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HomeMy WebLinkAboutRESO7579RESOLUTION NO. 7579 RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO ADOPTING RECORDS RETENTION SCHEDULES FOR THE POLICE, PLANNING AND COMMUNITY ENVIRONMENT, PUBLIC WORKS, ,ND UTILITIES DEPARTMENTS, AND AMENDING RECORDS RETENTION SCHEDULES FOR THE OFFICES OF THE CITY ATTORNEY, CITY AUDITOR, CITY CLERK AND CITY MANAGER, ADMINISTRATIVE SERVICES, COMMUNITY SERVICES, FIRE AND HUMAN RESOURCES DEPARTMENTS, AND REPEALING RESOLUTIONS NO. 6644 AND 7544 WHEREAS, the destruction of certain public records is authorized by State law in Government Code sections 34090, et seq.; and WHEREAS, a system for the retention and schedule for the destruction of records and working papers that are no longer needed for administrative, legal, fiscal, historical, or research purposes is deemed appropriate; and WHEREAS, the City Clerk has developed and is responsible for the City's Records and Information Management ("RIM") Program, including guidelines and procedures prepared pursuant to that Program; and WHEREAS. m September 14, 1987 pursuant to Resolution No. 6644, the Council authorized the destruction of specified Police Department records; and WHEREAS, pursuant to the RIM Program, on August 14, 1995 by Resolution No. 7544 the Council adopted records retention schedules for the Offices of the City Attorney, City Auditor, City Clerk, and City Manager, and the Administrative Services, Community Services, Fire and Human Resources Departments; and WHEREAS, it is now necessary and desirable to adopt records retention schedules for the Police, Planning and Community Environment, Public Works and Utilities Departments, and to revise the records retention schedules fnr the Offices of the City Attorney, City Auditor, City Clerk and City Manager, and Administrative Services, Community Services, Fire, and Human Resources Departments; and WHEREAS, the City Attorney has reviewed and approved the proposed records retention schedules. NOW, THEREFORE, the Council of the City of Palo Alto does RESOLVE as follcws: SECTION 1. The Council hereby authorizes the head of each department to maintain and destroy records in accordance with their respective departmental retention schedules, attached hereto and incorporated herein by reference, subject to the written approval of the City Attorney prior to any proposed destruction, and subject 1 960417 bdc 0051543 r 1 further to the Records and Information Management Program and any guidelines or procedures the City Clerk may from time to time promulgate thereunder. SECTION 2. Resolutions No. 6644 and 7544 are hereby repealed. SECTION 3. The Council finds that this resolution does not constitute a project subject to the California Environmental Quality Act. INTRODUCED AND PASSED: April 22, 1996 AYES: ANDERSEN, FAZZINO, HUBER, KNISS, MCCOWN, ROSENBAUM, SCHNEIDER, SIMITIAN, WHEELER NOES: ABSENT: ABSTENTIONS: APPROVED: r A ty 044ZI. Ci Clerk Ma.r APP y attorney ORM: Ci Manager 9(0417 bdc 0051543 2 CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL. CONTACTS JOAN MARTEN, Administration, ext. 2404 FRED HERMAN, Inspection. Svcs., ext. 2550 KAREN KIT, Planning, ext. 2440 OLUBAYO ELIMISHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION EDIA FLORM ECORD RCOPY OFF CENTER DESTROY l HIST/ VITAL l REMARKS IP ADMINISTRATION 001 OTHER DEPARTMENTS - Personnel Records, Safety Files, Purchase Orders, Payment Claim Vouchers, City Manager's Reports, Legislation, Litigation, Final Budget, Equipment and Facility Maintenance, Time Sheets, Correspondence w/Other Departments & Retention Schedules P HR/ASD/ CM/ATTY C + I -0- YES - Except Personnel files transfer to HR NO/NO Duplicate dottier departments 002 ill Department DEPARTMENT ADMINISTRATION - Procedures, Equipment Inventories, Budget Preparation, Correspondence & Retention Schedules P PLAN C + 2 YES GC 34090 C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCIIREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning, ext. 2440 FRED HERMAN, Inspection. Svcs., ext. 2550 OLUBAYO ELIMISHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF I CENTER DESTROY HIST/ VITAL REMARKS IP003 CONTRACTS a) Council Approved b) Contracts under $25,000 P CLERK PLAN C C + 2 -0- 3 YES NO/NO Duplicate of City Clerk Same Retention Period as City Clerk (PAMC 2.30.075] 004 ADMINISTRATION REFERENCE - Special & Area Studies, Fee Schedules, Orgs. List, Ordinance Binder, Planning Ethics, Data Collection, Hazardous Waste Substance List & Toxics Log P PLAN Useful Life -0- YES NO/NO Planning Opinion C - Current D - Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 2 PER = Permanent SUP -- Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning, ext. 2440 FRED IIERMAN, Inspection. Svcs., ext. 2550 OLU13AY0 ELIMtSHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS ill 005 STUDIES - a) Admininstrative and Management Studies, Area Studies b) Willow Road & Sand Hill Road Corridor P/O PLAN C + 2 PER -7- -0- YES NO NO/NO YES/NO Planning Opinion City Attorney Opinion BOARDS AND COMMISSIONS 006 S c) City of Palo Alto - a) Minutes b) Agendas Correspondence P/Audio Tapes P NO PLAN PER C + 2 C + 2 -0- -0- -0- NO YES YES YES/NO NO/NO NO/NO GC 34090 007 County of Santa Clara P SCC C + 2 -0- YES NO/NO Duplicate of Santa Clara County C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 3 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning, ext. 2440 FRED HERMAN, Inspection. Svcs., ext. 2550 OLUBAYO ELIMISHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD I COPY OFF CENTER DESTROY HIST/ VITAL REMARKS PLANNING DIVISION 1 008 PLANS a) Approved b) Denied P/M PLAN PER C + 2 -0- -0- NO YES ► YES/YES NO/NO , Manning Opinion GC34090 C = Current D = Diskette H=Hard Disk 0 Optical Disk P — Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 4 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY • DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext_ 2404 KAREN KIT, Planning, ext. 2440 FRET) I II:RMAN, Inspection. Svcs., ext. 2550 OLURAYO ELIMISHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 1111, 009 PLANNING ENTITLEMENTS a) Applications b) Permits, Zone Changes, Non -conforming Uses, Architectural Review, Historic Review, Home Improvement Exceptions, Variances, Conditional Use Permits, Major/Minor Sub- divisions, Planned Community Zone Changes, Site & Design, Demolition Permit for Historic Building. Neighborhood Preservation Zone Exceptions c) Maps - Zoning, Tentative Subdivision, Preliminary Parcel, Comp Plan Land Use P/O P/0 P/HIM/ Mylar PLAN PLAN PER PER -0- -0- SUP Keep current version NO NO YES/NO YES/YES Maps are vital p GC 34090 Duplicate stored offsite as vital P backup copy. C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 5 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning, ext. 2440 FRED HERMAN, inspection. Svcs., ext. 2550 OLUBAYO ELIMISHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS III 010 HISTORIC INVENTORY P/H/D PLAN C -0- SUP Keep current version NO/NO GC 34090 011 ZONING ORDINANCES P/H/M CLERK C -0- YES NO/NO Duplicate of City Clerk 012 COMPREHENSIVE PLAN AND AMENDMENTS P/M PLAN PER -0- NO YES/YES GC 34090 Duplicate stored offsite as vital backup copy 013 SPECIAL PROJECTS & AREA STUDIES P/O PLAN PER -0- NO YES/NO Planning Opinion • C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 6 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning, ext. 2440 FRED HERMAN, Inspection. Svcs., ext. 2550 , OLUBAYO ELIMISHA, Transptn.,, ext, 3520 , RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS o 014 COMMUNITY DEVELOP- MENT BLOCK GRANTS (CDBG) a) Project Files b) Deeds of Trust & Promissory Notes c) Citizen Committee Apps d) Plans - Citizen Participation, Community Development, & Consolidated Plan e) Notices - Proof of 13/11/E PLAN CLERK PLAN PLAN PLAN C + 2 " C C + 3 C + 3 C + 3 3 -0- -0- -0- -0- YES NO/NO State of California Duplicate of City Clerk Planning Opinion Planning Opinion Planning Opinion C = Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 7 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN-SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning, ext. 2440 FRED HERMAN, Inspection. Svcs., cxi. 2550 OLUBAYO E1.IMISHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS II 014 CDBG (Continued) f) Contracts & Proposals g) Property Inventory h) Annual Statements i) Program Reference - Forms, Procedures & Brochures P PLAN C + 5 C + 3 C + 3 C + 3 -0- -0- -0- -0- YES YES YES YES NO/NO NO/NO NO/NO NO/NO State of California Manning Opinion Planning Opinion Planning Opinion C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 8 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration. ext. 2404 KAREN KIT, Planning, ext. 2440 RESOLUTION FRED I IERMAN, Inspection. Svcs., ext. 2550 OI.UAAYO ELIMISI1A, Transptn.., ext. 3520 MEDIA RECORD HIST( SERIES DESCRIPTION FORM COPY OFF CENTER DESTROY VITAL I REMARKS • 015 HOUSING a) General Info and Reference PLAN C -0- YES NO/NO b) Housing Studies & Programs PLAN C + 3 -0- YES NO/NO (CHAS, MCC, HBAC) Planning Opinion c) HOME PLAN C + 3 -0- YES NO/NO Federal regulations for d) In -Lieu Housing Mitigation P PLAN/ASD C 4- 3 -0- YES NO/NO federally funded programs and e) Low/Moderate Housing PLAN/CLK C + 3 -0- YES NO/NO labor standard compliance files f) BMR Units/En-Lieu Fce PLAN/ASD C + 3 -0- YES NO/NO Projects ® g) BMR Administration PLAN C -0- YES NO/NO h) LIHPRHA/At--Risk Projects PLAN C + 3 -0- YES NO/NO it RHAP PLAN C + 3 -0- YES NO/NO C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 9 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning, ext, 2440 FRED HERMAN, Inspection. Svcs., ext. 2550 OLUBAYO ELIMISHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS ill TRANSPORTATION DIVISION 016 . BICYCLES a) Bike Boulevard b) Bike Bridges c) Bike Counts d) Bike Facilities, Lockers, Racks e) Bike Locker Rental Program f) Bike Operations (signing/ striping, signal detection), Paths, Routes, Trails P PLAN PER C + 2 C + 2 C + 2 C C + 2 -0- NO YES YES YES YES YES YES/NO YES/NO NO/NO NO/NO NO/NO NO/NO Unique project, historical significance, model for other jurisdictions in and out of U.S. GC 34090 GC 34090 GC 34090 Planning Opinion GC 34090 C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T=Tape FD = Filed Date M= Microfilm/Microfiche 10 PER = Permanent SUP = Supersede TER = Terinination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning, ext. 2440 FRED HERMAN, Inspection, Svcs., ext. 2550 OLUBAYO ELIMISHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST! VITAL REMARKS OP016 BICYCLES (Continued) g) Palo Alto Bicycle Advisory Committee P PLAN C + 2 -0- YES NO/NO GC 34090 017 FUNDING - FE T SIM Applications, Prop 116 Applications, STD/CMAQ Applications & TDA Article 3 Applications P PLAN Useful Life -0- YES NO/NO Planning Opinion 018 NEIGHBORHOOD STUDIES P PLAN C + 2 7 YES NO/NO Planning Opinion 019 110 PARKING a) California Ave Area Development Association b) CarpoolNanpool Program c) Facilities (garages/tots) P PLAN C + 2 -0- -0- 8 YES YES/NO NO/NO YES/NO GC' 34090 G 34090 Planning Opinion C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 11 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY 1 DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MAR'T'EN, Administration, ext. 2404 KAREN KIT, Planning, ext. 2440 FRED I IERMAN, Inspection. Svcs., ext. 2550 OLUL3AYO ELIMISHA, Transptn.., ext. 3520 RESOLUTION DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY 4 HIST/ VITAL REMARKS iv_SERIES 019 PARKING (Continued) d) Permit Policy!Mgmt e) Residential Permit Parking 0 Structures g) Surveys h) Zones P PLAN Useful Life Useful Life C + 2 Useful Life C + 2 -0- 0. 8 .0- _0_ YES YES/NO YES/NO YES/NO YES/NO NO/NO Planning Opinion Planning Opinion Manning Opinion Planning Opinion GC 34090 020 III PERMITS/TRAFFIC CONTROL Certificates of Insurance & Traffic Control Plans P PLAN C + 2 -0- YES NO/NO GC 34090 C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 12 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning, ext. 2440 FRED HERMAN, Inspection. Svcs,, ext. 2550 OLURAYO ELIMISHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY I HIST/ VITAL REMARKS II 021 TRAFFIC REFERENCE a) Aerial Photographs b) Americans with Disabilities Act c) Bike - correspondence, other jurisdiction bike plans, safety/education d) Congestion Pricing e) Consultants (promotional materials, statements of qualification) f) Demographic Data (Census other data sources) P PLAN PLAN PLAN/ FIRE PLAN PLAN PLAN Useful Life Useful Life Useful s Life Useful Life Useful Life Useful Life -0- -0- 2 2 -0- 2 YES YES/NO NO/NO NO/NO NO/NO NO/NO NO/NO , Planning Opinion Planning Opinion GC 34090 GC 34090 Planning Opinion GC 34090 C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 13 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT , PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning, ext. 2440 FRED IIERMAN, Inspection. Svcs., ext. 2550 OLUBAYO ELIMISHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 02I TRAFFIC REFERENCES (Continued) g) GIS Information h) Traffic Control Devices Committee i) Traffic Flow Maps P PLAN Useful Life C + 2 Useful Life 2 -0- -0- YES YES NO NO/NO GC 34090 GC 340990 Planning Opinion 022 IIII Plan REGIONAL AGENCIES - Cities: East Palo Alto, Menlo Park, Mountain View, Metropolitan Transportation Commission - General, Regional , San Mateo County Transportation Authority & Santa Clara County Traffic Authority P PLAN C + 2 -0- YES NO/NO GC 34090 C = Current D — Diskette H = Hard Disk 0 - Optical Disk 13= Paper T=Tape FD = Filed Date M= Microfilm/Microfiche 14 PER - Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning. ext. 2440 FRED HERMAN, Inspection. Svcs., ext, 2550 OLUBAYO ELIMISHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAE.. REMARKS III 022 REGIONAL AGENCIES (Continued) - Santa Clara County Transportation Agency & Santa Clara Valley Water District P PLAN C + 2 -0- YES NO/NO GC 34090 023 SCHOOL SAFETY a) Adult Crossing Guard Studies b) City/School Traffic Safety Committee c) Citywide School Corridor Commute Safety Study d) Palo Alto Unified School District, general P PLAN C + 2 -0- -0- 7 -0- YES NO/NO GC 34090 GC 34090 Planning Opinion GC 34090 C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 15 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning, ext. 2440 FRET) HERMAN, Inspection. Svcs., ext. 2550 OLUBAYO ELIMISHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER I HIST/ DESTROY VITAL REMARKS 111/ 024 TRAFFIC STUDIES a) Comprehensive Plan b) Dream Team Project c) Palo Aito Medical Fdtn. d) Sand Hill Road Projects P PLAN C + 2 C+ 2 C + 2 PER 7 7 7 -0- YES YES YES NO NO/NO NO/NO NO/NO YES/NO Planning Planning Opinion Planning Opinion City Attorney Opinion 025 (110 TRAFFIC OPERATIONS a) Accidents I. High Accident Locations 2. Accident Data/Reports b) Caltrans: Project Develop- ment, Ramp Metering, Route Concept Reports, Soundwalls c) Road Bump Program P PLAN/ POLICE PLAN PLAN C 4 2 Useful Life Useful Life C + 5 -0- -0- -0- 5 YES NO/NO Planning Opinion C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 16 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KU, Planning, ext. 2540 FRED HERMAN, Inspection. Svcs., ext. 2550 OLUDAYO ELIMISIIA, Trans'tn.., ext. 3520 RESOLUTION SER1E:: DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS II 025 TRAFFIC OPERATIONS (Continued) d) Route 84 (Dumbarton Brdg) e) Route 101/University Interchange f) Speed Studies/Surveys g) Stop Signs h) Streets: Intersection improvement projects, other operational improvements i) Traffic Count Data P PLAN C + 2 Useful Life C + 2 C + 2 C + 2 C + 2 -0- -0- 7 7 7 -0- YES NO/'NO GC 34090 Planning Opinion Planning Opinion Planning Opinion Planning Opinion GC 34090 C = Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date M— Microfilm/Microfiche 17 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS LOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning, ext. 2440 FRED BERMAN, Inspection. Svcs., ext. 2550 OLUBAYO ELIMJSNA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 111 026 TRANSIT a) CalTrain: L General, Peninsula Corridor JPB, Operation Lifesaver, San Antonio Station, S.F. Extension 2. Train Whistle Noise b) Dumbarton Bridge Express Bus Service c) San Mateo County Transit d) Santa Clara County Transit: Bus Shelters, Routes, Stops P PLAN C + 2 Useful Life Useful Life Useful Life Useful Life -0- YES NO/NO GC 34090 Planning Opinion Planning Opinion Planning Opinion Planning Opinion C = Current D = Diskette H - Hard Disk 0 = Optical Disk P = Paper T=Tape FD = Filed Date M= Microfilm/Microfiche 18 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PLANNING AND COMMUNITY ENVIRONMENT DEPARTMENT PLANNING AND COMMUNITY ENVIRONMENT ATTORNEY DEPARTMENT HEAD KEN SCHREIBER COUNCIL APPROVAL CONTACTS JOAN MARTEN, Administration, ext. 2404 KAREN KIT, Planning, ext. 2440 FRED HERMAN, Inspection. Svcs., ext. 2550 OLIJE3AYO ELIMISHA, Transptn.., ext. 3520 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER I HIST/ DESTROY VITAL REMARKS • 027 TRANSPORTATION SERVICES - Paratransit Coordinating Council P PLAN C + 2 -0- YES NO/NO GC 34090 INSPECTION SERVICES DIVISION 028 ADDRESS FILES - Permits, Development Permits, Building Use & Occupancy Variances P/O/H/T/M PLAN PER -0- NO YES/YES GC34090 Duplicate stored oMite as vital backup copy 029 PLANS r P/M PLAN PER -0- NO YES/YES li&S 19850 030 HOUSING IMPROVEMENT PROGRAM (HIP) PM PLAN TER + 5 -0- YES NO/YES Loan files are vital Planning Opinion Duplicate stored offsite as vital backup copy C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 19 PER = Permanent SUP = Supersede TER - Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE POLICE DEPARTMENT DEPARTMENT POLICE DEPARTMENT ATTORNEY DEPARTMENT HEAD CHRIS DURKIN COUNCIL APPROVAL SEPTEMBER 14, 1987 CONTACT BETTY LOWE EXTENSION 2553 RESOLUTION 6644 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 0 001a COMMUNICATIONS - Radio & Telephone providing such recordings are not evidence in any claim filed and litigation (or potential claims and litigation), in which case, such recordings shall be preserved for 100 days after the conclusion of the litigation T POLICE 100 Days -0- YES NO/NO • GC 34090.6 and Resolution 6644 001b ACCIDENT REPORTS - Nonfatal provided that the cases are not presently involved in litigation P/H/O POLICE C + 3 -0- YES NO/NO GC 34090 and Resolution 6644 001 c ACCIDENT REPORTS - Fatal provided that the cases are not presently involved in litigation P/H/O POLICE C 4-5 -0- • YES NO/NO GC 34090 and Resolution 6644 00I d BICYCLE REPORTS - relating to found or recovered bicycles P/H/O POLICE C +5 -0- YES NO/NO GC 34090 and Resolution 6644 C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date TER = Termination 1 M= Microfilm/Microfiche PER = Permanent SUP = Supersede CITY OF PALO ALTO RECORDS RETENTION SCHEDULE POLICE DEPARTMENT DEPARTMENT POLICE DEPARTMENT ATTORNEY DEPARTMENT HEAD CHRIS DURKIN COUNCIL APPROVAL SEPTEMBER 14, 1987 CONTACT BETTY LOWE EXTENSION 2553 RESOLUTION 6644 AMENDED I SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS . 001e CRIME REPORTS - providing they have been purged by the Department of Justice of the State of California; they do not relate to unserved warrants; or they do not involve identifiable items which have not been recovered (I) Closed PC 290, 457.1 PC & H&S 11590 registrants P/WO POLICE C + 100 -0- YES ~�r NO/NO CA Code of Regulations, Title 11, Chapter 7, Act 7, Section 708; PC 851.8 RESTRICTED ACCESS (2) Closed PC 187, 189 or 192 P/1 -I/O POLICE C + 100 -0- YES NO/NO CA Code of Regulations, Title 11, Chapter 7, Act 7, Section 708 RESTRICTED ACCESS (3) Closed PC 700 P/H/O POLICE -0- YES NO/NO (4) Closed PC 800 P/H/O POLICE C + 8 -0- YES NO/NO 001f INCIDENT REPORTS 13!H/O POLICE C + 5 -0- YES NO/NO GC 34090 and Resolution 6644 001 g CITATIONS - Parking and Moving P/II POLICE C + 1 4 YES NO/NO This is the same retention requirement as the Courts C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date TER = Termination 2 M= Microfilm/Microfiche PER = Permanent SUP = Supersede CITY OF PALO ALTO RECORDS RETENTION SCHEDULE POLICE DEPARTMENT DEPARTMENT POLICE DEPARTMENT ATTORNEY DEPARTMENT HEAD CHRIS DURKIN COUNCIL APPROVAL SEPTEMBER 14, 1987 CONTACT BETTY LOWE EXTENSION 2553 RESOLUTION 6644 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 111 00I h WARRANTS - Served and Recalled P/0 POLICE C + 2 -0- YES NO/NO GC 34090 001i CALLS FOR SERVICE - providing such cards are not evidence in any claim filed or pending litigation in which case such cards shall be preserved for 3 years after the conclusion of litigation and telephone records P POLICE C + 2 -0- YES NO/NO GC 34090 00Ij RESTRAINING PROTECTION ORDERS - over 2 years old ninety days from the date of expiration whichever is later in time P POLICE C+2 -0- YES NO/NO PC 13710 001 k DAILY BULLETINS - Police Press Bulletins PM POLICE C + 2 -0- YES NOMO GC 34090 0011 FIELD INTERVIEWS CARDS PM POLICE C + 2 -0- YES NO/NO GC 34090 C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date TER = Termination 3 M= Microfilm/Microfiche PER = Permanent SUP = Supersede CITY OF PALO ALTO RECORDS RETENTION SCHEDULE POLICE DEPARTMENT DEPARTMENT POLICE DEPARTMENT ATTORNEY DEPARTMENT HEAD CHRIS DURKIN COUNCIL APPROVAL SEPTEMBER 14, 1987 CONTACT BETTY LOWE EXTENSION 2553 RESOLUTION 6644 AMENDED SERIES I DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 0 001m ANIMAL CONTROL - All records relating to animal inventory P POLICE C + 2 -0- YES NO/NO GC 34090 001 n HUMANE OFFICER - Daily Activity records and logs P POLICE C + 2 -0- YES NO/NO 00Io ANIMAL LICENSES - Dog licenses 3 years from expiration P/H POLICE C + i 2 YES NO/NO GC 34090 and Resolution 6644 001p ANIMAL SERVICES - Nuisance Complaints, Animal Bite Reports, PAMC Violations and warnings issued and vaccinations P/H POLICE C + I 2 YES NO/NO GC 34090 and Resolution 6644 C = Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T =Tape FD = Filed Date TER = Termination 4 M= Microfilm/Microfiche PER = Permanent SUP = Supersede CITY OF PALO ALTO RECORDS RETENTION SCHEDULE POLICE DEPARTMENT DEPARTMENT POLICE DEPARTMENT ATTORNEY DtPAR'i MENT HEAD CHRIS DURKIN COUNCIL APPROVAL SEPTEMBER 14, 1987 CONTACT BETTY LOWE EXTENSION 2553 RESOLUTION 6644 AMENDED SERIES DESCRIPTION `INTERNAL MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS i 0tfiq AFFAIRS - Docu- ments relating to complaints or investigations in response to citizen complaints regarding members of the Department and internal affairs investi- gation files, providing docu- ments are not evidence in any claim filed/pending litigation P POLICE C + 1 4 YES NO/NO GC 6542 RESTRICTED ACCESS 002 UNSOLVED CAPITAL CASES P/H/O POLICE P -0- NO NO/NO Resolution 6644 ADMINISTRATION J 003 1110 (a) Personnel Training P POLICE TER+2 -0- YES NO/NO GC 34090 May be offered to officer upon termination (b) Policy, Forms. Brochures P POLICE C + 2 -0- YES HOMO GC 34090 (c) Budgets, P.O.'s, Time Keeping, Corres & Records Retention Schdle* PM POLICE/ CLERK* C + 2 -0- YES NO/NO GC 34090 Duplikteat itHtfehidlulelkrnexilbpords maintain*erhiht%upi ied) C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date TER = Termination 5 M= Microfilm/Microfiche PER = Permanent SUP = Supersede CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PUBLIC WORKS DEPARTMENT PUBLIC WORKS ATTORNEY DEPARTMENT HEAD GLENN ROBERTS COUNCIL APPROVAL CONTACT KAREN OXENDINE EXTENSION 2373 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS ADMINISTRATION 001 PERSONNEL - Evaluations, Attendance, Discipline, Schedules & Injury P HR C -0- YES NO/NO Duplicate of Human Resources 002 BUDGET - Work Papers, Changes and Department Operating P/H PW C+2 -0- YES NO/NO .. GC 34090 003 GENERAL - Cones, Chron Files, Staff Meetings, Forms, & Association Information P/H/D PW C+2 -0- YES NO/NO GC 34090 004 OTHER DEPARTMENTS - CMRs, Purchase Orders, { Purchase Requests, Payment Files, Records Retention Schedule* & Billing Requests 1 P CM ASD CLERK* C+2 -0- YES NO/NO Duplicate of City Manager, Administrative Services and City Ckrk *Note: Records Retention Schedules are only maintained while in effect (current/superceded) 005 SERVICE CONTRACTS - Under $25,000 P PW TER+2 3 YES NO/NO Same Retention Requirement as City Clerk's Service Contracts C - Current P = Paper M = Microfilm/Microfiche D = Diskette PER = Permanent TER = Termination FD = Filed Date SUP = Supersdde O = Optical Disk H=Hard Disk T = Tape CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PUBLIC WORKS DEPARTMENT PUBLIC WORKS ATTORNEY DEPARTMENT HEAD GLENN ROBERTS COUNCIL APPROVAL CONTACT KAREN OXENDINE EXTENSION 2373 RESOLUTION • SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 006 WORK REQUESTS - Labor and Material Tracking, Key Requests, Service Calls, Accident and Damage Log, Work Orders and Logs & Schedules P PW C+2 -0- YES NO/NO GC 34090 007 REPORTS - Monthly & Quarterly Performance, Summary of Parking, Misc Cleaning, Fleet and Parts Analysis & Street Sweeping PM/D PW C+2 -0- YES NO/NO GC 34090 ENGINEERING DIVISION 11 008 STREET OPENING PERMITS P PW C+2 -0- YES NO/NO GC 34090 009 ENCROACHMENT PERMITS P PW TER+2 -0- YES NO/NO — GC 34090 010 CERTIFICATES OF INSURANCE P RISK TER+2 -0- YES NO/NO GC 34090 C = Current P = Paper M = Microfilm/Microfiche 0 = Diskette PER = Permanent TER = Termination FD = Filed Date SUP = Supersale O = Optical Disk H = Hard Disk T = Tape CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PUBLIC WORKS DEPARTMENT PUBLIC WORKS ATTORNEY DEPARTMENT HEAD GLENN ROBERTS COUNCIL APPROVAL CONTACT KAREN OXENDINE EXTENSION 2373 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER • DESTROY H1ST/ VITAL REMARKS e 01 1 CAPITAL IMPROVEMENTS - (a) Project Files, Work Orders, Schedules, Bidders List Change Orders & Corres (b) Contracts (c) Specifications, Reports Calculations, Plans, & Subdivisians P P P PW CLERK PW TER+2 8 -0- Life of Structure YES YES NO NO/NO NO/NO YES/NO CCP 337.15 Duplicate of City Clerk CCP 337.15 is 10 years limitation; Public Works Opinion 012 FLOOD ZONE - Elevation Certificates & LOMA's P PW PER -0- NO NO/YES Public Works Opinion 013 ASSESSMENT DISTRICT - Boundaries & Rolls P PW PER -0- NO YES/NO GC 34090 014 CERTIFICATES OF COMPLIANCE P CLERK C+2 -0- YES NO/NO Duplicate of City Clerk 015 SUBDIVISIONS - (a) Agreements (b) Parcel and Subdivision Maps P PW PER C -0- YES Keep current map version only NO/NO GC 34090 C = Current P = Paper M = Microfilm/Microfiche 1) = Diskette PER = Permanent TER = Termination FD = Filed Date SUP = Supersale O = Optical Disk H = Hard Disk T = Tape CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PUBLIC WORKS DEPARTMENT PUBLIC WORKS ATTORNEY DEPARTMENT HEAD GLENN ROBERTS COUNCIL APPROVAL , CONTACT KAREN OXENDINE EXTENSION 2373 / RESOLUTION SERIES - DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 016 SOIL REPORTS P PW C+5 PER NO NO/NO Public Works Opinion 017 MAPS - Annexations, Park Dedication, Tract, & Block P PW C -0- Keep current map version only YES/NO GC 34090 018 PRIVATE DEVELOPMENT REVIEWS P PW C+2 -0- YES NO/NO GC 34090 019 SURVEYS - Recording Data and Maps P PW PER -0- NO YES/NO GC 34090 020 BENCHMARK DATA - Horizontal, Vertical & Control P PW PER -0- NO 1 YES/NO Public Works Opinion FACILITIES MANAGEMENT DIVISION 021 INCIDENT FILES - Emergency Calls Out P PW C+2 -0- YES _ NO/NO a GC 34090 022 SUBJECT FILES - Interval Working Files P PW C+2 -0- YES NO/NO GC 34090 023 BUILDING MAINTENANCE P PW C+2 -0- YES NO/NO GC 34090 C = Current P = Paper M = Microfilm/Microfiche D = Diskette PER = Permanent TER = Termination FD = Filed Date SUP = Supers&le O = Optical Disk = Hard Disk T = Tape CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PUBLIC WORKS DEPARTMENT PUBLIC WORKS ATTORNEY DEPARTMENT HEAD GLENN ROBERTS COUNCIL APPROVAL CONTACT KAREN OXENDINE EXTENSION 2373 ` 1 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS OPERATIONS DIVISION 024 LANDFILL/RECYCLING - (a) PASCO (b) Regulatory (c) Permits P PW C+2 C+2 TER+2 -0- YES NO/NO GC 34090 025 STORM DRAIN P PW C+2 -0- YES NO/NO GC 34090 026 STREETS - (a) Repairs (b) Daily Reports-Sweepef Operator, Assignments, & Equipment Status (c) Equipment/Me:terials - Service Requests (d) Signs - Repair (e) Sidewalks - Obstruction &. Repair P P/H/D P P P PW C+2 8 -0- -0- -0- 8 YES NO/NO CCP 337.t5 GC 34090 GC 34090 GC 34090 CCP 337.15 C = Current P = Paper M = Microfilm/Microfiche D = Diskette PER = Permanent TER = Termination FD = Filed Date SUP = Supers€de O = Optical Disk H = Hard Disk T = Tape CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PUBLIC WORKS DEPARTMENT PUBLIC WORKS ATTORNEY DEPARTMENT HEAD GLENN ROBERTS COUNCIL APPROVAL CONTACT KAREN OXENDINE EXTENSION 2373 RESOLUTION • SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 027 TREES - Line Clearing, Landscaping Plans, Pesticide Spraying, Inventory, & Irrigation Plans P/IIJD PW C+2 -0- YES NO/NO GC 34090 EQUIPMENT MANAGEMENT DIVISION 028 VEHICLES - Registers & DMV Correspondence PM PW Life of Vehicle 2 YES NO/YES DMV Requirement 029 TRANSACTIONS - Parts, Fuel and Gas Tags P PW C+2 -0- YES NO/NO GC 34090 lirt7:3-0-- WATER QUALITY CONTROL PLANT MAINTENANCE - Flow Stripcharts, Instrument Calibrations, Operations, Mainte:iance and Laboratory Records, & Crane Main-tenance and Certification P PW C+3 -0- YES NO/NO Public Works Opinion 031 SAFETY - Meetings and Training P PW C+2 -0- YES NO/NO GC 34090 C = Current P = Paper M = Microfilm/Microfiche D = Diskette PER = Permanent TER = Termination FD = Filed Date SUP = Supersbie O = Optical Disk H=Hard Disk T = Tape CITY OF PALO ALTO RECORDS RETENTION SCHEDULE PUBLIC WORKS DEPARTMENT PUBLIC WORKS ATTORNEY DEPARTMENT HEAD GLENN ROBERTS COUNCIL APPROVAL CONTACT KAREN OXENDINE EXTENSION 2373 RESOLUTION • SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY MST/ VITAL REMARKS 032 NPDES (National Pollution Discharge Elimination System) - Permits & Reports P/HID PW PER -0- NO YES/NO Public Works Opinion 033 FLOW - Discharge Data & Reports P/H/D PW PER -0- NO YES/NO Public Works Opinion 034 PERMITS - Pressurized Vessels, Air & Industrial Waste P PW C+2 -0- YES NO/NO GC 34090 C Current P. Paper M,= Microfilm/Microfiche D = Diskette PER = Permanent TER = Termination FD = Filed Date SUP = Superstate O = Optical Disk H = Hard Disk T=Tape CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF , CENTER DESTROY HIST/ VITAL REMARKS ADMINISTRATIVE RECORDS 001 GENERAL - Management Books, CIP Budget, Working Files, Operating and Safety, Corres, Weekly Staff Meetings, Budget Change Requests, Journal Entries Shipping Receipts & Depreciation P/H/D UTL C+2 -0- YES NO/NO GC 34090 002 STANDARDS & POLICIES - Policies, Procedures, Marking Requirements, Engineering Standards, Electric Service Requirements, Cable Specs, Booklets & Forms P/H/D UTL C Useful Life 2 YES NO/NO GC 34090 003 DRIVERS LICENSE RECORDS P DMV C Useful Life -0- SUP NO/NO Duplicate of DMV C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape-Audio/Visual FD = Filed Date M= Microfilm/Microfiche 1 OFF = Office PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT ATTORNEY DEPARTMENT UTILITIES DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION SERIES III 004 DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS OTHER DEPARTMENTS - City Manager Reports, Personnel, POs, Time Cards, Claim Vouchers, Abandonments, Annexations, Council Agendas, Unaccepted Bids, Finance Reports, Encroachment Permits & Records Retention Schedule* P ASD/ CM/ CLERK* C -0- YES NO/NO Duplicate records of City Manager, Administrative Services & City Clerk *Note: Records Retention Schedules are only maintained while in effect (current/superceded) 005 CONTRACTS (a) Construction & Services / Products Over $25,000 (b) Services/Products under $25,000 P 0 CLERK UTL TER TER+5 -0- -0- YES YES NO/NO NO/NO Duplicate of City Clerk Same retention requirement as City Clerk's Service Contracts 0 006 PROJECT FILES - Internal Working Files P/H/D UTL PER -0- YES NO/NO 007 RATES - All Services P/H/D UTL PER -0- NO YES/NO Utilities Opinion Utilities Opinion C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape-AudioNisual FD = Filed Date M= Microfilm/Microfiche 2 OFF = Office PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY I OFF I CENTER DESTROY HIST/ VITAL REMARKS • 008 REFERENCE MATERIALS - Weather Data, Benchmark Files, Gas Research Institute, US Forest Fire Prevention Guide, Vendor Files, WQCP General Information, Geographical Information System Files, Marketing & Manuals P UTL C Useful Life 2 YES NO/NO GC 34090 009 REPORTS - Statistical, Sales, Annual Consumption Analysis, & Spreadsheets P/H/D UTL C+2 -0- YES NO/NO GC 34090 010 0 UTILITY ADVISORY COMMISSION (a) Minutes & Agendas (b) Corres & Data Tapes P/H/D.' T UTL PER C+2 -0- -0- NO YES YES/NO NO/NO GC 34090 011 TASK FORCE - City of Palo Alto and SCVWD Meetings P/H/D UTL C+2 -0- YES NO/NO GC 34090 C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape-AudioNisual FD = Filed Date M= Microfilm/Microfiche 3 OFF = Office PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION Ask SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY FIIST/ VITAL REMARKS IP 012 L METER READINGS (a) Customer Read Cards, Hand- held Readings, & Dispatch Slips (b) Hydrant Meter Histories P UTL C+2 Close of Acct +2 -0- YES NO/NO NO/NO GC 34090 013 REGULATIONS (a) National Gas Act, Pipeline Safety Act, & Natural Gas Policy Act (b) Cones with Agency P P/H/D UTL C Useful Life C+2 -0- SUP YES NO/NO GC 34090 014 IP Survey STUDIES / SURVEYS - Gas System Study, Distribution, EMF & Energy Case Studies P/H/D UTL C Useful Life 2 YES NO/NO GC 34090 C = Current D = Diskette H a Hard Disk O =Optical Disk P = Paper T = Tape-AudioNisual FD = Filed Date M= Microfilm/Microfiche 4 OFF = Office PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION { SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 1. 015 CUSTOMER SERVICES (a) Billing Registers (b) Service Orders - ONs, OFFs, Changes, Interruptions & Exchanges (c) Claims Against City (d) Address Files (e) Customer Account Histories P P P P/H/D P/H/D UTL UTL ATTY UTL UTL C+l C+2 C PER Close of Acct +2 2 -0- -0- -0- -0- YES YES YES NO YES NO/NO - Utilities Opinion GC 34090 Duplicate record of City Attorney Utilities Opinion GC 34090 016 • CONSTRUCTION - Acquisitions, Easement, Design, Drawings, Specs, Photos, Permits, Soil Reports, Corres, Quotes, Payments & Schedules — P/tW UTL PER -0- 1 NO 1 YES/NO GC 34090 C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape-AudioNisual FD = Filed Date M= Microfilm/Microfiche 5 OFF = Office PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS • 017 REGULATORY AGENCIES - Reports to Federal Registers, U.S, Department of Energy, PG&E, Public Utilities Commission P/H/D UTL C+2 -0- YES NOMO GC 34090 GAS UTILITY 018 GAS LEAKS - Investigations, Reports, Survey Specifications, Control Programs & Leak Survey P/H/D UTL C+5 -0- YES NO/NO Department of Transportation Requirement 019 EQUIPMENT RECORDS - General Information, Regulating, Specifications, & Testing P UTL C Useful Life -0- SUP NO/NO GC 34090 , 020 . OPERATIONAL REPORTS & PLANS - Recording and gas measuring instrument charts - methane regulators, inspection, maintenance, emergency plans, periodic reports, logs & surveys P/IVD UTL C+5 -0- YES NO/NO Department of Transportation Requirement C .. Current D - Diskette H Hard Disk 0 - Optical Disk P ' Paper T Tape-AudioNisual FD .2 Filed Date M= Microfitm/Microfiche 6 OFF = Office PER = Permanent SUP - Supersede TER s Termination CITY OF PALO ALTO RECORDS. RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 0 021 NATURAL GAS VEHICLE - Articles, Equipment, Maintenance & Legislation P/H/D UTL C Life of Vehicle 2 YES NO/NO GC 34090 022 ODORIZATION RECORDS - Gas Odorant P UTL C+2 -0- YES NO/NO GC 34090 023 CORROSION PROGRAM - Program Information, Corres, & Golden Gate Committee P/H/D UTL C+5 -0- YES NO/NO Utilities Opinion 024 a SOIL - Reports, Measurements & Investigations . P/H/D , UTL PER -0- YES YES/NO Utilities Opinion 025 GAS RECEIVING STATION - Pressure Charts P ._._ UTL _._ C 5 -0- YES NO/NO Utilities Opinion s026 GAS MAIN REPLACEMENT P/H/D UTL PER -0- NO NO/NO Utilities Opinion Refer to Series 016 retention requirements for Gas Main Replacement Construction Projects C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape-AudioNisual FD = Filed Date M= Microfilm/Microfiche 7 OFF = Office PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL 1 CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS II WATER 027 WATER RECLAMATION PROJECTS P/H/D UTL PER -0- NO , NO/NO Utilities Opinion 1 Refer to Series 016 retention requirements for Water Reclamation Construction Projects 028 FEASIBILITY STUDY - Analysis and Design P/H/D UTL PER -0- NO YES/NO Utilities Opinion 029 WATER MAIN REPLACEMENT PfH/D UTL PER -0- NO NO/NO , Utilities Opinion Refer to Series 016 retention requirements for Water Main Replacement Construction Projects 030 . SOIL INVESTIGATION - Reports, Measurements and Investigations PAD UTL PER -0- , NO NO/NO Utilities Opinion C = Current D = Diskette H = Hard Disk 0 = Optical Disk P=Paper T = Tape-AudioNisual FD = Filed Date M= Microfilm/Microfiche 8 OFF = Office PER = Permanent SUP — Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT 1 DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK _ .. COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 4. RESOLUTION SERIES I DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 03 I WATER SOURCES - Testing, Fluoride Summary, Ground Water Elevation, Bacteriologic Analysis, Chemical Analysis, Reservoirs, Wells & Rainfall Gauge P UTL C4-5 5 YES NO/NO Utilities Opinion 032 MFS NETWORK - Technical Fiber Optic Conduit Program P UTL Life of Well 2 YES NOINO GC 34090 033 WATER PRODUCTION - Production Report•, Pumping Stations, Cross Connection Lugs, Inspection Reports, & Seismic Evaluations P/I/D UTL C+2 -0- YES NO/NO 1 GIC 34090 , 034 III SANTA CLARA VALLEY WATER DISTRICT - Commission Meetings, Reports, Payments & Refunds P(HN UTL C+2 -0- YES NO/NO GC 34090 C = Current 'D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape-AudioNisual FD = Filed Date M= Microfilm/Microfiche 9 OFF = Office PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES • ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL y CONTACT JENNIE CASTELINO ! SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION DESCRIPTION MEDIA FORM - RECORD COPY OFF CENTER DESTROY HIST/ VITAL ` REMARKS SSERIES 035 SPECIFICATIONS - Asbestos, Cold Water Meter & Displacement Velocity P/H/D UTL C Useful Life 2 YES NO/NO GC 34090 036 SAN FRANCISCO WATER DEPARTMENT - Analysis & Contract Rates P UTL TER+2 -0- YES NO/NO Duplicate of San Francisco Water Department 037 WATER QUALITY SAN FRANCISCO BAY REGIONAL BOARD P UTL C+2 -0- YES NO/NO GC 34090 038 WATER SYSTEM ACQUISITION P UTL PER -0- NO YES/NO GC 34090 039 WATER USAGE REPORTS P UTL C+5 5 YES NO/NO Utilities Opinion o040 LEAD & COPPER COMPLIANCE P UTL C+5 7 i YES NO/NO 40 CFR 141.9 C = Current D Diskette H Hard Disk 0= Optical Disk P = Paper T = Tape-AudioNisual FD = Filed. Date M= Microfilm/Microfiche 10 OFF. Office PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 rr RESOLUTION r SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS WASTE WATER ENGINEERING 041 SANITARY SEWER REPLACEMENT P/H/D UTL PER -0- NO NO/NO Utilities Opinion Refer to Series 016 for retention requirements of Sanitary Sewer Replacement Construction Projects 042 WASTE WATER MASTER PLAN P/H/D UTL PER -0- NO YES/NO Utilities Opinion 043 TREATMENT AND DISCHARGE P/H/D UTL C+5 -0- YES NO/NO Title 22 CCR 66261.24(ax7) 044 INSPECTION RECORDS P UTL C+3 -0- YES NO/NO Utilities Opinion 045 I Reports DEWATERING - Corres & P UTL C+2 -0- YES NO/NO GC 34090 046 ANALYSIS - Bacteriological & Chemical P/H/D UTL C+5 _ 5 + YES NO/NO Utilities Opinion C = Current D = Diskette H = Hard Disk 0 - Optical Disk P = Paper T = Tape-AudioNisual FD = Filed Date M= Microfilm/Microfiche 11 OFF = Office PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO • RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION ' SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS S 047 PERMITS P UTL C Life of Permit 2 YES NO/NO GC 34090 ELECTRIC UTILITY 048 MAPS - Elcetric Distribution, Pole Test Block, Distribution Block, Street Light Block, Hardwire & Coax P UTL C Useful life 2 YES NO/YES GC 34090 Duplicate copy sent offsite as viral copy backup 049 UNDERGROUND DISTRICT - Transmission Line Logs & Corres P/H/D UTL C+2 -0- YES NO/NO GC 34090 050 WORK ORDERS - Pacific Bell, Cable Coop, PG&E & intents P UTL PER -0- NO YES/NO Utilities Opinion S051 _ CIP / CONSTRUCTION P/H/D UTL PER -0- NO NO/NO Utilities Opinion Refer to Seris 016 retention requirements for CIP Construction Projects C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape-Audio/Visua! FD = Flied Date M= Microfilm/Microfiche 12 OFF = Office PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 052 ELECTRIC VEHICLES - Power Delivery Records P UTL C Life of Vehicle 2 YES NO/NO GC 34090 053 STREET LIGHTS - Lighting, Program Materials P/H/D UTL C+2 -0- YES NO/NO GC 34090 054 JOINT POLE APPLICATIONS P UTL TER+5 -0- YES NO/NO The retention requirement for the application is the same as the tenn of the Joint Pole Agreement • C = Current D = Diskette .H Hard Disk O Optical Disk P Paper T = Tape-Audio/Visual FD Filed Date M-. Microfilm/Microfiche 13 OFF - Office PER " Permanent SUP = Supersede TER Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK i COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION SERIES I DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 1110 055 0 SUBSTATIONS a) Equipment (Transformers, Switches, Breakers, Capacitors & Relays) - Specifications - Inspection -Inventory = Replacement - Disposal b) Operations - Troubleshooting, Line Logs, Load Reports, Power Factor, Fences & Cost Data (c) Relay and Fuse Curves, Fault Current, Calculations, SCADA & Control Information P PIH/D P/H/D UTL Life of Equip C+3 C 2 3 2 YES YES YES NO/YES NO/NO NO/YES Utilities Duplicate copy sent offsite as vital copy backup 18 CFR Sections 125.3(23) and 125.3(26) GC 34090 Duplicate copy sent otTsite as vital copy backup G = Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape-Audio/Visual FD = Filed Date M= Microfilm/Microfiche 14 OFF = Office PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION ' SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS • RESOURCE MANAGEMENT 056 ENVIRONMENTAL SUBCOMMITTEE - Minutes P/H/D UTL C+2 -0- YES NO/NO GC 34090 057 RESOURCES ANALYSIS & PLANNING P/H/D UTL C4-3 3 YES NO/NO Utilities Opinion 058 LOCAL GENERATION PM/D UTL C+2 -0- YES NO/NO GC 34090 059 NCPA - Daily Reports, Calaveras Forecasting, Gas Project. Geothermal, Legislative, Pooling Task Force, Energy Resource & Planning PIH/D UTL C+3 7 YES NO/NO Utilities Opinion 060 REGULATOR DOCUMENTS P UTL C+2 -0- YES NO/NO GC 34090 061 GAS NOMINATIONS - Nomina- tions & Transaction Schedules P/H/D UTL C+2 -0- YES NO/NO GC 34090 062 FUEL CELLS P UTL C+2 -0- YES NO/NO GC 34090 C = Current D = Diskette N = Hard Disk O = Optical Disk P = Paper T >a Tape-AudioNisual FD m Piled Date M= Microfilm/Microfiche 15 OFF.. Office PER = Permanent SUP * Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE UTILITIES DEPARTMENT DEPARTMENT UTILITIES ATTORNEY DEPARTMENT HEAD EDWARD MRIZEK COUNCIL APPROVAL CONTACT JENNIE CASTELINO / SAUNDRA ROSHON-MARSH EXT 2386 / 2387 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS UTILITY MARKETING SERVICES _ ...--. 063 PROGRAM DEVELOPMENT P/H/D UTL PER -0- NO . YES/NO Utilities Opinion 064 CUSTOMER FILES P UTL C+2 -0- YES NO/NO GC 34090 065 SOLAR ENERGY - Weather Program Files & Loans P/H/D UTL : TER+2 8 YES NO/NO Utilities Opinion 066 1 INSULATION - Inspection Records, Project Cards, Addresses, Declaration of Service, Cellulose Test Report P UTL C+2 -0- YES NO/NO GC 34090 067 1110 PUBLIC OUTREACH - Booklets, Program Materials (Low Flush, Commercial Lighting, RCS Methodology, Fluorescent Lighting, & Partners Program) P UTL C+3 3 YES NO/NO Utilities Opinion C Current Da, Diskette 11 s Hard Disk 0 ,k Optical Disk P = Paper T Tape-Audio/Visual FD a. Filed Date Mak Microfilm/Microfiche 16 OFF = Office PER a Permanent SUP a= Supersede TER a Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY Ariel Calonne DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL August 14, 1995 CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION 7544 AMENDED 40 SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS ADMINISTRATION DIVISION 001 Correspondence, Messages, Attendance, Payment Claim Vouchers, & Staff Meetings _ P/H ASD C+ 1 2 YES NO/NO Finance and Auditor's Opinion 002 OTHER DEPARTMENTS - Finance Committee - Agendas, Minutes, Records Retention Schedule* and Reports — P/H MGR/ CLERK* C4-2 -0- 1 YES NO/NO Duplicate of City Manager and City Clerk *Note: Records Retention Schedules are only maintained while in effect (current/superceded) ' TREASURY DIVISION lip 003 INVESTMENT MANAGEMENT - Security Purchases, Sales & lnvestmentReports P/H/D ASD . C+1 6 YES NO/NO Auditor's Opinion C Current D= Diskette H = Hard Disk O = Optical Disk P Paper T = Tape FD = Filed Date 1 M� Microfilm/Microfiche PER m Permanent SUP.= Supersede' CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES AT1"ORNEY Ariel Calonne DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL August t4, 1995 CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS e 004 DEBT MANAGEMENT - (a) Defeased Insurance (b) Final Bond Documentation (c) Covenant Compliance (d) Bank Records P ASD C+1 TER -4-1 TER+I C+ i 2 3 6 6 YES NO/NO NO/YES NO/YES NO/YES Finance Opinion Duplicate copy sent offsite as vital copy backup Finance Opinion Duplicate copy stored by bank as vital copy backup 005 • REVENUE COLLECTION - (a) Deposit Documentation (b) Parking Permits (c) Collection Records - Parking Citations, & Delinquient Accounts, Reconciliation, Transient OccupancyTax & Cash Receipts (d) Utility Receipt Stubs P ASD C42 C42 C+1 C+2 -0- -0- 4 -0- YES NO/NO GC 34090 GC 34090 Finance Opinion GC 34090 C = Current D= Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date 2 M= Microfilm/Microfiche PER = Permanent sup- Supersede CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY Ariel Calonne DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL August 14, 1995 CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS • BUDGET DIVISION 006 DUPLICATE AUDIT WORK PAPERS (NON- IFAS) - To outside auditors supporting documents P AUDIT C+l -0- YES After audit approval NO/NO Duplicate of Auditor Restricted Access 007 • BUDGET - (a) Final City Operating and CIP Budgets & Fee Schedule (b) Supporting Documents Change Requests, Amendment, Ordinances, Worksheets, Fee Schedules & Cost Plans (c) Long Range Plans Studies, Reports, Measurements, Forecasts & Projections P111 ASD C+5 C+2 C+2 PER -0- -0- NO YES YES YES/YES NO/NO NO/NO Finance and Auditor's Opinion C a Current D= Diskette H a Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date 3 M= Microfilm/Microfiche PER Permanent SUP - Supersede CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY Ariel Calonne DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL August 14, 1995 CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS REAL ESTATE 008 APPRAISALS P ASD C+4 -0- YES NO/NO Finance and Auditor's Opinion 009 PROJECT FILES P ASD C+2. -0- YES NO/NO 010 • BINDING INSTRUMENTS - (a) Land - Deeds, Easements (b) Easement Vacations, Leases & Purchases (c) Encroachments, Agreements& Conveyanc e P, CLERK C+5 C+3 TER+I -0- YES YES YES NO/NO NO/NO NO/NO Duplicate of City Clerk i 011 Studies, Correspondence, Miscellaneous Docs, Financial Statements & Fees P CLERK C+3 -0- YES NO/NO Duplicate of City Clerk C = Current D= Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date 4 M= Microfilm/Microfiche. PER = Permanent SUP = Supersede CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY Ariel Calonne DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL August 14, 1995 CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 1110 PURCHASING DIVISION 1 012 11, EXTERNAL VENDORS - (a) Indexes - Proposals Logs P.O. & Contract List (b) Awarded Proposals & Bids, Contracts, & Agreements (c) Unawarded Proposals & Bids (d) Order, Blanket, Change, Signature Authorizations & Software Purchase Records P r ASD CLERK ASD ASD 1 C+2 TER+I C+2 C+2 -0- -0- -0- 3 YES YES YES YES NO/NO NO/NO NO/NO NO/YES* while orders are open Finance and Auditor's Opinion Duplicate of City Clerk Finance and Auditor's Opinion Finance Opinion C = Current D= Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date 5 M= Microfilm/Microfiche PER = Permanent SUP = Supersede CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY Ariel Calonne DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL August 14, 1995 CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS III 013 INTERNAL VENDORS - (Stores & Print Shop) Reports, Orders, Returns, Disposal Forms Journals & Requisitions P ASD C+1 3 YES NO/NO Finance and Auditor's Opinion ACCOUNTING DIVISION ' 014 III Encumbrance YEAR END REPORTS - (a) Budget -to -Actual, year- end 21 Reports (b) C.A.F.R.'s (c) General Ledger, Report (d) Management Benefits Transactions, Accruals & Postings (e) Audit Work Papers & Journal Entries 1 ' PIT P PIT/M P P ASD C+2 C+10 C+2 C+2 C+2 -0- PER -0- -0- -0- NO NO YES YES YES NO/NO YES/NO NO/NO NO/NO NO/NO Finance and Auditor's Opinion May be microfilmed after 2 years GC 34090 GC 34090 GC 34090 C = Current D= Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date 6. M= Microfilm/Microfiche PER = Permanent SUP = Supersede CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY Ariel Calonne DEPARTMENT HEAD EMII..Y HARRISON COUNCIL APPROVAL August 14, 1995 CONTACT MIK! CALDWELL EXTENSION 3116 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS ACCOUNTS PAYABLE 015 WARRANTS P ASD C+3 -0- YES NO/NO Finance and Auditor's Opinion 016 CHECK REGISTER P/M ASD C+1 5 YES NO/NO 017 CANCELLED CHECKS P ASD C+I w 3 YES NO/NO 018 VOUCHER PACKETS P/M ASD C+I 4 YES NO/NO ~ 019 CAPITAL PROJECTS - Project Files, Street Reports, & C.D.B.G. Billings P/H ASD TER+2 5 YES NOINO Finance and Auditor's Opinion 020 1111 BANKING - Deposit Slips, Check Reconciliation, & Statements P ASD C+2 1 YES NO/NO Finance and Auditor's Opinio 021 ACCOUNTS RECEIVABLE Grants, Disaster Assistance, Project Fund Requisitions, Arbitage Calculations & Invoices P/T/M ASD C+2 5 YES NO/YES Arbitage Calcula- tions only Finance and Auditor's Opinion Federal and State Audit Requirement Duplicate copy sent offsite as vital copy backup C = Current D= Diskette H = Hard Disk 0 = Optical Disk P = Paper T=Tape ' FD = Filed Date 7 M' Microfilm/Microfiche PER Permanent• SUP = Supersede CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY Ariel Calonne DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL August 14, 1995 CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL I REMARKS 022 TAX RECORDS - Sales Tax Filings, 1099 Tax Filings& Registers PIT 1 ASD C+2 2 YES NO/NO - Finance and Auditor's Opinion 023 STATE REPORTS - City Reports, Transit Operators and Component Units P ASD C+2 5 YES NO/NO Finance and Auditor's Opinion State Audit Requirement 024 UTILITIES - (a) Loan Reconciliation Work Papers, Bonds, Banking, Adjustments (b) Receipts P ASD C+2 5 -0- YES NO/NO Finance and Auditor's Opinion 025 FIXED ASSETS - Cost Reports, Reconciliation, Resume of Activity & Journal Entries P/H/D ASD TER 3 YES NO/NO Finance and Auditor's Opinion C = Current D= Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date 8 M= Microfilm/Microfiche PER = Permanent SUP = Supersede CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY Ariel Calonne DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL August 14, 1995 A CONTACT MIK! CALDWELL EXTENSION 3116 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 1111 026 PAYROLL - Allowances, Auto Deposits, Deductions, Deferred Compensation, Payroll Reports, Fite Maintenance, Gross -to -Net & Hours -to -Gross P/T/M ASD C+2 5 YES NO/YES Public Employees Retirement System and Finance Opinion Duplicate copy sent offsite as vital copy backup C = Current P = Paper D= Diskette T= Tape H = Hard Disk FD = Filed Date 0 = Optical Disk 9 M= Microfilm/Microfiche PER = Permanent SUP = Supersede CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES INFORMATION TECHNOLOGY SERVICES ATTORNEY Ariel Calonne DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL August 14, 1995 CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION 7544 SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF INACTIVE STORAGE DESTROY HIST/ VITAL REMARKS DATA PROCESSING 027 SYSGEN TAPES T ASD -0- C SUP NO/YES Duplicate and store offsite as vital copy backup 028 SYSTEM BACKUPS - (a) Less than one year (b) Full year T -note these are backups and not "records" ASD -0- C C+3 SUP YES NO/YES Duplicate and store offsite as vital copy backup 029 , 10 IJT'1TL1TY (Loan, Sales, Cash & Billing) - (a) Month End Jan - Nov (b) Month End December (c) Daily Backup (d) System Master File T -note these arbackups and not"records" UTL C C C Daily -0- C+ I 3 1 mo. C YES YES RECYCLE TAPES SUP NO/YES NO/YES NO/YES Muth Only NO/YES Stored Offsitc Backup program and store offsite as vital copy backup C = Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date 11 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES • INFORMATION TECHNOLOGY SERVICES ATTORNEY Ariel Calonne DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL August 14, 1995 CONTACT MIKI CALDWELL EXTENSION 3116 y RESOLUTION 7544 iik SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF INACTIVE STORAGE DESTROY KIST/ VITAL REMARKS . 411. (130 OTHER AGENCIES -HUD, Assessor & Downtown Fees T -note these are backups and not "records" OTHER AGENCY -0- C SUP NO/NO Duplicate information of the other agency. GC 34090.7 031 PROGRAMS - (a) Files & Directories (b) Backups T -note these are backups and not "records" OWNING DEPT. -0- C C+2 months SUP RECYCLE TAPES NO/YES NOYES Duplicate and store backup copy offsite as vital backup 032 PAYROLL RECORDS T -note these are backups and not "records" ASD -0- C+7 RECYCLE TAPES NO/YES Duplicate and store backup copy offsite as vital ropy backup. This information is considered vital for current payroll only. 110 033 TRAFFIC T/O-note these are backups and not "records" POLICE T C 5 RECYCLE TAPES NO/NO Duplicate of police Department Retention requirement must meet Police Department Retention Requirement C = Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date 12 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES INFORMATION TECHNOLOGY SERVICES ATTORNEY Ariel Calonne DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL August 14, 1995 CONTACT MIKE CALDWELL EXTENSION 3116 RESOLUTION 7544 amk_SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF INACTIVE STORAGE DESTROY HIST/ VITAL REMARKS 034 IMAGING SYSTEM T/O-note these are backups and not "records" OWNING DEPT. -0- -0- RECYCLE TAPES Destroy Disc after retention NO/YES Serves as duplicate for platter Store ofTsite Owning department has paper, ITS has Tape and Disc C = Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date 13 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY ATTORNEY'S OFFICE DEPARTMENT CITY ATTORNEY ATTORNEY DEPARTMENT HEAD ARIEL CALONNE COUNCIL APPROVAL CONTACT BETTY CONWELL EXTENSION 2171 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 100 thru 1600 General Info/Subject Files P ATTY C+2 7 Yes NO/NO GC34090--Restricted access to any files which may contain confidential documents. Keep files until subject matter is no longer active. Required to keep until reasonable threat of legal action has passed. 100-01 General Correspondence P ATTY C+2 7 Yes NO/NO GC34090 100-04 Chron Files P ATTY C+2 7 Yes NO/NO GC34090 100-04 Newsletters P ATTY C+2 0 Yes NO/NO GC34090 202-01 Planning Reports P PLAN C+2 2 Yes NO/NO GC34090--Duplicate of Planning '-02 thru -11 Development Plans/ Certificates of Compliance/ Subdivisions P CLERK C+2 Yes NO/NO GC34090--Duplicate of Planning & Public Works C = Current D = Diskette H = Hard Disk 0 = Optical Disk 960417 bdc 7020161 P = Paper T=Tape FD = Filed Date 1 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY ATTORNEY'S OFFICE DEPARTMENT CITY ATTORNEY ATTORNEY DEPARTMENT HEAD ARIEL CALONNE COUNCIL APPROVAL CONTACT BETTY CONWELL EXTENSION 2171 RESOLUTION *SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 202-12 thru 202-25 General Plan/ Comprehensive Plan/State Mandated Planning P PLAN , C+2 7 Yes NO/NO GC34090--Duplicate of Planning. Files to be reviewed for destruction on a fite-by-filc basis 203-01 thru 203-10 Regional Planning P PLAN C+2 7 Yes NO/NO GC34090--Files to be reviewed on a file -by -file basis for destruction 204-01 thru 204-04 Environmental Assessment P ATTY C+2 2 Yes NO/NO GC34090--Review on file -by -file basis for destruction 205-01 thru 205-13 Stanford University P ATTY C+2 7 Yes NO/NO GC34090--Review on file -by -file basis for destruction 206-01 thru .10 Building P ATTY C+2 7 Yes -.. NO/NO ___J t3C34090--Review on file -by -file basis for destruction 207-01 thru 207-08 Transportation P ATTY C+2 7 Yes NO/NO GC34090--Duplicate of Transportation. 301-01 thru 301-06 City Council P ATTY C+4 7 Yes NO/NO GC34090--Review on file -by -file basis for destruction C = Current D = Diskette H = Hard Disk O = Optical Disk 960417 bdc 7020161 P = Paper T = Tape FD = Filed Date 2 M- Microfilm/Microfiche PER = Permanent SUP =- Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY ATTORNEY'S OFFICE DEPARTMENT CITY ATTORNEY ATTORNEY . DEPARTMENT HEAL) ARIEL CALONNE COUNCIL APPROVAL CONTACT BETTY CON WELL EXTENSION 2171 RESOLUTION SERIES _ DESCRIPTION MEDIA FORM RECORD ` COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 302-01 thru 302-11 Boards/Commissions/ Committees P CLERK C+4 7 , Yes NO/NO GC34090 303 American W/Disabilities Act P ATTY C+2 2 Yes NO/NO GC34090 304 Records Management, Records Retention Schedule* P CLERK C4-4 4 Yes NO/NO GC34090; •Note: Records Retention schedules are only maintained while in effect (current/supenxded). 305 Management Studies/ Surveys P ATTY C+ 4 Yes NO/NO GC34090 401-01 thru 401-14 Finance Administration P ASD C+ 4 Yes NO/NO GC3409'1--Duplicate of Finance/Public Works/Utilities 402-01 thru 02-07 Auditor Administration P AUDITOR C+2 7 Yes While Actie GC34090--Duplicate of Auditor's Files 3 General Audits P AUDITOR C+2 1 7 Yes NO/NO GC34090 C - Current D = Diskette H = Hard Disk O = Optical Disk 960417 bdc 7020161 P - Paper T = Tape FD = Filed Date 3 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY ATTORNEY'S OFFICE r DEPARTMENT CITY ATTORNEY ATTORNEY DEPARTMENT HEAD ARIEL CALONNE COUNCIL APPROVAL CONTACT BETTY CONWELL EXTENSION 2171 RESOLUTION *SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 500 Personnel Files P HR C+2 7 Yes NO/NO GCI2946 & Title 29 Chpt XIV, Sects 1602.30; 32;38. Some files may need to be retained until threat of legal action passed, Review on file -by -file basis for destruction. 600 Purchasing/Contracts P ASD C+3 7 Yes NO/NO GC34090--Duplicate of Purchasing Division. Review on a file -by -file basis for destruction. 700 Legislative/Legal P CLERK ATTY C+4 10 Yes NO/NO GC34090--Review on file -by -tile basis for destruction.. 800 Public Works/ Engineering/Construction P PW C+3 7 Yes NO/NO GC34090--Review on file -by -file basis for destruction. Litigation/Claims P ATTY C 20 Yes NO/NO GC34090--Required to keep until reasonable threat of legal action has passed. On a file -by -file basis assign archive time. C = Current D = Diskette H = Hard Disk 0 = Optical Disk 960417 bdc 7020161 P = Paper T = Tape FD = Filed Date 4 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY ATTORNEY'S OFFICE DEPARTMENT CITY ATTORNEY ATTORNEY DEPARTMENT HEAD ARIEL CALONNE COUNCIL APPROVAL CONTACT BETTY CONWELL EXTENSION 2171 RESOLUTION &SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ f VITAL I REMARKS 1000 Real Estate P ASD C 15 Yes NO/NO GC34090--Duplication of Real Estate Division. Review on file- by -file basis for destruction. 1100 Parks P DCS C+2 2 Yes NO/NO GC34090--Duplicate of Social & Community Services. Review on file - by -Ole basis for destruction 1200 Municipal Utilities P UTL C+2 2 Ycs NO/NO GC34090--Duplicate of Community Services. Review on file -by -files basis for destruction. 1300 Police Administration P POLICE C+2 7 Yes NO/NO GC34090---Retain until threat of legal action passed. Review on file -by -file basis for de:traction. .0 Community Services P DCS C+2 2 Yes NOJNO GC34090--Review on file -by -file basis for destruction. 1500 Fire Administration P FIRE C+2 7 Yes NO/NO GC34090--Review on file -by -file basis r for destruction. C = Current D = Diskette H = Hard Disk 0 = Optical Disk 960417 bdc 7020161 P — Paper T = Tape FD = Filed Date 5 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Tennination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY ATTORNEY'S OFFICE DEPARTMENT CITY ATTORNEY ATTORNEY DEPARTMENT HEAD ARIEL CALONNE COUNCIL APPROVAL CONTACT i BETTY CONWELL EXTENSION 2171 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 1600 Information Resources P CLERK C+2 4 Yes NO/NO GC34090--Review on file -by -files basis for destruction. C = Current D = Diskette H = Hard Disk O = Optical Disk 960417 bdc 7020161 P = Paper T = Tape FD = Filed Date 6 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY AUDITOR'S OFFICE DEPARTMENT CITY AUDITOR ATTORNEY Ariel Calonne DEPARTMENT HEAD WILLIAM VINSON COUNCIL APPROVAL AUGUST 14, 1995 CONTACT ROSEMARIE GIAMALIS EXTENSION 2667 RESOLUTION 7544 AMENDED SERIES DESCRIPTION ' MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 11111 001 AUDIT REPORTS - Internal P/D Auditor PER N/A NO YES/ YES AUDITOR'S OPINION Duplicate copy to be 'stored offsite to serve as vital copy backup 002 AUDIT REPORTS - External P Auditor PER N/A NO YES/ YES AUDITOR'S OPINION Duplicate copy to be sent offsite as vital copy backup 03 WORK PAPERS - Internal supporting documentation P Auditor 5 6 NO NO/NO AUDITOR'S OPINION Restricted Access 004 SALES TAX Work Papers and Reports P/M Auditor PER N/A Destroy paper copy after 4 years YES/YES AUDITOR'S OPINON Duplicate copy to be sent offsite as vital copy backup Restricted Access i005 COUNCIL REPORTS P/E Auditor C+5 6 YES NO/NO AUDITOR'S OPINION C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T=Tape FD = Filed Date M= Microfilm/Microfiche PER - Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY AUDITOR'S OFFICE DEPARTMENT CITY AUDITOR ATTORNEY Ariel Calonne DEPARTMENT HEAD WILLIAM VINSON COUNCIL APPROVAL AUGUST 14, 1995 CONTACT ROSEMARIE GIAMALIS EXTENSION 2667 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY IIIST/ VITAL REMARKS 1110 006 ADMINISTRATION (A) Meeting Notes, Correspondence, Memos, Records Retention Schedules* and Working Files P/H/D Auditor/ Clerk* C+2 -0- .YES NO/NO CA OPINION Duplicate of City Clerk *Note: Records Retention Schedules are only maintained while in effect (current/superceded) (B) Budget, P.O. and Attendance P/11 FIN C -0- YES NO/NO Duplicate of Finance • C = Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche 2 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY ARIEL CALONNE DEPARTMENT HEAD GLORIA YOUNG COUNCIL APPROVAL AUGUST 14, 1995 CONTACT BEVERLY J. KLINE EXTENSION 2571 -, RESOLUTION 7544 AMENDED SERIES I DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL 1 REMARKS • ADMINISTRATIVE RECORDS • 001 Attendance, Purchase Orders & Budget P ASD C+2 -0- YES NO/NO Duplicate of Administrative Services 002 General Correspondence P/H/D CLERK C+2 -0- YES NO/NO GC 34090 003 Reference Material P/H CLERK C Useful Life -0 YES NO/NO CA Opinion LEGISLATIVE HISTORY 4 004 S LEGISLATIVE ACTION 1-1 CLERK PER -0- NO YES/NO CC Opinion Duplicate copy sent offsite as vital copy backup. 005 ORDINANCES P/H/M CLERK PER -0- NO YES/YES -, GC 34090; PAMC'2.08.110; filmed after 2 years- backup stored offsite C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T - Tape - AudioNisual FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PAPER COPY OF RECORDS ARE DESTROYED AFTER MICROFILMING PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY ARIEL CALONNE DEPARTMENT HEAD GLORIA YOUNG COUNCIL APPROVAL AUGUST 14, 1995 CONTACT BEVERLY J. KLINE EXTENSION 2571 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 411 006 RESOLUTIONS P/H/M CLERK PER -0- NO YES/YES GC 34090; PAMC 2.08.110; filmed after 2 years- backup stored offsite 007 RECORDS & INFORMATION MANAGEMENT - (a) Retention Schedules & Manuals (b) Destruction Lists (c) Transfer Lists (d) Database Inventory P/H P P P/H CLERK C C+2 C+2 C -0- 8 -0- -0- SUP YES YES SUP NO/NO CC Opinion CC Opinion GC 34090 CC Opinion • C = Current D = Diskette I-1= Hard Disk O = Optical Disk P = Paper T = Tape - AudioNisual FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PAPER COPY OF RECORDS ARE DESTROYED AFTER MICROFILMING;, 2 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY ARIEL CALONNE DEPARTMENT HEAD GLORIA YOUNG COUNCIL APPROVAL AUGUST 14, 1995 CONTACT BEVERLY J. KLINE EXTENSION 2571 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS SUBJECT FILES 008 SUBJECT FILES - Docs and information submitted to Council including packets, address files and legal opinions rendered by the City Attorney. All subject files included unless specifically set forth elsewhere. P CLERK C+2 -0- YES NO/NO GC 34090 Legal Opinions arc not public information and arerestricted from public access. 009 CONTRACTS - (a) Service (b) Construction P CLERK TER+1 4 9 YES NO/NO PAMC 2.08.110 010 BIDS - Unaccepted P FIN C+2 -0- YES NO/NO Duplicate of Finance Dept 011 PERS - Contracts P/M CLERK PER -0- NO YES/Vital While Active Duplicate copy sent offsite as vital copy backup PAMC 2.08.110 Filmed 5 years after termination. C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape - AudioNisual FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PAPER COPY OP RECORDS ARE DESTROYED AFTER MICROFILMING 3 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY ARIEL CALONNE DEPARTMENT HEAD GLORIA YOUNG COUNCIL APPROVAL AUGUST 14, 1995 CONTACT BEVERLY J. KLINE EXTENSION 2571 RESOLUTION 7544 AMENDED SERIES I DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 012 STANFORD P/M CLERK PER -0- NO YES/NO PAMC 2.011.110 CA Opinion 9/87 Filmed after 5 years 013 YACHT HARBOR P/M CLERK PER -0- NO YES/NO 014 NORTHERN CALIFORNIA POWER AGENCY-Agrmts including Transmission Agency of Northern Califomia P/M CLERK PER -'J- NO YES/NO 015 CABLE TELEVISION - M -PAC, Franchise & Licenses P/M CLERK PER -0- NO YES/ Vital While Active CA Opinion 9/87 Duplicate copy sent offsite as vital copy backup Filmed after 5 years 016 S Filmed FLOOD BASIN P/M CLERK PER -0- NO YES/NO CA Opinion after 5 years 017 CLAIMS AGAINST THE CITY P CLERK ATTY C+2 -0- YES NO/NO PAMC 2.28 230 & 2.28.240 Duplicate of City Attorney C = Current C) = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape - AudioNisual FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PAPER COPY OF RECORDS ARE DESTROYED AFTER MICROFILMING 4 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY ARIEL CALONNE DEPARTMENT HEAD GLORIA YOUNG COUNCIL APPROVAL AUGUST 14, 1995 CONTACT BEVERLY J. KLINE EXTENSION 2571 RESOLUTION 7544 AMENDED SERIES I DESCRIPTION MEDIA FORM RECORD COPY I OFF I CENTER HIST/ DESTROY f VITAL REMARKS 410 018 WATER RIGHTS - Agreements and Clean Up P/M CLERK PER -0- NO YES/NO CA Opinion 1995 Filmed after 5 years 019 PAC BELL / PG&E P/M CLERK PER -0- NO YES/NO CC Opinion 12/92 Filmed after 5 years 020 SISTER CITIES - (a) l;enera1 Correspondence and Information (b) Legal and Historical documents P P/M CLERK C+2 PER -0- YES NO NO/NO YES/NO GC 34090 CC Opinion C = Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape - AudioNisual FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1955 ARE ACCEPTED AS IS PAPER COPY OF RECORDS ARE DESTROYED AFTER MICROFILMING 5 PER — Peim^nent SUP = Sup,srsede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY ARIEL CALONNE DEPARTMENT HEAD GLORIA YOUNG COUNCIL APPROVAL AUGUST 14, 1995 CONTACT BEVERLY J. KLINE EXTENSION 2571 RESOLUTION 7544 AMENDED SERIES 1 DESCRIPTION MEDIA FORM RECORD COPY OFF _ CENTER DESTROY HIST/ VITAL REMARKS 0 ELECTIONS/POLITICAL REFORM ACT 021 CAMPAIGN DISCLOSURE FORMS - (a) Elected Members & Log of Filers (b) Non -elected Members (c) Others - Committees, Supporting/Opposing. Meausres P/F1 CLERK PER C+2 C+2 -0- 5 5 NO YES YES YES/NO NO/NO NO/NO PAMC 2.08.110 GC 81009(bxg) Filmed after 2 years GC 81009(b) GC 81009(c) 022 110 STATEMENT OF ECONOMIC INTEREST - Form 730 & Log of Filers P/H CLERK C+2 5 YES NO/NO GC 81009(eXg) 023 STATEMENT OF ECONOMIC INTEREST - Form 721 & Log of Filers P/H CLERK C+4 -0- YES NO/NO GC 8I009(dxg) Originals forwarded to State C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape - AudioNisual FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1986 ARE ACCEPTED AS IS PAPER COPY OF RECORDS ARE DESTROYED AFTER MICROFILMING 6 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY ARIEL CALONNE DEPARTMENT HEAD GLORIA YOUNG COUNCIL APPROVAL AUGUST 14, 1995 CONTACT BEVERLY J. KLINE EXTENSION 2571 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS i024 NOMINATIONS • P CLERK TER+2 2 YES NO/NO EC 17100 025 CALENDAR P/H CLERK C+2 -0- YES NO/NO 1 GC 34090 026 CERTIFICATE OF ELECTIONS P CLERK C+2 3 YES NO/NO CC Opinion 12/92 027 OATHS OF OFFICE P CLERK TER+2 3 YES NO/NO CC Opinion 12/92 028 PETITIONS, INITIATIVES, REFERENDUM, RECALL & CHARTER AMENDMENTS P CLERK C+1 -0- YES NO/NO EC 17200; EC :7400; GC 7253.5; RESTRICTED ACCESS 029 PRECINCT MAPS P CLERK C +2 -0- YES NO/NO GC 34090 030 _VOTER INFORMATION P/H CLERK C+2 -0- YES NO/NO GC 34090 C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape - AudioNisuai FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PAPER COPY OF RECORDS ARE DESTROYED AFTER MICROFILMING 7 PER = Permanent SLIP F Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY ARIEL CALONNE DEPARTMENT HEAD GLORIA YOUNG COUNCIL APPROVAL AUGUST 14, 1995 CONTACT BEVERLY J. KLINE EXTENSION 2571 RESOLUTION 7544 AMENDED MEDIA RECORD HIST/ SERIES DESCRIPTION FORM COPY OFF CENTER DESTROY VITAL REMARKS • 031 COUNCIL, BOARDS, COMMISSIONS (a) Application for Appointment P TER+2 3 YES NO/NO (b) Notices of Appointment P TER+2 3 YES NO/NO GC 34090; GC 40801 CLERK (c) Notices of Termination P TER+2 3 YES NO/NO (d) Minutes of All Meetings P/H/D/M PER -0- NO YES/NO Minutes are filmed after 2 Years; backup copy sent offsite (e) Action Agenda P/D/H C+2 -0- YES NO/NO as vital copy backup 032 COUNCIL MEMBER - P/H CLERK TER+2 3 YES NO/NO CC Opinion __-., Individual Files & Biographies 111r033 COUNCIL DIRECTORY / ROSTER P/D/li CLERK PER -0- NO YES/NO CC Opinion C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape - AudioNisual FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PAPER COPY OF RECORDS ARE DESTROYED AFTER MICROFILMING 8 PER — Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY ARIEL CALONNE DEPARTMENT HEAD GLORIA YOUNG COUNCIL APPROVAL AUGUST 14, 1995 CONTACT BEVERLY J. KLINE EXTENSION 2571 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER f DESTROY HIST/ VITAL REMARKS 0 REAL PROPERTY 034 BOUNDARY - Line Adjustments; Certificates of Compliance; Lot Line Adjustments & Mergers P/M CLERK PER -0- NO YES/NO GC 34090; Filmed 5 years after filed date 035 EASEMENTS P/M CLERK PER -0- NO YES/NO GC 34090; Filmed 5 years after filed date 036 GRANT DEEDS • Originals P/M CLERK PER -0- , NO YES/NO GC 34090; Filmed 5 years after filed date 037 LAND USE PERMITS P/M CLERK PER -0- NO YES/NO GC 34090; Filmed after 5 years 038 I while LEASES P CLERK TER+2 -0- YES NO,YES active GC 34090 Duplicate copy sent offsite as vital copy backup 039 _ LIENS, CONDEMNATION P/M CLERK PER -0- NO YES/NO GC 34090; Filmed 5 years after filed date C = Current D = Diskette H=Hard Disk 0 = Optical Disk P = Paper T = Tape - AudioNisual FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 198S ARE ACCEPTED AS 1S PAPER COPY OF RECORDS ARE DESTROYED AFTER MICROFILMING 9 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY ARIEL CALONNE DEPARTMENT HEAD GLORIA YOUNG COUNCIL APPROVAL AUGUST 14, 1995 CONTACT BEVERLY J. KLINE EXTENSION 2571 RESOLUTION 7544 AMENDED SERIES I DESCRIPTION MEDIA i FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 040 ZONING CHANGES P/M CLERK PER -0- NO YES/NO GC 34090; Filmed 5 years alter filed date 041 ANNEXATIONS, ACQUISITIONS P/M CLERK PER -0- NO YES/NO GC 34090; Filmed 5 years after filed date 042 BONDS P FIN TER f2 -0- a YES NO/NO Duplicate of Finance 043 ASSESSMENTS P CLERK a TER+2 a 13 YES NO/NO CC Opinion • C Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = T .pe - Audio/Visual FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PAPER COPY OF RECORDS ARE DESTROYED AFTER MICROFILMING 10 PER - Permanent SUP - Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY MANAGER'S OFFICE DEPARTMENT CITY MANAGER r ATTORNEY DEPARTMENT HEAD JUNE FLEMING COUNCIL APPROVAL AUGUST 14, 1995 CONTACT CONSIE FAIR EXTENSION 2123 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS • 00I ADMINISTRATION - Chron Files, Personnel Information, Budget Information, Records Retention Schedule* & Departmental Project Files P/H/D CM/ CLERK* C4-2 -0- YES NO/NO GC 34090 *Note: Records Retention Schedules are only maintained while in effect (currentJsuperceded) Duplicate of City Clerk 002 STAFF REPORTS - Including supporting documents P/H/D CM PER PER Paper copy is archival copy, all others may be destroyed after 5 yrs YES/NO These documents may be microfilmed after 5 years and the paper copy offered to the Historical Association GC 34090.5 003 ANNUAL REPORT TO THE CITY P/H CM PER -0- NO YES/NO City Manager Opinion 004 LEGISLATION - Files and general information pertaining to existing as well as pending legislation P/H CM C+5 -0- YES NO/NO Consistant with State Legislation Reviews and Changes C = Current D = Diskette H = Hard Disk 0 = Optical Disk P — Paper 'Is= Tape FD = Filed Date M= Microfilm/Microfiche PER - Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY MANAGER'S OFFICE DEPARTMENT CITY MANAGER ATTORNEY DEPARTMENT HEAD JUNE FLEMING COUNCIL APPROVAL AUGUST 14. 1995 CONTACT CONSIE FAIR EXTENSION 2123 RESOLUTION 7544 AMENDED - SERIES 1 DESCRIPTION MEDIA FORM RECORD COPY _ OFF CENTER DESTROY HIST/ VITAL REMARKS 111 005 SUBJECT FILES - Files established pertaining to various subjects P CM C+2 -0- YES NO/NO GC 34090 006 POLICIES/PROCEDURES Official copies of all City Policies & Procedures H/P/D CM PER PER Previous version only NO NO/NO Each department should have a current copy of the City's Policies & Procedures 007 INTERNET - Supporting Documentation P/H CM C+2 - -0- YES NO/NO GC 34090 • C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date 2 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE COMMUNITY SERVICES DEPARTMENT COMMUNITY SERVICES ATTORNEY DEPARTMENT HEAD PAUL THILTGEN COUNCIL APPROVAL AUGUST 14, 1995 CONTACT PEGGY TWINN EXTENSION 2239 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF fI CENTER DESTROY HIST/ VITAL REMARKS ADMINISTRATION 001 PERSONNEL - Current Employees Performance Reviews & Work Schedules P/H/D HR for Performance Reviews C+2 -0- YES NO/NO Reviews are duplicates of Human Resources 002 i Security Documents, Work Orders, Correspondence, Inventories, Logs & Reports P(H(D DCS C+2 -0- YES NO/NO GC34090 003 POLICY - Policies, Procedures & Forms P/H/D DCS C -0- SUP NO/NO CA Opinion 004 OTHER DEPARTMENTS - Stores Req., Purchase Orders, Contracts & Records Retention Schedule* P/H ASD CLERK. C -0- YES NO/NO Duplicate of Administrative Services and City Clerk *Note; Records Retention Schedules are only maintained while in effect (current/superceded) 005 VOLUNTEER RECORDS P(H/D DCS C+2 -0- YES NO/NO GC 34090 C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE COMMUNITY SERVICES DEPARTMENT COMMUNITY SERVICES ATTORNEY DEPARTMENT HEAD PAUL THILTGEN COUNCIL APPROVAL AUGUST 14, 1995 CONTACT PEGGY TWINN EXTENSION 2239 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 006 ACCOUNTING - Sales Receipts, Deposits, Sales Logs, Ledgers, Fees/Fines, Contracts under $25,000, Bills & Transit Books P DCS C+I 3 YES NO/NO Community Services Opinion ARTS & CULTURE DIVISION 007 ART LOAN PROGRAM P DCS C+2 -0- YES NO/NO GC 34090 008 t THEATER RECORDS Costume & Prop Loans and Booth Level Settings P DCS C+2 -0- YES NO/NO GC 34090 009 ART COLLECTION P/H DCS -I C -0- SUP NO/NO Community Services Opinion 010 PUBLIC ART COMMISSION Agendas & Minutes P/H/D DCS PER PER NO YESMO C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date 2 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE COMMUNITY SERVICES DEPARTMENT COMMUNITY SERVICES ATTORNEY DEPARTMENT HEAD PAUL THILTGEN COUNCIL APPROVAL AUGUST 14, 1995 CONTACT PEGGY TWINN EXTENSION 2239 RESOLUTION 7544 AMENDED jawSERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 111. 011 EXHIBITS - Junior Museum & Baylands Interpretive Center P/H/D DCS PER PER NO YES/NO Community Services Opinion 012 ANIMAL PERMITS - Junior Museum & Zoo P/H/D DCS TER+2 -0- YES NO/NO Fish & Game Sections 3200, 32C4 LIBRARY 013 DATABASES - Patrons, Circulation & Inventory H/T DCS C -0- SUP NO/YES LIBRARY OPINION Duplicate copies to be sent offsite as vital copy backup. Registration & Circulation records are exempt from Public Records Act under certain conditions; GC Sections 6254, 6254.5, 6255, & 6267 . 014 GRANTS P/H/D DCS C+2 4 yrs after final audit YES NO/NO __. Subject to Audit by the Granting Agency C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date 3 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE COMMUNITY SERVICES DEPARTMENT COMMUNITY SERVICES ATTORNEY ~ DEPARTMENT HEAD PAUL THILTGEN COUNCIL APPROVAL AUGUST 14, 1995 CONTACT PEGGY TWINN EXTENSION 2239 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS te 015 HISTORICAL DOCUMENTS P/D/IIPhotos DCS PER -0- NO YES/NO Archivist Opinion 016 PUBLICITY/PUBLICATIONS P/H/D DCS C+3 -0- YES NO/NO Community Services Opinion 017 STATE LIBRARY - Reimbursements P DCS C+2 5 YES t NO/NO May be Audited by the State 018 SURVEYS MUD DCS C+2 -0- YES , NO/NO GC 34090 HUMAN SERVICES 019 COMMITTEES/COMMISSIONS Agendas and Minutes P/H/D DCS PER -0- NO YESINO GC 34090 RECREATION OPEN SPACE & SCIENCE 020 111. USE PERMITS - Fields, Parks, Courts, Certificates of Insrnce, Facilities Applications & Logs and Group Agreements P/H/D DCS C+2 -0- YES NO/NO GC 34090 C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date 4 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE COMMUNITY SERVICES DEPARTMENT COMMUNITY SERVICES ATTORNEY DEPARTMENT HEAD PAUL THILTGEN COUNCIL APPROVAL AUGUST 14, 1995 CONTACT PEGGY TWINN EXTENSION 2239 RESOLUTION 7544 AMENDED / SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 021 WAIVERS P DCS C+2 -0- YES NO/NO GC 34090 022 RECREATION FOUNDATION - Minutes, C rres & Financial Information P/H/D DCS C+1 3 YES NO/NO Community Services Opinion 1 • C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T Tape FD = Filed Date 5 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE FIRE DEPARTMENT DEPARTMENT FIRE DEPARTMENT ATTORNEY DEPARTMENT HEAD RUBEN GRUALVA COUNCIL APPROVAL AUGUST 14, 1995 CONTACT PHIL CONSTANTINO / MELINDA COOK EXTENSION 2233 / 2185 RESOLUTION 7544 AMENDED SERIES I DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS IIP ADMINISTRATION 001 GENERAL ORDERS - MOA's, Policies & Procedures P/H FIRE C PER NO NO/NO Fire Opinion MOA's are retained by Human Resources Department. 002 PLANS - Strategic Plans & Master Planning Documents. PIWT FIRE C PER NO YES/NO Fire Opinion May be microfilmed 003 GENERAL - Correspondence, Memos, Special Studies and Reports, Committee, Reports, Meeting Minutes, and File Review P/H FIRE C+2 2 YES NO/NO GC 34090 004 ATTENDANCE - Timekeeping records, staffing rosters, and leave reports P/H FIN C -0- YES NO/NO Duplicate of Finance Department 005 OTHER DEPARTMENTS - P.O,s, Contracts & Accounting, Records Retention Schedule* PM FIN/ CLERK* C+2 -0- YES NO/NO Duplicate of Finance and City Cleric *Note : Records Retention Schedules are only maintained while in effect (cunentlsaperceded) C = Current D = Diskette H =- Hard Disk 0 _= Optical Disk P = Paper T = Tape FD = Filed Date M = Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE FIRE DEPARTMENT DEPARTMENT FIRE DEPARTMENT ATTORNEY DEPARTMENT HEAD RUBEN GRIJALVA COUNCIL APPROVAL AUGUST 14, 1995 CONTACT PHIL CONSTANTINO / MELINDA COOK EXTENSION 2233 / 2185 RESOLUTION 7544 AMENDED jaw SERIES 1 DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER j DESTROY HIST/ VITAL REMARKS 11, 006 EMPLOYEE FILES (a) Individual Files: Training Records, Course Completion Certificates (b) DMV Driver Tests, and Driving Records, P P FIRE FIRE C*2 C+2 10 2 YES NO/NO Fire Opinion DMV REQUIREMENT 007 INJURY - individual and Summary Stats, Employees Accident and Exposure Reports P(H FIRE C 4 YES NO/NO Fire Opinion Medical and injury reports retained by Human Resources Risk Management I I FIRE PREVENTION 008 S FIRE PREVENTION - Code Enforcement Actions, Site Plans, Fire Alarm Testing, PressureTests, Negative Declarations P/H FIRE C+2 4 YES NO/NO Fire Opinion C — Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date M = MicroftntfMicrofiche 2 PER- Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE FIRE DEPARTMENT DEPARTMENT FIRE DEPARTMENT ATTORNEY DEPARTMENT HEAD RUBEN GRIJALVA COUNCIL APPROVAL AUGUST 14, 1995 CONTACT PHIL CONSTANTINO / MELINDA COOK EXTENSION 2233 / 2185 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS IP 009 PERMITS - UFC P FIRE C+2 2 YES NO/YES Fire Opinion Duplicate ITS copy stored offsite for vital backup 010 STREET AND NUMBER ASSIGNMENT ' P FIRE C42 2 YES NO/YES Fire Opinion Building Division retains these records, 011 INSPECTIONS (a) Pre -Citation Letters (b) Record of Inspection (c) Record of Inspection P/H P H FIRE FIRE ITS C+2 C+5 C+9 -0- YES NO/NO Fire Opinion 012 rir CERTIFICATIONS - Flame Resistance, Acceptance, Test and Flush, Toxic Gas, Use and Occupancy P FIRE C+2 -0- YES NO/NO Fire Opinion C = Current D = Diskette 11= Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M = Microfilm/Microfiche 3 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE FIRE DEPARTMENT DEPARTMENT FIRE DEPARTMENT ATTORNEY DEPARTMENT HEAD RUBEN GRIJALVA COUNCIL APPROVAL AUGUST 14, 1995 CONTACT PHIL CONSTANTINO / MELINDA COOK EXTENSION 2233 / 2185 RESOLUTION 7544 AMENDED ilk SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKSIP 013 SPRINKLERS - Design, Flow, GPM Sheetand Testing P FIRE C+2 -0- YES NO/NO Fire Opinion 014 BUILDING - Plan Reviews, and Alternate Means & Methods P BLDG C+5 -0- YES NO/NO Fire Opinion SUPPRESSION 015 FIRE INCIDENTS (a) Dispatch and Daily Logs (b) Field Reports 1. Fire Incidents & Logs 2. Non -Fire Incident 3. Arson Fires 4. Non -Arson Fires P FIRE FIRE FIRE POLICE FIRE C+2 C+9 C+5 C+9 C+9 4 -0- -0- -0- -0- YES NO/NO Fire Opinion C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M = Microfilm/Microfiche 4 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE FIRE DEPARTMENT DEPARTMENT FIRE DEPARTMENT ATTORNEY DEPARTMENT HEAD RUBEN GRIJALVA COUNCIL APPROVAL AUGUST 14, 1995 CONTACT PHIL CONSTANTINO / MELINDA COOK EXTENSION 2233 / 2185 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 016 ENGINE / TRUCK EQUIPMENT (a) Daily & Monthly (b) DMV Audit (c) Maintenance Program P FIRE C C42 C+2 2 15 2 YES NO/NO DMV REQUIREMENT C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T Tape FD = Filed Date M = Microfilm/Microfiche 5 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE FIRE DEPARTMENT DEPARTMENT FIRE DEPARTMENT ATTORNEY DEPARTMENT HEAD RUBEN GRiJALVA COUNCIL APPROVAL AUGUST 14, 1995 1 CONTACT PHIL CONSTANTINO / MELINDA COOK EXTENSION 2233 / 2185 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS HAZMAT 017 PERMITS: Environmental Assessment Worksheets, Long Form, Short Form, CEQA & Additional Approval Permits P FIRE C+2 -0- YES NO/NO Fire Opinion 018 CALCULATIONS - Seismic and Secondary Containments P FIRE C+2 -0- YES NO/NO 019 CLEANUP - Dept Generated Reports or Summaries, RMPPs (Risk Mangmt Prevention Plans) P FIRE C+2 10 YES NO/NO 020 REPORTS - Investigation P FIRE C+2 10 YES YES/NO • 021 PLANS - Hazards Materials Management Plan P/H FIRE C+2 10 YES NO/NO Fire Opinion C = Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date M = Microfilm/Microfiche 6 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE FIRE DEPARTMENT DEPARTMENT FIRE DEPARTMENT ATTORNEY DEPAR1MENT HEAD RUI3EN GRIJALVA COUNCIL APPROVAL AUGUST 14, 1995. 4 CONTACT PHIL CONSTANTINO / MELINDA COOK EXTENSION 2233 / 21$5 RESOLUTION 7544 AMENDED DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS IIISERIES 022 UNDERGROUND TANKS (a) Closures (b) Periodic Testing and Monitoring, & Special Reports (c) Reports, Fact Sheets and Studies P/H L FIRE C+2 PER 10 10 NO YES YES YES/NO NO/NO NO/NO Fire Opinion PROGRAMS 023 SPECIAL PROGRAMS Strike Teams & Mutual Aid Response P/H FIRE C+2 10 YES NO/NO Fire Opinion 024 0 PARAMEDICS - Training and Testing & Patient Contact Reports P/E1 FIRE C+2 10 YES NO/NO Fire Opinion Restricted Access C = Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date M = Microfilm/Microfiche 7 PER = Permanent SUP = Supersede. TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE HUMAN RESOURCES DEPARTMENT DEPARTMENT Human Resources ATTORNEY DEPARTMENT HEAD Jay Rounds COUNCIL APPROVAL August 14, 1995 CONTACT Randy Rafoth / Tara Zodrow EXTENSION 2294 / 2588 1' RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS • ADMINISTRATION 001 GENERAL - Correspondence, Timecards, Contracts, Subject Files, Budgets, Records Retention Schedule* & Projects P/H/D 1 HRH CLERK* C+2 -0- YES NO/NO GC 34090 *Note: Recoils Retention Schedules are only maintained while in effect (current/superceded) 002 STANDARDS - Policies, Rules, Bills, & Regulations P/H/D HR C+2 -0- YES NO/NO GC 34090 003 VMC's - Awards PM HR C PER NO YES/NO Human Resources Opinion EMPLOYMENT 004 S Alternate RECRUITMENT- Applications, Resumes Lists P/H HR C+I 2 YES NO/NO 49 USC Sections 2000e-8; 2000c-12; 29 CFR Section 1602.12 and 1602.14 Restricted Access C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FO = Filed Date 1 M = Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE HUMAN RESOURCES DEPARTMENT DEPARTMENT Human Resources ATTORNEY DEPARTMENT HEAD Jay Rounds COUNCIL APPROVAL August 14, 1995 CONTACT Randy Rafoth / Tara Zodrow EXTENSION 2294 / 2588 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF I CENTER DESTROY HIST/ VITAL REMARKS 0 005 PERSONNEL FILES (a) Regular Employees (b) Hourly Employees P/M IIR TER+2 TER+2 13 3 YES After 15 years all copies destroyed YES NO/NO 29 CFR Section 1627.3 Labor Relations Section 1174 Restricted Access May microfilm after 2 years and throw paper away Restricted Access 006 RETIREMENT - Public Employee Retirement System P/H/D HR TER+2 2 YES NO/YES Backup copy held by State 29 USC Section 1001 - 1381; Restricted Access 007 CLASSIFICATION P/H HR .. C+2 -0- YES NO/NO Labor Code Section 1 I97.5(d) BENEFITS • 008 BENEFIT PLAN - DECAP, Deferred Comp, Dental, EAP, Life, Medical, Travel & Vision PIH/D HR C+2 2 YES NO/NO 29 CFR Section 1627.3 Restricted Access 009 CLAIMS - Health, Vision, Life, Dental P HR C+2 2 YES NO/NO Human Resources Opinion RISK MANAGEMENT C = Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date 2 M = Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE HUMAN RESOURCES DEPARTMENT DEPARTMENT Human Resources ATTORNEY DEPARTMENT HEAD Jay Rounds COUNCIL APPROVAL August 14, 1995 CONTACT Randy Rafoth / Tara Zodrow EXTENSION 2294 / 2588 RESOLUTION 7544 AMENDED SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 010 WORKERS COMPENSATION Claim Files P HR TER+2 3 YES NO/NO , Labor Code Section 5410 Files are held at Administrator's Office, City only keeps working file Restricted Access 011 ACCEL JPA Agenda Files P HR C+2 5 YES NO/NO Human Resources Opinion 012 DMV - Pull Notices P • HR C+2 2 YES NO/NO Human Resources Opinion Restricted Access 013 DRUG TESTING P/H HR C+I 4 YES NO/NO 49 CFR Section 193-9 Restricted Access 014 SAFETY REPORTS Pal HR PER -0- Keep only paper copy YES/NO Human Resources Opinion 1111 HUMAN RESOURCES DEVELOPMENT 015 COMMUTE ALTERNATIVE- Participant List, Voucher Logs & TDM Survey P/H HR C+2 2 YES NO/NO BAAQMD Opinion 016 TRAINING - Program Lists, Instructor Lists, Class Rosters, & Evaluations P/H HR C+2 -0- YES NO/NO Human Resources Opinion C = Current D = Diskette H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date 3 M = Microtitm/Microfizhe PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE HUMAN RESOURCES DEPARTMENT DEPARTMENT Human Resources ATTORNEY DEPARTMENT HEAD Jay Rounds COUNCIL APPROVAL August 14, 1995 CONTACT Randy Rafoth i Tara Zodrow EXTENSION 2294 / 2588 RESOLUTION 7544 AMENDE» SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER I DESTROY HIST/ VITAL REMARKS EMPLOYEE RELATIONS 017 NEGOTIATIONS - Notes, Notebooks, Correspondence, Contracts, & MOA P/H HR C+6 4 YES NO/NO 29 USC Sections 211 (c), 203 (m), 207 (g) Restricted Access 018 COMPENSATION - Mgmt. Salary History Sheets, Job Descriptions, Salary Surveys, Compensation Plans P/H/D HR C+2 5 YES NO/NO Human Resources Opinion 019 GRIEVANCES - Arbitration, Grievances, Reports, SEIU Window Period Requests, Sexual Harassment & Discrimination PM HR C+2 5 YES NO/NO 29 CFR Section 1602.21 (h) Restricted Access C = Current D = Diskette H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date 4 M = Microfilm/Microfiche PER = Permanent SUP = Supersede TER - Termination RESOLUTION 7582 RESOLUTION OF THE COUNCIL OF THE CITY OF PAL) ALTO EXPRESSING APPRECIATION TO THEODORE A. 4,PTD 1 K UPON HIS RETIREMENT WHEREAS, Theodore A. Chandik has serves the City of Pal .. Alto as a member of the Recreation, Open Space and r,c eticea st. %f t from February 1964 to May 1996, a total of more than 32 years; and WHEREAS, Theodore A. Chandik has aer.de=i as a Science Instructor, Nature and Science Specialist, awd Naturalist. providing quality environmental and science educatian pro rama and exhibits to generations of youths and adults at the Junior Museum and Zoo, Foothills Park, the Arastradero Preserve, the Palo Alto Baylands, and other public facilities; and WHEREAS, using his considerable knowled a and love of nature, Theodore A. Chandik has served as a resour r t. and rr nt of r o other City staff; and WHEREAS, Theodore A. Chandik has serves all_ a upltIntimetr i his community through the Santa Clara Valley diapter of the National Audubon Society and other nature and environmental organizations; and WHEREAS, Theodore A. Chandik has insp;rei people of ill ages to develop an appreciation for and understanding of the natural world; and WHEREAS, the City of Palo Alto wishes to acknowledge and thank Theodore A. Chandik for his personal comnitment to the community and for his significant personal effoxts and subatan iai. dedication as a member of the City staff. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Palo Alto hereby commends the utr:t.andi n5 pt bU it service of Theodore A. Chandik and records iti appreciietion, as well as the appreciation of the citizens of tt .e zommunity, his retirement. INTRODUCED AND PASSED: May 6, 1996 AYES: ANDERSEN, HUBER, KNISS, MCCOWN, ROSENBA? 1el, WHEELER