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Home My WebLink AboutRESO7544• RESOLUTION NO. 7544 RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO ADOPTING A RECORDS RETENTION SCHEDULE FOR THE ADMINISTRATIVE SERVICES DEPARTMENT, OFFICE OF THE CITY ATTORNEY, OFFICE OF THE CITY AUDITOR, OFFICE OF THE CITY CLERK, OFFICE OF THE CITY MANAGER, COMMUNITY SERVICES DEPARTMENT, FIRE DEPARTMENT, AND HUMAN RESOURCES DEPARTMENT WHEREAS, the destruction of certain public records is authorized by State law in Government Code sections 34030, et seq.; and WHEREAS, a system for the retention and schedule for the destruction of r€.cords 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 Policy,including guidelines and procedures prepared pursuant to that Policy; and WHEREAS, the Council last adopted a retention schedule for the Office of the City Clerk in 1994 by Resolution No. 7285; 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 follows: 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 further to the records and Information Management Policy and any guidelines or procedures the City Clerk may from time to time promulgate thereunder. SECTION 2. Resolution No. 7285 is hereby repealed.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: August 14, 1995 AYES: ANDERSEN, FAZZINO, HUBER, MCCOWN, ROSENBAUM, SIMITIAN, WHEELER NOES: ABSENT: KNISS, SCHNEIDER ABSTENTIONS: 950809 bdc 0051420 ATTEST: APPROVED: .4 O ;'y Clerk or AP PRO C y i tt•rney y Mana 950809 bdc 005;420 CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY }LIST/ VITAL. REMARKS ADMINISTRATION DIVISION 01 Correspondence, Messages, Attendance, Payment Claim Vouchers & Staff Meetings P/II ASD C + 1 2 YES NO/NO FINANCE AND AUDITOR'S OPINION GC 34090 02 FINANCE COMMITTEE Agendas, Minutes and Reports P/l-I. MGR/ CLERK C+2 -0- YES NO/NO Duplicate of City Manager' and City Clerk TREASURY DIVISION 03 INVESTMENT MANAGEMENT Security Purchases and Sales, Investment Reports P/H/F ASD . C+1 6 YES NO/NO AUDITOR'S OPINION C = Current F = Floppy Disk H = Hard Disk U = 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 ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY ' DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY }-LIST/ VITAL , REMARKS 04 DEBT MANAGEMENT 111/ (A) Defeased Insurance P . ASD C+l 2 YES NO/NO FINANCE OPINION 1 (l3) Final Bond Documentation P ASD TER +1 3 YES NO/YES FINANCE OPINION Duplicate copy sent offsite as vital copy backup (C) Covenant Compliance P ASD TER +1 6 YES NO/YES FINANCE OPINION (D) Bank Records P ASD C+1 6 YES NO/YES FINANCE OPINION Duplicate copy stored by bank as vital copy backup 05 REVENUE COLLECTION (A) Deposit Documentation P ASD , C+2 -0- i YES NO/NO FINANCE OPINION (13) Parking Permits P ASD C+2 -0- YES NO/NO C = Current F = Floppy Disk H = Hard Disk 0 = Optical Disk P = Paper T Tape FD = Filed Date 2 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination • 1 CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL CONTACT MIKI CALDWELL EXTENSION .3116 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL i REMARKS 05 (C) Collection Records - Parking Citations, & Reconciliation, Delinquient Accounts,Transient ransient OccupancyTax, and Cash Receipts P ASD C+I 4 YES NOM() •, FINANCE? OPINION BUDGET DIVISION 06 DUPLICATE AUDIT WORK PAPERS (NON -WAS) To outside auditors supporting does P AUDIT C+1 -0- YES After audit approval NO/NO Duplicate of Auditor Restricted Access 07 BUDGET (A) Final City Operating and CIP Budgets,and and Fee Schedule P ASD C+5 P NO YES/ YES 1 FINANCE AND AUDITOR'S OPINION C=Current F = Floppy Disk H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date 3 M= Microfilm/Microtche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL 11 CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION SERIES i DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 07 ` ( ). Supporting Documents Change Requests, Amendment Ordinances, Worksheets, Fee Schedules and Cost Plans P ASD . 0+2 . -0- YES NO/NO FINANCE AND ' AUDITOR'S OPINION (C) Long Range Plans Studies, Reports, Measurements, Forecasts and Projections r P ASD , C+2 -0- YES NO/NO REAL ESTATE 08 P ASD C+4 -0- YES NO/NO FINANCE AND AUDITOR'S OPINION •Appraisals 09 Project Files P ASD C+2 -0- YES NO/NO C = Current F = Floppy Disk H = Hard Disk O = 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 ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY MIST/ VITAL J REMARKS 10 Binding Instruments (A) Land - Deeds, Easements, P CLERK C+5 -0- YES NO/NO i GC 34090 Duplicate of City Clerk (B) Easement Vacations, Leascs and ' Purchases P CLERK - C+3 -0- YES NO/NO NO/NO (C) Encroachments, Agreements, and Conveyances P CLERK TER -i- 1 -0- YES NO/NO 11 Studies, Correspondence, Misc. Docs, Financial Statements and Fees p CLERK C+3 -0- 'YES NO/NO Duplicate of City Clerk C = Current F = Floppy Disk 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 ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY , OFF CENTER DESTROY HIST/ VITAL REMARKS PURCHASING DIVISION I2 - EXTERNAL VENDORS (A) Indexes - Proposals logs and P,O./ Contract List P ASD C+2 -0- YES NO/NO FINANCE AND AUDITOR'S OPINION (13) Awarded Proposals & Bids, Contracts, & Agreements P CLERK TER -1-1 -0- YES NO/NO Duplicate of City Clerk (C) Unawarded Proposals & Bids P OWNING . DEPT C+2 -0- YES NO/NO FINANCE AND AUDITOR'S OPINION • (D) Orders - Purchase, Blanket, Change, Signature Authorizations and Software Purchase Records P ASD C4-2 3 YES NO/YES* while orders arc open C = Current F = Floppy Disk H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date 6 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY DEPARTMENT HEAD EMILY HARRISON COUNCIL. APPROVAL CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY I1iSTl VITAL REMARKS 13 INTERNAL VENDORS (Stores & Print Shop) Reports, Orders, Returns, Disposal Forms Journals and Requisitions P ASD C+1 3 YES NO/NO i FINANCE AND AUDITOR'S OPINION ACCOUNTING DIVISION 14 YEAR CND REPORTS (A) Budget -to -Actual, year-end 21 Rpts PIT ASD C+2 -0- NO NO/NO FINANCE AND AUDITOR'S OPINION May be microfilmed after 2 years and all other copies destroyed • — (13) C.A,F.R.'s P ASD C+10 P NO YES/NO (C) General Ledger, Encumbrance Rpt P/T/M ASD, C+1 1 YES NO/NO C = Current F = Floppy Disk H = Hard Disk 0 = Optical Disk P = Paper T=Tape FD = Filed Date 7 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL CONTACT MIKI CALDWELL EXTENSION - 3116 RESOLUTION SERIES . DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY 111ST/ VITAL RLMARKS 14 (I)) Mgmt Benefits Transactions, Accruals, Postings 1' ASD C+2 -0- YES NO/NO FINANCE AND AUDITOR'S OPINION (E) Audit Work Papers and Journal Entries P ASD C+2 -0- -YES NO/NO ACCOUNTS PAYABLE 15 (A) Warrants P ASD C+3 -0- YES 'NO/NO FINANCE AND AUDITOR'S OPINION (13) Check Register P/M ASD C+1 5 YES NO/NO (C) Cancelled Checks P ASD C+l 3 YES NO/NO (D) Voucher Packets P/M ASD C+1 4 YES NO/NO 16 CAPITAL PROJECTS Project Files, Street Reports, and C.D.B,G. Billings Pill ASD TER + 2 5 YES NO/NO FINANCE AND AUDITOR'S OPINION State Requirement C = Current F = Floppy Disk H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date 8 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES • DEPARTMENT ADMINISTRATIVE SERVICES 'ATTORNEY DEPARTMENT HEAD ' EMILY HARRISON COUNCIL APPROVAL CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION r SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF- CENTER DESTROY HIST/ VITAI, REMARKS 17 BANKING Deposit Slips, Check Reconciliation, ' Statements P ASD C+2 1 YES NO/NO • FINANCE AND AUDITOR'S OPINION 18 ACCOUNTS RECEIVABLE Grants, Disaster Assistance, Project Fund Requisitions, Arbitage Calculations, and Invoices PTM ASD C+2 5 YES NO/YES Arhilage Calcula- tions only FINANCE, ANI) AUDITOR'S OPINION Federal and State Audit Requirement Duplicate copy sent otTsite as vital copy backup 19 TAX RECORDS Sales Tax Filings and 1099 Tax Filings and Registers P/T ASD C+2 2 YES NO/NO FINANCEAND AUDITOR'S OPINION 20 STATE REPORTS City Reports, Transit Operators and Com- ponent Units P ASD- C+2 5 YES NO/NO FINANCE AND AUDITOR'S OPINION State Audit Requirement C = Current F = Floppy Disk H.= Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date 9 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE ADMINISTRATIVE SERVICES DEPARTMENT ADMINISTRATIVE SERVICES ATTORNEY DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION DESCRIPTION MEDIA FORM RECORD , COPY OFF CENTER - DESTROY 141ST/SERIES - VITAL.. REMARKS J 21 UTILITIES (A) Loan Reconciliation Work Papers, Bonds, Banking, Adjustments P ASD C+2 —.-6 5 YES NO/NO ...�.-. FINANCE AND AUDITOR'S OPINION (14) Receipts P ASD C+2 -0- YES NO/NO 22 FIXED ASSETS Cost Reports, Reconciliation, Resume of Activity and Journal Entries P/H/F ASD TER 3 YES NO/NO 23 PAYROLL Allowances, Auto Deposits, Deductions, Deferred Compensation, Payroll Reports, File Maintenance, Gross -to- Net and Hours -to -Gross P/T/M ASD C+2 5 YES NO/YES PUBLIC EMPLOYEES RETIREMENT SYSTEM AND FINANCE OPINION Ai Duplicate copy sent offsite as vital copy backup C = Current F = Floppy Disk H = Hard Disk O = Optical Disk P = Paper T=Tape FD = Filed Date 10 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 DEPARTMENT HEAD EMILY HARRISON COUNCIL APPROVAL CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION - SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF INACTIVE STORAGE DESTROY tusTi VITAL. REMARKS DATA PROCESSING 24 SYSGEN TAPES '1' ASD -0- C SUP NO/YES Duplicate and store offsite as vital backup 25 SYSTEM BACKUPS (A) Less than one year - T•note these are backups and not "records" ASD -0- C SUP NO/YES (Ii) Full year T -note these are backups and not "records" ASD -0- - C 4- 3 YES NO/YES 26 UTILITY - Loan, Sales, Cash, Billing (A) Month End Jan - Nov T -note these are backups and not "records" UTI 1 C C + 1 YES NO/YES t Stored Offsite (B) Month end Dec T -note these are backups -and not "records" UTI C 3 YES r NO/YES Stored Offsite (C) Daily Backup T -note these are backups and not "records" UTI C Daily 1 mo. RECYCLE TAPES NO/YES (Ninth Only) Stored Offsite C — Current F = Floppy Disk 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 DEPARTMENT I -LEAD EMILY HARRISON COUNCIL APPROVAL CONTACT MIKI CAL,DWELL EXTENSION 3 I 16 RESOLUTION MEDIA SERIES DESCRIPTION FORM RECORD COPY OFF INACTIVE STORAGE LAST/ DESTROY VITAL, REMARKS (D) System Master File T -note these are backup and not "records" UTI -0- C SUP NO/YES Backup program and store ill o1lite as vital backup 27 OTHER AGENCIES I IUD, Assessor and Downtown Fees T -note these are backups and not "records" OTI IER AGENCY -0- C SUP NO/NO Duplicate information of the other agency. GC 34090.7 28 PROGRAMS (A) Files & Directories T -note these are backups and not "records" OWNING DEPT. -0- C SUP NO/YES Duplicate and store backup copy offsite as vital backup • (13) Backups T -note these are backups and not "records" -0- C + 2 months RECYCLE TAPES NO/NO Backup stored offsite. 29 PAYROLL RECORDS T -note these are backups and not "records" ASD -0- C + 7 - RECYCLE TAPES NO/YES Duplicate and store backup copy off* as vital copy backup. This informs is considered vital for current payroll only. 30 TRAFFIC T/O-note these - are backups and not "records" POLICE C 5 RECYCLE TAPES NO/NO Duplicate of Police Department ' Retention requirement must meet Police Department Retention Requirement C = Current F = Floppy Disk 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 DEPARTMENT HEAD EMILY HARRISON • COUNCIL. APPROVAL - CONTACT MIKI CALDWELL EXTENSION 3116 RESOLUTION- SERIES DESCRIPTION MEDIA FORM REWORD COPY OFF INACTIVE STORAGE DES'1ROY HIST/ VITAL, REMARKS 31 IMAGING SYSTEM 170 -note these are backups and not "records" I OWNING DEPT. -0- -0- RECYCLE TAPES Destroy Disc alter retention NO/YI;S Serves as duplicate for platter Store otTsitc Owning department has paper, ITS has Tape and Disc C = Current F = Floppy Disk 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 N/A C+2 7 Yes Yes/ While Active GC34090--Restricted access to any files which may contain confidential documents. Keep files until subject tnmter is no longer active. Required to keep until reasonable threat of legal action has passed. 100-01 General Correspondence P N/A C+2 7 Yes Yes/ While Active GC34090 100-04 Chron Files P N/A C+2 7 Yes Yes/ While Active GC34090 100-04 Newsletters P N/A C+2 0 Yes Yes/WA GC34090 202-01 Planning Reports P Planning C+2 2 Yes Yes/WA GC34090--Duplicate of Planning C = Current F r Floppy Disk 1-1 = Hard Disk 0 = Optical Disk 950821 bdc 7020161 P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Terniination 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 • 202-02 thru 202-11 Development Plans/ Certificates of Compliance/ Subdivisions P Clerk C+2 Yes Yes/WA GC34090--Duplicate of Planning 8:. Public Works 202-12 thru 202-25 1 General Plan/ Comprehensive Plan/State Mandated Planning P Planning C+2 7 Yes Yes/WA GC34090--Duplicate of Planning. Files to be reviewed for destruction on a file -by -file basis 203-01 thru 203-10 Regional Planning P Planning C+2 7 Yes Yes/WA GC34090--Files to be reviewed on a file -by -file basis for destruction 41,- 204-01 thru 204-04 Environmental Assessment P N/A C+2 2 Yes Yes/WA GC34090--Review on file -by -file basis for destruction C = Current F = Floppy Disk H = Hard Disk 0 = Optical Disk 930821 bdc 702016I 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 HEAD ARIEL CALONNE COUNCIL APPROVAL CONTACT BETTY CONWELL EXTENSION 2171 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF , CENTER DESTROY 1-11ST/ VITAL REMARKS 205-01 thru 205-13 Stanford University P N/A C+2 7 Yes Yes/WA GC34090--Review on file -by -file basis for destruction 206-01 thru 206-10 Building P N/A C+2 7 Yes Yes/WA GC34090--Review on file -by -file basis for destruction 207-01 thru 207-08 Transportation P N/A C+2 7 Yes Yes/WA GC34090--Duplicate of Transportation. 301-01 thru 301-06 City Council P N/A C+4 7 Yes Yes/WA GC34090--Review on file -by -file basis for destruction 302-01 thru 302-11 Boards/Commissions/ Committees P Clerk C+4 7 Yes Yes/WA GC34090 • 303 American W/Disabilities Act P Atty C+2 2 Yes Yes/WA GC34090 304 Records Management P Clerk C+4 4 Yes Yes/WA GC34090 C = Current F = Floppy Disk H = Hard Disk 0 = Optical Disk 950821 bda 7020161 P = Paper T=Tape FD = Filed 1)ate 3 M= Microfilm/Microfiche PER = Permanent SUP = Supersede I'ER = 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 I DESCRIPTION MEDIA FORM RECORD , COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 305 Management Studies/ Surveys P N/A C+ 4 Yes Yes/WA GC34090 401-01 thru 401-14 Finance Administraticn P Finance C+ 4 Yes While Active GC34090--Duplicate of Finance/Public Works/Utilities 402-01 thru 402-07 Auditor Administration P Auditor C+2 7 Yes While Actie GC34090--Duplicate of Auditor's Files 403 General Audits P Auditor C+2 7 Yes While Active GC34090 500 Personnel Files P Human Resources C+2 7 Yes While Active GC12946 & 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. C = Current F = Floppy Disk H=Hard Disk 0 = Optical Disk 950821 bdc7020161 P = Paper T = Tape FD = Filed Date 4 M= Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination 4 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 1 DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 600 Purchasing/Contiacts P Purchase Div. C+3 t 7 Yes While Actie GC34090--Duplicate of Purchasing Division. Review on a file -by -file basis for destruction, 700 . Legislative/Legal P ClklAtt C+4 10 Yes While Active GC34090--Review on file -by -file basis for destruction.. 800 Public Works/ Engineering/Construction P Public Works C+3 7 Yes While Active GC34090--Review on file -by -file basis for destruction. 900 Litigation/Claims P , Atty C 20 Yes , While Active GC34090--Required to keep until reasonable threat of legal action has passed. On a file -by- file basis assign archive time. ir 1000 Real Estate P Real Estate C 15 Yes While Active GC34090--Duplication of Real Estate Division. Review on file - by -file basis for destruction. C = Current F = Floppy Disk H = Hard Disk O = Optical Disk 950821 bdc 7020161 P = Paper T = Tape Fl) = Filed Date 5 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 1111, 1100 Parks P Social & Comm. Services C+2 2 Yes While Active GC34090--Duplicate of Social & Community Services. Review on file -by -file basis for destruction. 1200 Municipal Utilities P Utilities C+2 7 Yes While Active GC34090--Sore duplication of Utilities Department files, Review on file -by -file basis for destruction. 1300 Police Administration P Police C+2 7 Yes While Active GC34090--Retain until threat of legal action passed. Review on file -by -file basis for destruction. 1400 Social & Community Services P Soc. & Comm. Svcs. C+2 2 Yes While Active GC34090--Review on file -by - basis for destruction. #/0 1500 Fire Administration P Fire C+2 7 Yes While Active GC34090--Review on file -by -file basis for destruction. C = Current F = Floppy Disk H = Hard Disk 0 = Optical Disk 950821 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 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 1600 Information Resources P Clerk C+2 4 Yes While Active GC34090--Review on file -by -tile basis for destruction. II C = Current F = Floppy Disk H = Hard Disk O = Optical Disk 950821 bdc 7020161 P = Paper T = Tape FD = Filed Date M= Microlilm/Microtiche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY AUDITOR'S OFFICE DEPARTMENT CITY AUDITOR ATTORNEY DEPARTMENT BEAD WILLIAM VINSON r COUNCIL APPROVAL CONTACT ROSEiMARIE CIIAMALIS EXTENSION 2667 RESOLUTION SERIES DESCRIPTION MEDIA Ft)RM RECokD COPY OE.'I. LINTER DESTROY iiisr/ VIT'AI. - REMARKS 01 AUDIT REPORTS - Internal P/I! Auditor PER N/A NO YES/ YES AIJI)IIUR'S OPINION Duplicate copy to he stored offsite to serve as vital copy backup • 02 AUDIT REPORTS - External P Auditor PER N/A NO YES/ YES AUDITOR'S OI tN1UN Duplicate copy to be sent offsite as vital copy backup 03 WORK PAPERS - internal supporting documentation P Auditor 5 6 NO NO/NO AliinrOR'S OPINION Restricted Access 04 i SALES TAX Work Papers and Reports P/M Auditor PER N/A Destroy paper copy atter 4 years YES/YES At ll)ITOR'S (WINON Duplicate copy to be sent otlsite as vital copy backup Restricted Access 05 COUNCIL REPORTS P/H Auditor C+S 6 YES , NO/NO AUDITOR'S OPINION C = Current F = Floppy Disk H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microftche 1 PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY AUDITOR'S OFFICE DEPARTMENT CITY AUDITOR ATTORNEY DEPARTMENT HEAD WILLIAM VINSON COUNCIL APPROVAL CONTACT ROSEMARIE GIAMALIS EXTENSION 2667 RESOLUTION SERIES DESCRIP"I'ION MEDIA FORM RECORD COPY OFF CENTER DESTROY nisi./ VITAL RlNARKS 06 ADMINISTRATION (A) Meeting Notes, Correspondence, Memos and Working Files P/ 1/F Auditor C+2 -0- YES NOM( • CA OPINION (B) Budget, P.O. and Attendance P/1-1 FIN C -0- YES NO/NO - Duplicate of Finance C = Current F = Floppy Disk H = Hard Disk 0 = Optical Disk P w 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 DEPARTMENT IIEAD GLORIA YOUNG COUNCIL APPROVAL CONTACT BEVERLY J. KLINE EXTENSION 2571 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF ,CI N I ER DESTROY IIIS'I'/ VITAI. REMARKS 01 CONTRACTS PAMC 2.08.110 (A) Service F CLERK TER +1 4 YES NOM() (B) Construction P CLERK TER +1 9 YES NO/NO 02 BIDS - Unaccepted P FIN C+1 1 YES NO/NO Duplicate of Finance Dept 03 PERS - Contracts P CLERK C+5 PER NO YES- Vital - While Active Duplicate copy to be rent °Mite a, vital copy backup PAMC 2.08.1 10 04 STANFORD P CLERK C+5 . I>ER NO YES/NO PAMC 2.08.110 05 YACHT HARBOR P CLERK C+5 PER NO YES/NO PAMC 2.08.110 CA OPINION 9/87 06 NORTHERN CALIFORNIA POWER AGENCY-Agrmts including T ransmission Agency of Northern California P CLERK C+5 PER NO YES/NO PAMC 2.08110 CA OPINION 9187 C = Current F = Floppy Disk H=Hard Disk O = Optical Disk P = Paper 'I' = Tape FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY DEPARTMENT HEAD GLORIA YOUNG COUNCII. AI'PROVAI. CONTACT BEVERLY .1. KLINE EXTENSION 2571 RI SOUJ'riON SERIES DESCRIPTION MEDIA FORM RECORD COPY on: CENTER DESTROY 1IIS'C/ VI'I'Al. REMARKS 07 CAJ3LE TELEVISION - Franhise and Licenses P CLERK TER + 2 PER NO YES/ YES CA OPINION 9187 i Duplicate copy to be sent ol]'site as vital copy backup 08 SENIOR CENTER P CLERK C+2 PER NO YES/NO CC OPINION 12/92 09 DRUG ABUSE P CLERK C+2 PER Nt) YES/NO CC OPINION 12/92 10 FLOOD BASIN P CLERK C+2 PER NO YES/NO CC OPINION 12/92 11 CLAIMS AGAINST THE CITY P CLERK C+2 3 YES NO/NO PAMC 2.28.230 C = Current F = Floppy Disk H = Hard Disk O = Optical Disk P=Paper T=Tape I D = Filed Date M= Microftlm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY DEPARTMENT IIEAD GLORIA YOUNG COUNCIL APPROVAI, CONTACT BEVERLY J. KL,INE EXTENSION 257 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY , OFF ��- CENTER DESTROY J IiIS"f! VITAL REMARKS 12 ELECTIONS POLITICAL. REFORM ACT PAMC 2.05.11(1 (A) Campaign Statements - Elected Members P .CLERK TER + I PER NO YES/NO (iC81009(b), GC81(X)9(g) Maybe microfilmed aficr 2 yrs (13) Campaign Statements - Non -Elected Candidates andStmnts. of Organizations P CLERK C+2 4 YES NO/ NO (iC51(M)9()) (C) Campaign Statements - All Others P CLERK C+2 5 YES NO/NO CiC81009(c) (D) Stmnts of Economic Interest - Form 730 P CLERK C+l 6 YES NO/NO GC81009(e) (E) Stmnts of Economic Interest - Form 721 P CLERK C+1 3 YES NO/NO GC81009(f) 13 ELECTIONS - Nomination P CLERK 1'ER +1 3 YES NO/NO EC17100 14 ELECTIONS - Calendar P/H CLERK C+1 1 YES NO/NO G04090 C = Current F = Floppy Disk H = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY DEPARTMENT HEAD GLORIA YOUNG COUNCIL APPROVAI. CONTACT BEVERLY.. KLIN E EXTENSION 2571 RESOLUTION SERIES DESCRIPTION MEDIA .__ FORIv1 RECORD COPY OFF CENTER DESTROY - 1IIST/ VTrAI. RliMARKS 15 ELECTIONS - Ceititicate of Electrons P CLERK TER + I 4 YES NO/NO CC OPINION 12/92 411 16 ELECTIONS - Oaths of Office P CLERK TER +1 4 YES NO/NO CC OPINION 12/92 17 ELECTIONS -Petions, Initiatives, Referendum, Recall Charter Amendments P CLERK C+1 4)- YES NO/NO ECG 17200; EC 17400 GC(253.5, RESTRICTED ACCESS 18 PRECINCT MAPS P CLERK C SUP YES NO/NO I:C 17501 - On lile wittt Secretary of State flu- 12 years 19 COUNCIL, BOARDS, COMMISSIONS AND COMMITTEES GC34090 GC4080I (A) Application for Appointment P CLERK TER + 2 3 YES NO/NO • (B) Notices of Appointment P CLERK TER + 2 3 YES NO/NO y = Current IF = Floppy Disk H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY DEPARTMENT HEAD GLORIA YOUNG COUNCIL APPROVAL CONTACT BEVERLY J. KLINE I;XTI:NSION 257 ' RESOLUTION SERI1?S DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY I IIST/ VITAL. REMARKS 19 (C) . Notices of Termination P CLERK TER + 2 3 YES NO/NO (1)) Minutes of All Meetings H/P/M CLERK P -0- NO YES/ YES Minutes May Be Filmed idler 2 Years. backup copy sent offsite as vital copy backup (E) ACTION Agendas - Including Packet Lists 11/P CLERK C + 2 -0- YES NO/NO (F) Audio/Video Tapes of Meetings T CLERK C + 90 Days -0- YES NO/NO Tapes are used solely for minutes preparation/ 64 OP/AG 317 & PAMC 2.04.200(h) 20 COIJNCIL MEMBER - Individual Files Ii/P CLERK "f ER + 2 -0- YES NO/NO GC14090 21 COUNCIL BIOGRAPHIES H/P CLERK TER PER NO YES/NO CC OPINION C = Current F = Floppy Disk H = Hard Disk 0 = Optical Disk P = Paper T=Tape FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE ' DEPARTMENT CITY CLERK ATTORNEY DEPARTMENT 1 [EAD GLORIA YOUNG COUNCIL API'ROVAI. CONTACT 131:VERl,Y .1. KI,INE EXTENSION 25"/ RESOLUTION SERIFS DESCRIPTION MEDIA FORM RECORD COPY O1'1 C}:N'J FR DESTROY IlIST/ VITAI. REMARKS i 22 RI?AI, PROPERTY (iC34090; CC' OPINIt )N 12/92 •� (A) Address Files P CLERK C+2 -0- YES NO/NO (T3) 13oundary Line - Adjustments; Certificates of Compliance; Lot line Adjustments & Mergers 1' CLERK FD + 2 PER NO YIES/ YES Duplicate copies to be sent oti'sitc as Vital cope backup (C) Basements P CLERK FD + 5 PER NO YES/ YIiS Duplicate copies to be sent olkite as vital copy backup (D) Grant Deeds - Originals I' CLERK F}) + 5 PER NO YES/ YES Duplicate copies to be sent otTsite as vital copy backup (E) Land Use Permits P CLERK C+2 PER N() YES/ YES Duplicate copies to be sent offsite as vital copy backup i (F) Leases P CLERK TER + 2 5 YES NO/YES while active Duplicate copies to he sent offsite as vital copy backup C = Current F = Floppy Disk H=Hard Disk 0 = Optical Disk P = Paper T=Tape FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY DEPARTMENT HEAD AD GLORIA YOUNG COUNCIL APPROVAL CONTACT 131:VERLY.I. KLINE EXTENSION 2571 RESOI.tf'I'ION SERIES DESCRIPTION MEDIA FO.;M RECORD COPY OFF CENTER DES'I'RUY I11ST) VITA), REMARKS 22 (G) Liens, Condemnation P CLERK C+5 PER NO YES/ YES I )uplrcate copies to be sent IP olisite as vital copy backup J (11) 7,oning Changes P CLERK C+5 PER N() YES/ YES Duplicate copies to be sent casite as vital copy backup (I) Annexations / Acquisitions P CI ERK C+5 PER NO YES/NO Duplicate copies to be sem oti'site as vital copy backup 23 ORDINANCES 1I/P/M CLERK PER -0- No YES/ YES (;C34090,1'AMC 2.+)8.110; Mined after 2 years- backup stored of'site 24 RESOLUTIONS WP/M CLERK PER -0- NO YES/ YES GC3409O; I'AMC 2.08.1 10; filmed after 2 years- backup stored offsite 25 PACHELL, PG&E AND SOUTHERN PACIFIC P CLERK C+2 PER NO YES/NO CA Opinion 26 ANNUAL REPORT TO CITY Newspaper Insert P CLERK PER -0- NO YES/NO CC Opinion 27 LEGAL. OPINIONS P ATTNY C+5 -0- YES NO/NO Duplicate copy of City Attorney Restricted Access C = Current F = Floppy Disk EI = Hard Disk O = Optical Disk P = Paper T = Tape FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PER =Permanent SUP = Supersede TER - Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT (Try CLERK ATTORNEY DEPARTMENT HEAD GLORIA YOUNG COUNCIL APPROVAL. CONTACT 13EV1sR1,Y 1 KLIN1 EXTENSION 2571 R SOLUTION SERIFS P1SSCRIPTION MEDIA FORM TO RD COPY OFF CENTER DESTROY 1INT/ vim!. RI?MARKS 28 (..'01 11\1(211. L IRECTORY/ROS'I ER CLERK PER -0- NO YES/No CC OPINION i 29 ADMINISTRATION (A) Attendance, Purchase Rcgs and P. O.'s 11/P ADS C+2 -0- YES NO/NO Duplicate of Administrative Services (13) (;en] correspondence Budgets CLIsRK C+2 -0- Y1?S NO/NO CA OPINION (C) Retention Schedule 11/P CLERK C+2 -0- YI;S NO/NO CA OPINION 30 AFFIDAVITS OF PUBLICATION Affidavits filed chronologically P CLERK C+I 4 YES NO/N( ) CC OPINION Affidavits within subject/project files have the: same retention period as the project 31 32 33 BONDS FIN TER +1 11 -YES NO/NO Duplicate of Ihnanee • ASSESSMENT'S P CLERK TER +2 13 YES NO/N( ) LEGISLATIVE HISTORY H CLERK PER -0- NO YES/NO CC Opinion CC Opinion C = Current F = Floppy Disk H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M� Mi ofilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY CLERK'S OFFICE DEPARTMENT CITY CLERK ATTORNEY DEPARTMENT IIEAD GLORIA YOUNG - COIJNCIL APPROVAL. CONTACT BEVERLY .1. KLINE liXTENSION 2571 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY O 'F CENTER DESTROY II1ST/ VITAL REMARKS 34 SI113JI:C"I' FILES - Documents and information submitted to City Council. All subject tiles included unless specifically set forth by description above. P CLERK C+2 5 YI;S NO/NO II GC 34090 • C = Current F = Floppy Disk H = Hard Disk 0 = Optical Disk P - Paper T=Tape FD = Filed Date M= Microfilm/Microfiche RETENTION PERIODS, POLICIES AND PROCEDURES PRIOR TO 1985 ARE ACCEPTED AS IS PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE CITY MANAGER'S OFFICE DEPARTMENT CITY MANAGER'S OFFICE ATTORNEY DEPARTMENT !CAD JUNE FLI MING COUNCIL Al'PROVAI. CONTACT CONSIE FAIR EXTENSION 2121 RESOLUTION SERII?S DI;SCRIP'1'IUN MIDIA FORM RE?CORI) COPY r)I:F C1iNi'ER DIiSTRUY IlIS'E/ VITAI, REMARKS 01 1 STAID REPORTS - Including supporlingdoeumcnts PIII/F CM I'ER PER Paper copy is archival copy, all others may he destroyed idler 5 yrs YES/NO 'these documents may be microtitmeilli after 5 years and they paper copy offered to the Historical Association (1C 34090.5 02 i LEGISLATION -• Files and general infiormation pertaining to existing as well as pending legislation POI CM C+2 -0- YES NO/NO (IC 34090 03 SIBJECI' FILES - Files established pertaining to various subjects P CM C+2 -0- YES NO/NO 04 POLICIES/PROCEDURES Official copies of all City Policies & Procedures H/P/I2 CM PER PER Previous version only NO NOM( Each department should have a current copy of the City's Policies & Procedures 05 INTERNET - Supporting Documentation P/ 1 CM C+2 -0- YES NO/NO _.___11. GC 34090 C = Current F = Floppy Disk H = Hard Disk O = 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 MANAGER'S OFFICE DEPARTMENT CITY MANAGER'S OFFICE ATTORNEY DEPARTM1:N-1. FIFA)) RIME FLEMING COUNCIL, APPROVAL CONTACT CONSIL FAIR EXTENSION 2123 RESOLUTION SI:I&IiS DESCRIPTION MEDIA IORt4 RECORD COPY OFF CENTER DESTROY IIIS'1'/ VITAL. RI NARKS 06 ADMINISTRATION - Citron I and Departmental Files P11 VF CM C+2 -0- Y1S NO/NO GC 340')0 - • C = Current F = Floppy Disk 11= Hard Disk 0 = Optical Disk P = Paper T=Tape FD = Filed Date, 2 M= Microfilm/Microftche PER = Permanent SUP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE COMMUNITY SERVICES DEPARTMENT COMMUNITY SERVICES ATTORNEY DEPARTMENT N'I' HEAD PAUI, TAIL'(. N COUNCIL APPROVAI. CONTACT Pl (IGY TW?NN EXTENSION 2239 RESOLUTION SERIES DESCRIPTION MEDIA FORM RIX'ORD COPY OFF CENTER I)IiSTROY lHItil'/ VI'T'AL REMARKS ARTS & CULTURE DIVISION , 411/ 01 ART LOAN PROGRAM P COM C+2 -0- YES NO/NO GC 34090 02 VOI,UNTI ER RECORDS PIF COM C+2 -0- YES NO/NO 03 FACILITIES USAGE Applications & Rental Permits PIH COM C+2 -0- YES NO/*YES *Renters list for current year only (IC 34090 Duplicate copy of renters list to he stored off-stte 04 ACCOUNTING - Sales receipts, Guild Sales Log, Contracts (short form), Ledgers & Claim Vouchers, Bills, Deposits, Transit Books P COM C+1 2 years after audit or 3 years after completion of contract YES NO/NO • C = Current F = Floppy Disk H = Hard Disk O = Optical Disk P = Paper T=Tape FD = Filed Date M= Microfilm/Mierofrche PER = Permanent SIJP = Supersede TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE COMMUNITY SERVICES DEPARTMENT COMMUNITY SERVICES ATTORNEY DEPARTMENT I WAD PAUL TH1I.TGEN COUNCIL. APPROVAL. CONTACT PEOGY WINN EXTENSION 2239 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER FIIST/ DESTROY VITAL, REMARKS 05 ADMINISTRATION (A) Personnel - Current Employees Performance Reviews and Work Schedules P/F FIR For Performance Review C+2 -0- YES NOINO Reviews are duplicates of !Inman Resources (13) Security Documents, Work Orders, Correspondence, Inventories, Logs and Reports P/l I/F COM C+2 -0- YES NOINO OC 34090 (C) Policy, Procedures Forms PIE COM -0- SUP NO/NO CA OPINION (F)) Stores Reqs; Purchase Orders & Contracts I'/F COM, ASD & CLERK -0- YES NO/NO Duplicate of Administrative Services and City Clerk C = Current F = Floppy Disk 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 AT'T'ORNEY DEPARTMENT I-IEAI) PAUL THILTGEN COUNCIL APPROVAL CONTACT PIGGY TWINN EXTENSION 2239 RESOLUTION SERIES DISCRIPTION MEDIA FORM RECORD COPY OFF CENTER ER DESTROY MIST/ VI'T'AL REMARKS 06 TI lEAT1iR RECORDS Costume & Prop Loans and Booth Level Settings P COM C+2 -0- YES NO/NO GC 340')0 07 ART COLLECTION P/11 COM C+2 -0- SUP NO/YES COMMUNITY SERVICES OPINION OR PUBLIC ART COMMISSION Agendas & Minutes PAW COM P -0- NO YIS/NO LIBRARY 09 DATABASES 1IIF COM C+2 -0- SIJP NO/YES LIBRAR Y OPINION Duplicate copies to he sent offsite as vital copy backup -----e— 10 FEES/FINES - Financial Does, Contracts, Reports & Cones P/11/F COM C+1 2 years after audit or 3 years after completion of contract YES NO/NO C = Current F = Floppy Disk H = Hard Disk O = 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 TI IILTGI:N COIJNC11, APPROVAL. CON'T'ACT PIGGY 'MINN EXTI NSiON 2239 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER 1)ESTRO Y 111S1 VITAI. REMARKS 11 GRANTS -1/F COM C+2 4 yrs alter final audit Y1'.5 NO/NO 12 HISTORICAL DOCUMENTS P/F/Photos COM PER -0- NO YES/NO ARCHIVIST OPINION 13 PUBLICITY/PUBLICATIONS 1'/F LI13 PER -0- N() YESINO ARCHIVIST OPINION 14 STATE LIBRARY - Reimburse P LIB C+2 5 YES NO/NO Audited by the State 15 SURVEYS P/F LIL3 C+2 -0- YES NO/NO GC 34090 HUMAN SERVICES 16 FINANCIALS - Claims, Reports, Deposits and Logs P/1-I/F COM C+1 4 yrs after audit YES NO/NO COMMUNITY SERVICES OPINION 17 COMMITTEES/COMMISSIONS Agendas and Minutes P/F 'HS P -0- NO YES/NO GC 34090 C = Current F = Floppy Disk H=Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date 4 M= Microfilm/Mkrofiche PER = Permanent SUP = Supersede TER == Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE COMMUNITY SERVICES DEPARTMENT COMMUNITY SERVICES ATTORNEY DEPARTMENT HEAD PAID, THILTGEN COUNCIL. APPROVAL. CONTACT PEGGY TWINN EX'T'ENSION 2239 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CI ?LATER I)IiSTROY 1115T/ VEEAI. RI NARKS RECREATION • 18 USE PERMITS - Fields, Courts, Parks, Certificates of Insurance & Log, and Group Agts. P/1 -1/F COM C+2 -0- YES NO/NO GC 3409() C = Current F = Floppy Disk 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 GRIJALVA COUNCIL APPROVAI. CONTACT PHIL CONSTANTINO EXTENSION 2233 RESOLIUFION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY 11151! yam. REMARKS 01 FIRE PREVENTION (A) Code Enlbreement Actions, Site Plans, Fire Alarm Testing, Pressure Tests, Negative Declarations P/11 FIRE C+2 4 YES NO/NO FIRE OPINION (B) Pcrmits - INC t P FIRE C+2 2 YES NO/YES FIRE OPINION Duplicate ITS copy stored offsite for vital backup (C) Street and Number Assignments P FIRE C+2 2 YES NO/YES FIRE ()PINION Building Division retains these records. ds. 02 INSPECTIONS (A) Pre -Citation Letters P/H FIRE C+2 -0- YES NO/NO FIRE OPINION (B) Record of Inspection P/0 FIRE - C+5 -0- YES NO/NO FIRE OPINION C = Current F = Floppy Disk 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 RtJBEN GRIJALVA COUNCIL APPROVAL CONTACT PHIL CONSTANTINO EXTENSION 2233 RESOLUTION SERIES DESCRIPTION MED{A FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAE. REMARKS 02 (C) Record of Inspection II ITS C+9 -h- - YES NO/NO FIRE OPINION 03 CERTIFICATIONS - Flame Resistance, Acceptance, Test and Flush, Toxic Gas, Use and Occupancy P FIRE C+2 -0- YES NO/NO FIRE OPINION 04 SPRINKLERS - Design, Flow, 'PM Sheet and Testing P FIRE C+2 -0- YES NO/NO FIRE OPINION 05 BUILDING - Plan Reviews, and Alternate Means & Methods P/O BLDG C+5 -0- YES NO/NO FIRE OPINION 4 C = Current F = Floppy Disk 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 FIRE DEPARTMENT DEPARTMENT FIRE DEPARTMENT AT'T'ORNEY DEPARTMENT HEAD RUREN GRIJALVA COUNCIL APPROVAL IMMINIMI CONTACT PHIL CONSTANTINO EXTENSION 2231 RESOLUTION SERIES DESCRIPTION FORM COPY MEDIA RECORD OI'I' CENTER DESTROY 1IISTI VITAL REMARKS 06 FIRE INCIDENTS ` , (A) Dispatch and Daily Logs P FIRE C+2 4 YES NO/NO FIRE OPINION (13) Field Reports I. Fire Incidents & Fire Investigation Logs P FIRE C+9 -0- YES - NO/NO , FIRE OPINION - This may be imaged 2. Non -Fire Incident P FIRE C+5 -0- YES NO/NO 3. Arson Fires P POLICE C+9 -0- NO YES/NO 4. Non - Arson Fires P FIRE C+9 -0- YES NO/NO FIRE OPINION i i C = Current F = Floppy Disk H=Hard Disk O = 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 HEAL) RIJBEN GRIJALVA COUNCIL APPROVAL CONTACT P1111. CONSTANTINO EXTENSION 2233 • IIIIIMMII IIIIMMIt RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY H1STl VI"I'AI" REMARKS 07 HAZMAT (A) Permits: Environmental Assessment Worksheets, Lung Fonn, Short Form, CEQA & Additional Approval Permits P DIRE C+2 -0- YES NO/NO FIRE OPINION (B) Calculations, Seismic and Secondary Containments P FIRE C+2 -0- SUP NO/NO FIRE OPINION (C) Dept. Generated Cleanup Reports or Summaries, RMPPs (Risk Management Prevention Plans) P FIRE C+2 10 YES NO/NO (D) Investigation Reports P FIRE C+2 10 YES YES/NO FIRE OPINION 07 (E) Hazards Materials Management Plan P/H FIRE C+2 10 YES NO/NO FIRE OPINION Ili C = Current F = Floppy Disk 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 1 DEPARTMENT FIRE DEPARTMENT ATTORNEY DEPARTMENT HEAL) RUBEN GRIJALVA COUNCIL APPROVAL CONTACT PI 1I1, CONSTANTINO EXTENSION 2233 RESOLUTION SERIES DE'SCRIPT'ION MEDIA FORM RECORD COPY OFF ,CENTER DESTROY 1IIST/ VI'1'AI. RI NARKS 08 UNDERGROUND TANKS ill (A) Closures P/11 FIRE C+2 PER NO YES/NO FIRE OPINION (13) Periodic Testing and Monitoring, and special reports P/1-1 FIRE C+2 10 YES NO/NO FIRE OPINION May he microfilmed (C) Reports, Fact Sheets and Studies P/1-1 FIRE C+2 I (l YES NO/NO FIRE OPINION 09 ENGINE/TRUCK EQUIPMENT (A) Daily & Monthly P FIRE C 2 YES NO/NO DMV REQUIREMENT _(13) DMV Audit P FIRE C+2 15 YES NO/NO DMV REQUIREMENT (C) Maintenance Program P FIRE C+2 2 YES NO/NO DMV REQUIREMENT • 10 SPECIAL PROGRAMS Strike Teams & Mutual Aid Responses P/H FIRE C+2 10 YES NO/N(1 FIRE OPINION C = Current F = Floppy Disk H = Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date M = Microfilm/Microfiche 5 PER = Permanent SUP = Supersede TER = Tennination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE FIRE DEPARTMENT DEPARTMENT FIRE DEPARTMENT ATTORNEY DEPARTMENT HEAD RUI3EN GRIJALVA • COUNCIL APPROVAL CONTACT PHIL. CONSTANTINO EXTENSION 2233 RESOLU`IION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ vim!. REMARKS 11 PARAMEDICS _ (A) Training 8c Testing P/H FIRE C+2 10 YES NO/NO FIRE OPINION (13) Patient Contact Reports P/H FIRE C+2 10 YES NO/NO Restricted Access. May he imaged and all other fonmats he destroyed. C = Current F = Floppy Disk 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 FIRE DEPARTMENT DEPARTMENT FIRE DEPARTMENT ATTORNEY DEPARTMENT HEAD RUUi3EN ORIJALVA COUNCIL APPROVAL CONTACT PE -III. CONSTANTINO EXTENSION 2233 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD) COPY OFF CENTER DESTROY 1IIST/ VITAL REMARKS 12 EMPLOYEE FILES (A) Individual Files: Training Records, Course Completion Certificates P FIRE C+2 10 YES NO/NO FIRE OPINION (I3) DMV Driver Tests, and driving records. P FIRE C+2 2 YES NO/NO DMV REQ1)IREMENT 13 INJURY - Individual and Summary Seats, Employees Accident and Exposure Reports P/H FIRE C 4 YES NO/NO FIRE ()PINION Medical and injury reports retained by I luman Resources Risk Management C = Current F = Floppy Disk H = Hard Disk 0 = 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 FIRE DEPARTMENT DEPARTMENT FIRE DEPARTMENT ATTORNEY DEPARTMENT HEAD RUBEN GRIJALVA COUNCIL APPROVAL. CONTACT PHIL CONSTANTINO EXTENSION 2233 RESOLUTION SERIES DESCRIPTION - MEDIA FORM RECORD COPY OFF CENTER DESTROY HIS -I'/ VIJ'AI. REMARKS 14 ADMINISTRATION W (A) General Orders, MOA's, and Policies & Procedures P/11 FIRE C PER NO NO/NO FIRE OPINION MOA's are retained by 11 unan Resources Department. (B) Strategic Plans & Master Planning Documents. P/H/T FIRE C PER NO YES/NO FIRE OPINION • May be microfilmed (C) Correspondence, Memos, Special Studies and Reports, Committee Reports, Meeting Minutes, and File Reviews P/H FIRE C+2 2 YES NO/NO GC 34090 (D) Attendance and time- keeping records, staffing rosters, and leave reports. PM FIN C -0- YES NO/NO Duplicate of Finance Uepartmelli C = Current F = Floppy Disk 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 ARE DEPARTMENT DEPARTMENT FIRE DEPARTMENT ATTORNEY DEPARTMENT HEAL) RI JBEN GRIJALVA COUNCIL APPROVAL. CONTACT PHIL CONSTANTINO EXTENSION 2233 RESOLIYI'ION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY I11S'r/ VflAI. REMARKS • (E) P.O.'s, Contracts, and Accounting Files P/11 FIN C+2 -0- YES NOM° Duplicate of Finance Department. • C = Current F = Floppy Disk H = Hard Disk 0 = optical Disk P=Paper T = Tape PER = Permanent FD = Filed Date SUP = Supersede M = Microfilm/Microfiche TER = Termination 9 CITY OF PALO ALTO RECORDS RETENTION SCHEDULE HUMAN RESOURCES DEPARTMENT DEPARTMENT Human Resources ATTORNEY DEPARTMENT HEAD Jay Rounds COUNCIL APPROVAL CONTACT Randy Rafoth EXTENSION 2294 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS EMPLOYMENT t 01 RECRUITMENT -Applications, Resumes Alternate Lists P111 HR C+1 2 YES NO/NO 49 IlSC Sections 2000e -R; 2(100c-12; 29 CFR Section 1602.12 and 1602.14 02 PERSONNEL FILES P HR TER +2 13 YES Alter 15 years all copies destroyed NO/NO 29 CFR Section 1627.3 Labor Relations Section 1 174 Restricted Access Microfilm after 2 years and throw paper away 03 RETIREMENT - Public Employee Retirement System HIP/F I-IR TER + 2 2 YES NO/YES Backup copy held by State 29 l 1SC Section 1001 • 13141; 04 CLASSIFICATION P/I1 HR . C+2 -0- YES NO/NO Labor Come Section 1197.5{d) BENEFITS 05 BENEFIT PLAN - DECAP, Deferred Comp, Dental, EAP, Life, Medical, Travel & Vision H/F/P HR C+2 2 YES NO/NO 29 CFR Section 1627_3 ' 06 CLAIMS - Health, Vision, Life, Dental P J HR C+2 2 YES NO/NO FIR OPINION C = Current F = Floppy Disk H = Hard Disk O = 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 HUMAN RESOURCES DEPARTMENT DEPARTMENT Human Resources ATTORNEY DEPARTMENT HEAD Jay Rounds COUNCIL APPROVAL CONTACT Randy Rafoth - EXTENSION 2294 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS RISK MANAGEMENT er 07 WORKERS COMPENSATION Claim Files P FIR TER 3 YES NO/N() Labor Code Section 5410 Files are held at Administrator's (Alice, City only keeps working file 08 f ACCEL JPA Agenda Files I' HR C4-2 5 YES NO/NO FIR OPINION 09 DMV - Pull Notices P HR C+2 2 YES NO/NO Ilk OPINION 10 DRUG TESTING HA' HR C+1 4 YES NO/NO 49 CFR Section 193.9 Restricted Acess 11 SAFETY REPORTS FI/P IIR C+5 P Keep only paper copy YES/NO HR OPINION C = Current F = Floppy Disk H = Hard Disk O = Optical Disk P = Paper M = Microfilm/Microfiche T = Tape PER = Permanent FD = Filed Date SUP = Supersede 2 TER = Termination CITY OF PALO ALTO RECORDS RETENTION SCHEDULE HUMAN RESOURCES DEPARTMENT DEPARTMENT Human Resources ATTORNEY DEPARTMENT HEAD Jay Rounds COUNCIL APPROVAL CONTACT Randy Rafoth EXTENSION 2294 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL 1 REMARKS HUMAN RESOURCES DEVELOPMENT • 1 12 COMMUTE ALTERNATIVE? - Participant List, Voucher Logs and TDM Survey IVP I-IR C+2 2 YES NO/NO I 13AAQh113 Opinion 13 TRAINING - Program Lists, Instructor Lists, Class Rosters, and Evaluations H/P I IR C+2 -0- YES NO/NO I IR OPINION EMPLOYEE RELATIONS 14 NEGOTIATIONS - Notebooks, Correspondence, Contracts, Notes, and MOA H/P HR C+6, 4 YES NOM() 29 USC So:bons 211 (c), 203 (m), 207 (g) Restrict-zd Access 15 COMPENSATION - Mgtnnt. Salary History Sheets, Job Descriptions, Salary Surveys, Compensation Plans I1/P HR C+2 5 YES NO/O I IR OPINION C = Current F = Floppy Disk 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 HUMAN RESOURCES DEPARTMENT DEPARTMENT Human Resources ATTORNEY DEPARTMENT HEAD Jay Rounds COUNCIL APPROVAL CONTACT Randy Rafoth EXTENSION 229-4 RESOLUTION SERIES DESCRIPTION MEDIA FORM RECORD COPY OFF CENTER DESTROY HIST/ VITAL REMARKS 16 GRIEVANCES - Arbitration, Grievances, Reports, SEIU Window Period Requests, Sexual Harassment and Discrimination 1.1/P IIR C+2 5 YES NO/NO �y 29 CHt Secti m 1602.21 (h) Restricted Access 17 ADMINISTRATION (A) Corresp, Timecards Contracts, Subject Files, Budgets & Projects PIHIF 1-IR C+2 -0- YES NOMO (13) Policies, Rules, Bills and Regulations PM HR C+2 -0- YES NO/NO IIR OPINION (C) VMC's and Awards P/H IIR C P NO YES/NO 1 IR OPINION C = Current F = Floppy Disk I-1= Hard Disk 0 = Optical Disk P = Paper T = Tape FD = Filed Date 4 M = Microfilm/Microfiche PER = Permanent SUP = Supersede TER = Termination