINEERING SU+5 GC 34090, GC 40801
0670-06
0670-07
AMBULANCE SERVICES
BAIL SCHEDULES POLICE SU+2 GC 34090 IAdmin. Dec.
VEHICLE REPORTS POLICE CL+10 GC 12946
10650-50 IPEST CONTROL IPuBLic WORKS I CU+2 IGC34090 I
CL+5 TRAFFIC COLLISION REPORTS (NON-
INJURY) 0670-08
0650-53- IMOSQUITO CONTROL
GC34090
IPUBLlC WORKS I CU+2 IGC 34090 I
POLICE 0670-09 (FATALITIES)
0670-1 0 INTERNAL INVESTIGATIONS POLICE
TRAFFIC COLLISION REPORTS
I I I I I I
PE GC 34090, PC 832.5, EVC 1045
PC832.5, EVC 1045, GCI 2946, cu+5 PC8Ol(C), VC 2547
10670-05 IGENERAL INFORMATION I CU+2 IGC34090 I
10670-1 1 IARREST LOGS & REPORTS I POLICE I CU+10 IGC34090 I
I CU+10 lGC34090 I 10670-1 2 I PATROL LOGS I POLICE
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 44
Revised 5/10/2005
CIN OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0670-20
0670-25
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION FILE
NUMBER
EVIDENCE, PROPERTY FILES POLICE CU+10 GC 34090
ASSET FORFEITURE POLICE CL+10 GC 34090
10670-1 3 IDAlLY ACTIVITY REPORTS I POLICE I CU+3 IGC34090
0670-30 POLICE 5 GC 34090 GRANT APPLICATIONS (FEDERAL &
STATE)
0670-35
0670-40
0670-50
0670-55
DETENTION FACILITIES (REGIONAL) POLICE 2 GC 34090
ALARM RECORDS 3 GC 34090 POLICE
FIRE
SECURITY SERVICES POLICE 2 GC 34090
SPECIAL SERVICES POLICE 2 GC 34090
10670-60 ITOWING SERVICES POLICE I 2 IGC 34090
0670-65
0670-70
0670-75
0670-63 IPARKING ENFORCEMENTlClTATlONS IPOLlCE
PAWN SHOP RECORDS POLICE CU+2 GC34090
MASSAGE LICENSES/APPEALS POLICE TE+2 GC34090
SPECIAL EVENTS PERMITS POLICE CL+2 GC34090
I CU+2 lGC34090.7
0670-80
0680
REPORTS & STUDIES POLICE CU+2 GC 34090(d)
PUBLIC WELFARE
0680-05 CU+2 GC34090 HOUSING &
REDEVELOPMENT GENERAL INFORMATION
10680-10 ICHlLD PROTECTIVE SERVICES I POLICE I 10 lGC34090
0680-20 CL+5 GC34090 PUBLIC WORKS AMERICANS WITH DISABILITIES (ADA)
0680-40
0690
0690-05
0690-1 0
10690-20 ISENlOR NUTRITION PROGRAMS ISENlOR CENTER I CU+2 IGC 34090
TRAUMA INTERVENTION PROGRAM (TIP) POLICE CU+2 GC34090
SENIOR SERVICES
GENERAL IN FORMATION SENIOR CENTER CU+2 GC34090
SENIOR PROGRAM SENIOR CENTER CU+2 GC34090
ISENIOR CENTER I CU+2 IGC 34090
0690-40 REPORTS & STUDIES
RETENTION CODES:
AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election,
EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terminated, V=Vital Page 24of44 2
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
337, CCP 343, ADMIN
AGREEMENTS - CONTRACTS FOR PUBLIC
REEMENTS - RELEASE
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 44 2
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
SPHERE OF INFLUENCE
0720-05
0720-1 0
0720-20
~ ~~
GENERAL INFORMATION CITY CLERK PE GC 34090 / Admin. Dec.
GENERAL MUNICIPAL ELECTIONS CITY CLERK PE GC 34090
SPECIAL MUNICIPAL ELECTIONS CITY CLERK PE GC 34090
10720-30 INOMINATIONS PAPERS IClTY CLERK I PE IEC 17000/Admin.Dec.
0720-35
0720-40
PETITIONS IN LIEU (FORMS) CITY CLERK CU+2 EC 17000
VOTER REGISTRATION - OUTREACH CITY CLERK CU+2 EC 17000
10720-50 IPOLlClES & PROCEDURES I CITY CLERK I SU+5 IEC 17000
0720-60 CU+2 GC 34090, EC 17501, EC 17301 ELECTION INFO (FROM REGISTRAR OF
VOTERS) CLERK
10725-05 I GENERAL INFORMATION lClTY CLERK I CU+5 lGC34090
INITIATIVE PETITION (NOT OPEN TO
REFERENDUM PETITION (NOT OPEN TO
0725-20 INSPECTION)
0725-30 INSPECTION)
CITY CLERK CL+.75 EC 17200, GC 6253.5
CL+.75 EC 17200, GC 6253.5 CLERK
10730-05 I GENERAL INFORMATION ICITY CLERK I CU+2 IGC 34090
0730-25
10730-1 0 I BULLETINS IClTY CLERK 1 CU+2 IGC34090
CORRESPONDENCE (FPPC) CITY CLERK E+7 GC 81009(e)
10730-20 IFORMS - MANUALS ICITY CLERK I SU+2 IGC34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
==Expired, PE=Perrnanent, SU=Superceded, TE=Terminated, V=Vital Page 26 of 44
Revised 5/10/2005
0 7 4 0 - 3 0
0740-35
0740-50
0740-55
0740-60
RETENTION CODES:
AU =After Audit, CL=Closed/Completed, CU =Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital
OATHS OF OFFICE - ELECTED OFFICIALS CITY CLERK PE GC 34090
OATHS OF OFFICE - EMPLOYEES HUMAN RESOURCES PE GC 34090
GC 34090, GC 6254, ADMIN. LEGAL MEMOS & OPINIONS CITY AlTORNEY cu+10 DEC
REQUESTS FOR LEGAL ADVICE VARIOUS CU+10 GC 34090
LEGAL PROCEDURES CITY ATTORNEY SU+2 GC34090
Page 27 of 44
Revised 5/10/2005 3 0
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
10740-70 ICARLSBAD MUNICIPAL CODE (CMC)
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION FILE
NUMBER
CITY CLERK
0745-30
0745-40
0745-50
0745-52
PE
(Unless SU) GC 34090 IvI
cL+5 GC34090
cL+5 GC34090
cL+7 GC34090
GC34090
CITY ATTORNEY SUBPOENAS (OTHER THAN CASE FILES) CLERK
COURT ORDERS (OTHER THAN CASE ATTORNEY FILES) V
V CIVIL CASE FILES CITY ATTORNEY
V CIVIL CASE FILES (HIGH PROFILE) CITY ATTORNEY
V
10745-10 ICLAIMS - BY THE CITY CITY A~ORNEY I cLv+5 IGC 34090
0750-10 AGENDAS, MEETING
10745-20 ~CWIMS AGAINST THE CITY
IGC 34090, ADMIN. DEC. \I CITY CLERK
CITY CLERK
CITY ATTORNEY I cF IGC34090
RISK MANAGEMENT
PE
V 0750-20 MINUTES, MEETING CITY CLERK GC 34090(a), GC 36814, GC
40801
10745-60 ICRlMlNAL CASE FILES ~C~TY ATTORNEY 1 IGC 34090
0750-60
0750-65
GENERAL INFORMATION
GC 34090(d)
GC34090
V
\I
AGENDA BILLS CITY CLERK
CLOSED SESSION AGENDA BILLS CITY CLERK
lClTY CLERK I PE IGC 34090, GC 40801
COUNCIL ASSIGNMENTS - 2 GC 34090 COUNCIL OFFICE
CITY CLERK
0750-80 COUNCIL LEGIS LATlVE PROGRAM
10750-30 INOTICES, MEETING lClTY CLERK I CU+2 IGC 34090.7, 54960.1(~)(1)
PE GC 34090, ADMIN. DEC. COUNCIL OFFICE
CITY CLERK
10750-40 I RESOLUTIONS I CITY CLERK I IGC 34090(d), GC 40801
10750-50 ORDINANCES lClTY CLERK I p\/E (GC 34090(d), GC 40801
10750-85 IREGULATIONS, OTHER lClTY CLERK I PE IGC 34090(d), GC 40801
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 44
Revised 5/10/2005 ?
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
LEGISLATIVE - MUNICIPAL WATER DISTRICT (CMWD)
0 7 5 3 - 0 5
0753-1 0
0753-20
0753-30
- GENERAL INFORMATION CITY CLERK CU+2 GC34090
AGENDAS, MEETING CITY CLERK PE GC 34090
MINUTES, MEETING CITY CLERK PE GC 34090
NOTICES, MEETING CITY CLERK CU+2 GC 34090.7, GC 54960.1 (c)(l)
10753-40 IRESOLUTIONS lClTY CLERK I PE IGC34090(d).GC40801 I
0753-50
0753-60
ORDINANCES CITY CLERK PE GC 34090(d), GC 40806
AGENDA BILLS CITY CLERK PE GC 34090(d)
0753-65
0755
10755-05 IGENERAL INFORMATION IClTY CLERK I CU+2 IGC34090 I
CLOSED SESSION AGENDA BILLS CITY CLERK PE GC 34090(d)
LEGISLATIVE - HOUSING & REDEVELOPMENT COMMISSION
0755-1 0
0755-20
10755-30 INOTICES, MEETING IClTY CLERK I CU+2 IGC 34090.7, GC 54960.1(~)(1) I
GC34090
GC 34090(d), GC 36814, GC
V
PE
V 40801
AGENDAS, MEETING CITY CLERK
MINUTES, MEETING CITY CLERK
10755-40 IRESOLUTIONS IClTY CLERK I 7 lGC34090(d), GC40801 I
0755-50
0755-60
0755-65
GC 34090(d), GC 40801
GC34090
GC34090
V
V
V
ORDINANCES CITY CLERK
AGENDA BILLS CITY CLERK
CLOSED SESSION AGENDA BILLS CITY CLERK
10757-05 GENERAL INFORMATION lClTY CLERK I CU+2 IGC 34090 I
0757-10
0757-20
0757-30
0757-40
GC34090
GC 34090(d), GC 36814, GC
V
PE
V 40801
AGENDAS, MEETING CITY CLERK
MINUTES, MEETING CITY CLERK
NOTICES, MEETING CITY CLERK CU+2 GC 34090.7, GC 54960.1(d)(l)
RESOLUTIONS CITY CLERK GC 34090(d), GC 40801 V
LEGISLATIVE - PUBLIC FINANCING AUTHO
0758-05 GENERAL INFORMATION CITY CLERK CU+2 GC34090
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 44
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0758-20
LEGAL
CITATION RETENTION OFFICE OF
RECORD __ RECORD CATEGORY 81 DESCRIPTION FILE
NUMBER
PE
V 40801
GC 34090(d), GC 36814, GC MINUTES, M EETl NG CITY CLERK
10758-10 IAGENDAS, MEETING I CITY CLERK Iv IGC34090
0 7 5 8 - 3 0
0758-40
NOTICES, MEETING CITY CLERK CU+2 GC 34090.7, GC 54960.1(d)(I)
RESOLUTIONS CITY CLERK GC 34090(d), GC 40801 \I
0758-50 IGC 3409O(d), GC 40801 V ORDINANCES CITY CLERK
AGENDA BILLS
0759-40
0759-50
10759-30 INOTICES, MEETING IClTY CLERK I CU+2 IGC 34090.7, GC 54960.1(d)(I)
GC 34090(a), GC 40801
GC 34090(d), GC 40806
V
V
RESOLUTIONS CITY CLERK
ORDINANCES CITY CLERK
0770-20
0770-27
0770-30
0770-35
REAL PROPERTY
~~~ ~
CITY CLERK
DEVELOPMENT
GC34090 V ACQUISITIONSIMERGERS ECONOMIC
SURPLUS PROPERTY CITY MA NAG E R PE GC 34090
GC34090 EMINENT DOMAIN CITY ATTORN EY
GC34090 CONDEMNATIONS CITY ATTORNEY
V
V
0770-40
0770-45
0770-60
0770-70
GC 34090(a)
GC34090
GC34090
V CITY CLERK VACATIONS, ABANDONMENTS,
RELINQUISHMENTS
V OFFERS OF DEDICATION CITY CLERK
CITY CLERK
FINANCE V LIENSIRELEASES (MISC.)
FINANCE
DEVELOPMENT
GC34090 V PROPERTY INVENTORY (CITY OWNED) ECONOMIC
10770-75 ~sPEc~AL DOCUMENTS (REAL PROPERTY)~FINANCE I PE IGC 34090
10770-80 ICMWD IFINAWE I PE 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 30 of 44
Revised 5/10/2005 - 43 3
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION FILE
NUMBER
FINANCE HOUSING & REDEVELOPMENT
COMMISSION 0770-90
LEGAL
CITATION RETENTION
PE GC 34090
0775
0775-05
0775-10
0775-20
10775-50 IREAL PROPERTY, OTHER lClTY CLERK I IGC 34090, GC 40801
REAL PROPERTY - DEEDS/EASEMENTS
G E N E RAL I N FORMAT10 N CITY CLERK
EASEMENTS & DEEDS -CITY CITY CLERK
DEED RESTRICTIONS CITY CLERK
PE GC 34090, GC 40801
GC 34090, GC 40801
GC 34090, GC 40801
V
V
10775-60 IC)UITCLAIMS lClTY CLERK I IGC 34090, GC 40801
0800
0800-03
0800-05
HUMAN RESOURCES/PERSONNEL ADMINISTRATION
CORRESPONDENCE HUMAN RESOURCES CU+2 GC34090
GENERAL INFORMATION HUMAN RESOURCES CU+3 GC34090 I
GC 34090, EQUAL PAY ACT, 0800-1 0 EMPLOYEE AWARDS CITY MANAGER
081 0-07
081 0-1 0
0810-1 5
081 0-1 7
081 0-20
081 0-23
EMPLOYEE NEWSLETTERS HUMAN RESOURCES
ORGANIZATIONAL CHARTS
TE+10 GC 34090
TE+5
TE+5
IFAS - HUMAN RESOURCES MODULE
DATABASE HUMAN RESOURCES
FINGERPRINTING HUMAN RESOURCES
PRE-EMPLOYMENT PHYSICALS HUMAN RESOURCES
DMV PRINTOUTS, EMPLOYEES HUMAN RESOURCES SU+2 GC 34090, VC 1808.1
FINANCE
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA
IMMIGRATION REFORM
Decision.
GC 34090, TITLE VII, FEHA,
1-9 FORMS - IMMIGRATION HUMAN RESOURCES TE+3 CONTROL ACT (IRCA), Admin.
cL+3 ADA, FLSA, FMLA, CRFA REQUESTS FOR LEAVE -MEDICAL HUMANRESOURCES
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election, Paae 31 of 44 EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terminated, V=Vital Revised 5/10/2005 , <u
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
081 0-25
081 0-40
LEGAL
CITATION RETENTION
TE+5
V PART-TIME EMPLOYEES (HOURLY) HUMAN RESOURCES
3/4 TIME & HUMAN RESOURCES
FULL-TIME EMPLOYEES POLICE v
OFFICE OF
RECORD RECORD CATEGORY 81 DESCRIPTION
GC 34090, EQUAL PAY ACT,
TITLE VII, FEHA, ADA, FLSA
081 0-70 WORKERS COMPENSATION CLAIMS FILES TRI-STAR CU+5 8 CCR 10102 HUMAN RESOURCES
vvunnLnr3 c~uivit -vir
GC 34090, EQUAL PAY ACT,
HUMAN RESOURCES
HUMAN RESOURCES GC 34090, UIC 1085,22 CCR
DISABILITY INSURANCE
081 0-80
081 0-85
10830-77 ICOBRA - PAYMENTS I FINANCE I CL+6 1GC34090
AUTHORIZATIONS (TO USE PERSONAL HUMAN RESOURCES SU+5 LC 4600,5404, and 5410
IOD (INJURY ON DUTY) RECORDS HUMAN RESOURCES CU+5 8 CCR 14307
ni IVCIPIALI\
0830-80
10840-05 I GENERAL INFORMATION IHUMAN RESOURCES I CU+3 (GC 34090
ub J-KWU, LUUML I n T ~b I,
HUMANRESOURCES PE TITLE VII, FEHA, ADA, FLSA, SALARIES (CLASSIFICATION &
COMPENSATION) T~dl A rnrn I ,,74
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 44
Revised 5/10/2005
FILE
NUMBER
0840-1 0
LEGAL
CITATION RETENTION
CL+3
OFFICE OF
RECORD RECORD CATEGORY 81 DESCRIPTION
UI, JtVIV, LUUML I I i I MI, I,
TITLE VII, FEHA, ADA, FLSA, NEGOTIATIONS HUMAN RESOURCES \I
10840-20 IIMPASSE PROCEDURES IHUMAN RESOURCES I CL+3 IGC 34090 I
0840-15
10850-05 I GENERAL INFORMATION IHUMAN RESOURCES I CU+3 IGC 34090, Title VII, FEHA, ADA 1
V
UMLI r(1 dtkl,
HUMAN RESOURCES CL+3 TITLE VII, FEHA, ADA, FLSA, LABOR - MANAGEMENT MINUTES,
MEETINGS rnii A PnrA
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA
cL+3
cL+3
0850-1 5 ADVERTISING (EMPLOYMENT) HUMAN RESOURCES
0850-20 EMPLOYMENT ANNOUNCEMENTS HUMAN RESOURCES
0850-25
0850-35
0850-40
0850-45
GC 34090, TITLE VII, FEHA,
cL+3 ADA
GC 34090, TITLE VII, FEHA,
HUMAN RESOURCES cL+3 ADA
GC 34090, TITLE VII, FEHA,
ADA
GC 34090, TITLE VII, FEHA,
ADA
JOB APPLlCATlONSlRESUMES HUMAN RESOURCES
WRITTEN EXAMINATION RECORDS
ORAL EXAMINATION RECORDS HUMAN RESOURCES
PHYSICAL EXAMINATION RECORDS HUMANRESOURCES
cL+3
cL+3
HUMANRESOURCES 0850-65 ELIGIBILITY LISTS
RESOURCES
cL+3 IGC 34090, TITLE VII, FEHA,
ADA
10860-05 IGENERAL INFORMATION IHUMAN RESOURCES I CU+3 IGC 34090 I
VOLUNTEER PROGRAMS CITY MANAGER
RETENTION CODES:
AU =After Audit, CL=Closed/Cornpleted, CU =Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 33 of 44
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
0900-05
0900-1 0
0900-1 5
LEGAL RETENTION
GENERAL INFORMATION PUBLIC WORKS CU+2 GC34090
CUSTODIAL SERVICES PUBLIC WORKS CU+2 GC 34090(d)
PUBLIC FACILITIES MAINTENANCE PUBLIC WORKS CU+2 GC 34090(d)
Io900 /GENERAL ADMINISTRATION
PUBLIC WORKS GRAFFITI -VANDALISM OF PUBLIC
BUILDINGS 0900-30 CU+2 GC 34090(d)
10900-20 PUBLIC GROUNDS MAINTENANCE PUBLIC WORKS I CU+2 IGC 34090(d)
CL+2 FACILITIES USE PERMlTSllNSURANCE
BINDERS 0900-43 GC34090
10900-40 IFAClLlTlES USE APPLICATIONS IRECREATION I CU+2 IGC34090(d)
Ogl 0-05
091 0-1 0
091 0-20
CU+2 GC 34090(d) GENERAL INFORMATION (MAINTENANCE PW - MAINTENANCE &
& OPERATIONS) 0 P E RAT1 0 N S
PW - MAINTENANCE &
0 P ERATlO N S
PW - MAINTENANCE &
0 P ERATlO N S
2.0831 10; GC 34090(a), GC
4004, H&S 19850
2.0831 IO; GC 34090(a), GC
4004. H&S 19850
CITY HALL - CIVIC CENTER
FARADAY BUILDING
10900-50 IREGULATIONS PUBLIC WORKS I PE IGC 34090(d), GC40806
PW - MAINTENANCE &
0 P ERATlO NS 091 0-30 MAINTENANCE YARD (405 OAK)
PW - MAINTENANCE &
OPERATIONS
/RECREATION
(0900-60 POLICIES & PROCEDURES IPUBLlC WORKS I SU+5 IGC 34090(d)
2.0831 10; GC 34090(a), GC
4004, H&S 19850
2.0831 10; GC 34090(a), GC
4004, H&S 19850
10900-65 IREPORTS & STUDIES IPuBLic WORKS I CU+2 IGC34090
091 0-43
091 0-45
0910-50
Io910 1 MUNICIPAL FACILITIES
PW - MAINTENANCE &
OPERATIONS 4004, H&S 19850
PW - MAINTENANCE &
OPERATIONS 4004, H&S 19850
PW - MAINTENANCE &
OPERATIONS 4004. H&S 19850
2.0831 10; GC 34090(a), GC
2.0831 10; GC 34090(a), GC
2.0831 10; GC 34090(a), GC
HERITAGE HALL
SCOUT HOUSE
SAFETY CENTER
L PW - MAINTENANCE &
OPERATIONS 4004, H&S 19850
PW - MAINTENANCE &
4004 H&S 19850
2.0831 10; GC 34090(a), GC
2.0831 10; GC 34090(a), GC
0910-53 FLEET MAINTENANCE YARD
091 0-60 HOUSING & REDEVELOPMENT OFFICE
Iogj0-35 ISENIOR CENTER
Iogio-40 ~KRUGER HOUSE 2.0831 10; GC 34090(a), GC
4004, H&S 19850
PW - MAINTENANCE & I PE I 0 P E RAT1 ONS
/RECREATION
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 34 of 44
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
PW - MAINTENANCE &
OPERATIONS
IRECREATION
PW - MAINTENANCE &
OPERATIONS
PW - MAINTENANCE &
OPERATIONS
PW - MAINTENANCE &
OPERATIONS
PW - MAINTENANCE &
OPERATIONS
PW - MAINTENANCE &
OPERATIONS
091 0-81 FIRE STATION #I
091 0-82 FIRE STATION #2
091 0-83 FIRE STATION #3
091 0-84 FIRE STATION #4
091 0-85 FIRE STATION #5
. ,. I DISTRICT) OPERATIONS 14004, H&S 19850 UY IU-IU
2.0831 10; GC 34090(a), GC
4004, H&S 19850
2.083110; GC 34090(a), GC
4004, H&S 19850
2.0831 10; GC 34090(a), GC
4004, H&S 19850
2.083110; GC 34090(a), GC
4004, H&S 19850
2.083110; GC 34090(a), GC
4004, H&S 19850
2.0831 10; GC 34090(a), GC
4004, H&S 19850
logio-~ SWIM COMPLEX
:E & 2.0831 10; GC 34090(a), GC
2.0831 10; GC 34090(a), GC .E &
4004, H&S 19850
I CIYMIY~E & 2.083110; GC 34090(a), GC
4004, H&S 19850 JNS
TENANCE & OC 2.0831 10; GC 34090(a), GC
I IUF'tKAI IUNY 4004, H&S 19850 -... . .. ...---.. .,_
I I In,", LlAlkl
09 1 0-86
0910-91
09 1 0-92
091 0-93
091 0-94
PW - MAINTENANCE & 2.0831 10; GC 34090(a), GC
OP ERATlO NS 4004, H&S 19850
PW - MAINTENANCE & 2.0831 10; GC 34090(a), GC
OPERATIONS 4004, H&S 19850
PW - MAINTENANCE & 2.083110; GC 34090(a), GC
OPERATIONS 4004, H&S 19850
PW - MAINTENANCE & 2.0831 10; GC 34090(a), GC
OPERATIONS 4004, H&S 19850
PW - MAINTENANCE & 2.0831 10; GC 34090(a), GC
OPERATIONS 4004, H&S 19850
FIRE STATION #6
COLE LIBRARY
CARLSBAD CITY LIBRARY (DOVE)
LAS PALMAS BUILDING
ADULT LEARNING CENTER 091 0-94
4004, H&S 19850
PW - MAINTENANCE & 2.0831 10; GC 34090(a), GC
OPERATIONS 4004, H&S 19850
rL
vi L8-u IJNS
ADULT LEARNING CENTER
TENANCE &
TENANCE &
2.0831 10; GC 34090(a), GC
4004, H&S 19850
2.0831 10; GC 34090(a), GC
... ^
PE
GENERAL INFORMATION (MAINTENANCE 10930-05 1 & OPERATIONS)
PW - GENERAL 1 CU+2 lGC34090
RECREATION
10930-06 IPARK SITE INFORMATION (Alpha by park)
10930-85 IMUNICIPAL GOLF COURSE
2.0831 10; GC 34090(a), GC
4004, H&S 19850
PW - GENERAL I PE I SERVICES
RECREATION
2.0831 10; GC 34090(a), GC
4004, H&S 19850
PW - GENERAL I PE I SE RVlC ES
RECREATION
7°930-90
0930-95
PW - PARKS 5 GC 34090 PLAYGROUND INSPECTIONS
STATE PARKS SERVICES 2 GC 34090
PW - GENERAL
RECREATION
PARK PLANNING
PUBLIC WORKS CU+2 GC34090 OPERATIONS - MAINTENANCE
10940-30 RESERVOIRS IPUBLICWORKS I PE IGC34090
RETENTION CODES:
AU =After Audit, CL=Closed/Completed, CU =Current Year, E=Election,
EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terrninated, V=Vital Page 35 of 44
Revised 5/10/2005 ~ .
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
1940-40
1940-50
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION FILE
NUMBER
PUMP STATIONS PUBLIC WORKS PE GC 34090
PE GC 34090 CONSTRUCTION - CIP (RESERVOIRS, WORKS
ETC \
1000-1 5
1000-20
1940-70 IREPORTS & STUDIES IPUBLlC WORKS I CL+2 IGC 34090
MONUMENTS PW - ENGINEERING PE GC 34090
PAVING PERMITS PW - ENGINEERING PE GC 34090
I I I I
1000 SERIES - PUBLIC WORKS/ENGINEERING
I
IMPROVEMENT, GRADING, & DRAINAGE
PLANS 1000-25
1000 I ENGINEERING
PE GC 34090 pw -
I
1000-35 DRAINAGE BASIN REPORTS GC 34090, GC 4003, GC 4004,
H&S 19850 PW - ENGINEERING
1000-30 GRADING PERMITS IPW - ENGINEERING I PE IGC 34090
1000-37
1000-40
1000-45
DRAINAGE & EROSION PW - ENGINEERING PE GC 34090
STANDARDS (ENGINEERING) PW - ENGINEERING SU+10 GC 34090 / Adrnin. Dec.
ENGINEERING PLANS PW - ENGINEERING PE GC 34090
1000-55
1000-60
1000-65
1000-47 I RIGHT-OF-WAY PERMITS IPW - ENGINEERING I PE 140 CFR 122.28
POLICIES & PROCEDURES PW - ENGINEERING PE GC 34090
REGULATIONS (ENGINEERING) PW - ENGINEERING SU+2 GC34090
SOILS & HYDROLOGY REPORTS PW - ENGINEERING PE GC34090(d)
1000-50 ISURVEY PROJECTS & MAPS IPW - ENGINEERING I PE IGC 34090
CL+2 iERlNG GC 34090(d)
1000-70 IREPORTS & STUDIES, GENERAL Ipw - ENGINEERING I 20 IGC 34090
1005
1005-05
1010
1000-75
1000-76
GEOGRAPHIC INFORMATION SYSTEMS (GIS)
GIS BASE MAPS
HIGHWAYS & THOROUGHFARES
GC 34090, H&S 19850, GC
PUBLIC WORKS 134090.7
rvv - ti\wi\t
INSPECTION
INSPECTION
HAUL ROUTE PERMITS
INSPECTION REQUESTS PW - ENGINE
1000-77 I INSPECTION LOGS PW - ENGINE
INSPECTION
iERlNG I CL+2 IGC34090
1000-80 IMICROFICHE INDEX IPW - ENGINEERING I PE IGC 34090 /Adrnin. Dec.
1010-05 IGENERAL INFORMATION IPUBLiC WORKS I CU+2 IGC 34090 / Adrnin. Dec. I
RETENTION CODES:
AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election,
EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terminated, V=Vital Page 36 of 44
Revised 5/10/2005 ,
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
101 0-30
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION FILE
NUMBER
~~ ~
TRUCK ROUTES &ACCESS , PUBLIC WORKS SU+2 GC 34090, GC 4003, GC 4004
1010-20 STATE ROUTE 78 PUBLIC WORKS I PE IGC 34090 / Adrnin. Dec
1020-20
1020-30
1020-40
1010-25 ~~NTERsTATE 5 IPUBLlC WORKS I PE IGC 34090 /Adrnin. Dec
PROJECT FILES PUBLIC WORKS
BRIDGE INSPECTIONS PUBLIC WORKS
BRIDGE SPECIFICATIONS PUBLIC WORKS
PW - FLEET MAINTENANCE RECORDS/
REPAIR ORDERS 1025-1 0
1020-05 GENERAL INFORMATION ~PUBL~C WORKS I CU+2 IGC34090
CL+2 GC34090
1025-30
1025-40
GC 34090
GC 34090
GC 34090
VEHICLE FILES PW - FLEET TE+2 GC34090
FUEL MONITORING PW - FLEET CU+2 GC34090
1020-50 IOVERPASSES IPUBLIC WORKS I PE IGC 34090, GC 4003, GC 4004
1025-45
GENERAL INFORMATION
I
PW - FFEET 20 GC 34090, AOMlN DEC FLEET WORK ORDER DATABASE
(MAINTSTAR) I
1030-05
1030-1 0
1025-20 IVEHICLE SPECIFICATIONS IPW - FLEET I SU+2 IGC 34090
GENERAL INFORMATION PUBLIC WORKS
CAPITAL PROJECTS PUBLIC WORKS
1030-45
1030-50
STREET NAME CHANGES (SNC) PUBLIC WORKS
POLICIES & PROCEDURES PUBLIC WORKS
1025-50 IPOLlClES & PROCEDURES I PW - FLEET I CU+2 IGC34090
1030-56
REPORTS & STUDIES
STANDARDS PUBLIC WORKS
1030-40 I STREET NAMES IPUBLiC WORKS
CrI IGC34090
GC 34090
PE IGC34090
PE IGC34090
PE IGC 34090
CU+10 IGC 34090
SU+10 IGC 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 37 of 44
Revised 5/10/2005
FILE
NUMBER
1030-60
RECORD CATEGORY & DESCRIPTION
REPORTS & STUDIES
1035
LEGAL
CITATION RETENTION OFFICE OF
RECORD
PUBLIC WORKS CU+10 GC 34090
1035-1 4
STREETS - MA1
PAVEMENT MANAGEMENT DATABASE PUBLIC WORKS PE GC 34090, ADMtN DEC
1035-05 GENERAL INFORMATION IPUBLlC WORKS I CU+2 IGC 34090
1035-1 5
1035-1 7
1035-20
1035-23
1035-07 ICOMPLAINTS IPUBLIC WORKS I CL+2 IGC 34090
DAILY WORK ORDERS & LOGS PUBLIC WORKS CU+5 GC34090
DAMAGE & INCIDENT REPORTS PUBLIC WORKS CL+5 GC34090
BIKE LANES PUBLIC WORKS PE GC 34090
CROSSWALKS PUBLIC WORKS PE GC 34090
I I I I
CURBS & GUTTERS
STREET LIGHTS
1035-10 ~MAINTENANCEIIMPROVEMENTS IPUBLlC WORKS I CL+2 (GC 34090
PUBLIC WORKS PE GC 34090
PUBLIC WORKS PE GC 34090
1035-13 IPAVEMENT- OVERLAY IPUBLlC WORKS I CL+2 IGC 34090
1035-39
1035-40
MEDIANS & ISLANDS PUBLIC WORKS PE GC 34090, GC 4003, GC 4004
LAN DSCAPl NG PUBLIC WORKS CU+2 GC 34090, GC 4003, GC 4004
PUBLIC WORKS TREE PLANTING, TRIMMING, OR
REMOVAL 1035-45
1035-25
1035-30
CU+5 GC 34090, GC 4003, GC 4004
1035-33
1035-35
HANDICAPPED RAMPS IPuBLic WORKS I PE IGC 34090
SIDEWALKS IPUBLICWORKS I PE IGC34090
1035-37 ILIGHTING & LANDSCAPING DISTRICTS IPUBLlC WORKS I TE+2 IGC 34090, GC 4003, GC 4004
1035-50 I POLICIES & PROCEDURES I PUBLIC WORKS I SU+5 IGC 34090, GC 4003, GC 4004
1035-60 ISTREET CLOSURES I PUBLIC WORKS I PE IGC 34090, GC 4003, GC 4004
REPORTS &STUDIES PUBLIC WORKS
RETENTION CODES:
AU =After Audit, CL=Closed/Cornpleted, CU =Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page 38 of 44
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
1040-30
1040-35
1040-40
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION FILE
NUMBER -... --.--.-
SU+5 GC34090
SU+5 GC34090
SU+5 GC34090
YVV - I KHl-l-lc;
ENGINEERING
ENGINEERING
ENGINEERING
PEDESTRIAN SAFETY
TRAFFIC SCHEDULES
TRAFFIC IMPACT FEESlMlTlGATlON
PW - TRAFFIC
PW - TRAFFIC
1040-55
1040-58
1040-45 ITRAFFIC WARRANTS
E-rnrr-rP
PW - TRAFFIC EX+5 GC34090 ENGINEERING SIGNAL PROJECTS
GC 34090, Adrnin Dec. \I SIGNAL MAINTENANCE PW - STREETS
PW - TRAFFIC I ENGINEERING
1040-60
1040-65
I EX+5 IGC34090
SU+5 GC34090
CU+5 GC34090
PW -TRAFFIC
ENGINEERING
ENGINEERING
REGULATIONS (TRAFFIC)
STATISTICS PW -TRAFFIC
1040-50 ITRAFFIC SIGNS
~~~ ~
NO PARKING ZONES -ON STREET
NO PARKING ZONES - OFF STREET
PUBLIC WORKS su+5
PUBLIC WORKS su+5
1050-55
1050-60
REPORTS &STUDIES
CU+5 GC34090 PARKING LOTS
PARKING REGULATIONS ENGINEERING PE GC 34090
ENGINEERING
CITY CLERK
CITY CLERK
1050-10 I REQUESTS/COMPLAINTS PUBLIC WORKS I CL+5 IGC34090
~
1055-05
1055-1 0
1055-1 5
1050-20
GENERAL INFORMATION PUBLIC WORKS cu+5
VILLAGE TRANSIT STATION PUBLIC WORKS PE
POINSETTIA TRANSIT STATION PUBLIC WORKS PE
1050-30
1050-40 PARKING FACILITIES, CITY PUBLICW WORKS I 5
GC 34090
GC 34090
GC 34090
1050-45 I PARKING PERMITS ~ENG~NEERING I CL+5 IGC34090
1050-50 ITEMPORARY CONTROLS IPUBLlC WORKS I EX+5 IGC 34090
1050-70 I STATISTICS /PUBLIC WORKS I 5 IGC 34090
1050-75 IPARKING DISTRICTS IPUBLlC WORKS I TE+5 IGC 34090
REPORTS & STUDIES ENGINEERING
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
GC 34090
GC 34090
Page 39 of 44
Revised 5/10/2005 YJ
FILE
NUMBER
1055-20
1055-25
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION
AIR TRANSPORTATION PUBLIC WORKS CU+5 GC34090
BUS TRANSPORTATION PUBLIC WORKS CU+5 GC34090
GC 34090 1055-28
1055-30 GC 34090
LIGHT RAIL (COASTER) PUBLIC WORKS cu+5
RAILROADS PUBLIC WORKS cu+5
1055-35 lTMl OPERATIONS IPUBLIC WORKS I CU+5 IGC34090
1055-40
1055-50
1055-55
SHUTTLE SERVICES PUBLIC WORKS cu+5
TRANSPORTATION PLANNING PUBLIC WORKS cu+5
PEAK HOUR TRAFFIC MANAGEMENT PUBLIC WORKS cu+5
GC 34090
TRANSPORTATION DEVELOPMENT ACT
ITDA) 1055-60
GC 34090
CU+5 GC34090 WORKS
GC 34090
055-63
PUBLIC WORKS CU+5 GC34090
PUBLIC WORKS CU+5 GC34090
STATE & LOCAL TRANSPORTATION
PARTNERSHIP PROGRAM (SLTPP)
TRANSPORTATION IMPROVEMENT
PROGRAM (TIP)
IIY I LrnVUfiL r3un1, \“L
1060-1 0
1055-65 ITRANSPORTATION EFFIEIENCY ACT IPUBLIC WORKS I CU+5 IGC34090
PE
V 4004, H&S 19850
2.0831 10, GC 34090(a), GC CAPITAL PROJECTS (PUBLIC WORKS) PUBLIC WORKS
1055-70 ITRANSPORTATION PROGRAMS PUBLIC WORKS I CU+5 IGC 34090
1060-30
1060-35
1055-75 ITRANSPORTATION SURVEYS IPUBLlC WORKS I CU+5 IGC 34090
REGULATIONS (PUBLIC WORKS) PUBLIC WORKS PE GC 34090
STANDARDS (PUBLIC WORKS) PUBLIC WORKS PE GC 34090
REPORTS & STUDIES PUBLIC WORKS
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 44
Revised 5/10/2005 ‘f 3
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
FILE
NUMBER
1065-40
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION
PE GC 34090 UNDERGROUND UTILITY ASSESMENT PUBLIC WORKS
DISTRICTS (UUAD) CITY CLERK
1070 I SOLID WASTE MANAGEMENT
1070-10
1070-30
~~
G E N ERA L IN FORMATI ON PUBLIC WORKS CU+2 GC34090
REFUSE COLLECTION PUBLIC WORKS CU+5 GC34090
1070-40 FINANCIAL STUDIES & REPORTS (TRASH) PUBLIC WORKS I CU+10 IGC34090
1070-60
1070-70
1070-80
RECYCLING PROGRAMS PUBLIC WORKS SU+5 GC34090
MASTER PLANS PUBLIC WORKS SU+2 GC34090
REGULATIONS PUBLIC WORKS SU+2 GC34090
1100
1 100-05
1 100-1 5
CULTURAL ARTS
GENERAL INFORMATION CULTURAL ARTS CU+2 GC34090
PERFORMING ARTS CULTURAL ARTS CL+2 GC34090
CULTURAL ARTS ACQUISITIONS
FUNDRAISING 1 100-30
1100-60 IREPORTS & STUDIES CULTURAL ARTS I cu+5 IGC 34090
PE GC 34090
I
1120 I LIBRARY SERVICES
1 100-40
1 100-50
ARTS & CULTURAL PROGRAMS CULTURAL ARTS SU+5 GC34090
VOLUNTEERS -ADVISORY GROUPS CULTURAL ARTS CU+5 GC34090
1120-23 IMATERIALS SELECTION I SU+10 IGC 34090, ADMIN. DEC
1 120-05
1 120-1 0
1 120-1 8
1120-25 ICALlFORNlA STATE LIBRARY I CU+10 IGC 34090
GENERAL INFORMATION LIBRARY CU+2 GC34090
ADM I N I ST RATION LIBRARY CU+2 GC34090
FINES - LATE FEES LIBRARY CL+5 GC34090
1120-53 IADULT LEARNING SERVICE I CU+20 IGC34090
1120-56 IMEDlA SERVICES I CU+20 IGC34090
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 44
Revised 5/10/2005 ! _'
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
1 130-07
11 30-1 5
11 30-20
11 30-30
LEGAL
CITATION RETENTION OFFICE OF
RECORD RECORD CATEGORY & DESCRIPTION FILE
NUMBER
REQUESTS - COMPLAINTS RECREATION CL+2 GC34090
INJURY - INCIDENT REPORTS RECREATION CL+2 GC34090
SPECIAL EVENTS RECREATION CL+2 GC34090
ADULT SPORTS RECR EAT10 N CL+2 GC34090
1120-80 IREPORTS &STUDIES I LIBRARY I CU+10 IGC34090
1 130-50
1 130-53
1 130-55
1130 I RECREATION
RECREATION CLASSES R EC R EAT10 N CL+2 GC34090
DAY TRIPPERS SENIOR CENTER CL+2 GC34090
CLASS REGISTRATIONS RECREATION CL+2 GC34090
11 30-61
1130-40 IYOUTH SPORTS IREcREAT~oN I CL+2 IGC 34090
BOAT PERMIT DATABASE RECREATION CU+2 GC 34090. ADMlN DEC
1 130-65
1 130-70
1 130-60 1 LAGOON PERMITS I RECREATION I CL+2 IGC 34090
LAGOON PATROL POLICE CL+2 GC34090
REGULATIONS R EC R EAT1 ON CL+2 GC34090
1200
1200-1 0
WATER SERVICES/BILLING
G E N E RAL I N FOR MATI ON PUBLIC WORKS CU+2 GC34090
1200-15
1200-20
CL+2 GC34090 CORRESPONDENCE-CUSTOMER FINANCE
CONCERNS PUBLIC WORKS
RATES - FEES PE GC 34090 FINANCE
PUBLIC WORKS
1200-23 IMETER READ REPORTS PUBLIC WORKS I CU+2 IGC 34090
1200-25
1200-35
1200-40
cu+5 GC34090 WATER SYSTEM MAINTENANCE PUBLIC WORKS
CONNECTIONS FINANCE PE GC 34090
POLICIES & PROCEDURES PUBLIC WORKS 15 GC 34090
V
CL+10 SUSSEX WORK ORDER DATABASE - WORKS 1200-43 WATER
I 1200-45 IREGULATIONS PUBLIC WORKS I SU+15 IGC34090
GC34090 AOMIN DEC
1200-50 IREPORTS & STUDIES PUBLIC WORKS I CU+5 IGC34090
RETENTION CODES:
AU=After Audit, CL=Closed/Completed, CU=Current Year, E=Election,
EX=Expired, PE=Permanent, SU=Superceded, TE=Terminated, V=Vital Page42 of44 .
Revised 5/10/2005
CITY OF CARLSBAD
FILING SYSTEM GUIDE
RECORD RETENTION SCHEDULE
WATER SOURCES (SUPPLY)
WATER QUALITY
TEST REPORTS (WATER)
1210-10 GENERAL INFORMATION IPUBLlC WORKS I CU+2 IGC 34090
PUBLIC WORKS CU+15 GC 34090
PUBLIC WORKS CU+15 GC 34090
PUBLIC WORKS CU+12 GC 34090
1210-20 ~coNsERVAT~ON IPUBLlC WORKS I CU+10 IGC 34090
MASTER PLAN
DAMS
1210-25
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
PUBLIC WORKS
PUBLIC WORKS
121 0-30
1210-35
WATER LINES
CAPITAL PROJECTS CONSTRUCTION
(WATER)
WATER RIGHTS
1210-40
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
WORKS PE 40 CFR 141.33, H&S 19850, GC
V 4003, GC 4004
PE 40 CFR 141.33, H&S 19850, GC
V 4003. GC 4004
PUBLIC WORKS
PUBLIC WORKS
1210-45
WELLS
1 2 1 0-47
121 0-50
PE
V 4003, GC 4004
40 CFR 141.33, H&S 19850, GC PUBLIC WORKS
121 0-60
1230-05
1230-1 0
1230-15
1210-65
40 CFR 141.33, H&S 19850, GC cu+5 4003, GC 4004
40 CFR 141.33, H&S 19850, GC
4003, GC 4004
GC34090
GENERAL INFORMATION PUBLIC WORKS
MASTER PIAN (WASTE WATER) PUBLIC WORKS
PUBLIC WORKS CAPITAL CONSTRUCTION (SEWER
LINES/MAINS) V
1230-40
1230-45
1230-50
1230-55
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
PE 40 CFR 141.33, H&S 19850, GC
V 4003. GC 4004
INDUSTRIAL WASTE PUBLIC WORKS
SLUDGE AND SOLIDS PUBLIC WORKS
OUTFALL PUBLIC WORKS
SEWER SYSTEMS MAINTENANCE PUBLIC WORKS
1230-65 40 CFR 141.33, H&S 19850, GC
14003, GC 4004 SEWER PERMITS PUBLIC WORKS
WATER USAGE PUBLIC WORKS GC 34090 GC 4003 GC 4004
REPORTS & S
1230-20 ISEWER CONNECTIONS IPUBLlC WORKS I PE IGC34090
1230-30 ---]RATES - FEES IPUBLICWORKS I PE IGC34090
RETENTION CODES:
AU=After Audit, CL=Closed/Cornpleted, CU=Current Year, E=Election,
EX=Expired, PE=Perrnanent, SU=Superceded, TE=Terminated, V=Vital Page 43 of 44
Revised 5/10/2005 4;
1260-50
1260-60
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, GC su+2 4003, GC 4004 REGULATIONS PUBLIC WORKS
REPORTS & STUDIES PUBLIC WORKS CU+5 GC34090
Page 44 of 44
Revised 5/10/2005