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Home My WebLink AboutRESO 9565OocuSign Envelope 10: 2E1 F0514-026B-4C6C-8E9F-A 11153084551 Resolution No. 9565 Resolution of the Council of the City of Palo Alto Adopting a Citywide Records Retention Schedule and Repealing Resolution No. 8688 RECITALS A. The destruction of certain public records is authorized by State law in Government Code sections 34090, et seq. B. 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. C. 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. D. On April 22, 1996 pursuant to Resolution No. 7579, the Council adopted records retention schedules for the Police, Planning and Community Environment, Public Works, and Utilities Departments and amended records retention schedules for the offices of the City Attorney, City Auditor, City Clerk arid City Manager, Administrative Services, Community Services, Fire and Human Resources Departments. E. On February 5, 2007 pursuant to Resolution No. 8688, the Council adopted revised citywide records retention schedules. F. It is now necessary and desirable to adopt revised citywide records retention schedules. G. The City Attorney has reviewed and approved the proposed records retention schedules. The Council of the City of Palo Alto RESOLVES 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 Program and any guidelines or procedures the City Clerk may from time to time promulgate thereunder. 151029 jjs 0160088 DocuSign Envelope I D: 2E1 FD514-D26B-4C6C-8E9F-A 11153084551 SECTION 2. Resolution No. 8688 is hereby repealed. SECTION 3. The Council finds that the adoption of this resolution does not constitute a project for purposes of the California Environmental Quality Act, and, therefore, no environmental assessment is required. INTRODUCED AND PASSED: December 7, 2015 AYES: BERMAN, DUBOIS, FILSETH, HOLMAN, KNISS, SCHMID, WOLBACH NOES: ABSENT: BURT ABSTENTIONS: SCHARFF ATIEST: Mayor APPROVED AS TO FORM: APPROVED: lnDocuSigned by: L~s~s~:1 QOocuSigned by: Ct"lff(f-~ 39E7298FB2064DB ... Deputy City Attorney City Manager 151029 jjs 0160088 2 DocuSign Envelope ID: 2E1 FD514-D26B-4C6C-8E9F-A 11153084551 READING THE RECORDS RETENTION SCHEDULE: A "HOW TO" GUIDE Background The Records Retention Schedule, as approved by the City Council through Resolution, is a legal document. It identifies the types of records and information used and managed by a department, how long that information needs to be retained at the office and/or offsite, and when it may be destroyed. Each department is required to have a current Schedule. It is the responsibility of the department to notify the City Clerk's Office of any business, organizational, functional, or legal changes which would impact their specific Schedule. The City Clerk's Office coordinates with the Office of the City Attorney (who reviews them for compliance with all government codes and regulations) prior to approval by the City Council. The Schedules should be reviewed for accuracy every two to three years by the City Clerk's and City Attorney's Offices in conjunction with each respective department. Using Retention Schedules DESCRIPTION -This is the general description of a group of records with similar business functions and retention requirements . The description must coincide with file titles maintained by the department. TOTAL RETENTION -Refers to the length of time a record must be kept before it is eligible for destruction. CUR -Current refers to any record or file made within the current calendar year. The Retention period begins the first day of the following calendar year. (For example, Cur+2 means that any record created in 2015 is kept for the two following years, 2016 and 2017. The record would be eligible for destruction after December 31 , 2017). SUP -Supersede indicates that old items are replaced by a more current version. STATUTORY REFERENCE -This field includes regulations and codes that govern the retention of a specific record type. REMARKS -This field includes general comments about the information in this row. When "Department Opinion" is noted in this column, it means that the Department has determined the retention period to extend beyond the legal or audit requirement. "Attorney Opinion" indicates that the retention requirement was established pursuant to the opinion of the City Attorney based on research , past litigation history, and/or the potential for future litigation on this topic. LEGEND -A legend is provided at the bottom of the Retention Schedule assisting the reader with retention terminology. Page 1 of 56 DocuSign Envelope ID: 2E1 FD514-D26B-4C6C-8E9F-A 11153084551 RECORDS PERMANENTLY RETAINED The following identifies records permanently retained by eachdepartment. ADMINISTRATIVE SERVICES OFFICE OF THE CITY ATTORNEY No records retained permanently CITY AUDITOR'S OFFICE Series Description Total Retention Statutory Remarks Reference 004 Publications (Audit Reports), Status Reports, Revenue Reports, Council Reports CITY CLERK'S OFFICE Senes Descnpt1on c) Domestic Partnership Affidavits & Statements COUNCIL & STANDING COMMITTEES b) Minutes c) DVDs STATE OF THE CITY ADDRESS -DVD and Speech Hard Copy ORDINANCES RESOLUTIONS RECORDS & INFORMATION MANAGEMENT- b) Destruction Certificates STANFORD (Including Sand Hill Road, Willow Rd. Extension) YACHT HARBOR NORTHERN CALIFORNIA POWER AGENCY-Agreements including Transmission Agency of Northern California CABLE TELEVISION- Franchise & Licenses FLOOD BASIN POLICE AUDITOR REPORTS WATER RIGHTS-Agreements and Clean Up PAC BELUPG&E PER Department Policy Total Retention Statutory Remarks Reference PER Department Opinion Department Opinion PER PER GC 34090 PER Department Opinion 8/2014 PER GC 34090; PAMC 2.08.110 PER GC 34090; PAMC 2.08.110 PER Department Opinion 8/2014 PER PAMC 2.08.110 City Attorney Opinion 9/1987 PER PAMC 2.08.110 City Attorney Opinion 9/1987 PER PAMC 2.08.110 City Attorney Opinion 9/1987 PER City Attorney Opinion 9/1987 PER City Attorney Opinion 9/1987 PER Department Opinion 4/2015 PER City Attorney Opinion 1995 PER Department Opinion 1992 Page 2 of 56 DocuSign Envelope ID: 2E1 FD514-D26B-4C6C-8E9F-A 11153084551 CAMPAIGN DISCLOSURE PAMC 2.08.110 STATEMENTS- a) Elected Members & Log of PER GC 81009(b}(g) Filers (paper) NOMINATIONS/CANDIDATES a) Elected PER EC 17100 Department Opinion 6/2014 OATHS OF OFFICE TER+2 Department Opinion TER = Leaving Office date a) Elected Council Member PER Department Opinion 8/2014 SAMPLE BALLOT PER GC 34090 COUNCIL MEMBER - b) Biographies PER c) Photos PER d) Emergency Standby Council PER Oaths of Office and Report ROSTER PER Department Opinion Paper C+2 BINDING INSTRUMENTS PER GC 34090a Duplicate of County Recorder a) Land -Deeds, Easement b) Easement Vacations, Leases & Purchases c) Encroachments, Agreements & Conveyance LIENS, CONDEMNATION PER GC 34090a ANNEXA TIONS/ACQUISTIONS PER GC 34090a SUBDIVIDOR AGREEMENTS PER GC 65864 & 65869.5 CITY MANAGER'S DEPARTMENT Series Descnpt1on Total Retention Statutory Remarks Reference 002 Staff Reports CMRs (City PER GC34090.5 May be scanned after 5 years Manager Reports)-including and paper copy offered to Palo supporting documents ·Alto Historical Association 003 Economic Development Files for PER May be stored off-site Projects throughout City of Palo Alto 006 Official copies of all City Policies PER Each department should have a and procedures current copy of the Policies & Procedures COMMUNITY SERVICES DEPARTMENT PER 011 PER Department Opinion GC 34090 PER GC 34090 PER Page 3 of 56 DocuSign Envelope ID: 2E1 FD514-D26B-4C6C-8E9F-A111 53DB4551 DEVELOPMENT SERVICES Senes Description Total Retent1on Statutory Remarks Reference 004 PERMIT RECORDS PER GC 34090 Electronically Stored in Address changes, Permit Geographic Information System applications, Building Use & (GIS) or Accela Occupancy applications and certificates, Department correspondence. 005 INSPECTION RECORDS PER GC 34090 Survey letters, Special inspection -final inspection reports, SB407 certificate of compliance forms, Stop work correspondence. 006 Plans PER H&S 19850 FIRE DEPARTMENT Series Description Total Retent1on Statutory Remarks Reference 001(a) Code Books, Ordinances PER GC 34090(e) California Fire Code, PAMC amendments, etc. Employee accident and exposure PER reports Individual and summary statistics PER 008(b) FIRE/HOMICIDE PER PC 799 C+6 onsite; PER offsite INVESTIGATION REPORTS & PHOTOS Records of Inspection; routine, PER Electronically stored in Accela special, new construction & tenant improvement related. 012 CERTIFICATIONS GC 34090 Flame Resistance PER Electronically stored in Accela Use and Occupancy Certificate PER Electronically stored in Accela New Construction & Tenant PER Electronically stored in Accela Improvement Projects, including Electronic Underground tank installations and repairs Alternate means & methods PER 2007 CFC 104. 6.4 Electronically stored in Accela Plan review comments PER Electronically stored in Accela SUPPRESSION 015 INCIDENTS (fire, medical, PER Electronically stored in RMS hazmat, etc.) 015(b) Fire Incident Reports; all except PER CFC 104.3.2; Electronically stored in RMS arson related PC 801 015(c) Fire Incident and other Field PER CFC 104.3.2; Electronically stored in RMS Reports; arson related PC 801 015(d) Fire Incident and other Field PER PC 799 Electronically stored in RMS Reports; arson with death involved Page 4 of 56 OocuSign Envelope 10 : 2E1 F0514-026B-4C6C-8E9F-A 11153084551 015(e) Pre-Hospital Care Report (PCR) 019 SITE CLEANUP Spill Reports & facility closure related information; related inspections. Does not include reports for activities regulated by California Regional Water Resources Control Board or California Dept. of Toxic Substances. 022(a) UST closures and/or removals and related documentation. Does not include reports for activities regulated by California Regional Water Resources Control Board or California Dept. of Toxic Substances. INFORMATION TECHNOLOGY (I.T.) No records retained permanently LIBRARY DEPARTMENT Senes Descnpt1on L1brarv Adv1sorv CommiSSion c) Minutes of Meetings Historic Reference History of Palo Alto City Library OFFICE OF EMERGENCY SERVICES PEOPLE STRATEGY AND OPERATIONS PER 45 CFR Part Electronically stored in RMS 164.530 PER GC 34090(a) Pertains to real property. Previous retention was 30 years-OHSA Guideline cited no specific document reference. Electronically stored in California Environmental Reporting Service (CERS) PER GC 34090(a) Pertains to real property. May include blueprints, reports, inspection results, permits Electronically stored in CERS Total Retention Statutory Remarks Reference GC34090 PER PER Department Opinion Series Descnpt1on Total Retention Statutory Remarks Reference 014 SAFETY REPORTS. PER De artment 0 1n1on PLANNING AND COMMUNITY ENVIRONMENT Senes Descnpt1on Total Retention Statutory Remarks Reference 005 PLANNING AND Video and Audio Tapes are recycled TRANSPORTATION after 90 days except for Director's COMMISSION (PTC), Hearing - 5 years of DVD/CD ARCHITECTURAL REVIEW BOARD, HISTORIC RESOURCES BOARD AND DIRECTOR'S PER GC 34090 Hardcopy format, Boards - HEARINGS Summary. PTC-Verbatim a) Minutes -Online 007 PLANS a) Approved PER Digital Format Page 5 of 56 DocuSign Envelope ID: 2E1 FD514-D26B-4C6C-8E9F-A 11153084551 008 DISCRETIONARY PLANNING PER GC 34090 Digital Format (stored offsite) ENTITLEMENTS a) Applications b) Maps-Zoning, Tentative Subdivision, Preliminary Parcel, Comp Plan Land Use, et al c) Permit Extensions (currently a C+2 2-year window with a 1-yr Digital format extension) PER d) Record of Land Use Actions Saved within Application files that e) CEQA-EIR-Negative are scanned into GIS/DOXview Declarations 010 HISTORIC INVENTORY PER GC 34090 Digital Format-Currently updated via GIST 011 ZONING ORDINANCES PER Duplicate of City Clerk 012 COMPREHENSIVE PLAN AND PER GC 34090 Duplicate stored offsite as vital copy AMENDMENTS-Available backup w/ Amendments Website reference only Resolutions Duplicate of City Clerk (Amendments acknowledged by Resolutions 015 HOUSING d) Below Market Rate (BMR) PER Department Opinion Units, In Lieu Hosing Mitigation 016 TRANSPORTATION-BICYCLES a) Bike Boulevard PER Unique project, historical d) Bike Locker Rental Program PER GC 34090 significance, model for other jurisdictions in and out of U.S. 017 FUNDING-Fuel Efficient Traffic PER Signal Management Program (FETSIM) Applications, Prop 116 Applications, Surface Transportation Program (STDP)/Congestion Mitigation and Air Quality (CMAQ)Applications and Transportation Development Act (TDA) Article 3 Applications Parking 019 a) Assessment Districts PER Multiple Depts. c) F acilities(garages/lots) PER GC 34090 Department Opinion D Structures PER Department Opinion 021 TRAFFIC REFERENCE b) Demographic Data c) Traffic Flow Maps PER 028 Plans PER H&S 19850 POLICE DEPARTMENT Series Descnpt1on Total Retent1on Statutory Remarks Reference 001e Police Reports-ODI (Optical PER GC 34090 Reports scanned into the ODI Document Imaging) System and PC 800 system from 6-15-9 2 to supporting hard copy Reports PC 801 12-31-06 Unless report is a PC 799 Permanent Record or ordered Sealed by Court Order 001e Traffic Collision Fatality Reports PER GC 34090 Regardless of the medium Page 6 of 56 DocuSign Envelope ID: 2E1 FD514-D268-4C6C-8E9F-A 11153084551 001e (1) Police Reports/PDF Scanned PER PC 800 Starting 2007 Hard Copies will -All Felonies, high Misdemeanor PC 801 be kept in conjunction with PDF cases. PC 799 (Felony Prosecution for an offense Capital Crimes punishable by imprisonment in punishable by state prison for 8 years or more Death , Life must commence within 6 years Imprisonment after offense commission. PC 1054 Commencement of prosecution defined in PC 804. *Exception: PC 803-Tolling/Extension of time periods; Appeals process and "Three Strikes" also considerations in assigning retention . 001e (2) Registrants-Sex, Arson, PER DOJ Guidelines Fingerprint Card, Photo and info Narcotics forwarded to DOJ PUBLIC WORKS DEPARTMENT Senes Description Total Retention Statutory Remarks Reference BUDGET PER Duplicate of Budget Change Requests Office of Management & Budget CAPITAL IMPROVEMENTS PER Life of Structure a) Project Files, Work Orders, Schedules, Bidders List, Correspondence, Change Order b) Specifications, Reports Plans, Contracts and Subdivisions GRANTS PER Applications Awards PERMITS PER TENANT FILES PER Applications Payments/Receipts Log Leases 005 ASSESSMENT DISTRICT PER GC 34090 G-1-J Boundaries & Rolls 006 BENCHMARK DATA PER GC 34090 Department Opinion ~ Horizontal, Vertical & Control 007 CAPITAL IMPROVEMENTS PER Life of Structure ().14. a) Project Files, Work Orders, Schedules, Bidders List, Correspondence, Change Order b) Specifications, Reports Plans, Contracts and Subdivisions c) Street Reports 008 CERTIFICATES OF PER GC 34090 Duplicate of CLK w. COMPLIANCE 010 ENCROACHMENT PERMITS GC 34090 QW a) Permanent Encroachments PER Page 7 of 56 DocuSign Envelope ID: 2E1 FD514-D26B-4C6C-8E9F-A 11153084551 011 FLOOD ZONE PER GC 34090 ~ Elevation Certificates & Letter of Map Amendments 015 SOIL REPORTS PER Department Opinion ~ 016 STREET WORK PERMITS PER GC 34090 GOO 018 SURVEYS -Recording Data and PER GC 34090 Department Opinion ~ Maps 019 ENVIRONMENTAL FILES PER Department Opinion m 035 FLOW PER Department Opinion ~ Discharge Data & Reports 037 NPDES (National Pollution PER Department Opinion ~ Discharge Elimination System)- Permits and Reports 039 SAFETY @1. Training and accident reports PER GC 34090 Landfill reports & records PER Household Hazardous Waste PER Manifest & Reports 024 CAPITAL IMPROVEMENTS Department Opinion a) Project Files, Work Orders, PER CCP 337.15 schedules, Bidders List, Change Orders & Correspondence b) Specifications, Reports, Calculations, Plans, & PER Subdivision, Contracts UTILITIES DEPARTMENT Senes Descnpt1on Total Retention Statutory Remarks Reference Master Plans PER Department Opinion 006 Internal working files PER Department opinion 007 Rates -All Services PER Department opinion 010 Utilities Advisory Commission Minutes of all meetings PER Service: GC 34090 All listed will be scanned and Utilities Account Change PER retained electronically Make Change to Account PER Demolition Request PER Demolition Application PER Project Pledge PER One time Submission PER 016 Acquisitions, Easement, Design , PER GC 34090 Historical Drawings, Specifications, Photos, Permits, Soil Reports, Correspondence, Quotes, Payments & Schedules CPAU Work Orders PER Department of Transportation As-Built Maps Valve Cards CPAU Work Orders of PER Department Opinion Abandoned Pipe Page 8 of 56 DocuSign Envelope 10: 2E1 FD514-D26B-4C6C-8E9F-A 11153084551 As-Built Maps of Abandoned Pipe Valve Cards of Abandoned Valves Paradigm Data Sheets PER Department of Transportation Cathodic Work Orders PER Cathodic Protection with Gas PER Distribution Map Exposed Pipe Reports PER Welding Record (form 225A) PER Department of Transportation FSR Gas Leak Investigations Department of Transportation (818 Form) PER FSR Stop Card Database PER Gas Shop Stop Card PER Gas Receiving Stations PER Department of Transportation Odorant and Oil Drip PER Water Meter Test Results PER Gas Meter Test Results PER Meter Leak Tags PER Abnormal Operating Conditions PER (AOC) CPAU WGW Operations Pre-PER Department of Transportation Tested Pipe Tag (Form 503) 019 General Information PER Regulating Specifications & Testing Gas Leakage Survey Meter Leak Tag AOC CPAU/WGW Operations Pre- Tested Pipe Tag Form 503 Gas/Water Shop Stop Card Odorant & Oil Dip Valve Cards Valve Cards of Abandoned Valve Welding Record Form 225A Gas Receiving Station 054 Work Orders: PER Department Opinion Pacific Bell, Cable Co-op, PG&E, GaG and Intents 055 Acquisitions, Design, Drawings, PER Department Opinion -Historical Specs, Permits, Correspondence Refer to CIP Construction GM quotes, Payments & Schedules Projects CIP/Construction 059 Compliance/Inspection/Locating *Field Switch/Man on Line Logs PER C+1 on site *Overhead/Underground PER C+1 on site Compliance Records *Underground Service Alert Notices 060 Customer Service-UCC PER Electronic copy on S drive *Dispatch Logs Marketing Services -Program PER Department Opinion Development Page 9 of 56 OocuSign Envelope 10: 2E1 F0 514-026B-4C6C-8E9F-A 11153084551 070 Commodity Invoices/payment records PER Department Opinion Page 10 of 56 oocuSign Envelope 10: 2E1FD514-D26B-4C6C-8E9F-A11 1 53D~~i_1y ~f Palo Alto Records Retention Schedule ADMINISTRATIVE SERVICES Department Head: Lalo Perez RIM Coordinator: Allen Krever Senes Description Total Retent1on Statutory Remarks Refere nce IADMINISTRATION 001 002 003 005 004 (c) Covenant Compliance (d) Bank Records COLLECTION BUDGET (a) Final Budget, CIP Budgets, Fee Schedule (b) Supporting Documents Change Requests, Amendment, Worksheets, Fee Schedules & Cost Plans (c) Long Range Plans Studies, Reports, Measurements, Forecasts & ~·"'""1"'n Agreements C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE C+3 Auditors Opinions While useful C+6 C+7 Auditors Opinion C+3 Department Opinion TER+4 TER+7 as vital C+7 as vital C+2 GC 34090 Department Opinion TER+4 C+2 Auditor Opinion C+3 Auditor Opinion While Useful Duplicate of City Clerk Duplicate of City Clerk COUNCIL APPROVAL: Page 11 of 56 DocuSign Envelop~ ID: 2E1FD514-D26B-4C6C-8E9F-A11153D~ii1y \Jf Palo Alto Records Retention Schedule ADMINISTRATIVE SERVICES Department Head: Lalo Perez RIM Coordinator: Allen Krever Senes Description Total Retention Statutory Remarks Reference l:l.mum!lo,I~Lt! 009 (a) Council Approved Contracts, gw Solicitations & Documents (b) Service Contracts, Purchase Orders, Blanket Purchase Orders & Solicitations & Documents i. Purchase Orders/Blanket Orders ii. Service Order Contracts iii. Council Aw,uvt::u (c) Bids Unawarded Solicitations & Documents 010 INTERNAL VENDORS -(Stores Q-1.4. & Print Shop) Reports, Orders, Returns, Disposal Forms Journal & Requisitions r!1MMIIIiiml ~ 011 YEAR-END REPORTS ~ (a) o. .ll.t't.f~l {b) Compreh' 1sive Annual Financial Report (C.A.F.R.) (c) General Le~ger, Encumbrance Report ~d) Management Benefits 1 ''"· Accruals (e) Audit Work Papers & Journal Entries ACCOUNTS PAYABLE (AlP) 012 AlP + UTILITY CHECK ~ REGISTERS (WARRAt\ITS) 013 CANCELLEDNOIDED w WARRANTS. CHECK VOID FORMS + BACKUP 014 VOUCHER PACKETS. ~ GENERAL WARRANT COPIES WITH BACKUP FOR AlP, UTILITY REFUNDS, 3RD PARTY AND WIRE TRANSFERS. 015 CAPITAL PROJECTS- 0-1-9 Project Files, Street Reports, & Community Development Block Grant (CDBG) Billings C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE All Open Council While Useful Duplicate of City Clerk Approved Contracts, Solicitations & Documents +4 While Useful All Open Service Contracts, Purchase Orders, Blanket Purchase Orders & TER+3 Solicitations & Documents TER+5 TER+7 n,mlir~IP of City Clerk C+2 GC 34090 Department Opinion vital while orders are open C+4 Department and Auditors Opinion C+2 GC 34090 PER Dep""' """ . and Auditors Opinion C+2 GC 34090 C+2 GC 34090 C+2 GC 34090 C+7 Department and Auditors C+7 Opinion C+4 Department and Auditors C+7 Opinion (VOIDED l;Htl;l\::i) C+5 Department and Auditors C+7 Opinion TER+7 Department and Auditors Opinion COUNCIL APPROVAL: Page 12 of 56 DocuSign Envelope ID: 2E1FD514-D26B-4C6C-8E9F-A111 53D~ii_1y ~f Palo Alto Records Retention Schedule ADMINISTRATIVE SERVICES Department Head: Lalo Perez RIM Coordinator: Allen Krever Senes Description Total Retention Statutory Remarks Reference ANNUAL PUBLIC IMPROVEMENT CORPORATION-STATE CONTROLLERS REPORT CALIFORNIA AVENUE SPECIAL ASSESSMENT PARKING DISTRICT UNIVERSITY AVENUE SPECIAL ASSESSMENT PARKING DISTRICT ANNUAL INTERGOVERNMENTAL EXPENDITURES REPORT ZFIR03 AUTHORIZED SIGNATURE COVER SHEETS. AlP JOURNAL LOG AUTHORIZING SIGNATURE FORMS TAX RECORDS -SALES TAX FILINGS, 1099 TAX FILINGS & REGISTERS GENERAL LEDGER-General Journal Entries 016 ACCOUNTS RECEIVABLE ~ (b) Invoices, Facility and Revenue Collections Cash Receipts, Cash Receipt Journals 018 STATE REPORTS -City @ Reports, Transit Operators and Component Units 019 UTILITIES- ~ (a) Loan Reconciliation Work Papers, Bonds, Banking, Adjustments (b) Receipts C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE C+7 C+7 C+7 C+7 C+7 Cover sheet for batches of invoices from departments sent to AlP. Has list of invoices enclosed and department authorization to process the invoices. C+7 C+7 C+7 C+7 Federal & State Audit Requirements Duplicate stored offsite as vital copy backup Department Opinion C+7 GC 34090, Federal & State Audit CCP 337 Requirements Duplicate stored offsite as vital copy backup Department Opinion C+7 Department and Auditors Opinion C+7 Department and Auditors Opinion GC 34090 COUNCIL APPROVAL: Page 13 of 56 DocuSign Envelope 10: 2E1FD514-D26B-4C6C-8E9F-A11153D~ii1y \Jf Palo Alto Records Retention Schedule ADMINISTRATIVE SERVICES Department Head: Lalo Perez RIM Coordinator: Allen Krever Series Description Total Retent1on Statutory Remarks Reference 020 FIXED ASSETS -Cost Reports, 02a Reconciliation, Resume of Activity & Journal Entries 021 PAYROLL ~ Garnishment orders Direct Deposit!W4 changes Copies of PSO PAF CaiPers Reporting Third Party Reporting Payroll Quarterly Tax Reports Payroll Masterfile Payroll Reconciliations Payroll Journals W2 Copies Processing ReQorts by Paydate ENTERPRISE ACCOUNTING 022 Backup for invoices created (Airport, Avenidas, & Palo Alto Community Childcare) 023 Loan reconciliations and backup 024 Reconciliations of utility clearing accounts 025 Receipts/stubs from the daily utility payments process (batch detail) 026 Audit backup & Journal entries backup 027 Utility cash receipts 028 Fixed assets backup of journal entries, capitalization, & reconciliations C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE TER3 Department and Auditors Opinion C+7 Public Employees Retirement System and Department Opinion -Duplicate stored offsite as vital copy backup C+7 C+7 C+7 C+7 C+7 C+7 C+7 C+7 C+7 C+4 IRS Requirement C+7 C+7 C+5 C+2+2 months GC 34090 C+2 GC 34090 C+7 TER 3 COUNCIL APPROVAL: Page 14 of 56 DocuSign Envelope 10: 2E1 FD514-D26B-4C6C-BE9F-A11 1 53D~ii_1y \Jf Palo Alto Records Retention Schedule OFFICE OF THE CITY ATTORNEY Department Head: Molly Stump RIM C d' t St L II Senes Description Total Retention Statutory Remarks Reference ADMINISTRATIVE RECORDS 100 General Info/Subject Files 202-02 thru 202-11 . i 202-12 thru General Plan/Comprehensive 202-25 Plan/State Mandated Planning 203-01 thru Regional Planning 203-10 204-01 thru Environmental Assessment 204-04 205-01 thru Stanford University 205-13 206-01 thru Building 206-10 207-01 thru Transportation 207-08 301-01 thru City Council 301-06 Boards/Commissions/Committees C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE C+9 GC 34090 As Needed As Needed As Needed C+4 C+9 C+9 C+9 C+11 Page 15 of 56 Restricted access to any files may contain confidential documents. Keep files until subject matter is no longer active. Required to keep until reasonable threat of legal action has Duplicate of PCE. Files to be reviewed for destruction on a basis. Review on file-by-file basis for destruction Review on file by file basis for destruction Review on file by file basis for destruction Duplicate of Transportation Review on file by file basis for destruction Duplicate of City Clerk Duplicate of Administrative Services, Public Works and Utilities Duplicate of Auditor's Files Some files may need to be retained until threat of legal action passed. Review on file file basis for destruction COUNCIL APPROVAL: oocuSign Envelope 10 2E1FD514-D26B-4C6C-8E9F-A11153D~ii1y \Jf Palo Alto Records Retention Schedule OFFICE OF THE CITY ATTORNEY Department Head : Molly Stump RIM Coo d'n to Stac La elle Series Description Total Retent1on Statutory Remarks Reference 600 Purchasing/Contracts 700 Legislative/Legal 800 Public Works/Engineering/ Construction 900 Litigation/claims 1000 Real Estate 1100 Parks 1200 Municipal Utilities 1300 Police Administration 1400 Community Services 1500 Fire Administration 1600 Information Resources C= CURRENT CALENDAR YEAR PER=PERMANENT TER=TERMINATION SUP=SUPERCEDE C+10 C+14 C+10 C+10 C+15 C+4 C+4 C+9 C+4 C+9 C+6 Page 16 of 56 Duplicate of Purchasing Division; Review on a file by file basis for destruction Review on file by file basis for destruction Review on file by file basis for destruction; Required to keep until reasonable threat of legal action has passed. On a file by file basis assign archive time Duplication of Real Estate Division/CLK. Review on file by file basis for destruction Duplicate of Community Services. Review on file by file basis for destruction Duplicate; review on file by file basis GC 34090 Review on file by file basis for destruction GC 34090 Review on file by file basis for destruction GC 34090 Review on file by file basis for destruction GC 34090 Review on file by file basis for destruction COUNCIL APPROVAL: oocuSign Envelope 10: 2E1FD514-D26B-4C6C-8E9F-A11153D~ii_1y \Jf Palo Alto Records Retention Schedule CITY AUDITOR'S OFFICE CAO: Harriet Richardson RIM Coordinator: Deniz Tunc Senes Descnption Total Retent1on Statutory Remarks Reference ADMINISTRATIVE RECORDS 001 Office Budget and NP 002 Meeting Notes, Memo's, Correspondence, Management Reports, Office Administrative files and files 003 Contracts (All Open Council Approved Contracts, Service Contracts, Purchase Orders, Blanket Purchase Orders, Solicitations and Docu 005 006 007 C= CURRENT CALENDAR YEAR PER=PERMANENT TER=TERMINATION SUP=SUPERCEDE C+5 Department Policy C+5 Department Policy C+4 Duplicating of Purchasing and City Clerk C+7 Department Policy C+7 CL+5 COUNCIL APPROVAL: Page 17 of 56 oocusign Envelope 10: 2E1FD514-D26B-4C6C-8E9F-A1 1 1 53o~n1Y '-'f Palo Alto Records Retention Schedul e CITY CLERK'S OFFICE Department Head: Beth Minor RIM Coordinator: David Carnahan Senes Descnpt1on Total Retention Statutory Remarks Reference IADMINISTRA TIVE RECORDS a) Agenda Packets-Docs. and information submitted to Council including questions and answers to Council agenda items. b) Minutes c) DVDs Proof of ORDINANCES RESOLUTIONS RECORDS & INFORMATION MANAGEMENT- a) Retention Schedules & Manuals b) Destruction Certificates c) Transfer Lists d) Inventory Database ISUBJECT FILES EXTERNAL VENDORS- a) Contracts awarded by City Clerk Department b) Contracts awarded by City Council C= CURRENT CALENDAR YEAR PER= PERMANENT TER= TERMINATION SUP= SUPERSEDE C+2 C+2 PER C+2 PER PER C+2 PER PER PER C+4 PER C+2 C+2 C+2 TER+4 TER+4 PER Page 18 of 56 GC 34090.7 GC 34090; GC 40801 54960.1(c)(1) GC 34090 CCP 343 GC 34090 GC 34090 GC 34090 Duplicate of Administrative Services Department Opinion CL = Resolution Date Department Opinion Department Opinion 8/2014 Department Opinion Record of on/off-site records Confidential Legal Opinions are not public information and are restricted from blic access. Includes public hearing notices, legal publications City Attorney Opinion 9/1987 COUNCIL APPROVAL: DocuSign Envelope ID: 2E1FD514-D26B-4C6C-8E9F-A11153D~ii_1y \Jf Palo Alto Records Retention Schedule CITY CLERK'S OFFICE Department Head: Beth Minor RIM Coordinator: David Carnahan Senes Descnpt1on Total Retention Statutory Remarks Reference NORTHERN CALIFORNIA POWER AGENCY -Agreements including Transmission Agency of Northern California CABLE TELEVISION -Franchise & Licenses FLOOD BASIN CLAIMS AGAINST THE CITY DIRECTOR'S HEARING APPEALS -Planning and Communi! Environment Director POLICE AUDITOR REPORTS WATER RIGHTS-Agreements and Clean U PAC BELUPG&E SISTER CITIES IELECTIONS/POLITICAL REFORM ACT .. CAMPAIGN DISCLOSURE STATEMENTS- a) Elected Members & Log of Filers (paper) b) Non-elected members (paper) c) Others-Committees, Supporting/Opposing Measures (paper) d) Copies received (e.g. Form 41 0) (paper) e Electronicall filed STATEMENT OF ECONOMIC INTEREST -Form 700 (Designated Filers) & Log of Filers STATEMENT OF ECONOMIC INTEREST-Form 700 (GC 87200 Filers) & Log of Filers C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP= SUPERSEDE PER PER PER C+2 TER+2 PER PER PER C+2 PER C+5 C+7 C+4 C+10 C+4 C+7 C+4 Page 19 of 56 PAMC 2.08.110 City Attorney Opinion 9/1987 City Attorney Opinion 9/1987 PAMC 2.28.230 & 2.28.240 TER = Project completion date Department Opinion 4/2015 City Attorney Opinion 1995 GC 34090 PAMC 2.08 .110 GC 81009(b)(g) GC 81009(b) GC 81009(c) GC 81009(D GC 84615(i) Code is Adopted by Resolution, Resolution is Permanent GC 81009(e)(g) Originals retained C+ 7 "Wet", paper filed forms can be digitized after 2 years GC 81009(d)(g) Originals forwarded to State. Copies retained C+4 GC 87200 Filers include City Council Members, the City Attorney, City Manager, Planning Commissioners, and the Administrative Services Director CFO COUNCIL APPROVAL: oocuSign Envelope 10: 2E1FD514-D26B-4C6C-BE9F-A111 53D~n1, \Jf Palo Alto Re cords Retention Schedule CITY CLERK'S OFFICE Department Head: Beth Minor RIM Coordinator: David Carnahan Senes Description Total Retent1on Statutory Remarks Reference FPPC AGENCY FORMS a) Gift to Agency Report - Form 801 b) Behested Payment Report - Form 803 b) 804 New Positions-Form 804 c) Consultants-Form 805 d) Public Official Appointments- From 806 NOMINATIONS/CANDIDATES a) Elected b) Non-elected AB1234 ETHICS TRAINING- Proof of traininQ attendance OATHS OF OFFICE a) Elected Council Member PETITIONS, INITIATIVES, REFERENDUM, RECALL& CHARTER AMENDMENTS BALLOTS SAMPLE BALLOT BOARDS & COMMISSIONS a) Applications & Appointments I. Appointed II. Not Appointed b) Letters of Appointment c) Notices of Termination d) Recruitment Outreach e) General Correspondence COUNCIL MEMBER- a) Individual Files b) Biographies c) Photos d) Emergency Standby Council Oaths of Office and Report ROSTER C= CURRENT CALENDAR YEAR PER= PERMANENT TER=TERMINATION SUP=SUPERSEDE C+7 C+7 C+4 C+4 C+2 PER TER+2 C+5 TER+2 PER TER+1 TER+1 PER TER+5 CL+2 TER+2 TER+2 C+2 C+2 TER+2 PER PER PER PER Page 20 of 56 FPPC 18944 Current on Agency Website GC 82015 FPPC 18734 FPPC 18734 FPPC 18705.5 Current on Agency Website GC 34090 EC 17100 Department Opinion 6/2014 TER = Certif. of elections results date or failure date GC 53235.2(2)b Department Opinion TER = Leaving Office date Department Opinion 8/2014 EC 17200 RESTRICTED ACCESS EC 17400 TER = Certif. of election results GC 6253.5 date or failure date DeQartment O_j)inion 8/2014 EC 17302, 17304, RESTRICTED ACCESS 17306; TER = date of election Department Opinion 8/2014 GC 34090 GC 34090a; GC 40801 TER = Leaving Office date CL = Close of recruitment TER = Leaving Office date TER = Leaving Office date Department Opinion 10/2014 Department Opinion Paper C+2 COUNCIL APPROVAL: oocuSign Envelope 10: 2E1FD514-D26B-4C6C-8E9F-A11153D~ii_1y \Jf Palo Alto Records Retention Schedule CITY CLERK'S OFFICE Department Head: Beth Minor RIM Coordinator: David Carnahan Senes Description Total Retent1on Statutory Remarks Reference IREAL PROPERTY BINDING INSTRUMENTS a) Land -Deeds, Easement b) Easement Vacations, Leases & Purchases c) Encroachments, Agreements & Conveyance d) Community Development Block Grants (CDBG) i. Deeds of Trust ii. Prom· Notes C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERSEDE PER GC 34090a Page 21 of 56 Duplicate of County Recorder TER =paid in full TER = in full Includes Initial Review COUNCIL APPROVAL: oocuSign Envelope ID: 2E1FD514-D26B-4C6C-8E9F-A1 1 153D~it1y \Jf Palo Alto Records Retention Schedule CITY MANAGER'S DEPARTMENT Department Head: James Keene RIM Coordinator: Danille Rice Senes Descnpt1on Total Retent1on Statuto ry Remarks Reference ADMINISTRATIVE RECORDS 001 Personnel Information, Budget Information, Records Retention Schedule 002 Staff Reports CMRs (City Manager Reports) -including supporting documents 003 Economic Development Files for Projects throughout City of Palo Alto Sister Cities LEGISLATIVE HISTORY 004 Legislative Letters SUBJECT FILES 005 Files established pertaining to various subjects, Project files, Chronological Files POLICIES AND PROCEDURES 006 Official copies of all City Policies and procedures C= CURRENT CALENDAR YEAR PER=PERMANENT TER=TERMINATION SUP=SUPERCEDE While useful PER GC34090.5 PER C+2 GC 34090 C+5 C+2 GC 34090 PER Page 22 of 56 Duplicate of other departments May be scanned after 5 years and paper copy offered to Palo Alto Historical Association May be stored off-site Consistent with State Legislation -Reviews and Ch • Each department should have a current copy of the Policies & Procedures COUNCIL APPROVAL: oocuSign Envelope 10: 2E1FD514-D26B-4C6C-BE9F-A11153D~ii1y \Jf Palo Alto Records Retention Sc hedule COMMUNITY SERVICES DEPARTMENT Department Head: Rob de Geus RIM Coordinator: Erin Solheim Perez Senes Descnpt1on Total Retention Statutory Remarks Reference ADMINISTRATIVE RECORDS 001 Personnel -Current Employees Performance Reviews & Work Schedules 002 Security Documents, Work Orders, Correspondence Inventories, Logs & Reports 003 Policy-Policies, Procedures & Forms 004 Other Departments -Stores Requisition Purchase Orders, Contracts & Records Retention Schedule 005 Volunteer Records 006 Accounting -Sales Receipts, Deposits, Sales Logs, Ledgers, Fees/Fines, Contracts Under $85,000, Bills & Transit Books ARTS & SCIENCES DIVISION 007 Art Loan Program 008 Theatre Records-Costume & Prop Loans and Booth Level Settin(:ls 009 Art Collection Public Art Commission a) Action Agenda b) Proof of Publication c) Minutes of all meetings d) General Correspondence e) Proof of A(:lenda Postin(:l 011 Exhibits-Junior Museum & Baylands Interpretive Center 012 Animal Permits-Junior Museum &Zoo HUMAN SERVICES & CUBBERLEY DIVISION Human Relations Commission a) Action Agenda b) Proof of Publication c) Minutes of all meetings d) General Correspondence e) Proof of Aqenda Postinq C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE C+2 Performance reviews are duplicates of People Strategy and Operations C+2 GC 34090 c CA Opinion c Duplicate of Administrative Services (ASD) and City Clerk C+2 GC 34090 C+1 Department Opinion Duplicate of ASD C+2 GC 34090 C+2 GC 34090 c Community Services Opinion GC 34090 C+2 C+2 PER C+2 C+2 PER Department Opinion TER+2 Fish & Game Sections 3200, 3204 GC 34090 C+2 C+2 PER C+2 C+2 COUNCIL APPROVAL: Page 23 of 56 oocuSign Envelope 10: 2E1FD514-D26B-4C6C-8E9F-A11 1 53D~n1y ~f Palo Alto Records Ret ention Sche dule COMMUNITY SERVICES DEPARTMENT Department Head: Rob de Geus RIM Coordinator: Erin Solheim Perez Series Descnpt1on Total Retent1on Statutory Remarks Reference RECREATION & GOLF DIVISION 020 Use Permits -Fields, Parks, Courts, Certificates of Insurance, Facilities Applications & Logs and Group AQreements 021 Waivers, Cancellation/Transfer Forms 022 Recreation Foundation-Minutes, Correspondence & Financial Information Parks and Recreation Commission a) Action Agenda b) Proof of Publication c) Minutes of all meetings d) General Correspondence e) Proof of AQenda PostinQ Fee Reduction Program C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE C+2 GC 34090 C+2 GC 34090 C+1 Department Opinion GC 34090 C+2 C+2 PER C+2 C+2 C+1 Department Opinion 4/2015 COUNCIL APPROVAL: Page 24 of 56 oocuSign Envelope 10 : 2E1FD514-D26B-4C6C-8E9F-A1 11 53D~ii_1y .Jf Palo Alto Records Retention Schedule DEVELOPMENT SERVICES Department Head: Peter Pirnejad RIM Coordinator: Lisa Green Senes Description Total Retent1on Statutory Remarks Reference ADMINISTRATIVE RECORDS 001 OTHER DEPARTMENTS Personnel Records, Purchase Orders, Payment Claim, Vouchers, Legislation, Final Budget, Correspondence with Other Departments and Records Requests 002 DEPARTMENT ADMINISTRATION Daily Deposit Copies, Department Procedures, Equipment, Inventories, Budget Preparation, Final Budget Correspondence, and Daily Counts & Wait Times. 003 CONTRACTS a) Contracts under $85,000 plus all records associated b) Full Cost Recovery Contracts c) Contracts over $85,000 plus all records associated SUBJECT FILES 004 PERMIT RECORDS Address changes, Permit applications, Building Use & Occupancy applications and certificates , Department correspondence. 005 INSPECTION RECORDS Survey letters, Special inspection -final inspection reports, SB407 certificate of compliance forms , Stop work correspondence. 006 Plans C= CURRENT CALENDAR YEAR PER=PERMANENT TER=TERMINATION SUP= SUPERSEDES While Useful GC 34090 Duplicate of other Departments C+2 GC 34090 PAMC 2.30.075 C+2 Duplicate of Administrative Services Until Completion C+2 Duplicate of City Clerk PER GC 34090 Electronically Stored in Geographic Information System (GIS) or Accela PER GC 34090 PER H&S 19850 COUNCIL APPROVAL: Page 25 of 56 oocuSign Envelope ID: 2E1FD5 1 4-D26B-4C6C-8E9F-A11153D~ii_1y \Jf Palo Alto Records Retention Schedule FIRE DEPARTMENT Department Head: Eric Nickel RIM Coordinator: James Henrikson Senes Descnption Total Retent1on Statutory Remarks Reference ADMINISTRATIVE RECORDS 001 001(a) 003 008 008(a) DEPTARTMENT MANAGEMENT General Order, Special Orders, Bulletins C+2 While Useful PER GC 34090(e) While Useful C+2 GC 34090 While Useful While Useful While Useful CFC 104.6 CL+6 C= CURRENT CALENDAR YEAR PER=PERMANENT TER=TERMINATION SUP=SUPERCEDE CL=COMPLETION OF INSPECTION/PROJECT LoB=LIFE OF BUILDING Page 26 of 56 5 Year tests: Keep C+6 Stored by 3rd Party Vendor COUNCIL APPROVAL: DocuSign Envelope 10 : 2E1 FD514-D26B-4C6C-8E9F-A 11153D~it1, \Jf p a I 0 Alto Records Retention Schedule FIRE DEPARTMENT Department Head: Eric Nickel RIM Coordinator: James Henrikson Senes Descnpt1on Total Retent1on Statutory Remarks Reference 008(b) FIRE/HOMICIDE PER PC 799 INVESTIGATION REPORTS & PHOTOS 008(c) ARSON /JUVENILE CL+6 CFC 104.3.2; FIRESETTER SUSPECTS PC 801 009 ANNUAL FIRE (CFC) PERMITS C+2 GC 34090 010 STREET & NUMBER While Useful ASSIGNMENT 011 FIRE INSPECTIONS (Bureau and CL+6 CFC 103.3.4 Engine Company inspections) Records of Inspection; routine, PER special, new construction & tenant improvement related. Pre-Citation letters, Notice of While Useful Violation letters. 012 CERTIFICATIONS GC 34090 Flame Resistance PER Use and Occupancy Certificate PER 013 SPRINKLERS & FIRE LoB GC 34090(a) SUPPRESSION SYSTEMS Design, Flow, Installation LoB documents Plan review comments LoB 014 BUILDING PROJECTS LoB GC 34090(a) New Construction & Tenant PER Improvement Projects, including Electronic Underground tank installations and repairs Alternate means & methods PER Plan review comments PER SUPPRESSION 015 INCIDENTS (fire, medical, PER hazmat, etc.) 015(a) Dispatch and daily logs C+2 GC 34090 C= CURRENT CALENDAR YEAR PER=PERMANENT CL=COMPLETION OF INSPECTION/PROJECT LOB=LIFE OF BUILDING TER= TERMINATION Page 27 of 56 SUP= SUPERCEDE C+6 onsite; PER offsite Include interviews, documentation and classroom materials for junior firesetters Duplicate of Planning and Community Environment Department Opinion CFC 103.3.4 requires CL +3. However, longer period desired due to 3 year inspection cycle for some facilities Electronically stored in Accela Electronically stored in Accela Electronically stored in Accela Pertains to real property. May include blueprints, reports, inspection results, permits. C+2 onsite; PER offsite Pertains to real property. May include blueprints, reports, inspection results, permits. C+2 onsite; PER offsite Electronically stored in Accela 2007 CFC 104. 6.4 Electronically stored in Accela Electronically stored in Accela Electronically stored in RMS Release to Union; do not destroy COUNCIL APPROVAL: oocuSign Envelope 10 : 2E1FD514-D26B-4C6C-8E9F-A1 1153oeii1y \)f Palo Alto Records Retention Schedule FIRE DEPARTMENT Department Head: Eric Nickel RIM Coordinator: James Henrikson Senes Descnpt1on Total Retent1on Statutory Remarks Reference 015(b) Fire Incident Reports; all except PER CFC 104.3.2; arson related PC 801 015(c) Fire Incident and other Field PER CFC 104.3.2; Reports; arson related PC 801 015(d) Fire Incident and other Field PER PC 799 Reports; arson with death involved 015(e) Pre-Hospital Care Report (PCR) PER 45 CFR Part 164.530 016 ENGINE/TRUCK EQUIPMENT 016(a) Daily & Monthly logs C+2 GC 34090 016(c) Maintenance ProQram. C+2 GC 34090 HAZARDOUS MATERIALS 017 ANNUAL HAZARDOUS C+2 GC 34090 MATERIALS STORAGE PERMIT 018 CALCULATIONS-Seismic and C+2 GC 34090 secondary containment 019 SITE CLEANUP Spill Reports & PER GC 34090(a) facility closure related information; related inspections. Does not include reports for activities regulated by California Regional Water Resources Control Board or California Dept. of Toxic Substances. 020 HAZARDOUS MATERIALS & CL+6 CCR 27. 15188 UNDERGROUND TANK INSPECTIONS, routine, special, and enforcement related 021 HAZARDOUS MATERIALS C+2 GC 34090 BUSINESS PLANS 022 UNDERGROUND TANKS 022(a) UST closures and/or removals PER GC 34090(a) and related documentation. Does not include reports for activities regulated by California Regional Water Resources Control Board or California Dept. of Toxic Substances. 022(b) Periodic testing, monitoring and C+2 GC 34090 special reports mw Re~eFts, fast sl=leets aRa sti:Jaies C= CURRENT CALENDAR YEAR PER=PERMANENT CL=COMPLETION OF INSPECTION/PROJECT LOB= LIFE OF BUILDING TER= TERMINATION Page 28 of 56 SUP= SUPERCEDE Electronically stored in RMS Electronically stored in RMS Electronically stored in RMS Electronically stored in RMS Pertains to real property. Previous retention was 30 years-OHSA Guideline cited no specific document reference. Electronically stored in California Environmental Reporting Service (CERS) Department Opinion C+5 Required. Keep additional time for consistency with other inspection records. Electronically stored in CERS Electronically stored in CERS Pertains to real property. May include blueprints, reports, inspection results, permits Electronically stored in CERS Electronically stored in CERS COUNCIL APPROVAL: oocuSign Envelope ID: 2E1FD514-D26B-4C6C-8E9F-A11153D~ii_1y \Jf Palo Alto Records Retention Schedule FIRE DEPARTMENT Department Head: Eric Nickel RIM Coordinator: James Henrikson Series Descnption Total Retention Statutory Remarks Reference PROGRAMS 023 SPECIAL PROGRAMS: Strike C+12 GC 34090 Existing Department Opinion Is teams and mutual aid response C+12. Note that GC 34090 requires only C+ 2 023 (a) Disaster Service Worker: TER+30 CCR 19, 2573.2, Required for injury claims All associated documents GC 3105, 6250 024 PARAMEDICS: Training and C+4 CCR 22, Div 9, Retained by Human testing sec 100392 Resources? (TER+3, 29 CFR 1627.3) Patient Care Report-See Suppression Codes referenced that set retention times are listed below. Code ofFederal Regulations 29 CFR 1602 Code ofFederal Regulations 29 CFR 1627.3 Code of Federal Regulations 29 CFR 1910.1020 Code ofFederal Regulations 45 CFR 160-164 California Government Code Section 3105,6250 California Government Code Section 34090 California Government Code Section 34090.5 California Penal Code Section 799 California Penal Code Section 800 California Fire Code Section 103.3.4 California Fire Code Section 104.3.2 California Code ofRegulations, Title 19 Section 2573.2 California Code of Regulations, Title 22 Section 100170 California Code ofRegulations, Title 22 Section 100392 California Code of Regulations, Title 27 Section 15188 Palo Alto Municipal Code Section 17.28.050 3 Years 3 Years 30 Years 6 years TER +30 Years 2 Years Electronic retention Permanent 6 Years 3 Years 3 Years TER + 30 Years 5 Years 4 Years 5 Years 3 Years C= CURRENT CALENDAR YEAR PER=PERMANENT TER=TERMINATION CL=COMPLETION OF INSPECTION/PROJECT LoB=LiFE OF BUILDING COUNCIL APPROVAL: Page 29 of 56 SUP= SUPERCEDE oocuSign Envelope 10: 2E1FD514-D26B-4C6C-8E9F-A11153D~n1Y \Jf Palo Alto Records Retention Schedule INFORMATION TECHNOLOGY (I.T.) Department Head: Jonathan Reichental RIM Coordinator: Darren Numoto Senes Descnption Total Retention Statutory Remarks Reference IADMINISTRATIVE RECORDS a) Budget b) Purchase Orders ISUBJECT FILES Phone Lo Files Service Desk Tickets Financial S stem Data Backu Contracts a) Under $5,000 b) $5,000 and over c $85,000 and over C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERSEDE C+2 C+2 C+2 C+2 C+7 TER+3 TER+3 TER+3 Page 30 of 56 GC 34090.7 GC 34090 GC 34090 Duplicate of Administrative Services (ASD) Duplicate of ASD Call records IT Service Desk Tickets SAP Database Backu s COUNCIL APPROVAL: oocuSign Envelope ID: 2E1 FD514-D26B-4C6C-8E9F-A11 1 53D~~i_1y ..Jf Palo Alto Records Retention Schedule LIBRARY DEPARTMENT Department Head : Monique Ziesenhenne RIM C d' t E I Ch • Series Descnpt1on Total Retention Statutory Remarks IADMINISTRATIVE RECORDS - De~artment Administration Work Schedules, Volunteer Records, Budget Preparation, Surveys, Statistics, Projects, Staff Reports, Org Chart, Memberships, Legal Opinion , Staff Development and Training, Community Relations, Benchmark Data Standards Department Policies and Procedures, Strategic Plan, Safety/Security Manual, Disaster Plan General Corres~ondence & Re~orts Correspondence, Memos, Emails, Press Releases, Committee Reports, Meeting Notes, Working Files Other De~artments Staffing Roster, Timecards, Leave Requests, Contracts, Amendments, Purchase Orders, Change Orders, Invoices, Travel, Final Budget, Fines and Fees Schedule, Library Bond Measures, Building Plans, Deposits, Cash Receipts, Information Technology Management Records, Records Retention Schedule Em~lo~ee Files (Regular & Houri~) PAFs, Appraisals, Work Injury, Job Descriptions, Requests for Reclassification, Recruitment -applications, resumes, Libra!Y Adviso!Y Commission a)Agenda b)Proof of Publication c)Minutes of Meetings d)General Correspondence e) Proof of Agenda Posting C= CURRENT CALENDAR YEAR PER= PERMANENT TER=TERMINATION SUP=SUPERCEDE Reference C+2 GC34090 Until Superseded GC34090 C+2 GC34090 E-mail messages related to a current project or a policy- making decision should be retained along with related records While useful GC 34090 Duplicate of other departments While Useful Duplicate of People Strategy and Operations LEGISLATIVE HISTORY GC34090 C+2 C+2 PER C+2 C+2 If posted by Library Staff COUNCIL APPROVAL: Page 31 of 56 oocuSign Envelope ID: 2E1FD514-D26B-4C6C-8E9F-A11153D~ii1y \Jf Palo Alto Records Ret ention Schedule LIBRARY DEPARTMENT Department Head: Monique Ziesenhenne RIM Coordinator: Evelyn Cheng Series Descnption Total Retention Statutory Remarks Reference ISUBJECT FILES Library Databases Customers, Circulation and Inventory Subscriptions and Licenses Grants & Donations Applications Awards Non-Monetary Donations Reimbursements Ca!;litallmj2rovements Project Files, Specifications, Contracts, Agreements, Equipment, Maintenance, Licenses, lnvento Publicity/Publications Promotional Materials State Library Public Library Survey Reimbursements 012erational Re12orts Daily Log, Cash Handling, Bank Deposits, Debt Collection Management Incident Reports Public Programming Development and Administration of Programs for the Public children , students, adults Collection Develo12ment Records Records documenting the selection and acquisition of new materials for the Library's collections . Collection Movement Records Records documenting the physical movement of materials between the facilities and storage areas Historic Reference Histo of Palo Alto Cit C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE C+2 Registration and circulation records are exempt from Public Records Act under certain conditions; GC6254, GC6254.5, GC6255 GC6267 C+S Life of Building C+2 GC34090 C+2 C+2 C+S C+2 C+2 C+2 PER Department Opinion COUNCIL APPROVAL: Page 32 of 56 oocuSign Envelope 10: 2E1FD514-D26B-4C6C-8E9F-A11153D~ii1y \Jf Palo Alto Records Retention Schedule OFFICE OF EMERGENCY SERVICES Department Head: Kenneth Dueker RIM C d' t N th R . Senes Descnpt1on Total Retention Statutory Remarks Reference ADMINISTRATIVE RECORDS 001 003 003c 004h DEPARTMENT MANAGEMENT General Order, Special Orders, Bulletins Policies and Procedures Memorandum of Agreements Strategic Plans/Master Planning Documents GENERAL CORRESPONDENCE & REPORTS Correspondence, memos, emails, releases Disaster Service Worker: Emergency Services Volunteers All associated documents C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE C+2 While Useful C+2 C+5 TER+2 Page 33 of 56 GC 34090 GC 34090 GC 34090 Retained until termination of equipment's use; Manuals, instructions, procedures, """i.nnm<>ntc: maintenance COUNCIL APPROVAL: oocuSign Envelope 10: 2E1FD514-D26B-4C6C-8E9F-A11153D~ii1y \)f Palo Alto Records Retention Schedule OFFICE OF EMERGENCY SERVICES Department Head: Kenneth Dueker RIM C d' t N th R . Series Description Total Retention Statutory Remarks Reference Codes referenced that set retention times are listed below. Code of Federal Regulations 29 CFR 1602 Code of Federal Regulations 29 CFR 1627.3 Code ofFederal Regulations 29 CFR 1910.1020 Code ofFederal Regulations 45 CFR 160-164 California Government Code Section 3105, 6250 California Government Code Section 34090 California Government Code Section 34090.5 California Penal Code Section 799 California Penal Code Section 800 California Fire Code Section 103.3.4 California Fire Code Section 104.3.2 California Code of Regulations, Title 19 Section 2573.2 California Code of Regulations, Title 22 Section 100170 California Code ofRegulations, Title 22 Section 100392 California Code of Regulations, Title 27 Section 15188 Palo Alto Municipal Code Section 17.28.050 C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP= SUPERCEDE Page 34 of 56 3 Years 3 Years 30 Years 6 years TER +30 Years 2 Years Electronic retention Permanent 6 Years 3 Years 3 Years TER + 30 Years 5 Years 4 Years 5 Years 3 Years COUNCIL APPROVAL: oocuSign Envelope ID: 2E1FD514-D26B-4C6C-8E9F-A1 1 1 53D~ii1y ~f Palo Alto Records Retention Schedule PEOPLE STRATEGY AND OPERATIONS Department Head: Kathy Shen RIM C d' t El' b th E I' • Series Descnpt1on Total Retent1on Statutory Remarks ADMINISTRATIVE RECORDS 001 GENERAL-Correspondence, Timecards, Contracts, Subject Files, Budgets, Projects, and Records Retention Schedule* 002 STANDARDS-Policies, Rules, Bills, & ReQulations EMPLOYMENT 004 RECRUITMENT -Applications, Resumes, Alternate Lists, Testing 005 PERSONNEL FILES (a) Regular Employees PERSONNEL FILES (b) Water Quality Control Plant - Senior Chemist, Chemist, Laboratory Tech, Senior Industrial Waste Investigator, Industrial Waste Investigator, Senior Mechanic, Mechanic, Senior Operator, WQC Plant Operators 1/11, Industrial Waste Inspectors, Electricians, Supervisor, WQCP Operations, Manager/Assistant Manager, WQCP, and Manager, Laboratory Services* 005 PERSONNEL FILES (c) Hourly Employees 006 RETIREMENT-Public Employee Retirement System 007 CLASSIFICATION: Requests for reclassification , PDQ's, Job Descriptions, Desk Audits BENEFITS 008 EMPLOYEE BENEFIT FILES- DCCAP (dependent care), Deferred Compensation, Dental, EAP, Life, Medical, Vision/L TO Claim Applications, Leave Domestic Partner Reimbursement C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE C+2 C+2 C+3 TER+15 TER+30 TER+5 TER+4 C+2 C+4 Page 35 of 56 Reference GC 34090 Duplicate of City Clerk and Administrative Services *Note: Records Retention Schedules are only maintained while in effect ( currenUsuperseded) GC 34090 49 USC Sections Restricted Access 2000e-8; 2000e- 12; 29 CFR Section 1602.12 and 1602.14 29 CFR Section Access 1627.3 Labor May digitally store after 2 years Relations Section and shred 1174 Restricted Access 29CFR Access 1910.1020; May digitally store after 2 years Cal OSHA 8 Cal and shred Code Regs 3204 Restricted Access *There may be other employees in safety-sensitive positions in other locations with same extended retention schedule 29 CFR Section Access May digitally store after 1627.3 Labor 2 years and shred Relations Section Restricted Access 1174 29 USC Section Restricted Access 1001 -1381 Labor Code Section 1197.5(d) 29 CFR Section Restricted Access 1627.3 EAP = Employee Assistance Program L TO = Long Term Disability COUNCIL APPROVAL: oocuSign Envelope ID: 2E1 FD514-D26B-4C6C-8E9F-A11153D~~i_1y \Jf Palo Alto Re cords Retent ion Sc hedule PEOPLE STRATEGY AND OPERATIONS Department Head : Kathy Shen RIM C d' t El' b th E I' • Senes Description Total Retention Statutory Remarks FPPC AGENCY FORMS a) 804 New Positions -Form 804 b) Consultants -Form 805 RISK MANAGEMENT/WORKERS' COMPENSATION 010 WORKERS COMPENSATION Claim Files, Timecards 011 ACCEL JPA Agenda Files 012 DMV -Pull Notices 013 DRUG TESTING 014 SAFETY REPORTS: a) Investigation Reports b) Hearing Tests HUMAN RESOURCES DEVELOPMENT 016 TRAINING -Program Lists, Instructor Lists, Class Rosters, & Evaluations EMPLOYEE RELATIONS 017 NEGOTIATIONS-Notes, Notebooks, Correspondence, Contracts, & Memorandum of Agreement (MOA) 018 COMPENSATION -Mgmt. Salary History Sheets, Job Descriptions, Salary Surveys, Compensation Plans 019 GRIEVANCES-Arbitration , Grievances Reports, SEIU Window Period Requests, Sexual Harassment & Discrimination C= CURRENT CALENDAR YEAR PER= PERMANENT TER= TERMINATION SUP=SUPERCEDE Reference C+4 FPPC 18734 Duplicate of City Clerk C+4 FPPC 18734 Duplicate of City Clerk TER+5 (if claim Labor Code Files are held at Administrator's is active) Section 541 0 Office, City only keeps working file Restricted Access C+3 Department Opinion C+4 (only if Department Opinion Restricted employee has Access violation on record) C+5 49 CFR Section Restricted Access 193-9 PER Department Opinion TERM+5 C+4 C+4 Department Opinion C+10 29 USC Sections Restricted Access 2.1.1..(Ql, 203 (m), .fQZlgl C+7 Department Opinion C+7 29 CFR Section Restricted Access 1602.21 (h) COUNCIL APPROVAL: Page 36 of 56 oocuSign Envelope 10: 2E1 FD514-D26B-4C6C-8E9F-A11153D~ii1y \)f Palo Alto Records Retention Schedule PLANNING AND COMMUNITY ENVIRONMENT Department Head: Hillary Gitelman RIM Coordinator: Zariah Betten Senes Descnption Total Retent1on Statutory Remarks Reference ADMINISTRATIVE RECORDS 001 OTHER DEPARTMENTS Personnel Records, Purchase Orders, Payment Claim Vouchers, Legislation, Final Budget, , Correspondence with Other Departments and Records Requests 002 DEPARTMENT ADMINISTRATION Department Procedures, Equipment, Inventories, Budget Preparation, and Final BudQet Correspondence 003 CONTRACTS a) Contracts under 85,000 plus all records associated b) Full Cost Recovery Contracts 004 ADMINISTRATIVE REFERENCE Fee Schedules, Orgs. List, Ordinance Binder, Planning Ethics, Data Collection. LEGISLATIVE HISTORY 005 PLANNING AND TRANSPORTATION COMMISSION {PTC), ARCHITECTURAL REVIEW BOARD, HISTORIC RESOURCES BOARD AND DIRECTOR'S HEARINGS a) Minutes-Online While Useful C+2 C+2 Until Completion While Useful plus online archives PER b) Agendas -Online C+2 c) Correspondence with Staff/Public-C+2 project based d) Proof of Publication Proof of PER C+2 008 DISCRETIONARY PLANNING PER ENTITLEMENTS a) Applications b) Maps-Zoning, Tentative Subdivision, Preliminary Parcel, Comp Plan Land Use, et al c) Permit Extensions (currently a 2-year C+2 window with a 1-yr extension) d) Record of Land Use Actions PER e) CEQA-EIR-Negative Declarations 010 HISTORIC INVENTORY PER C= CURRENT CALENDAR YEAR PER=PERMANENT Page 37 of 56 TER= TERMINATION SUP=SUPERCEDE GC 34090 GC 34090 PAMC 2.30 GC 34090 GC 34090 GC 34090 Duplicate of other Departments Department Opinion Department Opinion Video and Audio Tapes are recycled after 90 days except for Director's Hearing - 5 years of DVD/CD Hardcopy format, Boards - Summary. PTC-Verbatim Digital Format Digital Format (stored offsite) Digital format Saved within Application files that are scanned into GIS/DOXview Digital Format-Currently updated via GIST COUNCIL APPROVAL: oocuSign Envelope 10: 2E1FD514-D26B-4C6C-8E9F-A11153Dtii1y \Jf Palo Alto Records Retention Schedule PLANNING AND COMMUNITY ENVIRONMENT Department Head: Hillary Gitelman RIM Coordinator: Zariah Betten Senes Descnption Total Retent1on Statutory Remarks Reference 012 COMPREHENSIVE PLAN AND AMENDMENTS -Available Website reference only (Amendments acknowledged by Resolutions 013 COMMUNITY DEVELOPMENT BLOCK GRANTS (CDBG) a) Project Files b) Deeds of Trust and Promissory Notes 014 COMMUNITY DEVELOPMENT BLOCK GRANTS (CDBG) Program Reference Forms, Procedures and Brochures 015 HOUSING a) General Information and References- Outside Materials b) Housing Studies and Programs c) HOME Funding-General (If individual home loans keep permanently) d) Below Market Rate (BMR) Units, In Lieu Hosing Mitigation e) Below Market Rate Administration 016 TRANSPORTATION-BICYCLES a) Bike Boulevard Final Studies and Plans, Specs & Est. b) Bike Counts c) Bike Facilities, Lockers and Racks d) Bike Locker Rental Program e) Bike Operations (signing/striping, signal detection), paths, Routes and Trails D Pedestrian and Bicycle Advisory Committee 017 FUNDING-Fuel Efficient Traffic Signal Management Program (FETSIM) Applications, Prop 116 Applications, Surface Transportation Program (STDP)/Congestion Mitigation and Air Quality (CMAQ)Applications and Transportation Development Act (TDA) Article 3 Applications 018 NEIGHBORHOOD STUDIES Parking 019 a) Assessment Districts b) CarpooiNanpool Program c) Facilities(garages/lots) d) Permit Policy/Management e) Residential Permit Parking D Structures g) Surveys h) Zones i) Congestion Pricing C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE PER GC 34090 Duplicate stored offsite as vital copy backup w/ Amendments Resolutions Duplicate of City Clerk C+2 State of California Duplicate of City Clerk Human Relations Commission acts as Committee C+3 Department Opinion While Useful Department Opinion C+3 Federal regulation federally funded C+3 programs and labor standard compliance files PER Department Opinion While Useful PER Unique project, historical significance, model for other C+5 jurisdictions in and out of U.S. C+5 C+5 GC 34090 PER GC 34090 C+2 GC 34090 Department Opinion PER C+2 Department Opinion PER Multiple Depts. C+2 GC 34090 PER GC 34090 Department Opinion C+2 Department Opinion C+5 PER Department Opinion C+2 C+2 Department Opinion C+5 Department Opinion COUNCIL APPROVAL: Page 38 of 56 oocuSign Envelope 10: 2E1FD514-D26B-4C6C-BE9F-A11153D~~i1y \Jf Palo Alto Records Retention Schedule PLANNING AND COMMUNITY ENVIRONMENT Department Head: Hillary Gitelman RIM Coordinator: Zariah Betten Senes Description Total Retent1on Statutory Remarks Reference 020 PERMITS/TRAFFIC CONTROL- Certificates of Insurance and Traffic Control Plans 021 TRAFFIC REFERENCE a) Bike-correspondence, other jurisdiction bike plans, safety/education b) Demographic Data c) Traffic Flow Maps 022 REGIONAL AGENCIES 023 SCHOOL SAFETY 024 TRAFFIC STUDIES a) Traffic Calming b) Traffic Signals c) Other Traffic Studies 025 TRAFFIC OPERATIONS Accidents (high accident location/accident data and reports) 028 Plans C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE C+2 GC 34090 C+2 GC 34090 Department Opinion/Online Reference PER C+5 GC 34090 C+2 GC 34090 C+2 GC 34090 C+5 GC 34090 Department Opinion C+2 GC 34090 Department Opinion PER H&S 19850 COUNCIL APPROVAL: Page 39 of 56 oocuSign Envelope 10: 2E1FD514-D26B-4C6C-8E9F-A11153D~~i1y \)f Palo Alto Records Retention Schedule POLICE DEPARTMENT Department Head: Chief Dennis Burns RIM Coordinator: Lisa Scheff Senes Descri ption Total Retent1on Statutory Remarks Reference 003 003 003 003d 003e 001q 001m (a)(2) Applicant Fingerprint Files (a)(3) Personnel (copies) (a)(b) Volunteer Files Demographic Data Collection Cards Alarm Records Administrative/Internal Affairs Investigations -Documents relating to complaints or investigations in response to citizen complaints regarding members of the Animal Control -All records relating to animal inventory and care COMMUNICATION RECORDS 001 (a) 911 Recordings (b) Other Phone Recordings, not on 911 lines C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP= SUPERSEDE TER+2 TER+7 TER+2 C+2 C+2 C+5 C+2 180 Days 180 Days Page 40 of 56 GC 34090 GC 34090 GC 34090 GC 34090 GC 34090 PC 832.5, EVC 1045, PC 801.5, PC 803(c), vc 2547 GC 34090 GC 34090.6 PC 1054 Scope, content, time period of courses Includes paperwork authorizing fingerprinting and background checks for City employment applicants, all license and permit applicants and volunteer Paperwork documenting officer & non-sworn internal and external Volunteer identification, contact information Program ended 6-30-2010 Provided documents are not evidence in any claim filed or pending litigation exists. Exception : Recordings used as evidence in a criminal prosecution or claim filed or litigation or potential claims and litigation shall be preserved for 100 days after conclusion of the court action COUNCIL APPROVAL: oocuSign Envelope ID: 2E1FD5 14-D26B-4C6C-8E9F-A11153D~ii1y \Jf Palo Alto Records Retention Schedule POLICE DEPARTMENT Department Head: Chief Dennis Burns RIM Coordinator: Lisa Scheff Series Descnpt1on Total Retention Statutory Remarks Reference 003f Mobile Audio Video Records C+2 GC 34090.6 Exception: Recordings used as (MAV) PC 1054 evidence in a criminal prosecution or claim filed or DAR -Digital Audio Recordings litigation or potential claims and litigation shall be preserved for 100 days after conclusion of the court action 003g ·Interior Video Recordings C+1 GC 34090.6 Exception: Recordings used as Booking/AlB or Investigative PC 1054 evidence in a criminal Services Division (lSD) when prosecution or claim filed or initiated litigation or potential claims and litigation shall be preserved for 100 days after conclusion of the court action 003h Routine Perimeter Security Video 100 Days GC 34090.6 001e Police Reports -ODI (Optical PER GC 34090 Reports scanned into the ODI Document Imaging) System and PC 800 system from 6-15-92 to supporting hard copy Reports PC 801 12-31-06 Unless report is a PC 799 Permanent Record or ordered Sealed Court Order 001f Non-Criminal Police Reports -C+20 GC 34090 Any entry must be LosUFound Property, Injured or canceled prior to purge if sick persons; missing persons applicable . where person has returned ; traffic Applies to Police Reports taken collision reports not used as the prior to 6-15-1992, prior to basis for criminal etc. PC 800 Starting 2007 Hard Copies will PC 801 be kept in conjunction with PDF cases. PC 799 (Felony Prosecution for an offense Capital Crimes punishable by imprisonment in punishable by state prison for 8 years or more Death , Life must commence within 6 years Imprisonment after offense commission. PC 1054 Commencement of prosecution defined in PC 804. *Exception: PC 803-Tolling/Extension of time periods; Appeals process and "Three Strikes" also considerations in assigning retention. 001f (1) Noncriminal Police C+15 GC 34090 Starting 2007 Reports will be Reports/PDF Scanned -scanned to PDF . LosUFound Property, Injured or Any CLETS entry must be sick persons; missing persons canceled prior to purge if where person has returned; traffic applicable. collision reports not used as the basis for criminal ch etc. C= CURRENT CALENDAR YEAR COUNCIL APPROVAL: PER=PERMANENT Page 41 of 56 TER= TERMINATION SUP=SUPERSEDE DocuSign Envelope ID: 2E1FD514-D26B-4C6C-8E9F-A11 153D~~i_1y \Jf Palo Alto Records Retention Schedule POLICE DEPARTMENT Department Head: Chief Dennis Burns RIM Coordinator: Lisa Scheff Series Description Total Retention Statutory Remarks Reference 001v 004c 004d 004e 004f 001j 001g ArresUConviction HS Section 11357 (b), (c), (d), (e) or H&S Section 11360 (b) violations - Occurring after January 1, 1996 Subpoenas (Duplicate) Statistical-Crime Analysis Statistical-UCR (Uniform Crime Report) LEOKA, Homicide, Arson, DV, Hate, Arrest & Citation, Death Crimes Senior Sealed-AduiUFactuallnnocent Restraining Orders Traffic Citations (copies) *Except Juvenile offender program graduates -those not forwarded to court of program C= CURRENT CALENDAR YEAR PER=PERMANENT TER=TERMINATION SUP=SUPERSEDE Mandatory destruction from date of conviction or date of arrest with no conviction C+2 C+2 C+2 C+5 Mandatory Destruction upon and pursuant to Court Order C or until SUP C+2 Page 42 of 56 HS 11361.5 GC 34090 GC 34090 GC 34090 PC 851 .8 GC 34090 Applicable to convictions occurring after 1-1-1996 or arrests not followed by a conviction occurring after 1-1- 1996; Exception: H&S 11357(e), the record shall be retained until a juvenile offender attains 18 years of age -then rsuant to 11361.5 Booking/Filing Lists and Logs, Informal Discovery requests and Subpoena Duces Tecum (SOT) filed with case Report once Internally generated information using activity logs, citizen calls, and current and past crime statistics. Reports created for a Does not include letter of finding send to the defendant for grants/denials Destroy after law enforcement actions described in PC 273.5, 273.6, 646.9, 12028.5, 13700 and Family Code Sections 6380-6383 are fulfilled and effective date of Restraining Order has Original is forwarded to court. Agency copy kept for processing. Parking Citations forwarded to Revenue Collections COUNCIL APPROVAL: oocuSign Envelope 10: 2E1FD514-D26B-4C6C-8E9F-A11153Dt!ii1y \Jf Palo Alto Records Retention Schedule POLICE DEPARTMENT Department Head: Chief Dennis Burns RIM Coordinator: Lisa Scheff Senes Description Total Retention Statutory Remarks Reference 004h Equipment Records-PAS TER+2 GC 34090 Retained until termination of Records and Radar Calibration equipment use; Manuals, Logs, Weapons instructions, procedures, maintenance 004i License/Permits C+2 GC 34090 Parade, Noise Exemption, Special Events, Block Party, Taxi, Masseuse, Second Hand Dealer. No Longer Interested forms to be sent to DOJ for information. 004j Warrants: Felony -10 GC 34090 Warrants attaining purge date (1) Felony Misdemeanor -7 PC 799 are sent to Santa Clara Co DA's (2) Misdemeanor Infraction 7 PC 800/801 office for review of extension of (3) Infraction warrant/Active case or purge. All CLETS/AWS systems must be or cancelled. ** The destruction of felony, misdemeanor, and infraction Crime/Supplemental Reports is permitted providing: (1) Not related to an un-adjudicated arrest except for eligible HS 11357 or HS 11360 violations; (2) Not related to un-served warrants; (3) They do not involve identifiable items which have not been recovered; (4) Not related to PC 290, PC 457.1, or HS 11590 Registrants; (5) Not related relate to violations listed in PC Sections 799 and PC 800; (6) The cases are not presently involved in either a known civil or criminal litigation/Evidence C= CURRENT CALENDAR YEAR PER=PERMANENT TER=TERMINATION SUP=SUPERSEDE Page 43 of 56 COUNCIL APPROVAL: OocuSign Envelope 10: 2E1 FD514-026B-4C6C-8E9F-A 11153084551 City of Palo Alto Records Retention Schedule PUBLIC WORKS DEPARTMENT Department Head : Mike Sartor RIM Coordinator: Lisa Navarret Senes Descnption Total Retention Statutory Remarks Reference ADMINISTRATION PERSONNEL Confidential Documents a) Project Files, Work Orders, Schedules, Bidders List, Correspondence, Change Order b) Specifications, Reports Plans, Contracts and Subdivisions GENERAL Correspondence Membership Information Notice to Airmen GRANTS Applications Awards OPERATIONAL REPORTS Daily, Weekly, Monthly, Quarterly and Annu Evaluations Personnel Action Forms TENANT FILES Applications Payments/Receipts Log Leases ENGINEERING SERVICES 005 ASSESSMENT DISTRICT ~ Boundaries & Rolls 006 BENCHMARK DATA @} Horizontal, Vertical & Control C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE While useful C+2 PER C+4 SUP PER PER PER Page 44 of 56 GC 34090 GC 34090 GC 34090 GC 34090 Duplicate of People Strategy and Operations Federal Aviation Administration (FAA) Duplicate of PSO Department Opinion COUNCIL APPROVAL: DocuSign Envelope ID: 2E1 FD514-D26B-4C6C-8E9F-A 11153084551 City of Palo Alto Records Retention Schedule PUBLIC WORKS DEPARTMENT Department Head: Mike Sartor RIM Coordinator: Lisa Navarret Senes Description Total Retent1on Statutory Remarks Reference 007 CAPITAL IMPROVEMENTS (}.U a) Project Files, Work Orders, Schedules, Bidders List, Correspondence, Change Order b) Specifications, Reports Plans, Contracts and Subdivisions c) Street Reports 008 CERTIFICATES OF ()44. COMPLIANCE 009 CERTIFICATES OF INSURANCE ()W 010 ENCROACHMENT PERMITS 009 a) Permanent Encroachments b) Temporary Encroachments 011 FLOOD ZONE M-2 Elevation Certificates & Letter of Map Amendments 012 MAPS -Annexations, Park w Dedication, Tract, & Block 013 PERSONNEL Evaluations Personnel Action Forms 014 PRIVATE DEVELOPMENT ~ REVIEWS 015 SOIL REPORTS tm 016 STREET WORK PERMITS oog 017 SUBDIVISIONS {}.% a) Agreements b)_ Parcels and Subdivision Maps 018 SURVEYS -Recording Data and • ENVIRONMENTAL SERVICES 019 ENVIRONMENTAL FILES <m Discharger permits and permit support documents 020 Other discharger data and m records C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE PER Life of Structure PER GC 34090 Duplicate of CLK SUP GC 34090 GC 34090 PER C+2 PER GC 34090 SUP GC 34090 Keep current map version only SUP Duplicate of PSO C+2 GC 34090 PER Department Opinion PER GC 34090 While Useful GC 34090 Duplicate of CLK c Keep current map version only PER GC 34090 Department Opinion PER Department Opinion Permit expiration 40CFR Federal Pretreatment or facility closure Regulations + 3 years C+2 40CFR Federal Pretreatment Regulations COUNCIL APPROVAL: Page 45 of 56 DocuSign Envelope I D: 2E1 FD514-D26B-4C6C-8E9F-A 11153084551 City of Palo Alto Re cords Retention Sc hedule PUBLIC WORKS DEPARTMENT Department Head : Mike Sartor RIM Coordinator: Lisa Navarret Senes Descnpt1on Total Retent1on Statutory Remarks Reference Water Quality Control Plant 035 ~ 036 (}J() 037 W2 038 QJ4 039 ~ 040 FLOW Flow Strip charts, Instrument Calibrations, Operations, Maintenance & Laboratory Records, & Crane Maintenance and Certification, State Certification NPDES (National Pollution Discharge Elimination System) - Permits and PERMITS Pressurized Vessels, Air & Industrial Waste SAFETY SMaRT Station & Kirby contract data Waste Contractor data - Green Waste of Palo Alto PUBLIC SERVICES Equipment Management 021 Transactions-Parts, Fuel, and ~ Gas Tags 022 Vehicles-Registrations & DMV ~ Correspondence C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE PER Department Opinion C+4 Department Opinion PER Department Opinion C+4 GC 34090 PER GC 34090 C+4 C+4 GC 34090 Department Opinion TER+30 Department Opinion Duplicate of PSO C+10 Department Opinion C+10 Department Opinion C+2 GC 34090 Life of Vehicle vc 4000 DMV Requirement COUNCIL APPROVAL: Page 46 of 56 DocuSign Envelope I D: 2E1 FD514-D26B-4C6C-8E9F-A 11153084551 City of Palo Alto Records Retention Schedule PUBLIC WORKS DEPARTMENT Department Head : Mike Sartor RIM Coordinator: Lisa Navarret Senes Descnption Total Retent1on Statutory Remarks Reference Facilities Management 023 BUILDING MAINTENANCE Custodial contract City Manager Reports Specifications Bidders List Change Orders Payment Files 024 CAPITAL IMPROVEMENTS a) Project Files, Work Orders, schedules, Bidders List, Change Orders & Correspondence b) Specifications, Reports, Calculations, Plans, & Subdivision, Contracts 025 GENERAL-Correspondence Forms 026 PERSONNEL Division Staff Schedules Personnel Action Forms Injury/Accident Reports 027 REPORTS Quarterly Summary of maintenance labor and material costs for Parking Lots 028 SUBJECT FILES lm Internal Working Files 029 WORK REQUESTS Labor and Material Tracking Key Requests Service Calls Streets/Sidewalks/Storm Drain 030 DAILY REPORTS ~ Operator assignments & equipment status 032 Storm drain ~ Work orders 033 Tree line clearing, landscaping ()27 plans, pesticide spraying, inventory & irrigation plans 034 WORK ORDERS Streets, sidewalk, signs, sweeping, trees C= CURRENT CALENDAR YEAR PER=PERMANENT TER=TERMINATION SUP=SUPERCEDE C+2 GC 34090 Department Opinion PER CCP 337.15 PER C+2 GC 34090 TER Originals to PSO, copy kept in individual's file until employee termination C+2 GC 34090 C+2 GC 34090 C+2 GC 34090 C+5 C+5 C+2 C+5 COUNCIL APPROVAL: Page 47 of 56 DocuSign Envelope ID: 2E1FD514-D26B-4C6C-8E9F-A11153D~~i1y \)f Palo Alto Records Retention Schedule UTILITIES DEPARTMENT Department Head: Val Fong RIM Coordinator: Jennie Castelino Series Description Total Retent1on Statutory Remarks Reference ADMINISTRATIVE RECORDS 001 Management books, CIP Budget, Working Files, Operating & Safety, Staff Meetings, Budget Change Requests, Journal Entries Shipping Receipts, Depreciation, Proof of Publication Master Plans WGW Ops Dailies WGW Ops Stand-by/Call Out Time Report Shipping records Internal vs. Outside Vendor SUBJECT FILES 002 Policies, Procedures, Processes, Marking Requirements, Engineering Standards, Electric Service Requirements, Cable Specs, Forms, Best Management Practices 003 Drivers License Records 004 Other Departments - City Manager Reports, Personnel, Purchase Orders, Time Cards, Claim Vouchers, Invoices, Abandonments, Annexations, Council Agendas, Unaccepted bids, Finance Reports, Encroachment Permits & Records Retention Schedule CONTRACTS 005 Construction & Services/Products over $85,000 005 Services/Products under $85,000 005 Unaccepted Bids Electric and Gas Meter Purchase and Sales Agreements -EEl & NAESB Renewable Energy Certificate Master Agreement Master Agreement-Transaction and/or Confirmation Agreements -including supporting documentation (deal sheet, shopping sheet, authorization etc.) C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE C+2 GC 34090 PER Department Opinion C+2 Department Opinion C+2 C+2 C+2 GC 34090 Department Opinion While Useful Duplicate of DMV While Useful Duplicate records-originating department maintains official record While Useful Duplicate of City Clerk TER+5 City Attorney Opinion C+2 GC 34090 SUP+? Duplicate of City Clerk SUP+? Department Opinion for retention in Dept. files SUP+? Duplicate of City Clerk Dept. Opinion for retention in Dept. files TER+7 Retained in Utilities Dept. COUNCIL APPROVAL: Page 48 of 56 DocuSign Envelope ID: 2E1 FD514-D26B-4C6C-8E9F-A11153Deii' y \Jf palo Alto Records Retention Sc hedule UTILITIES DEPARTMENT Department Head: Val Fong RIM Coordinator: Jennie Castelino Series Descnpt1on Total Retent1on Statutory Remarks Reference 011 Bilateral Commodity and/or related service agreements Any task force -internal and/or external REGULATIONS 013 National Gas Act Pipeline Safety Act Natural Gas Policy Act CVPIA Gas System Study Distribution Electro Magnetic Field Survey and Energy Case Studies Commod Resource Service: Residential Service Agreement Residential Service Application Commercial Service Agreement Commercial Service Application Utilities Account Change Make Change to Account Account Closure Request Close Utilities Account Revert to Owner Request Revert to Owner C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE TER+7 C+2 While Useful C+3 C+3 PER PER C+3 C+3 C+3 C+3 PER PER Page 49 of 56 GC 34090 GC 34090 If within City Manager authority, then retained in Utilities Dept. If Council approved, retained in Clerk's Office Duplicate of Other Agency CVPIA = Central Valley Project Improvement Act All listed will be scanned and retained electronically COUNCIL APPROVAL: DocuSign Envelope ID: 2E1FD514-D26B-4C6C-8E9F-A11153D~ii.1y \Jf Palo Alto Records Retention Sche d ule UTILITIES DEPARTMENT Department Head : Val Fong RIM Coordinator: Jennie Castelino Series Description Total Retention Statutory Re marks Reference Demolition Request Demolition Application Temporary Power Temporary Power Application Hydrant Water Application Hydrant Meter Application NN Billing Consumption Adjustment Correct Misread and Billings Miscellaneous Adjustment Apply Credit or Debit Invoice Cancellation Cancel Rebilllnvoice PV Statements Monthly PV Status Bank drafts Bank Draft Confirmation Returned Items Bank Draft Applications Credit & Collections Rate Assistance Annual Application Renewal Project Pledge One time Submission Bankruptcy LIHeap LIHeap send discs Meter Reading Customer Read Cards Reads Submitted by Customers Customer Read Emails Electronic Read Submitted by Customers On/and Off Orders Electronic in SAP CONSTRUCTION 016 Acquisitions, Easement, Design, Drawings, Specifications, Photos, Permits, Soil Reports, Correspondence, Quotes, Payments & Schedules CPAU Work Orders As-Built Maps Valve Cards CPAU Work Orders of Abandoned Pipe As-Built Maps of Abandoned Pipe Valve Cards of Abandoned Valves ICOMMM Lateral Work Orders ACP Forms C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE C+3 Department Opinion C+3 Department Opinion C+2 C+2 C+2 C+2 All are created and saved on C+2 electronic templates C+2 C+2 C+2 C+2 C+2 C+2 C+2 Duplicate of Admin. Services C+2 Bank Items C+2 C+2 C+1 C+1 Department Opinion PER PER C+3 C+2 LIHeap =Low Income Home C+2 Energy Assistance Program C+1 C+1 C+2 Department Opinion C+2 C+1 C+1 PER GC 34090 Historical PER Department of Transportation PER Department Opinion C+5 Department Opinion C+5 COUNCIL APPROVAL: Page 50 of 56 oocuSign Envelope 10 : 2E1FD514-D26B-4C6C-8E9F-A111 53D~ii1y \Jf Palo Alto Records Retention Schedule UTILITIES DEPARTMENT Department Head : Val Fong RIM Coordinator: Jennie Castelino Series Descnption Total Retention Statutory Remarks Reference REGULATORY AGENCIES 017 Reports to Federal Register U.S. Dept of Energy PG&E State Regulatory Agencies (e.g., Public Utilities Commission) California Energy Commission California Air Resource Board REGULATORY RECORDS Sanitary Sewer Overflow (SSO) Reports Water Discharge Form Paradigm Data Sheets Cathodic Work Orders Cathodic Protection with Gas Distribution Map Exposed Pipe Reports Steel Pipeline Tapping Coupon Records Annual Report to DOT Emergency Response Plan Operations and Maintenance Manual EMPLOYEE TEST RECORDS Employee Water Distribution Certification Employee Water Treatment Certification Employee Backflow Certification Employee Cross Connection Certification (818 Form) FSR Stop Card Database Gas Shop Stop Card Water Card Gas Receiving Stations Odorant and Oil Drip Water Meter Test Results Gas Meter Test Results Meter Leak Tags Abnormal Operating Conditions -Water Sources: C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE C+2 For reports required on a period basis, retain for two report cycles C+5 C+5 PER PER PER PER TER+5 C+5 C+5 C+5 C+5 C+3 C+3 C+3 C+3 PER PER PER PER PER PER PER PER PER C+10 Page 51 of 56 GC 34090 RWQCB Annual Report for Public Works Storm Water Department Department of Transportation Department of Transportation Department of Transportation State COUNCIL APPROVAL: oocuSign Envelope 10: 2E1FD514-D26B-4C6C-8E9F-A11153oeii1y \)f Palo Alto Records Retention Schedule UTILITIES DEPARTMENT Department Head: Val Fong RIM Coordinator: Jennie Castelino Senes Descnption Total Retention Statutory Remarks Reference • Fluoride Summary Ground Water Elevation • Bacteriologic Analysis • Chemical Analysis Reservoirs, Wells & Rainfall Gauge Water Maintenance Records Water Discharge Form CPAU Gas Pipeline Patrol Program CPAU WGW Operations Pre- Tested Pipe Tag (Form 503) CPAU WGW Operations Grade 1 Leak Re-Checks Gas General Information Regulating Specifications & Testing Gas Leakage Survey Meter Leak Tag AOC CPAU/WGW Operations Pre- Tested Pipe Tag Gas/Water Shop Stop Card Odorant & Oil Dip Valve Cards Valve Cards of Abandoned Valve Welding Record Gas i Station C= CURRENT CALENDAR YEAR PER=PERMANENT TER=TERMINATION SUP=SUPERCEDE C+5 C+5 C+5 PER C+5 Page 52 of 56 Title 22 CCR 66261.24 Department of Transportation Form 503 Form 225A COUNCIL APPROVAL: DocuSign Envelope ID: 2E1FD514-D26B-4C6C-8E9F-A11153D~ii1y \Jf Palo Alto Reco rd s Retention Schedule UTILITIES DEPARTMENT Department Head: Val Fong RIM Coordinator: Jennie Castelino Senes Description Total Retention Statutory Remarks Reference ---------------ELECTRIC UTILITY 052 Electric-Circuit Map, Electric Distribution , Street Light Block, ()4g EV Charger Maps Maps: Electric Distribution, Pole Test Block, Distribution Block, Street Light Block, Hardwire and Coax 053 Underground District: Transmission Line Logs & G49 Correspondence 054 Work Orders: Pacific Bell , Cable Co-op, PG&E, QW and Intents 055 Acquisitions, Design, Drawings, Specs, Permits, Correspondence GM quotes, Payments & Schedules CIP/Construction 056 Electric Vehicles: Power Delivery Records 057 Street Lights: Lighting, Program Materials 058 Joint Pole Applications Customer Service Projects C-CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE C+2 GC 34090 Duplicate stored offsite as vital Current while copy backup active,+ 2 years off site C+2 GC 34090 PER Department Opinion PER Department Opinion -Historical Refer to CIP Construction Projects Life of Vehicle +2 GC 34090 off site C+2 GC 34090 TER+5 Department Opinion C+2 COUNCIL APPROVAL. Page 53 of 56 oocuSign Envelope ID: 2E1FD514-D26B-4C6C-8E9F-A1 1153D~ii_1y \Jf Palo Alto Records Retention Schedule UTILITIES DEPARTMENT Department Head: Val Fong RIM Coordinator: Jennie Castelino Series Descnpt1on Total Retention Statutory Remarks Reference 059 Compliance/Inspection/Locating *Field Switch/Man on Line Logs *Overhead/Underground Compliance Records *Underground Service Alert Notices a. Completed Tickets b. Email Notices 060 -UCC Safety/Security *Daily Worksite Safety Tailboard Check List 061 Street Lights/Traffic Signal/Fiber *Notifications -SL & TS *Maintenance W.O. -TS 062 Substations a) Equipment (transformers, Gaa switches, breakers, capacitors & relays Specifications Inspection Inventory Replacement Di 063 Substations b) Operations: troubleshooting, Gaa line logs, load reports, power factor fences & cost data 064 Substations Gaa c) Relay and fuse curves, fault current, calculations, supervisory control, automation and distribution automation (SCADA) and Control Information MARKETING SERVICES Program Development 061 Customer Applications Smart Energy Program 004 CAP PV Partners Program Solar Water Heating Program Solar Water Heating Loan Program 1970 -1990 Palo Alto Green Program Palo Alto Green Gas/New PA Green C= CURRENT CALENDAR YEAR PER=PERMANENT TER= TERMINATION SUP=SUPERCEDE PER C+1 on site PER C+1 on site C+6 C+1 On site PER Electronic copy on S drive C+6 Current year On site C+6 Work transaction recorded in SAP. Mark-up records maintained on-site. Life of Equip +2 Department Opinion Duplicate stored offsite as vital copy backup C+6 18 CFR Sections Inspection records and 125.3(23} & equipment test records stored 125.3(26} electronically on F:drive C+3 on site+ 3 off site C+2 GC 34090 Duplicate stored offsite as vital backup copy PER Department Opinion C+2 GC 34090 C+2 Department Opinion C+2 Department Opinion C+2 Department Opinion C+2 Department Opinion C+2 C+2 C+2 COUNCIL APPROVAL: Page 54 of 56 oocuSign Envelope ID: 2E1 FD514-D26B-4C6C-8E9F-A111 53D~ii1y \Jf Palo Alto Records Retention Schedule UTILITIES DEPARTMENT Department Head : Val Fong RIM Coordinator: Jennie Castelino Senes Descnpt1on Total Retent1on Statutory Remarks Reference Fiber Program C+2 Customer Applications C+2 Rebate Application & agreement C+2 Rebate Applications C+2 Old Program -files at The State C+2 Old 10 yr program-Applications C+2 Customer Applications C+2 reements C+2 i i Clerk 062 Vendor contract invoices While contract is Department Opinion 3rd Party Programs in effect ooa Monthly/qrty/annual electronic records ion 063 Key Account Engineering Audit C+2 GC 34090 Department Opinion Reports 006 . Bl Reports C+2 Pcard C+2 Public Outreach C+6 Department Opinion Program marketing materials Customer Workshops & Facility C+2 Meeti 070 Settlement Date TER+2 Department Opinion Commodity Invoices/payment PER Keep for two years past records contractual limitation of invoice 071 Regulatory Reference While Useful reference materials (e.g. -laws, rulings, orders, court cases, Risk Management Department Opinion FO and BO Transaction oversight C+6 Monthly BO reports FO and BO Quarterly reports FO I 078 Rates Documents SUP+? Rates/Pricing Cost of Service Studies 080 Resource Plans SUP+2 Department Opinion Long-term Electric Acquisition Adopted plans duplicate of City Plan, Gas Long-term Plan, Manager and City Clerk Water Integrated Resource Plan Electric Portfolio Models C+7 for annual Maintained in electronic models Commodity Costs Protections & budget models -overwritten as necessary Uncertainty Assessment load and resource balance supply costs transmission cost interconnection costs C= CURRENT CALENDAR YEAR COUNCIL APPROVAL: PER=PERMANENT Page 55 of 56 TER= TERMINATION SUP=SUPERCEDE DocuSign Envelope ID: 2E1FD514-D26B-4C6C-8E9F-A11 1 53D~ii_1y .Jf Palo Alto Records Retention Schedule UTILITIES DEPARTMENT Department Head: Val Fong RIM Coordinator: Jennie Castelino Series Descnpt1on Total Retention Statutory Remarks Reference hydrology plant operation and maintenance regulatory costs Electric Procurement Plan Procurement Plans -Needs Analysis Load/Resource Balance Targets Authorizations Voluntary Certification and Verification Reports to certifying and verifying agencies such as The Climate Registry for GHG inventory and for Carbon Neutral Plan (Electric Power Sector) Reports from certifying and verification agencies such as audit reports R&D Program PET Projects related documentation Policies Analysis of plans, programs and policies that become adopted by Council C= CURRENT CALENDAR YEAR PER=PERMANENT TER=TERMINATION SUP=SUPERCEDE C+5 Department Opinion C+7 C+6 C+2 Department Opinion COUNCIL APPROVAL: Page 56 of 56 Docu~. "' •srcu"lD Certificate Of Completion Envelope ld: 2E1 FD514D2684C6C8E9FA 11153DB4551 Status: Completed Subject: Please DocuSign these documents: RESO 9565 -Attachment A -Records Retention Policy Update.pdf, ... Source Envelope: Document Pages: 58 Certificate Pages: 5 AutoNav: Enabled Envelopeld Stamping: Enabled Signatures: 2 Initials: 0 Time Zone: (UTC-08:00) Pacific Time (US & Canada) Record Tracking Status: Original 12/10/2015 10:50:18 AM Signer Events Albert Yang Albert.Yang@CityofPaloAIIo.org Senior Deputy City Attorney City of Palo Alto Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered ID: James Keene james.keene@cityofpaloalto.org City Manager City of Palo Alto Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Accepted: 4/14/2015 5:40:07 PM ID: 44fe333a-6a81-4cb 7 -b7d4-9254 73ac82e3 In Person Signer Events Editor Delivery Events Agent Delivery Events Intermediary Delivery Events Jillian Sullivan Jillian.Sullivan@CityofPaloAito.org Legal Secretary City of Palo Alto Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered ID: Holder: Kim Lunt kimberly.lunt@cityofpaloalto.org Signature lnDocuSigned by: L:~~5,~:J Using IP Address: 172.56.39.14 Signed using mobile 0 DocuSignt<l by: ~:,:t! Using IP Address: 24.7.29.7 Signature Status Status Status VIEWED Using IP Address: Envelope Originator: Kim Lunt 250 Hamilton Ave Palo Alto , CA 94301 kimberly.lunt@cityofpaloalto.org IP Address: 199.33.32.254 Location: DocuSign Timestamp Sent: 12/10/2015 10:53:33 AM Viewed: 12/10/2015 12:05:32 PM Signed: 12/10/2015 12:06:21 PM Sent: 12/10/2015 12:06:24 PM Viewed: 12/28/2015 8:37:51 AM Signed: 12/28/2015 8:38:04 AM ·Timestamp Timestamp Timestamp Timestamp Sent: 12/10/2015 10:53:33 AM Completed: 12/28/2015 8:38:04 AM