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HomeMy WebLinkAboutStaff Report 2504-4575CITY OF PALO ALTO CITY COUNCIL Monday, June 16, 2025 Council Chambers & Hybrid 5:30 PM     Agenda Item     2.Adoption of a Resolution Revising the Citywide Records Retention Schedule and Repealing Resolution No. 9565 City Council Staff Report From: City Clerk Report Type: CONSENT CALENDAR Meeting Date: June 16, 2025 Report #:2504-4575 TITLE Adoption of a Resolution Revising the Citywide Records Retention Schedule and Repealing Resolution No. 9565; CEQA Status – Not a Project RECOMMENDATION Staff recommends that the City Council adopt a Resolution adopting a revised Records Retention Schedule and repealing Resolution No. 9565. BACKGROUND The City Clerk’s Office oversees the administration and retention of the City’s official records through the Records and Information Management (RIM) Program. The program facilitates public access to City information, protects the City’s vital records, provides a process for the disposal of obsolete records, and provides the availability of essential information for the resumption of operation in the event of a major disaster. The City’s Records Retention Schedule is an integral part of the RIM Program. The Schedule describes the type of records each department maintains, how long records will be retained and the relevant statutory reference, and department remarks, if any. Departments use their respective retention schedule to organize and properly dispose of obsolete records past their retention date. ANALYSIS The City last updated its Records Retention Schedule in 20151. Staff from the City Clerk’s Office, City Attorney’s Office, and each department collaborated on the Schedule update. The revised schedule includes updated statutory references, reflects recordkeeping best practices, and incorporates department needs and preferences, subject to retention requirements. Departments may retain certain records longer than the statutory minimum desired or Redline 1 City Council, December 7, 2015; Agenda Item #9; SR #6392 https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=78116 and clean versions of the revised Schedule are included as Attachment B and Attachment C. versions of the revised Schedule are included as Attachment B and Attachment C. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: 1 Resolution No. ______ 2 SECTION 2. Resolution No. 9565 is hereby repealed.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: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: City Clerk Mayor APPROVED AS TO FORM: APPROVED: Deputy City Attorney City Manager City Clerk READING THE RETENTION SCHEDULE:  A "HOW TO" GUIDE  BACKGROUND   The 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 must be retained at the office and/or off‐site, 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 departments and Office of the City  Attorney (who which reviews them the schedules 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 DEFINITIONS   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 – This refers to the length of time a record must be kept before it is eligible for  destruction.  C – Current refers to the current calendar year in which a record is made. The Retention period begins the  first day of the following calendar year. (For example, Cur+2 means that any record created in 20215 is  kept for the two following years, 20216 and 20217. The record would be eligible for destruction after  December 31, 20217).  PER – Permanent refers to records that should be kept in perpetuity and never destroyed.  SUP – Supersede indicates that old items are replaced by a more current version.  TER—Termination refers to the end date of a contract, agreement, term, etc.   Statutory Reference – This s field includes regulations and codes that govern the retention of a specific  record type. All references are to California Code unless otherwise noted.   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 decided to maintain the record longer  than the legal 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. The 2025 revision preserves Department and Attorney Opinions from  previous versions of the schedule.   Page 1 of 56 City of Palo Alto  Records Retention Schedule    Administrative Services  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  ADMINISTRATION          Correspondence, Messages,  Timecards, Staff Meetings, Studies  C+3    Auditors Opinions  2  OTHER DEPARTMENTS – Finance  Committee‐Agendas, Minutes,  Records, Retention Schedule,  Reports, Audit Work papers,   While  useful   Duplicate of City Manager, Auditor  and City Clerk  3 Gifts to the City, Cash & Tangible  Property  C+6   Scanned list on CD Rom in Admin  Svcs Dept files  TREASURY           4  INVESTMENT MANAGEMENT‐ Security Purchases, Sales &  Investment Reports  C+7    Auditors Opinion  5 DEBT MANAGEMENT‐             (a) Deceased Insurance C+3    Department Opinion    (b) Final Bond TER+4   Duplicate Stored Offsite as vital  copy backup    (c)  Covenant Compliance TER+7   Duplicate stored offsite as vital  copy backup    (d)  Bank Records C+7   Duplicate stored offsite as vital  copy backup  REVENUE COLLECTION          6 (a)  Deposit/Reconciliation  Documentation  C+2 GC 34090     (b)  Parking Permit Records C+4 GC 34090        (c)  Collection Records – UUT, Hand  Written Parking Citations,  Delinquent Accounts, Reconciliation,  Transient Occupancy Tax  C+5    Department Opinion    (d)  Utility Receipt Stubs   GC 34090     BUSINESS LICENSE TER+4 GC 34090;  CCP 337       LIENS & RELEASES  (a) Recorded Liens & Releases  (b) Supporting Recorded  Documentation    PER  TER+2 GC 34090     BUDGET          7 BUDGE            (a) Final Budget, CIP Budgets, Fee  Schedule  TER+4         (b) Supporting Documents for  Change Requests, Amendments,  Worksheets, Fee Schedules & Cost  Plans  C+2    Auditors Opinion  Page 2 of 56 City of Palo Alto  Records Retention Schedule    Administrative Services  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede     (c) Long Range Plans Studies,  Reports, Measurements, Forecasts  & Projections  C+3    Auditors Opinion  REAL ESTATE          8 BINDING INSTRUMENTS           (a)   Land – Deeds, Easements PER   Duplicate of City Clerk    (b)   Easement Vacations, Leases &  Purchases  PER   Duplicate of City Clerk    (c) Encroachments, Agreements &  Conveyances  PER   Duplicate of City Clerk  PURCHASING          9  (a)      Council Approved Contracts,  Solicitations & Documents. All Open  Council Approved Contracts,  Solicitations & Documents  TER+ 4 While  Useful  CCP 337.2   CCP 343    Council Approved Contracts  Dduplicate of City Clerk     (b) Service Contracts, Purchase  Orders, Blanket Purchase Orders &  Solicitations & Documents  i. Purchase Orders/Blanket Orders  ii. Service Order Contracts  iii. Council Approved  TER+34 TER+45 TER+7  While  Useful   CCP 337.2   CCP 343    Duplicate of City Clerk    (c) Bids Unawarded Solicitations &  Documents  C+2 GC 34090 Department Opinion vital while  orders are open  10  INTERNAL VENDORS ‐  (Stores &  Print Shop) Reports, Orders,  Returns, Disposal Forms Journal &  Requisitions  C+4    Department and Auditors Opinion  ACCOUNTING          11 YEAR‐END REPORTS            (a) Budget‐to‐Actual C+2 GC 34090       (b) Comprehensive Annual Financial  Report (ACFR)  PER        (c) General Ledger, Encumbrance  Report  C+2 GC 34090       (d) Management Benefits  Transactions, Accruals  C+2 GC 34090      (e) Audit Work Papers & Journal  Entries  C+2  GC 34090  Digital copies of audit work  papers: saved on S drive, Jourrnal  Entries saved on SAP effective  March 2023     (f) ANNUAL PUBLIC IMPROVEMENT  CORPORATION‐STATE  CONTROLLERS REPORT  C+7    Digital copies only     (g) PIC TAX Return C+7   Digital copies only    (g) Annual Street Report C+7   Digital copies only    (h) City Financial Transaction Report     Digital copies only   Utility Receipt Stubs C+2     Page 3 of 56 City of Palo Alto  Records Retention Schedule    Administrative Services  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede   ACCOUNTS PAYABLE          12 A/P + UTILITY CHECK   REGISTERS (WARRANTS)  C+7  C+7   Department and Auditors Opinion  (voided checks) Digital copies only  13  CANCELLED/VOIDED   WARRANTS. CHECK VOID FORMS +  BACKUP  C+4  C+7     Department and Auditors Opinion  (VOIDED CHECKS) Digital copies  only  14 VOUCHER PACKETS.   GENERAL WARRANT COPIES WITH  BACKUP FOR A/P, UTILITY REFUNDS,  3RD PARTY AND WIRE TRANSFERS  C+5  C+7   Department and Auditors Opinion  Digital copies only    15 CAPITAL PROJECTS TER+7    Department and Auditors Opinion    Project Files, Street Reports, &  Community Development Block  Grant (CDBG) Billings    Community Development Block  Grant (CDBG) Billings / Drawdown       Digital copies only     ANNUAL PUBLIC IMPROVEMENT  CORPORATION‐STATE  CONTROLLERS REPORT  C+7         CALIFORNIA AVENUE SPECIAL  ASSESSMENT PARKING DISTRICT  C+7       UNIVERSITY AVENUE SPECIAL  ASSESSMENT PARKING DISTRICT  C+7   Digital copies only    ANNUAL INTERGOVERNMENTAL  EXPENDITURES REPORT  C+7   Digital copies only    ZFIR03 AUTHORIZED SIGNATURE  COVER SHEETS  C+7     Cover sheet for batches off  invoices from departments sent to  A/P. Has list of invoices enclosed  and department authorization to  process the invoices.      A/P JOURNAL LOG C+7   Digital copies only    AUTHORIZING SIGNATURE FORMS C+7    Digital copies only    TAX RECORDS – Sales Tax Filings,  1099 Tax Filings & Registers  C+7   Digital copies only  16 GENERAL LEDGER‐ General Journal  Entries  C+7   saved on SAP  ACCOUNTS RECEIVABLE and CASH RECEIPTS          16  Backup for invoices created (such as  Airport, Avenidas, & Palo Alto  Community Childcare, Stanford, VTA  and others)             (a) Grants, Disaster Assistance,  Project Fund Requisitions, Arbitrage  Calculations  C+7     Federal & State Audit  Requirements  Duplicate stored offsite as vital  copy backup  Department Opinion  Page 4 of 56 City of Palo Alto  Records Retention Schedule    Administrative Services  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede     b) Invoices, Facility Cash Receipts,  and Revenue Collections Cash  Receipts, Cash Receipt Journals and  Utility Cash Receipts  C+7 GC 34090,  CCP 338  Federal & State Audit  Requirements Duplicate stored offsite as vital  copy backup Department Opinion   Digital copies only  18  STATE REPORTS – City Reports,  Transit Operators and Component  Units  C+7    Department and Auditors Opinion  19  UTILITIES‐  (a) Loan Reconciliation Work Papers,  Bonds, Banking, Adjustments  (b) Receipts  C+7 GC 34090 Department and Auditors Opinion  20  FIXED ASSETS – Cost Reports,  Reconciliation, Resume of Activity &  Journal Entries  TER+3    Department and Auditors Opinion  21 PAYROLL  C+7   29 CFR  Section  1627.3  Labor  Relations  Section  1174  California  Labor Code  Section  1174  Public Employees Retirement  System and Department Opinion ‐‐  Duplicate stored offsite as vital  copy backup    Garnishment Orders C+7   SB 807 1/2022 CA Record  Retention ‐ 4 Years    Direct Deposit/ W4 Changes C+7    IRS Requirement ‐ 4 years    Copies of PSO PAF C+7   4 Years HR owns original copy  retention    CalPers Reporting C+7   4 Years HR owns original copy  retention    Third Party Reporting C+7    4 years    Payroll Quarterly Tax Reports C+7    IRS Requirement ‐ 4 years    Payroll Masterfile C+7    4 years    Payroll Reconciliations C+7    In accordance with GL    Payroll Journals C+7    In accordance with GL     W2 Copies C+4    IRS Requirement ‐ 4 years    Processing Reports by Paydate       ENTERPRISE/ GENERAL LEDGER ACCOUNTING        22  Backup for invoices created (Airport,  Avenidas, & Palo Alto Community  Childcare)  C+7       23 Loan reconciliations and backup  GL  Accounts Reconciliations   C+7       Page 5 of 56 City of Palo Alto  Records Retention Schedule    Administrative Services  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  24 Reconciliations of utility and other  clearing accounts  C+5       25 Receipts/stubs from the daily utility  payments process (batch detail)  C+2+2  months GC 34090     26 Audit Backup & Journal Entries  Backup  C+2 GC 34090     27 Utility / Airport cash receipts C+7      28  Fixed assets backup of journal  entries, capitalization, disposals &  reconciliations  TER + 3                      Page 6 of 56 City of Palo Alto  Records Retention Schedule  City Attorney’s Office  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  ADMINISTRATIVE RECORDS           100 General Info/Subject Files C+9 GC 34090  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 passed.  100‐ 01 General Correspondence C+9 GC 34090     600  Purchasing/Contracts, invoices,  and purchase orders originating  in City Attorney’s Office  TERC+10   Duplicate of Purchasing Division; Review  on a file by file basis for destruction   100‐ 04 Chron File C+9 GC 34090    100‐ 04 Newsletters C+2 GC 34090    SUBJECT FILES          202‐ 01 Planning Reports As  Needed   Duplicate of Planning and Community  Environment (PCE)  202‐ 02  thru  202‐ 11  Development Plan/Certificates of  Compliance/Subdivision  As  Needed   Duplicate of City Clerk, Planning & Public  Works  202‐ 12  thru  202‐ 25  General Plan/Comprehensive  Plan/State Mandated Planning  As  Needed   Duplicate of PCE. Files to be reviewed for  destruction on a file by file basis.  203‐ 01  thru  203‐ 10  Regional Planning As  Needed   Duplicate of Planning; review on a file by  file basis  204‐ 01  thru  204‐ 04  Environmental Assessment C+4   Review on file‐by‐file basis for  destruction  205‐ 01  thru  205‐ 13  Stanford University C+9   Review on file by file basis for  destruction  206‐ 01  thru  206‐ 10  Building C+9   Review on file by file basis for  destruction  Page 7 of 56 City of Palo Alto  Records Retention Schedule  City Attorney’s Office  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  207‐ 01  thru  207‐ 08  Transportation C+9   Duplicate of Transportation  301‐ 01  thru  301‐ 06  Legal memoranda to City Council C+11    Review on file by file basis for  destruction   Settlement Agreements C+10  Settlement agreements with ongoing  relevance retained for as long as needed   Municipal prosecutions TER+10  Review on file by file basis for  destruction   Attorney‐led investigations C+10  Review on file by file basis for  destruction  302‐ 01  thru  302‐ 11  Boards/Commissions/Committees C+11      303 American with Disabilities Act C+4      304 Records Management, Records  Retention Schedule C+4   Duplicate of City Clerk  305 Management Studies/Surveys C+4      401‐ 01  thru  401‐ 14  Finance Administration C+4   Duplicate of Administrative Services,  Public Works and Utilities  402‐ 01  thru  402‐ 07  Auditor Administration C+9   Duplicate of Auditor’s Files  403 General Audits C+9      500 Personnel Files C+9  GV 12946  & Title 29  Chpt XIV,  Sections  1602.30;  32; 38.    Some files may need to be retained until  threat of legal action passed.  Review on  file by file basis for destruction  600 Purchasing/Contracts C+10   Duplicate of Purchasing Division; Review  on a file by file basis for destruction  700 Legislative/Legal C+14   Review on file by file basis for  destruction  800 Public  Works/Engineering/Construction C+10   Review on file by file basis for  destruction;   Page 8 of 56 City of Palo Alto  Records Retention Schedule  City Attorney’s Office  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  900 Litigation/cClaims CTER+10    Required to keep until reasonable threat  of legal action has passed.   On a file by  file basis assign archive time   Civil litigation files C+10   Required to keep until reasonable threat  of legal action has passed. On a file by  file basis assign archive time  1000 Real Estate C+15    Duplication of Real Estate Division/CLK.   Review on file by file basis for  destruction  1100 Parks C+4    Duplicate of Community Services.   Review on file by file basis for  destruction  1200 Municipal Utilities C+4   Duplicate; review on file by file basis  1300 Police Administration C+9 GC 34090 Review on file by file basis for  destruction  1400 Community Services C+4 GC 34090 Review on file by file basis for  destruction  1500 Fire Administration C+9 GC 34090 Review on file by file basis for  destruction  1600 Information Resources C+6 GC 34090 Review on file by file basis for  destruction                          Page 9 of 56 City of Palo Alto  Records Retention Schedule  City Auditor  Series Description Total  Retention  Statutory  Reference  Remarks  ADMINISTRATIVE RECORDS  1 a.Office Budget and A/P C+5 Department Policy  2  b.Meeting Notes, Memo’s, Correspondence, Management Reports, Office Administrative files and Working files C+5 Department Policy  3  Contracts (All Open Council  Approved Contracts, Service  Contracts, Purchase Orders,  Blanket Purchase Orders,  Solicitations, and Documents  C+4 Duplicating of ASD Purchasing and  City Clerk  SUBJECT FILES  4  Publications (Audit Reports),  Status Reports, Revenue  Reports, Council Reports  PER    Department Policy.Post‐2025,  publications included City Council  /Committee agenda packets are  kept by CLK  5  Work Papers (supporting  documentation for published  reports)  C+7    Department Policy While City Auditor is outsourced, duplicates kept by relevant department as needed.  6  Revenue Audit Work Papers  (Sales, TOT, UUT, Prop. Tax  etc.)  C+7 Department Policy (Confidential) While City Auditor is outsourced, duplicates kept by relevant department as needed.  7 Fraud, Waste, and Abuse  Hotline documentation CLTER+5  Department Policy While City Auditor is outsourced, duplicates may be kept by another associated department as needed.  GC 34090 GC 34090 GC 34090 GC 34090 Page 10 of 56 City of Palo Alto  Records Retention Schedule  City Clerk’s Office  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  ADMINISTRATIVE RECORDS                                                   100   a) Budget  b) Purchase Orders  c) Domestic Partnership  Affidavits & Statements  C+2  C+2  PER  GC 34090.7 Duplicate of ASD   101  FINANCIAL DOCUMENTS  EXTERNAL VENDORS –  a) Contracts awarded by City  Clerk Department, except  construction b) Contracts awarded by City  Council, except construction c) City Clerk Purchase Orders  d) Construction contracts  awarded by City Council        C+2  TER+4      TER+4    C+2  PERM  PAMC 2.08.110; CCP 337 PAMC 2.08.110; CCP 337   City Clerk Purchase Orders  duplicate of ASD   102 General Correspondence C+2 GC 34090     103 LEGAL ADVERTISING C+4  CCP 337;  54960.1(c)(1);  CCP 343, 349 et  seq.;   GC 911.2  Includes public hearing notices,  legal publications   104  PUBLIC RECORDS REQUESTS   – Requests, responses, and  log  TERCL+2 GC 34090 TERCL = Resolution Date  ADMINISTRATIVE HEARING RECORDS           105 Administrative Citations C+5 GC 34090 Noise, Animal   106 Alarm and Parking Ticket  Aappeal Hearings CTER+2 GC 34090 Includes Initial Review  document   107 Animal Bite Hearings C+15 GC 34090     108 Other Administrative  Hearings C+5  GC 34090GC  34090   Public Works and Community  Services Department hearings   109 Parking Citation Adjudications  (Request for Initial Review) CTER+2  GC 34090 GC  34090  Department  OpinionDepartment opinion   110 Utility User Tax Hearings C+10 GC 34090     ELECTIONS/POLITICAL REFORM ACT           111 AB1234 ETHICS TRAINING –  Proof of training attendance C+5 GC 53235.2(2)b     112 BALLOTS  TER+1 EC 17302,  17304, 17306;   RESTRICTED ACCESS   TER = date of election  Department Opinion 8/14  113   CAMPAIGN DISCLOSURE  STATEMENTS‐  a) Elected Members & Log of  Filers (paper)(paper), their  Controlled Committees, and  committees supporting such  officeholders and candidates       PER          PAMC 2.08.110    GC 81009  (ab)(g)  (b)(g)    GC 81009(g) ‐– After two years  on file, an electronic copy of  the statement may be  put on a  space saving device retained  and originals discarded (GC  81009(g))    Page 11 of 56 City of Palo Alto  Records Retention Schedule  City Clerk’s Office  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  b) Non‐elected candidates  members (paper), committee  supporting non‐elected  candidates   c) Others ‐‐ Committees,  Supporting/Opposing  Measures (paper), General  Purpose, Independent  expenditure, major donor  committees   d) Copies received (e.g. Form  410)(paper)  e) Electronically filed  C+5        C+7            C+4    C+10PER      GC 81009(b)        GC 81009(c)            GC 81009(f)    GC 84615(i)                               Original electronic form must  be kept for at least 10 years      114 CONFLICT OF INTEREST CODE PER  C +4  PAMC 2.08.110 Code is Adopted by Resolution,  Resolution is Permanent   115  FPPC AGENCY FORMS  a) Gift to Agency Report ‐‐  Form 801  Behested Payment Report ‐‐  Form 803  c) 804 New Positions ‐‐ Form  804  d) Consultants ‐‐ Form 805  e) Public Official   Appointments ‐‐ Form 806    C+7    C+7    CS+4    C+4    C+2    FPPC 18944    GC 82015    FPPC 18734    FPPC 18734  FPPC  18705.5GC  34090  Current on Agency Website  FPPC Retention            Current on Agency City  Website   116  NOMINATION  PAPERSCANDIDATES  a) Elected  b) Non‐elected  PERTER+4 TER+2  EC 17100    Department Opinion 6/2014  Non‐elected TER = Certif. of  elections results date or failure  date Term of office or failure  date  Unless requested per EC  17100(b)   117  PETITIONS, INITIATIVES,  REFERENDUM, RECALL &  CHARTER AMENDMENTS   Petition  TER+1  PERMTER+8  months  EC 17200 EC 17400  (Recall  petitions) GC 6253.5.  7924.100‐ 7924.110 (PRA  reference)    RESTRICTED ACCESS  TER = date of election result  certification Department Opinion 8/14  Certain records may be kept for  historical/reference purposes  Department Opinion 1/25 ‐  historical/reference value  Page 12 of 56 City of Palo Alto  Records Retention Schedule  City Clerk’s Office  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  PA Charter  Articles VI and  IX  117b Certification of Election  Results C+10 EC 15372    118 SAMPLE BALLOT PER GC 34090      119  STATEMENT OF ECONOMIC  INTEREST – Form 700  (Designated Filers) & Log of  Filers  C+7 GC 81009(e)‐(g)  Originals retained C+7  Copies retained C+4 "Wet"  paper filed forms can be  digitized after 2 years   120  STATEMENT OF ECONOMIC  INTEREST – Form 700 (GC  87200 Filers) & Log of Filers  C+4 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)  LEGISLATIVE HISTORY          121  BOARDS & COMMISSIONS  a) Applications &  Appointments     I. Appointed     II. Not Appointed  b) Letters of Appointment  c) Notices of Termination  d) Oaths of Office  e) Recruitment Outreach  f) General Correspondence  g) BCC Handbook        TER+5  CL+2  TER+2  TER+2  TER+6  TER+2  C+2  S   GC 34090a; GC 40801  TER = Leaving Office date  CL = Close of recruitment  TER = Leaving Office date  TER = Leaving Office date   122 CITY COUNCIL ROSTER PER    Department Opinion  Paper C+2   123  COUNCIL & STANDING  COMMITTEES MEETINGS a) Agenda Packets ‐‐ Docs.  and information submitted to  Council including questions  and answers to Council  agenda items cb) Agendas cb) Minutes cd) DVDs/Recordings ed) Proof of Agenda Posting    PER  C+2          PER   PER  PER  C+2      GC 34090;  GC 40801  54960.1(c)(1)    GC 34090  Department Opinion Department Opinion 2025  Agenda Packets not PER before  2024 Department Opinion 10/14   124  COUNCIL MEMBER –   b) Biographies  c) Photos  d) Emergency Standby Council  Oaths of Office and Report  PER  PER  PER    Department Opinion 10/14  Page 13 of 56 City of Palo Alto  Records Retention Schedule  City Clerk’s Office  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede   125 OATHS OF OFFICE  a) Elected Council Member  TER+2 6  PER   GC 34090;   29 USC 1113    Department Opinion  TER = Leaving Office date  Department Opinion 8/14   126 ORDINANCES PER GC 34090;   PAMC 2.08.110     127 PROCLAMATIONS C+2 GC 34090      128 RESOLUTIONS PER GC 34090;   PAMC 2.08.110    128a MUNICIPAL CODE PER GC 34090 Added in 2025    129  RECORDS & INFORMATION  MANAGEMENT‐  a) Retention Schedules &  Manuals  b) Destruction Certificates  c) Transfer Lists  d) Inventory Database      SC+4    PER  C+2 PER  SC+2     CCP 343    GC 34090  GC 34090        Department Opinion 8/14    Department Opinion  Record of on/off‐site records   130  STATE OF THE CITY ADDRESS  ‐ DVD/recording and Speech  Hard Copy  PER   GC 34090 Department Opinion 8/14  REAL PROPERTY          131  ANNEXATIONS/ACQUISITIONS PER GC 34090a     132 ASSESSMENTS PERTER+2   Department Opinion   133  BINDING INSTRUMENTS a) Land ‐‐ Deeds, Easements,  Record of Land Use Action  b) Easements, Vacations,  Leases & Purchases c) Encroachments,  Agreements & Conveyances d) Community Development  Block Grants (CDBG)    i. Deeds of Trust    ii. Promissory Notes     iii. Agreements  e) Certificates of Compliance.  f) Real Property Agreements,  i.e. Regulatory Agreements,  Declaration of Restrictive  Covenants, Occupancy, Land  Use, and Development  Restriction Agreements   a) PER    b) PER    c)PER    d)TER+6  TER        e) PER  f) PER         GC 340 90a  Department Opinion  Duplicate of County Recorder    TER = paid in full  TER = paid in full            134 BONDS While Useful  TER+10  GC 34090  CCP 337.5  Duplicate of County Recorder   135 DEEDS OF TRUST TER+6 CCP 336a      136 LIENS, CONDEMNATION PER GC 34090a      137 SUBDIVIDER AGREEMENTS PER GC 65864 &  65869.5    Page 14 of 56 City of Palo Alto  Records Retention Schedule  City Clerk’s Office  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  SUBJECT FILES          138 CABLE TELEVISION –  Franchise & Licenses PER GC 34090 City Attorney Opinion 9/87   139 CEQA POSTINGS C+2 PRC 21152 (c)  GC 34090    140  CIVIL GRAND JURY REPORTS PER CPC 933     141 CLAIMS AGAINST THE CITY C+52 PAMC 2.28.230  & 2.28.240   Duplicate of City Attorney   142 FLOOD BASIN PER GC 34090 City Attorney Opinion 9/87   143  NORTHERN CALIFORNIA  POWER AGENCY –  Agreements including  Transmission Agency of  Northern California  PER PAMC 2.08.110 City Attorney Opinion 9/87   144 PAC BELL/PG&E PER GC 34090 Department Opinion 1992  145 POLICE AUDITOR REPORTS PER GC 34090 Department Opinion 4/2015  146  POLICIES  (a) Administrative Policies  (ab) Council Policies    C+2  SUP+2  GC 34090    147  STANFORD (Including Sand  Hill Road, Willow Rd.  Extension)  PER PAMC 2.08.110 City Attorney Opinion 9/87   148  SUBJECT FILES – All subject  files included, unless  specifically set forth  elsewhere.  C+2  GC 34090  Confidential Legal Opinions are  not public information and are  restricted from public access.   149 WATER RIGHTS – Agreements  and Clean Up PER GC 34090 City Attorney Opinion 1995   150 YACHT HARBOR PER PAMC 2.08.110 City Attorney Opinion 9/87    SISTER CITIES  C+2 GC 34090  Department Opinion 8/14    Page 15 of 56 City of Palo Alto  Records Retention Schedule  City Manager’s Office  Series Description Total  Retention  Statutory  Reference  Remarks    C = Current Year   PER = Permanent   TER = Termination    S = Supersede  ADMINISTRATIVE RECORDS         001  Personnel Information,  Budget Information, Records  Retention Schedule  While  useful   Duplicate records of  other departments  002  Staff Reports CMRs (City  Manager Reports) – including  supporting documents  PER GC34090.5  May be scanned to CD  after 5 years and paper  copy offered to the  Historical Society   003  Economic Development Files  for Projects throughout City of  PA  PER    May be stored off‐site    Sister Cities C+2 GC 34090    LEGISLATIVE HISTORY          004 Legislative Letters C+5     Consistent with State  Legislation – Reviews  and Changes  SUBJECT FILES          005  Files established pertaining to  various subjects, Project files,  Chronological Files  C+2 GC 34090     POLICIES AND PROCEDURES          006 Official copies of all City  Policies and procedures  PERS    Each department should  have a current copy of  the Policies &  Procedures  TRANSPORTATION  TRANSPORTATION‐ BICYCLES         016  a) Bike Boulevard PER GC 34090 Unique project,  historical significance,  model for other  jurisdictions in and out  of U.S.    b) Bike Counts C+5 GC 34090      c) Bike Facilities, Lockers/  and Racks  C+2 GC 34090       d) Bike Locker Rental  Program  C+2 GC 34090        e) Bike Operations  (signing/striping, signal  detection), paths, Routes  and Trails  C+2 GC 34090       f) Pedestrian and Bicycle  Advisory Committee  C+5 GC 34090 Department Opinion  017 FUNDING‐Fuel Efficient  Traffic Signal Management PER    GC 34090    Page 16 of 56 City of Palo Alto  Records Retention Schedule  C = Current Year  PER = Permanent  TER = Termination   S = Supersede  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  24 CFR  200.334   24 CFR  570.502  29 CFR  97.42  018 NEIGHBORHOOD STUDIES C+2    Department Opinion  PARKING       019  a) Assessment Districts PER  Multiple Depts Opinion     b) Carpool/Vanpool  Program C+2 GC 34090      c) Facilities(garages/lots) PER GC 34090 Department Opinion    d) Permit  Policy/Management CS+2   Department Opinion    e) Residential Permit  Parking C+2        f) Structures PER   Department Opinion    g) Surveys C+2        h) Zones C+2   Department Opinion    i) Congestion Pricing C+5    Department Opinion  020  PERMITS/TRAFFIC  CONTROL‐Certificates of  Insurance and Traffic  Control Plans  C+2 GC 34090    TRAFFIC REFERENCE  021  a) Bike‐correspondence,  other jurisdiction bike plans,  safety/education  C+2 GC 34090  Department  Opinion/Online  Reference    b) Demographic Data PER     Department Opinion    c) Traffic Flow Maps C+5 GC 34090    022 REGIONAL AGENCIES C+2 GC 34090     023 SCHOOL SAFETY C+2 GC 34090    024 TRAFFIC STUDIES C+5 GC 34090   Department Opinion     a) Traffic Calming C+2       b) Traffic Signals C+2       c) Other Traffic Studies C+2      025  Traffic Operations Accidents  (high accident  location/accident data and  reports)  C+2 GC 34090    026 Plans PER H&S 19850     Page 17 of 56 City of Palo Alto  Records Retention Schedule  Community Services Department  Series Description Total  Retention  Statutory  Reference  Remarks  C = Current Year  PER = Permanent  TER = Termination   S = Supersede  ADMINISTRATIVE SERVICES        1 Personnel – Current Employees Performance  Reviews & Work Schedules C+2      2 Security Documents, Work Orders,  Correspondence Inventories, Logs & Reports C+2 GC 34090   3 Policy – Policies, Procedures & Forms SC CA Opinion   4  Other Departments –   a) Stores Req,   b)Purchase Orders,  c) Contracts & Records Retention Schedule  C +2  TER+3  TER+3  TER+4       5 Volunteer Records C+2 GC 34090   6  Accounting – Sales Receipts, Deposits, Sales  Logs, Ledgers, Fees/Fines, Contracts Under  $25,000, Bills & Transit Books  C+2 Community  Services Opinion    ARTS & SCIENCES DIVISION         7 Art Loan Program C+2 GC 34090   8 Theatre Records – Costume & Prop Loans and  Booth Level Settings C+2 GC 34090   9 Art Collection C +2 Community  Services Opinion    10  Public Art Commission –  a) Action Agenda  ab) Proof of PublicationPosting   bc) Minutes of all meetings  cd) General Correspondence  de) Proof of Agenda Posting    PERC+2  C+2  PER  C+2  C+2  Community  Services Opinion  Agendas  Duplicates of  City Clerk  11 Exhibits – Junior Museum & Baylands  Interpretive Center PER Community  Services Opinion    12 Animal Permits – Junior Museum & Zoo TER+2  Fish & Game  Sections 3200,  3204    HUMAN SERVICES & CUBBERLEY DIVISION       Human Relations Commission –  a) Action Agendas and Packets  b) Proof of Publication  c) Minutes of all meetings  d) General Correspondence  e) Proof of Agenda Posting    PERC+2  C+2  PER  C+2  C+2  GC 34090  Agendas  Duplicates of  City Clerk  RECREATION AND GOLF DIVISION        20  Use Permits – Fields, Parks, Courts, Certificates  of Insurance, Facilities Applications & Logs and  Group Agreements  C+2 GC 34090    21 Waivers, Cancellation/Transfer Forms C+2 GC 34090   22 Recreation Foundation – Minutes,  Correspondence & Financial Information C+21     Page 18 of 56 City of Palo Alto  Records Retention Schedule  Community Services Department  Series Description Total  Retention  Statutory  Reference  Remarks  C = Current Year  PER = Permanent  TER = Termination   S = Supersede     Parks & Recreation Commission ‐  a) Action Agenda  ab) Proof of PublicationPosting  bc) Minutes of all meetings  cd) General Correspondence  de) Proof of Agenda Posting    PER C+2  C+2  PER  C+2  C+2  GC 34090  Agendas  Duplicate of  City Clerk     Fee Reduction Program C+2 Department  Opinion 2024     ANIMAL SERVICES  23 Veterinary Medical Records – all records  relating to animal inventory and care TER+3  BP 4081  FAC 32003€  PC 597.1(d)  Previously in  Police Dept.  retention  schedule.  Retained by  contractor  Pets in Need                    Page 19 of 56 City of Palo Alto  Records Retention Schedule  Development Center    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  Series Description Total Retention Statutory  Reference  Remarks  Note: Development Center Retention Schedule merged into Planning & Development Center  Retention Schedule.  ADMINISTRATIVE RECORDS        1  OTHER DEPARTMENTS  Personnel Records, Safety Files, Purchase  Orders, Payment Claim Vouchers, City  Manager’s Reports, Legislation, Litigation,  Final Budget, Equipment and Facility  Maintenance, Time Sheets, Correspondence  with Other Departments and Retention  Schedules  While Useful GC 34090  Duplicate of  other  Departments  2  DEPARTMENT ADMINISTRATION  C+2 GC 34090    Daily Deposit Copies, Department  Procedures, Equipment, Inventories, Budget  Preparation, and Final Budget  Correspondence  3  CONTRACTS  a) Contracts under $85,000 plus all records  associated  b) Full Cost Recover Contracts  c) Contracts over $85,000 plus all records  associated    C+2TER + 4  Until  CompletionTER +4  C+2TER +4  PAMC 2.30.075  CCP 337.2   CCP 343   GC 34090    Duplicate of  Administrative  Services    City Council  approved  contracts  Dduplicate of  City Clerk  004 PERMIT RECORDS Address changes, Permit applications,  Building Use & Occupancy applications and certificates, Department correspondence.  PER GC 34090 Electronically  Stored in  Geographic  Information  System (GIS)  or Accela  005 INSPECTION RECORDS  Survey letters, Special inspection  – final inspection reports, SB407 certificate  of compliance forms, Stop work  correspondence.  PER GC 34090    006 Plans PER H&S 19850    7 CODE ENFORCEMENT   Complaints, inspections, photographs,  violations, reports, correction notices,  citations  CTER+2 GC 34090   Page 20 of 56 City of Palo Alto  Records Retention Schedule  Fire Department  Series Description     Total Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  ADMINISTRATIVE RECORDS         1 DEPARTMENT  MANAGEMENT  C+2 GC 34090        General Order, Special      Orders, Bulletins While Useful    Department Opinion  Policies and  Procedures  SUP+6   GC 34090  45 CFR Part 164.530      Memorandum of  Agreements  While  UsefulTER+4    Duplicate of People Strategy  and Operations (PSO)Human  Resources (HR)   General  Correspondence C+2 GC 34090   001(a)  Code Books,  Ordinances PER GC 34090(e)  California Fire Code, Ordinances  duplicate of City Clerk PAMC  amendments, etc.  2 DEPARTMENT PLANS PER          Strategic Plans/Master  Planning Documents While UsefulS+2      3  GENERAL  CORRESPONDENCE &  REPORTS  C+ 2 GC 34090        Correspondence,  memos, emails, press  releases  While UsefulC+2  GC 34090       Committee reports,  minutes, public file  review requests  While Useful      Duplicate of City Clerk     Special studies,  community relations While Useful        4 BIDS‐UNACCEPTED While Useful    Duplicate of Purchasing  5 OTHER DEPARTMENTS While Useful    Duplicate of Other  Departments     Staffing roster,  timecards, leave  reports  While Useful    Duplicate of Administrative  Services (ASD)     Contracts and  accounting reports,  purchase orders,  deposits, receipts  While  UsefulTER+4  CCP 337  CCP 337.15   Duplicate of ASD; Council  approved contracts duplicate of  City Clerk and City Clerk    Records retention  schedule SUP   Duplicate of City Clerk  6 EMPLOYEE FILES          006(a) Training  records,  certificates C+ 2  GC 34090 Duplicate of HRPSO  006(b)  Employee records While Useful    Duplicate of PSOHR  006(c) DMV Driver Tests and  records C+ 2 GC 34090 Duplicate of PSOHR  Page 21 of 56 City of Palo Alto  Records Retention Schedule  Fire Department  Series Description     Total Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  7 EMPLOYEE  INJURY/EXPOSURE While Useful    Duplicate of PSOHR    Employee accident and  exposure reports PER 29CFR1910.1020   Department Opinion    Individual and  summary statistics PER      SUBJECT FILES           FIRE PREVENTION         8  FIRE PREVENTION:  Code Enforcement  actions  TERCL+5 CFC 104.6      Site Plans While Useful          Requests for service,  complaints. C+2           Sprinkler system & Fire  Alarm periodic testing  reports & inspections  C+6  Electronic   5 Year tests: Keep C+6  Stored by 3rd Party Vendor  008(a) FIRE INVESTIGATION  REPORTS & PHOTOS TERCL+ 6 CFC 104.6.2 104.3.2; PC 801  TER= T+for as long as the  structure or activity to which  such records relate remains in  existence   008(b)  FIRE/HOMICIDE  INVESTIGATION  REPORTS & PHOTOS  PER PC 799 C+6 onsite; PER offsite  008(c) ARSON /JUVENILE  FIRESETTER SUSPECTS CLC+ 6 CFC 104.6104.3.2;  PC 801  Include interviews,  documentation and classroom  materials for junior firesetters  9 ANNUAL FIRE (CFC)  PERMITS C+ 2 GC 34090    10 STREET & NUMBER  ASSIGNMENT While Useful CFC 103.3.4  PAMC 16.36.030  Duplicate of Planning and  Community  EnvironmentDevelopment  Services  11  FIRE INSPECTIONS  (Bureau and Engine  Company inspections)  CLTER+ 6 CFC 104.6.2103.3.4  Department Opinion  CFC 103.3.4 requires CL+3  However, longer period desired  due to 3 year inspection cycle  for some facilities     Records of Inspection;  routine, special, new  construction & tenant  improvement‐related.   PER   CFC 104.6.2 Electronically stored in Accela  Pre‐Citation Letters,  Notice of Violation  letters.  While UsefulC+2   GC 34090   12 CERTIFICATIONS   GC 34090       Flame Resistance PER    Electronically stored in Accela  Page 22 of 56 City of Palo Alto  Records Retention Schedule  Fire Department  Series Description     Total Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  Use and Occupancy  Certificate PER    Electronically stored in Accela  13  SPRINKLERS & FIRE  SUPPRESSION  SYSTEMS  Life of Building  (LoB)  GC 34090(a)CFC  104.6  Pertains to real property. May  include blueprints, reports,  inspection results, permits.  Keep 2 years onsite, permanent  offsite     Design, Flow,  Installation documents LoB       Plan review comments LoB        14 BUILDING PROJECTS LoB GC 34090(a)  Pertains to real property. May  include blueprints, reports,  inspection results, permits.  Keep 2 years onsite, permanent  offsite    New Construction &  Tenant Improvement  Projects, including  underground tank  installations and  repairs  PER  Electronic   Electronically stored in Accela    Alternate means and  methods applications PER CFC 104.6.4   2007 CFC 104.6.4   Electronically stored in Accela    Plan review comments PER    Electronically stored in Accela    SUPPRESSION         15 INCIDENTS (fire,  medical, hazmat, etc.) PER   Electronically stored in RMS  015(a) Dispatch and daily logs C+ 2 GC 34090  Release to Union; do not  destroy  015(b) Fire Incident Reports;  all except arson related PER CFC 104.6104.3.2,   PC 801 Electronically stored in RMS  015(c)   Fire Incident and other  Field Reports; arson  related  PER CFC 104.6104.3.2,   PC 801 Electronically stored in RMS  015(d)   Fire Incident and other  Field Reports; arson  with death involved  PER PC 799 Electronically stored in RMS  015(e) Pre‐Hospital Care  Report (PCR) PER 45 CFR Part 164.530 Electronically stored in RMS  16 ENGINE/TRUCK  EQUIPMENT   GC 34090    016(a) Daily & Monthly logs C+ 2 GC 34090     016(c) Maintenance Program. C+ 2 GC 34090     HAZARDOUS MATERIALS          17  ANNUAL HAZARDOUS  MATERIALS STORAGE  PERMIT  CTER+ 2 GC 34090     Page 23 of 56 City of Palo Alto  Records Retention Schedule  Fire Department  Series Description     Total Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  18  CALCULATIONS‐  Seismic and secondary  containment  C+ 2 GC 34090     19  SITE CLEANUP Spill  Reports & facility  closure related  information; related  inspections. Does not  include reports for  activities regulated by  Calif. Regional Water  Resources Control  Board or Calif Dept of  Toxic Substances.  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)  20  HAZARDOUS  MATERIALS &  UNDERGROUND TANK  INSPECTIONS, routine,  special, and  enforcement related  CL + 6 CCR 27, 15188  Department Opinion  C+5 Required. Keep additional  time for consistency with other  inspection records.   Electronically stored in CERS  21  HAZARDOUS  MATERIALS BUSINESS  PLANS  C+ 2 GC 34090 Electronically stored in CERS  UNDERGROUND TANKS         22(a)  UST closures and/or  removals and related  documentation. Does  not include reports for  activities regulated by  Calif. Regional Water  Resources Control  Board or Calif. Dept of  Toxic Substances.  PER GC  34090(a)  Pertains to real property. May  include blueprints, reports,  inspection results, permits  Electroniccally stored in CERS  022(b)  Periodic testing,  monitoring and special  reports  C+ 2 GC 34090 Electronically stored in CERS  PROGRAMS          23  SPECIAL PROGRAMS:  Strike teams and  mutual aid response  C+12  GC 34090  Existing Department Opinion is  C+12. Note that GC 34090  requires only C+2  23 (a)  Disaster Service  Worker:  All associated  documents  TER + 30 CCR 19, 2573.2,   GC 3105, 6250 Required for injury Claims  24 PARAMEDICS: Training  and testing C+ 4  CCR 22, Div 9, sec  100101100392  Retained by Human Resources?  (TER+3, 29 CFR 1627.3)    PCR – see Suppression          Page 24 of 56 City of Palo Alto  Records Retention Schedule  Human Resources  Series Description Total  Retention  Statutory Reference Remarks  C = Current Year  PER = Permanent  TER = Termination   S = Supersede  ADMINISTRATIVE RECORDS         1  GENERAL – Correspondence,  Timecards, Contracts, Subject  Files, Budgets, Projects , and  Records Retention Schedule*  C+2 GC 34090 Duplicate of City Clerk and  Administrative Services  2 STANDARDS – Policies, Rules,  Bills, & Regulations C+2 GC 34090     EMPLOYMENT          4  RECRUITMENT – Applications,  Resumes, Alternate Lists,  Testing  C+3  492 USC Sections  2000e‐8; 2000c‐12;  29 CFR Section  1602.12 and 1602.14   Restricted Access  5 PERSONNEL FILES  (a) Regular  Employees TER+15  29 CFR Section  1627.3   Labor RelationsCode   Section 1174   Access may digitally store after  2 years and shred  Restricted Access     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 I/II,  Industrial Waste Inspectors,  Electricians, Supervisor, WQCP  Operations, Manager/Assistant  Manager, WQCP, and Manager,   TER+30  29 CFR  1910.1020;  Cal OSHA 8 Cal  Code Regs 3204  Access may digitally store after  2 years and shred  Restricted Access  *There may be other  employees in safety‐sensitive  position in other locations with  same extended retention  schedule  5 PERSONNEL FILES (c) Hourly  Employees TER+5  29 CFR Section  1627.3 Labor  Relations   Labor Code Section  Section 1174   Access may digitally store after  2 years and shred   Restricted access  6 RETIREMENT – Public Employee  Retirement System TER+4  29 USC Sections  1001 – 1381  29 CFR Section  1627.3  Restricted Access  7  CLASSIFICATION: Requests for  reclassification, PDQ's, Job  Descriptions, Desk Audits  C+32 Labor Code Section  1197.5(de)  PDQ = Position Description  Questionnaire   BENEFITS          8  EMPLOYEE BENEFIT FILES ‐  DCCAP (dependent care),  Deferred Comp, Dental, EAP,  Life, Medical, Vision/LTD Claim  Applications, Leave, Domestic  Partner Reimbursement  C+4 29 CFR Section  1627.3  Restricted Access  DCAP = Dependent Care  Assistance Program   EAP = Employee Assistance  Program  LTD = Long Term Disability  Page 25 of 56 City of Palo Alto  Records Retention Schedule  Human Resources  Series Description Total  Retention  Statutory Reference Remarks  C = Current Year  PER = Permanent  TER = Termination   S = Supersede  9  FPPC AGENCY FORMS  a) 804 New Positions ‐‐ Form  804  b) Consultants ‐‐ Form 805  C+4    C+4  FPPC 18734  FPPC 18734 Duplicate of City Clerk  RISK MANAGEMENT/WORKERS' COMP          10 WORKERS COMPENSATION  Claim Files  TER+5 (if  claim is  active)PER   Labor Code Section  5410   8 CCR 3204(d)(1)  8 CCR 10102  GC 12946   Files are held at Administrator’s  Office, City only keeps working  file   Restricted Access  11  Authority for California Cities  Excess Liability (ACCEL) JPA  Agenda Files  C+3    Department Opinion  12  DMV Employer Pull Notice  Program ReportsDMV – Pull  Notices  C+4 (only  if  employee  has  violation  on record)    Department Opinion   Restricted Access  13 DRUG TESTING C+5  49 CFR Section 193‐9  DOT 49 CFR Part 40  Subpart P Sect  40.333; 49 CFR  40.333 and Sect  40.25  Restricted Access  14  SAFETY REPORTS a) Investigation Reports b) Hearing Tests  PER  TER+5  C+4  8 CCR 3203(b)(1)‐(2),  8 CCR 3203(c)(2),  FC 406.2  Department Opinion     INSURANCE (a) Insurance bond policies (b) Insurance certificates     TER+10  PER     CCP 337.2; 343  GC 34090        INFECTIOUS DISEASE &  OCCUPATION EXPOSURE FILES PER  29CFR 1910.1030(h);  29 CFR 1910.1020;   8CCR3204(d)(1)(B)       OCCUPATIONAL MEDICAL TEST TER+5  FMLA 1993 US OSHA;  29 CFR  1910.1020; 29 CFR  1602.30‐  1602.32; OSHA;  8CCR5100(d)(2)OSHA     Page 26 of 56 City of Palo Alto  Records Retention Schedule  Human Resources  Series Description Total  Retention  Statutory Reference Remarks  C = Current Year  PER = Permanent  TER = Termination  S = Supersede  LEAVE ‐ DISABILITY TER+5  FMLA 1993 US OSHA;  29 CFR  1910.1020; 29 CFR  1602.30‐  1602.32; OSHA  8CCR5100(d)(2)OSHA  Accident, Incident, and Injury  Reports PER  8 CCR 10102  GC 12946  HUMAN RESOURCES DEVELOPMENT 16  TRAINING – Program Lists,  Instructor Lists, Class Rosters, &  Evaluations  C+2 49 CFR 199.17  49 CFR 199.227  Department Opinion  EMPLOYEE RELATIONS  17  NEGOTIATIONS – Notes,  Notebooks, Correspondence,  Contracts, & MOA  C+10 29 USC Sections 211  (c), 203 (m), 207 (g) Restricted Access  18  COMPENSATION – Mgmt.  Salary History Sheets, Job  Descriptions, Salary Surveys,  Compensation Plans  C+7 Department Opinion  19  GRIEVANCES – Arbitration,  Grievances Reports, SEIU  Window Period Requests,  Sexual Harassment &  Discrimination  C+7 29 CFR Section  1602.21 (h) Restricted Access  PERSONNEL MANAGEMENT  21 EMPLOYEE RIGHTS: Safety and  General Employees TER+5 GC 12946, 29 CFR  1602.12  23 CLASSIFICATION AND  COMPENSATION SURVEYS C+2  GC 12946, 34090; 29  CFR 516.6(2); 29 CFR  1602.14  25 LEAVE ‐ MEDICAL TER+5  FMLA 1993 US OSHA;  29 CFR 1910.1020;  29 CFR 1602.30  27 SALARY INFORMATION ‐ Salary  schedule, Salary resolutions PER GC 34090; GC 12946;  29 CFR 516.6(2)  Page 27 of 56 City of Palo Alto  Records Retention Schedule  Information Technology  Series Description Total  Retention  Statutory  Reference  Remarks  C = Current Year  PER = Permanent  TER = Termination   S = Supersede ADMINISTRATIVE RECORDS         001  a) Budget    b) Purchase Orders  C+2    C+2  GC  34090.7  Duplicate of Administrative  Services (ASD)  Duplicate of ASD  001 Subject files, general  correspondence,  C+2 GC 34090   SUBJECT FILES         002 Phone Log Files C+2 GC 34090 Call records  003 Service Desk Tickets C+2 GC 34090 IT Service Desk Tickets  004 Financial System Data  Backup C+7  GC  34090 SAP Database Backups  005  Contracts  a) Under $5000  b) $5000 and over  c) $85000 and over    TER+43  TER+43  TER+43   CCP 37.2   CCP 343   GC 34090  Duplicate of ASD  City Council approved contracts  Dduplicate of City Clerk  006 Hardware and software  inventories S+2 GC 34090  Running inventories of hardware  and software used to track   locations, to whom assigned,  and licensing information, as  needed            Page 28 of 56 City of Palo Alto  Records Retention Schedule  Library   Series Description Total  Retention  Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination  S = Supersede  ADMINISTRATIVE RECORDS  Department 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  C+2 GC 34090 Standards  Department Policies and  Procedures, Strategic Plan,  Safety/Security Manual, Disaster  Plan  Until  SupersededS GC 34090 General Correspondence &  Reports  Correspondence, Memos, Emails,  Press Releases, Committee  Reports, Meeting Notes, Working  Files  C+2 GC 34090  Email messages related to  a current project or a  policy‐making decision  should be retained along  with related records  Other Departments  Staffing Roster, Timecards, Leave  Requests, Contracts,  Amendments, Purchase Orders,  Change Orders, Invoices, Travel,  Final Budget, Fines and Fees  Scheule, Library Bond Measures,  Building Plans, Deposits, Cash  Receipts, Information Technology  Management Records, Records  Retention Schedule  While useful GC 34090 Duplicate of other  departments  Employee Files (Regular & Hourly)  PAFs, Appraisals, Work Injury, Job  Descriptions, Requests for  Reclassificiation, Recruitment ‐‐  applications, resumes,  While useful Duplicate of HRPeople  Strategy and Operations  LEGISLATIVE HISTORY  Library Advisory Commission  a)Agenda b)Proof of Publication c)Minutes of Meetings d)General Correspondence e)Proof of Agenda Posting C+2PER  C+2  PER  C+2  C+2  GC 34090  If posted by Library  StaffLibrary Advisory  Commission dissolved in  2020.   SUBJECT FILES  Library Databases  Customers, Circulation and  CS+2   GC 34090  Patron use Registration  and circulation records are  exempt from Public  Page 29 of 56 City of Palo Alto  Records Retention Schedule  Library   Series Description Total  Retention  Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  Inventory  Subscriptions and Licenses  Records Act under certain  conditions; GC 7927.105,  GC7927.100GC6254, GC  6254.5, GC6255, GC6267    Grants & Donations  Applications  Awards  Non‐monetary Donations  Reimbursements  C+5   GC 34090  24 CFR 200.334   24 CFR 570.502  29 CFR 97.42  Department Opinion     Capital Improvements  Project Files, Specifications,  Contracts, Agreements,  Equipment, Maintenance,  Licenses, Inventory  Life of  building GC 34090   Duplicate of Public Works  City Council approved  contracts duplicate of City  Clerk     Publicity/Publications  Promotional Materials C+2 GC 34090       State Library  Public Library Survey  Reimbursements  C+2   GC 34090      Operational Reports  Daily Log, Cash Handling, Bank  Deposits, Debt Collection  Management  Incident Reports    C+2      C+5   GC 34090     Public Programming  Development and Administration  of Programs for the Public  (children, students, adults)  C+2 GC 34090       Collection Development Records    Records documenting the  selection and acquisition of new  materials for the Library's  collections and the physical  movement of materials between  the facilities and storage areas  C+2 GC 34090       Collection Movement Records  Records documenting the physical  movement of materials between  the facilities and storage areas  C+2          Historical Reference  History of Palo Alto City Library PER   GC 34090 Department Opinion        Page 30 of 56 City of Palo Alto  Records Retention Schedule  Office of Emergency Services  Series Description Total  Retention  Statutory  Reference  Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  ADMINISTRATIVE RECORDS         1 DEPARTMENT MANAGEMENT         General Order, Special Orders,  Bulletins, Policies and Procedures S   GC 34090      Employment Memorandum of  Agreements  While  Useful GC 34090  Duplicate of Human Resources Peope  Strategy and Operations (PSO)  2 DEPARTMENT PLANS PER    Department Opinion    Strategic Plans/ Master Planning  Documents C+2 GC 34090     3 GENERAL CORRESPONDENCE &  REPORTS C+2 GC 34090       Correspondence, memos, emails,  press releases         Committee reports, minutes,  public file review requests           Special studies, community  relations        003c  Budgets, Purchase Order's Time  Keeping, Correspondence,  Surveys, Statistical Reports  C+5 GC 34090     004h Equipment Records TER+2 GC 34090  Retained until termination of  equipment's use; Manuals,  instructions, procedures, assignments,  maintenance  EMPLOYEE FILES         006(a) Training records, certificates C+2 GC 34090  Duplicate of HR Retained by HR  (TER+3, 29 CFR 1627.3)  006(b) Employee records While  Useful   Retained by HR (TER+3, 29 CFR 1627.3)  SPECIAL PROGRAMS         023(a)  Disaster Service Worker:  Emergency Services Volunteers  All associated documents  TER+30  CCR 19,  2573.2,  GC 3105,  6250  Required for injury claims              Page 31 of 56 City of Palo Alto  Records Retention Schedule  Planning and Development Services  Series Description Total  Retention  Statutory  Reference  Remarks  C = Current Year  PER = Permanent  TER = Termination  S = Supersede  ADMINISTRATION  001  OTHER DEPARTMENTS  Personnel Records, Purchase  Orders, Payment Claim  Vouchers, Legislation, Final  Budget, Correspondence with  Other Departments and  Records Requests  While  Useful GC 34090  Duplicate of Other Departments  002  DEPARTMENT  ADMINISTRATION  Department Procedures,  Equipment, Inventories,  Budget Preparation, and Final  Budget Correspondence,  General Correspondence  C+2 GC 34090   003  CONTRACTS a)Contracts under 85,000 plus all records associated b)Full Cost Recovery Contracts TER+4C+2  TER+4Until  Completion  CCP 337   CCP 343   GC 34090  Department Opinion  004  ADMINISTRATIVE REFERENCE Fee Schedules, Orgs, List,  Ordinance Binder, Planning  Ethics, Data Collection  While  Useful plus  online  archivesS  GC 34090 Department Opinion  LEGISLATIVE HISTORY  5  PLANNING COMMISSION,  ARCHITECTURAL REVIEW  BOARD, AND HISTORIC  RESOURCES BOARD AND  DIRECTOR'S HEARINGS  a)Minutes ‐ Online b)Agendas and Packets‐ Online c)Correspondence with Staff/Public ‐ project based d)Proof of Publication de) Proof of Agenda Posting PER  PERC+2  C+2  C+2  C+2  GC 34090  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  Agendas duplicates of City Clerk   SUBJECT FILES 6 COUNTY OF SANTA CLARA While  Useful GC 34090 Duplicate of Santa Clara County  7 BUILDING PLANS GC 34090  a)Approved PER   H&S 19850 Digital Format  b)Superseded C+2 H&S 19850 Hardcopies  Page 32 of 56 City of Palo Alto  Records Retention Schedule  Planning and Development Services  Series Description Total  Retention  Statutory  Reference  Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  8  DISCRETIONARY PLANNING  ENTITLEMENTS a)   Applications b)   Maps ‐ Zoning, Tentative  Subdivision, Preliminary Parcel,  Comp Plan Land Use, et al c)   Permit Extensions  (currently a 2‐yr window with a  1‐yr extension) d)   Record of Land Use Actions e)    CEQA determinations, ‐EIR,  ‐Negative Declarations      PER  PER C+2     PER    PER   GC 34090  Department Opinion  Digital Format (stored offsite)          Digital Format    Saved Within Application files that  are scanned into GIS/DOXview  10 HISTORIC INVENTORY PER GC 34090 Digital Format‐‐Currently updated  via GIST  11 ZONING ORDINANCES PER GC 34090 Duplicate of City Clerk  12  COMPREHENSIVE PLAN AND  AMENDMENTS‐‐ Available  Website reference only  PER GC 34090  Duplicate stored offsite as vital copy  backup w/ Amendments  Resolutions Duplicate of City Clerk   13 COMMUNITY DEVELOPMENT  BLOCK GRANTS (CDBG)   PAMC 2.30     a)       Project Files TER+5 C+2   24 CFR Part  570  2 CFR  200.334  .502  State of California HCD CDBG Grants  Management Manual, Chapter 10  https://www.hcd.ca.gov/grants‐and‐ funding/programs‐ active/community‐development‐ block‐grant     b)       Deeds of Trust and  Promissory Notes   GC 34090 Duplicate of City Clerk  14 COMMUNITY DEVELOPMENT     Human Relations Commission Acts  as Committee    BLOCK GRANTS (CDBG)         b) Program Reference Forms,  Procedures and Brochures C+3      15 HOUSING           a) General Information and  References ‐ Outside Materials  While  Useful   Department Opinion    b) Housing Studies and  Programs C+3 GC 34090      c) HOME Funding‐General (If  individual home loans keep  permanently)  C+3TER+5  GC 34090  24 CFR Part  570  Federal regulation federally funded  programs and labor standard  compliance files    d) Below Market Rate (BMR)  Units, In Lieu Hosing Mitigation PER GC 34090 Department Opinion    e) Below Market Rate  Administration  C+2While  Useful  GC 34090     16 TRANSPORTATION‐BICYCLES   GC 34090   Page 33 of 56 City of Palo Alto  Records Retention Schedule  Planning and Development Services  Series Description Total  Retention  Statutory  Reference  Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede    a)       Bike Boulevard PER    Unique project, historical  significance, model for other  jurisdictions in and out of U.S.    b)        Bike Counts C+5       c)       Bike Facilities, Lockers  and Racks C+2       d)       Bike Locker Rental  Program C+2        e)         Bike Operations  (signing/striping, signal  detection), paths, Routes and  Trails  C+2       f)      Bicycle Advisory  Committee C+5   Department Opinion  17  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  PER     18 NEIGHBORHOOD STUDIES C+2   Department Opinion  19 Parking          a)       Assessment Districts PER       b)       Carpool/Vanpool  Program C+2       c)        Facilities(garages/lots) PER   Department Opinion    d)       Permit  Policy/Management C+2   Department Opinion    e)       Residential Permit  Parking C+2       f)         Structures PER   Department Opinion    g)       Surveys C+2      h)       Zones C+2  Department Opinion    i)     Congestion Pricing C+5 GC 34090 Department Opinion  20  PERMITS/TRAFFIC CONTROL‐ Certificates of Insurance and  Traffic Control Plans  C+2 GC 34090   22 TRAFFIC REFERENCE   GC 34090      a)        Bike‐correspondence,  other jurisdiction bike plans,  safety/education  C+2   Department Opinion/Online  Reference    b)       Demographic Data PER       c)       Traffic Flow Maps C+5     Page 34 of 56 City of Palo Alto  Records Retention Schedule  Planning and Development Services  Series Description Total  Retention  Statutory  Reference  Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  23 REGIONAL AGENCIES C+2    24 SCHOOL SAFETY C+2 GC 34090   25 TRAFFIC STUDIES   GC 34090     a)       Traffic Calming C+5       b)       Traffic Signals     Department Opinion    c)        Other Traffic Studies       26 TRAFFIC OPERATIONS          a)       Accidents (high accident  location/accident data and  reports)  C+2     DEVELOPMENT CENTER ADMINISTRATIVE RECORDS  1  OTHER DEPARTMENTS  Personnel Records, Safety  Files, Purchase Orders,  Payment Claim Vouchers, City  Manager’s Reports,  Legislation, Litigation, Final  Budget, Equipment and  Facility Maintenance, Time  Sheets, Correspondence with  Other Departments and  Retention Schedules  While Useful GC 34090 Duplicate of other Departments  2 DEPARTMENT  ADMINISTRATION C+2 GC 34090      Daily Deposit Copies,  Department Procedures,  Equipment, Inventories,  Budget Preparation, and Final  Budget Correspondence        3  CONTRACTS  a) Contracts under $85,000  plus all records associated  b) Full Cost Recover Contracts  c) Contracts over $85,000 plus  all records associated    C+2TER + 4  Until  CompletionTER  +4  C+2TER +4  PAMC  2.30.075  CCP 337   CCP 343   GC 34090    Duplicate of Administrative  Services    City Council approved contracts  Dduplicate of City Clerk  DEVELOPMENT CENTER SUBJECT FILES  004 PERMIT RECORDS Address changes, Permit  applications, Building Use &  Occupancy applications and certificates, Department  correspondence.  PER GC 34090 Electronically Stored in Geographic  Information System (GIS) or Accela  005 INSPECTION RECORDS  Survey letters, Special  inspection  – final inspection reports,  SB407 certificate of  PER GC 34090    Page 35 of 56 City of Palo Alto  Records Retention Schedule  Planning and Development Services  Series Description Total  Retention  Statutory  Reference  Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  compliance forms, Stop work  correspondence.  006 Plans PER H&S 19850     7 CODE ENFORCEMENT   Complaints, inspections,  photographs, violations,  reports, correction notices,  citations  CTER+2 GC 34090      NOTE: Development Center Retention Schedule merged into Planning & Development Center Retention  Schedule and transportation records merged into City Manager’s Office.    Page 36 of 56 City of Palo Alto  Records Retention Schedule  Police Department  Series Description Total Retention Statutory  Reference  Remarks  C = Current Year  PER = Permanent  TER = Termination  S = Supersede  ADMINISTRATIVE RECORDS  3 (a)Personnel Training SUP GC 34090 Bulletins, training class  certificates   3 (a)(1)  Lesson Plans C+15 GC 34090 Scope, content, time period  of courses   3 (a)(2) Applicant Fingerprint  Files TERM+2 GC 34090  Includes paperwork  authorizing fingerprinting  and background checks for  City employment  applicants, all license and  permit applicants and  volunteer applicants  3 (a)(3)(b) Personnel (copies) TERM+7 GC 34090  Paperwork documenting  officer& non‐ swornProfessional Staff  internal and external  training  3 (b)(1) Applicant Fingerprint  Files TER+3 GC 34090  Includes paperwork  authorizing fingerprinting  and background checks for  City employment  applicants, all license and  permit applicants and  volunteer applicants.  3 (a)(b)(c) Volunteer Files TERM+2 GC 34090 Volunteers’ identification,  contact information   003b Policy, Forms, Brochures TERMC+2 GC 34090  003c  Budgets, PO’s Time Keeping,  Correspondence, Surveys,  Statistical Reports, Contracts  CTER+5 GC 34090  CCP 337  003d Demographic Data Collection  Cards C+2 GC34090 Program ended 6‐30‐2010  003e Alarm Records C+2 GC 34090  Alarm packets, documents  & correspondence, alarm  permit  applications/permits, false  alarm notifications, false  alarm records  001q  Administrative/Internal Affairs  Investigations – Documents  relating to complaints or  investigations in responses to  citizens’ complaints regarding  members of the Department.   a)UnNot sustained b)Sustained C+5 TER + 5   TER+15  PC 832.5(b),  EVC 1045,  PC 801.5,  PC 803(c),   VC 2547  GC 12946  Provided documents are  not evidence in any claim  filed or criminal  investigation, or part of any  pending records request or  litigation exists.  TER = conclusion of  investigation  Page 37 of 56 City of Palo Alto  Records Retention Schedule  Police Department  Series Description Total Retention Statutory  Reference  Remarks  C = Current Year  PER = Permanent  TER = Termination   S = Supersede  001k PressNews Releases  C+2 GC 34090   Website 2 years; moved to  the Investigatory file if  applicable  001k Social Media Content C+2 GC 34090   001t Administrative Citations TERC+25 GC 34090  Noise, Animal,  Parking/Traffic  TER = conclusion of  administrative review  hearing, if held.  001r PAPD Policy Manual SUP GC 34090 Living Document  ANIMAL SERVICES RECORDS         001p  Nuisance Complaints, Animal  Bite Reports and Hearings,  PAMC Violations and warnings  issued.    C+10  GC 34090  PAMC  6.28.030   FAC 32003(e),  31621 ‐ 31626  PAMC = Palo Alto Municipal  Code  001s Veterinary Medical Records  C+3 BP 4081  Move to CSD/PIN  10 Animal Licenses  C+2 GC 34090 Dog – 3 years from  expiration  001n HumaneAnimal Control Officer  – Activity records and logs C+2 GC 34090     001m  Animal Control – All records  relating to animal inventory  and care  C+2 GC 34090  Move to CSD/PIN  COMMUNICATION RECORDS         1  (a) 911 Recordings  (b) Other Phone  Recordings, not on  911 lines  T + 180 days‐  T + 180 days‐  C+2 years and 1 day  GC 34090.6  PC 1054 et seq  Exception: Recordings  used‐ flagged as evidence  in a criminal prosecution or  claim filed or litigation hold  request receivedd or  potential claims and  litigation ‐shall be  preserved for 100 days  after conclusion of the  court action, or as needed.  System programed to re‐ write unless flagged  003f Mobile Audio Video Records  (MAV) C+2 GC 34090.6  PC 1054  Exception: ‐ Recordings  used‐ flagged as evidence  in a criminal prosecution or  claim filed o‐r litigation  hold request received or  potential claims and  litigation shall wbe  preserved for 100 days  after conclusion of the  court action or as needed.    DAR ‐ Digital Audio Recordings C+2‐   Page 38 of 56 City of Palo Alto  Records Retention Schedule  Police Department  Series Description Total Retention Statutory  Reference  Remarks  C = Current Year  PER = Permanent  TER = Termination   S = Supersede  System programmed to re‐ write unless flagged  003g Interior Video Recordings   AIB or ISD when initiated C+12 GC 34090.6  PC 1054  Exception‐: Recordings  flagged used‐ as evidence  in a criminal prosecution or  claim filed or‐ litigation  hold received  or potential‐  claims and litigation shall‐  be preserved for 100 days  after conclusion of the  court action, or as needed  003h Routine Perimeter Security  Video 100 Days GC 34090.6 Automated self‐ recycled/re‐use technology  INVESTIGATIVE RECORDS       001e  Police Reports – ODI (Optical  Document Imaging) System  and supporting hard copy  Reports  PERC+100   GC 34090 Reports scanned into the  ODI system from 6‐15‐92 to  12‐31‐06. Unless report is a  Permanent Record or  ordered Sealed by Court  Order     PC 800    PC 801    PC 799  001f  Non Criminal Police Reports –  Lost/Found Property, Injured  or sick persons; missing  persons where person has  returned; traffic collision  reports not used as the basis  for criminal charges etc.  C+2010 GC 34090  Any CLETS entry must be  canceled prior to purge if  applicable.  Applies to Police Reports  taken prior to 6‐15‐1992  prior to Optical Imagining.      001e Traffic Collision Fatality Reports PERC +20 GC 34090 Regardless of the medium   001e  (1)Police Reports/PDF Scanned  – All Felonies, high  Misdemeanor cases.  PERC +100  PC 800  PC 801  PC 799  (Felony  Capital Crimes  punishable by  Death, Life  Imprisonment )  PC 1054  Starting 2007 Hard Copies  will be kept in conjunction  with PDF Prosecution for an offense  punishable by  imprisonment in state  prison for 8 years or more  must commence within 6  years after offense  commission.   Commencement of  prosecution defined in PC  804.  *Exception:  PC 803 –  Tolling/Extension of time  periods; Appeals process  Page 39 of 56 City of Palo Alto  Records Retention Schedule  Police Department  Series Description Total Retention Statutory  Reference  Remarks  C = Current Year  PER = Permanent  TER = Termination   S = Supersede  and “Three Strikes”‐ also  considerations in assigning  retention‐.   001f  (1)Non Criminal Police  Reports/PDF Scanned –  Lost/Found Property, Injured  or sick persons; missing  persons where person has  returned; traffic collision  reports not used as the basis  for criminal charges etc.   C+150 GC 34090  Starting 2007 Reports will  be scanned to PDF. Any CLETS entry must be  canceled prior to purge if  applicable.  12‐1‐2021 – all reports  scanned as PDF  001v  Arrest/Conviction HS Section  11357 (b), (c), (d), (e) or H&S  Section 11360 (b) violations –  Occurring after January 1, 1996  Mandatory  destruction from  date of conviction or  date of arrest with  no conviction  HS 11361.5  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 destroyed  pursuant to 11361.5  001l FI Cards – Field interview Cards C+2 GC 34090 Includes photo if taken  001k (1) Daily Bulletins C+2 GC 34090    001e (2) Registrants – Sex, Arson,  Narcotics  PER  TER or until S  DOJ  Guidelines  Fingerprint Card, Photo and  info forwarded to DOJ   001e  (3) Criminal Reports  (Misdemeanor low Felony) and  Domestic Violence Reports  C+15 FC 6228(de) GC 34090  Remove property from  CLETS, no suspect or open  investigations pending.   MISC REPORTS AND DOCUMENTS         004a Court Board  C+12 GC 34090 Court Notices  004b Court Liaison Tracking Systems C+25 GC 34090  Booking/Filing Lists and  Logs, In/Fformal Discovery  requests and  Correspondence. Formal  Discovery scanned to  Investigatory File   004c Subpoenas (Duplicate) C+2 GC 34090  Subpoena Duces Tecum  (SDT) filed with case Report  once completed if  applicable  004d Statistical – Crime Analysis and  other reports C+2 GC 34090  Internally generated  information using activity  logs, citizen calls requests,  and current and past crime  statistics.  Reports created  for a variety of purposes.  Page 40 of 56 City of Palo Alto  Records Retention Schedule  Police Department  Series Description Total Retention Statutory  Reference  Remarks  C = Current Year  PER = Permanent  TER = Termination   S = Supersede  Some original reports sent  to DOJ & FBI   004e  Statistical – UCR (Uniform  Crime Report) LEOKA,  Homicide, Arson, DV, Hate,  Arrest & Citation, Death in  Custody, Crimes against Senior  C+25 GC 34090 Originals to DOJ & FBI  004f Sealed – Adult /Factual  Innocent  Mandatory  Destruction upon  and pursuant to  Court Order  PC 851.8  Unless sealed pursuant to  PC 851.91 and PC 851.92.  Does not include letter of  finding sent to the  defendant for  grants/denials  001j Restraining Orders C or until S     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  expired  001g  Traffic Citations (copies) *Except Juvenile offender  program graduates – those not  forwarded to court of program  successfully completed.  C+2 GC 34090  Original hard copy is  forwarded to court, citation  records are sent  electronically to the court..  Agency copy kept for  processing.  Parking  Citations forwarded to  Revenue Collections  004h  Equipment Records – includes  Drager Logs, PAS Records and  Radar Calibration Logs,  Weapons Records, ALPR Stats;  Flock and Star Chaser Forms  TERM+2 GC 34090  Retained until termination  of equipmentsequipment  use; Manuals, instructions,  procedures, assignments,  maintenance  004i License/Permits C+2 GC 34090  Parade, Noise Exemption,  Special Events, Block Party,  Taxi, Masseuse.  No longer  interested forms to be sent  to DOJ for applicant  expired applicant  information.  004j Warrants:    Warrants attaining purge  date are sent to Santa Clara  Co DA’s office for review of  extension of warrant/  Active case or purge.  All    (1)      Felony Felony – C+ 10 GC 34090    (2)      Misdemeanor Misdemeanor – C+7 PC 799    (3)      Infraction Infraction – C+7 PC 800/801  Page 41 of 56 City of Palo Alto  Records Retention Schedule  Police Department  Series Description Total Retention Statutory  Reference  Remarks  C = Current Year  PER = Permanent  TER = Termination  S = Supersede  CLETS/AWS systems must  be updated or cancelled.  004k NCIC Validations C+2 GC 34090 Copies sent monthly to DOJ  ???  004l  Records requests,  miscellaneous correspondence,  no record, RFP’s   C+2 GC 34090 The destruction of felony, misdemeanor, and infraction Crime/Supplemental Reports is permitted providing:  (1)They do not relate to an unadjudicated arrest except for HS 11357 or HS 11360 violations; (2)They do not relate to unserved warrants; (3)They do not involve identifiable items which have not been recovered; (4)The do not relate to PC 290, PC 457.1, or HS 11590 Registrants; (5)They do not relate to violations listed in PC Sections 799 and PC 800; (6)The cases are not presently involved in either a civil or criminal litigation. Page 42 of 56 City of Palo Alto  Records Retention Schedule  Public Works  Series Description Total  Retention  Statutory  Reference  Remarks    C = Current Year  PER = Permanent  TER = Termination  S = Supersede  ADMINISTRATION  1 PERSONNEL  Confidential Documents  While  useful  Duplicate of Human  ResourcesPeople Strategy and  Operations (PSO)  1  Contracts/purchase orders  awarded by PW Department,  except construction/capital  improvement  TER+4 CCP 337  CCP 343  AIRPORT    AGREEMENTS/CONTRACTS  While  useful  TER+4   CCP 337  CCP 343  Duplicate of ASD and CLK  1 BUDGET   Budget Change Requests PER Duplicate of Office of Management  & Budget  2  CAPITAL IMPROVEMENTS  a)Project Files, Work Orders, Schedules, Bidders List,  Correspondence, Change Order  b)Specifications, Reports Plans, Contracts and Subdivisions PER   H&S  19850  GC 4003  Life of Structure  2  GENERAL  Correspondence  Membership Information  Notice to Airmen (NOTAM)  C+2 GC 34090  GRANTS  Applications  Awards  PER 2 CFR  200.334  Department Opinion  OPERATIONAL REPORTS  Daily, Weekly, Monthly,  Quarterly, and Annually  C+4 GC 34090 Federal Aviation Administration  (FAA)  PERMITS PER STAFF  Evaluations  Personnel Action Forms  S+5UP   Labor  Code  Section  5410  Duplicate of HR PSO  TENANT FILES  Applications  Payments/Receipts Log  Leases  PER ENGINEERING SERVICES  005  013  ASSESSMENT DISTRIC   Boundaries & Rolls PER GC 34090  006  020  BENCHMARK DATA  Horizontal, Vertical & Control PER GC 34090 Department Opinion ‐ Need this  data for historical reference material  007  011  CAPITAL IMPROVEMENTS  a)Project Files, Work Orders, Schedules, Bidders List,  Correspondence,  PER   H&S  19850  GC 4003  Life of Structure  Page 43 of 56 City of Palo Alto  Records Retention Schedule  Public Works   Series Description Total  Retention  Statutory  Reference  Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  Change Order  b) Specifications, Reports Plans,  Contracts and Subdivisions  c) Street Reports  8 CERTIFICATES OF COMPLIANCE PER GC 34090 Duplicate of City Clerk  9 CERTIFICATES OF INSURANCE SUP GC 34090   10  ENCROACHMENT PERMITS  a) Permanent Encroachments  b) Temporary Encroachments    PER  C+2  GC 34090   11  FLOOD ZONE  Elevation Certificates & Letter  of Map Amendments  PER GC 34090   12 MAPS – Annexations, Park  Dedication, Tract, & Block SUP GC 34090 Keep current map version only  13  PERSONNEL  Evaluations  Personnel Action Forms  SUP   Duplicate of HRPSO  14 PRIVATE DEVELOPMENT  REVIEWS C+2 GC 34090   15 SOIL REPORTS PER    Department Opinion ‐ Need this  data for historical reference material  16 STREET WORK PERMITS PER GC 34090   17  SUBDIVISIONS  a) Agreements  b) Parcels and Subdivision Maps    PER  CS+2  GC 34090 Keep current map version only  18 SURVEYS – Recording Data and  Maps PER GC 34090 Department Opinion ‐ Need this  data for historical reference material  ENVIRONMENTAL SERVICES       19 ENVIRONMENTAL FILES PER    Department Opinion  20 Discharger permits and permit  support documents  Permit  expiration  or facility  closure + 3  years  40 CFR Federal Pretreatment Regulations    Other Discharger data and  records C+122 40CFR 40  CFR 141.91 Federal Pretreatment Regulations  WATER QUALITY CONTROL PLANT       35 FLOW  Discharge Data and Reports PER 40 CFR  122.41  Department Opinion  36  MAINTENANCE  Flow Strip charts, Instrument  Calibrations, Operations,  Maintenance & Laboratory  Records, & Crane Maintenance  and Certification, State  Certification  C+4    Department Opinion  Page 44 of 56 City of Palo Alto  Records Retention Schedule  Public Works   Series Description Total  Retention  Statutory  Reference  Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  37  NPDES (National Pollution  Discharge Elimination System) –  Permits and Reports  PER 40 CFR  122.28  Department Opinion  38  PERMITS  Pressurized Vessels, Air &  Industrial Waste  TERC+4 GC 34090   39 SAFETY  Meetings and Training C+4 GC 34090   40 SEPTIC & RECLAIMED WATER  Permits, Fees, Billings C+4 GC 34090 Department Opinion  41  PERSONNEL  Staff with aAccident report,  accident investigation, or  important disciplinary  matterother personnel event  resulting in change of policy  TER+30     Department Opinion  Duplicate of PSHR  ZERO WASTE          Landfill Daily Log Operator  Assignments and Maintenance  Activities  C+5    GC 34090         Landfill Reports & Records PER GC 34090      Landfill tollbooth receipts C+5        Household Hazardous Waste  Manifest & Reports PER          SMaRT Station & Kirby contract  data C+10   Department Opinion    Waste Contractor data ‐‐   GreenWaste of Palo Alto C+10   Department Opinion    Recycling Programs  S+2 GC 34090   SUSTAINABILITY         Climate Action Plan Reporting C+25 GC 34090 Department Opinion    Sustainability Project  Documentation C+10 GC 34090 Department Opinion    Greenhouse Gas Inventory Data PER GC 34090 Department Opinion  EQUIPMENT MANAGEMENT       21 Transactions – Parts, Fuel, and  Gas Tags C+2 GC 34090   22 Vehicles – Registrations & DMV  Correspondence  Life of  Vehicle   DMV Requirement  FACILITIES MANAGEMENT       23  BUILDING MAINTENANCE Custodial cContracts City Manager Reports Specifications Bidders List Change Orders Payment Files    TER+4      C+2  GC 34090  CCP 337  CCP 343    Page 45 of 56 City of Palo Alto  Records Retention Schedule  Public Works   Series Description Total  Retention  Statutory  Reference  Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  24  CAPITAL IMPROVEMENTS  a) Project Files, Work Orders,  Schedules, Bidders List,  Correspondence, Change Order  b) Specifications, Reports Plans,  Contracts and Subdivisions  PER   H&S  19850  GC 4003  CCP  337.15  Department Opinion  25 GENERAL ‐ Correspondence  Forms C+2 GC 34090   26  PERSONNEL  Division Staff Schedules  Personnel Action Forms  Injury/Accident Reports  TER  Labor  Code  Section  5410    Originals to HR, copy kept in  individual’s file until employee  termination  27  REPORTS  Quarterly Summary of  maintenance labor and material  costs for Parking Lots  C+2 GC 34090   28 SUBJECT FILES C+2 GC 34090   22 Internal Working Files       29  WORK REQUESTS  Labor and Material Tracking  Key Requests  Service Calls  C+2 GC 34090   STREETS/SIDEWALKS/STORM DRAIN       30  26  32  25  DAILY REPORTS  Operator assignments &  equipment status  Storm Drain  Work Orders  C+5 GC 34090    33  Tree line clearing, landscaping  plans, pesticide spraying,  inventory & irrigation plans  C + 2 GC 34090    34  WORK ORDERS  Streets, sidewalk, signs,  sweeping, trees  C+5   GC 34090   35 Urban Forestry C+2 GC 34090               Page 46 of 56 City of Palo Alto  Records Retention Schedule  Utilities  Series Description Total  Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  ADMINISTRATIVE RECORDS        001  Management books, CIP Budget,  Working Files, Operating &  Safety, Staff Meetings,  Correspondence, Budget Change  Requests, Journal Entries  Shipping Receipts, Depreciation,  Proof of Publication  C+2 GC 34090       Master Plans PER    Department Opinion     WGW Ops Dailies  WGW Ops Stand‐by/Call Out  Time Report  Shipping records Internal vs.  Outside Vendor  C+2  C+2    C+2    Department Opinion  SUBJECT FILES        002  Policies, Procedures, Processes,  Marking Requirements,  Engineering Standards, Electric  Service Requirements, Cable  Specs, Forms, Best Management  Practices  S+2C+2 GC34090 Department Opinion  003 Drivers License Records While  Useful   Duplicate of DMV  004  Other Departments – City  ManagerStaff Reports,  Personnel, Pos, Time Cards,  Claim Vouchers, Invoices,  Abandonments, Annexations,  Council Agendas, Unaccepted  bids, Finance Reports,  Encroachment Permits & Records  Retention Schedule  While  Useful    Duplicate records – originating  department maintains official  document  CONTRACTS        005 Construction & Services/Products  over $25,000  While  Useful  CCP 337 Council approved contracts  Dduplicate of City Clerk  005 Services/Products under $25,000 TER+5    CCP 337 City Attorney Opinion   Construction PER CCP 337.15 Council approved contracts  duplicate of City Clerk  005 Unaccepted Bids C+2 GC 34090       Electric and Gas Meter SUP+7   Duplicate of City Clerk    Purchase and Sales Agreements ‐  EEI & NAESB SUP+7   Department Opinion for  retention in Dept. files    Renewable Energy Certificate  Master Agreement SUP+7    Duplicate of City Clerk   Dept. Opinion for retention in  Dept. files  Page 47 of 56 City of Palo Alto  Records Retention Schedule  Utilities  Series Description Total  Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede     Master Agreement ‐‐ Transaction  and/or Confirmation Agreements  ‐‐ including supporting  documentation (deal sheet,  shopping sheet, authorization  etc.)  TER+7 CCP 337  Retained in Utilities Dept.    Bilateral Commodity and/or  related service agreements TER+7     If within City Manager  authority, then retained in  Utilities Dept. If Council  approved, retained in City  Clerk's Office   PROJECT FILES        006 Internal working files PER    Department opinion   RATES        007 Rates – All Services PER    Department opinion  REPORTS        009  Statistical, sales, annual  consumption analysis and  various spreadsheets  C+2 GC 34090     UTILITY ADVISORY COMMISSION        010  Agenda  Proof of PublicationPosting  Minutes of all meetings  General Correspondence  Proof of Agenda Posting  C+2PER  C+2  PER  C+2  C+2    Agendas Duplicate of City Clerk  010 Correspondence and Data Tapes C+2 GC 34090     TASK FORCE        011 City of Palo Alto and SCVWD  Meetings C+2 GC 34090     011 Any task force – internal and/or  external C+2 GC 34090     REGULATIONS        013           National Gas Act  Pipeline Safety Act  Natural Gas Policy Act  CVPIA  While  Useful   C+2   C+2   C+2              Duplicate of Other Agency  CVPIA = Central Valley Project  Improvement Act   CVPIA = Central Valley Project  Improvement Act   013 Correspondence w/ Agency C+2 GC 34090     STUDIES ‐ SURVEYS        014           Gas System Study  Distribution  Electro Magnetic Field Survey  and Energy Case Studies  Commodity Resource  C+2    C+2    C+2  GC 34090                       CUSTOMER SERVICES        Page 48 of 56 City of Palo Alto  Records Retention Schedule  Utilities  Series Description Total  Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  015 Customer Correspondence  Letters, faxes, emails C+2    Department Opinion  015  Service:   GC 34090 All listed will be scanned and  retained electronically   Residential Service  Agreement C+3   Residential Service  Application C+3   Commercial Service  Agreement PER   Commercial Service  Application PER   Utilities Account Change C+3   Make Change to Account C+3   Account Closure Request C+3   Close Utilities Account C+3   Revert to Owner Request PER   Revert to Owner Application PER  015   Demolition Request  Demolition Application  Temporary Power  Temporary Power Application  Hydrant Water Application  Hydrant Meter Application  C+3  C+3  C+2  C+2  C+2  C+2    Department Opinion  Department Opinion   015  Billing   Consumption Adjustment   Correct Misread and Billings   Miscellaneous Adjustment   Apply Credit or Debit   Invoice Cancellation   Cancel Rebill Invoice   PV Statements   Monthly PV Status    C+2    C+2    C+2    C+2  C+2  C+2  C+2  C+2    All are created and saved on  electronic templates     Bank drafts  Bank draft confirmation  Returned items  Bank draft application    C+2  C+2  C+2    Duplicate of Admin. Services  Bank Items  Page 49 of 56 City of Palo Alto  Records Retention Schedule  Utilities  Series Description Total  Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  015   Credit & Collections   Rate Assistance   Annual Application Renewal   Project Pledge   One time Submission   Bankruptcy   LIHeap   LIHeap send discs    C+21  C+21    PER  PER  C+3  C+21  C+21     Department Opinion  LIHeap = Low Income Home  Energy Assistance Program  015  Meter Reading  C+1  C+1    C+2    C+2  C+1  C+1    Department Opinion   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  PER GC 34090 Historical     CPAU Work Orders  As‐Built Maps  Valve Cards  PER    California Department of  Transportation     CPAU Work Orders of  Abandoned Pipe  As‐Built Maps of Abandoned  Pipe  Valve Cards of Abandoned Valves  PER    Department Opinion     ICOMMM Lateral Work Orders   ACP Forms  C+5  C+5   Department Opinion  REGULATORY AGENCIES        017 Reports to    Federal Register  C+2 GC 34090                 U.S. Dept of Energy     PG&E      State Regulatory Agencies  (e.g. Public Utilities  Commission)     California Energy  Commission       California Air Resource  Board    REGULATORY RECORDS        Page 50 of 56 City of Palo Alto  Records Retention Schedule  Utilities  Series Description Total  Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede     Sanitary Sewer Overflow (SSO)  Reports  Sanitary Surveys    C+5  C+10       40 CFR 141.33    RWQCB  Statistics, reports,  correspondence    Water Discharge Form  Water Discharge Monitoring     C+5  C+5     40 CFR 122.41  Annual Report for Public Works  Storm Water Department      Water Connection Records,  Device Locations, and Water  Maps  PER GC 34090       Reports:      Compliance documentation  Average amount of pollution  discharged into waters   Compliance documentation   Corrosion Control C+12 40 CFR 141.91   Discharge Monitoring C+5 40 CR 141.91   Drinking Water Corrections  C+10 40 CFR 141.33   Lead Service Line C+12 40 CFR 141.91    Water/Sewer Infrastructure Data  in GIS SUP GC 34090      Underground Utility Locating C+6  CAGC Title 1 Division 5  Chapter 3.1 Article 2  Section 4216    Exception Collection Reviews,  Waste Logs C+2 GC 34090       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  PER  PER  PER    PER  TER+5    C+5  C+5  C+5    California Department of  Transportation  EMPLOYEE TEST RECORDS          Gas Operator Qualification C+5    California Department of  Transportation     Employee Water Distribution  Certification  Employee Water Treatment  Certification  Employee Backflow Certification  Employee Cross Connection  Certification  C+3    C+3    C+3    C+3       State    Welding Record (form 225A) PER    California Department of  Transportation  Page 51 of 56 City of Palo Alto  Records Retention Schedule  Utilities  Series Description Total  Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  TESTS/INSPECTIONS/SURVEYS          Backflow Annual Certifications C+3    State     FSR Gas Leak Investigations  (818 Form)  FSR Stop Card Database  Gas Shop Stop Card  Water Shop Stop Card  C+7    PER  PER  PER    California Department of  Transportation     Gas Receiving Stations  Odorant and Oil Drip  Water Meter Test Results  Gas Meter Test Results  Meter Leak Tags  Abnormal Operating Conditions  (AOC)  PER  PER  PER  PER  PER  PER    California Department of  Transportation     Water Quality‐Water Sources:   Testing   Fluoride Summary   Ground Water Elevation   Bacteriologic Analysis   Chemical Analysis   Reservoirs, Wells & Rainfall  Gauge  Water Maintenance Records  Water Discharge Form  C+10                  C+5  C+5  Title 22 CCR  66261.24(a)(7)  40 CFR 141.33  State    CPAU Gas Pipeline Patrol  Program  CPAU WGW Operations Pre‐  Tested Pipe Tag (Form 503)  CPAU WGW Operations Grade 1  Log Re‐Checks  Gas Leakage Survey  C+5    PER    C+5    C+5   California Department of  Transportation  PERMANENT RECORDS        019 Equipment Records Life of Equip  + 2 GC 34090     Page 52 of 56 City of Palo Alto  Records Retention Schedule  Utilities  Series Description Total  Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  019  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 Receiving Station  PER                   Form 503          Form 225A  ELECTRIC UTILITY        052  048  Electric‐‐Circuit Map, Electric  Distribution, Street Light Block,  EV Charger Maps  C+2  GC 34090 Duplicate stored offsite as vital  copy backup     Maps: Electric Distribution, Pole  Test Block, Distribution Block,  Street Light Block, Hardware and  Coax   Current  while  active,+ 2  years off  site  053  049  Underground District:  Transmission Line Logs &  Correspondence  C+2 GC 34090        054  050  Work Orders:  Pacific Bell, Cable Co‐op, PG&E,  and Intents  PER    Department Opinion  055  051  Acquisitions, Design, Drawings,  Specs, Permits, Correspondence  quotes, Payments & Schedules  CIP/Construction  PER    Department Opinion ‐  Historical  056 Electric Vehicles:  Power Delivery Records  Life of  Vehicle +2  off site  GC34090     057     Street Lights:  Lighting, Program Materials C+2  GC 34090       058 Joint Pole Applications TER+5    Department Opinion   Customer Services Projects  Applications, Plans, Invoices C+2      ELECTRIC OPERATIONS  059  Compliance/Inspections/Locating   Field Switch/Man on Line  Logs   Overhead/Underground  Compliance Records    PER  PER            C+1 on site  C+1 on site        Page 53 of 56 City of Palo Alto  Records Retention Schedule  Utilities  Series Description Total  Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede   Underground Service Alert  Notices  a. Completed Tickets  b. Original Email Notices    C+6  C+21      Onsite   060 Customer Service – UCC  Dispatch Logs PER   Electronic copy on S drive  061  Street Lights/Traffic Signal/Fiber  Notifications – SL & TS  Maintenance – WO ‐ TS  C+6    Work transaction recorded in  SAP. Mark‐up records  maintained on site  062  055       Substations  a) Equipment (transformers,  switches, breakers, capacitors,  relays)   Specifications   Inspection   Inventory   Replacement   Disposal  Life of Equip  +2     Department Opinion  Duplicate stored offsite as vital  copy backup  062  055  Substations  b) Operations (troubleshooting,  line logs, load reports, power  factor, fences, cost data)  C+6       18 CFR Sections  125.3(23) & 125.3(26)  Inspection records and  equipment test records stored  electronically on F:drive  C+3 on site + 3 years off‐site   064  055  Substations  c) Relay and fuse curves, fault  current, calculations, supervisory  control, automation and  distribution automation (SCADA)  and Control Information  C+2  GC 34090   Duplicate stored offsite as vital  backup copy   MARKETING SERVICES          Program Development PER    Department Opinion  061  064  Customer Applications  Smart Energy Program  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  Fiber Program  Customer Applications  Rebate Application & agreement  Rebate Applications  Old Program ‐‐ files at The State  Signed Agreements  C+2  C+2  C+2  C+2  C+2    C+2  C+2    C+2  C+2  C+2  C+2  C+2  C+2  C+2                GC 34090  Department Opinion  Department Opinion  Department Opinion  Department Opinion                      Council approved contracts  Dduplicate of City Clerk Page 54 of 56 City of Palo Alto  Records Retention Schedule  Utilities  Series Description Total  Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  062  066  Vendor contract invoices  3rd Pary Programs  Monthly/quarterly/annual  electronic records  While  contract is  in  effectTER+4  CCP 337 Department Opinion  063  066  Key Account Engineering Audit  Reports  BI Reports  Pcard receipts  C+2    C+2  C+2  GC 34090 Department Opinion  067     Public Outreach  Program marketing materials  Customer Workshops & Facility  Manager Meetings  C+6    C+2         Department Opinion     SUPPLY RESOURCE GROUP        070     Settlement Date  Commodity Invoices/payment  records  TER+2  PER        Department Opinion  Keep for two years past  contractual limitation of  invoice dispute  071  Regulatory Reference Materials  (e.g. – laws, ruling, orders, court  cases, settlements)  While  Useful  Duplicate of Other Agency     Risk Management  FO and BO Transaction oversight  Monthly BO reports  FO and BO Quarterly reports  FO Weekly Reports  C+6    Department Opinion  078  Rates Documents  Rates/Pricing  Cost of Service Studies  SUP+7      080  Resource Plans  Long‐term Electric Acquisition  Plan, Gas Long‐Term Plan, Water  Integrated Resources Plan  SUP+2    Department Opinion  Adopted plans duplicate of City  Manager and City Clerk     Electric Portfolio Models  Commodity Costs Protections &  Uncertainty Assessment  ‐ load and resource balance  ‐ supply costs  ‐ transmission cost  ‐ interconnection  ‐ agency costs  ‐ hydrology  ‐ plant operation and  maintenance  ‐ regulatory costs  C+7 for  annual  budget  models     Maintained in electronic  models   ‐ overwritten as necessary  Page 55 of 56 City of Palo Alto  Records Retention Schedule  Utilities  Series Description Total  Retention Statutory Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede     Electric Procurement Plan  Procurement Plans ‐‐ Needs  Analysis Load/Resource  Balance Targets  Authorizations  C+5    Department opinion    Voluntary Certification and  Verification  C+7     Department Opinion     §  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       §  Risk Oversight Committee       §  New Models       §  Standards of Conduct        R&D Program  PET Projects related  documentation  C+6    Department Opinion    Policies  Analysis of plans, programs, and  policies that become adopted by  Council  SC+2   Department Opinion    Page 56 of 56 READING THE RETENTION SCHEDULE: A "HOW TO" GUIDE BACKGROUND The 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 must be retained at the office and/or off-site, 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 departments and Office of the City Attorney (which reviews the schedules 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. DEFINITIONS 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 – This refers to the length of time a record must be kept before it is eligible for destruction. C – Current refers to the current calendar year in which a record is made. The Retention period begins the first day of the following calendar year. (For example, C+2 means that any record created in 2025 is kept for the two following years, 2026 and 2027. The record would be eligible for destruction after December 31, 2027). PER – Permanent refers to records that should be kept in perpetuity and never destroyed. S – Supersede indicates that old items are replaced by a more current version. TER—Termination refers to the end date of a contract, agreement, term, etc. Statutory Reference – This field includes regulations and codes that govern the retention of a specific record type. All references are to California Code unless otherwise noted. 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 decided to maintain the record longer than the legal 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. The 2025 revision preserves Department and Attorney Opinions from previous versions of the schedule. Page 1 of 48 City of Palo Alto  Records Retention Schedule    Administrative Services  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  ADMINISTRATION          Correspondence, Messages,  Timecards, Staff Meetings, Studies  C+3    Auditors Opinions  3 Gifts to the City, Cash & Tangible  Property  C+6   Scanned list on CD Rom in Admin  Svcs Dept files  TREASURY           4  INVESTMENT MANAGEMENT‐ Security Purchases, Sales &  Investment Reports  C+7    Auditors Opinion  5 DEBT MANAGEMENT‐            (a) Deceased Insurance C+3    Department Opinion    (b) Final Bond TER+4   Duplicate Stored Offsite as vital  copy backup    (c)  Covenant Compliance TER+7   Duplicate stored offsite as vital  copy backup    (d)  Bank Records C+7   Duplicate stored offsite as vital  copy backup  REVENUE COLLECTION          6 (a)  Deposit/Reconciliation  Documentation  C+2 GC 34090     (b)  Parking Permit Records C+4 GC 34090        (c)  Collection Records – UUT,  Parking Citations, Delinquent  Accounts, Transient Occupancy Tax  C+5    Department Opinion    BUSINESS LICENSE TER+4 GC 34090;  CCP 337       LIENS & RELEASES  (a) Recorded Liens & Releases  (b) Supporting Recorded  Documentation    PER  TER+2 GC 34090     BUDGET          7 BUDGE            (a) Final Budget, CIP Budgets, Fee  Schedule  TER+4         (b) Supporting Documents for  Change Requests, Amendments,  Worksheets, Fee Schedules & Cost  Plans  C+2    Auditors Opinion     (c) Long Range Plans Studies,  Reports, Measurements, Forecasts  & Projections  C+3    Auditors Opinion  REAL ESTATE          8 BINDING INSTRUMENTS          Page 2 of 48 City of Palo Alto  Records Retention Schedule    Administrative Services  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede    (a)   Land – Deeds, Easements PER    Duplicate of City Clerk    (b)   Easement Vacations, Leases &  Purchases  PER   Duplicate of City Clerk    (c) Encroachments, Agreements &  Conveyances  PER   Duplicate of City Clerk  PURCHASING          9  (a)      Council Approved Contracts,  Solicitations & Documents. All Open  Council Approved Contracts,  Solicitations & Documents  TER+ 4   CCP 337.2   CCP 343    Council Approved Contracts  duplicate of City Clerk     (b) Service Contracts, Purchase  Orders, Blanket Purchase Orders &  Solicitations & Documents  i. Purchase Orders/Blanket Orders  ii. Service Order Contracts  TER+4 TER+4      CCP 337.2   CCP 343        (c) Bids Unawarded Solicitations &  Documents  C+2 GC 34090 Department Opinion vital while  orders are open  10  INTERNAL VENDORS ‐  (Stores &  Print Shop) Reports, Orders,  Returns, Disposal Forms Journal &  Requisitions  C+4    Department and Auditors Opinion  ACCOUNTING          11 YEAR‐END REPORTS            (a) Budget‐to‐Actual C+2 GC 34090       (b) Comprehensive Annual Financial  Report (ACFR)  PER        (c) General Ledger, Encumbrance  Report  C+2 GC 34090       (e) Audit Work Papers & Journal  Entries  C+2  GC 34090  Digital copies of audit work  papers: saved on S drive, Journal  Entries saved on SAP effective  March 2023     (f) ANNUAL PUBLIC IMPROVEMENT  CORPORATION‐STATE  CONTROLLERS REPORT  C+7    Digital copies only     (g) PIC TAX Return C+7    Digital copies only    (g) Annual Street Report C+7    Digital copies only    (h) City Financial Transaction Report       Digital copies only   Utility Receipt Stubs C+2       ACCOUNTS PAYABLE          12 A/P + UTILITY CHECK   REGISTERS (WARRANTS)  C+7  C+7   Department and Auditors Opinion  (voided checks) Digital copies only  13  CANCELLED/VOIDED   WARRANTS. CHECK VOID FORMS +  BACKUP  C+4  C+7     Department and Auditors Opinion  (VOIDED CHECKS) Digital copies  only  14 VOUCHER PACKETS.   GENERAL WARRANT COPIES WITH  C+5  C+7   Department and Auditors Opinion  Digital copies only    Page 3 of 48 City of Palo Alto  Records Retention Schedule    Administrative Services  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede  BACKUP FOR A/P, UTILITY REFUNDS,  3RD PARTY AND WIRE TRANSFERS  15 CAPITAL PROJECTS TER+7    Department and Auditors Opinion    Project Files, Street Reports, &  Community Development Block  Grant (CDBG) Billings    Community Development Block  Grant (CDBG) Billings / Drawdown       Digital copies only    UNIVERSITY AVENUE SPECIAL  ASSESSMENT PARKING DISTRICT  C+7   Digital copies only    ANNUAL INTERGOVERNMENTAL  EXPENDITURES REPORT  C+7   Digital copies only    ZFIR03 AUTHORIZED SIGNATURE  COVER SHEETS  C+7     Cover sheet for batches off  invoices from departments sent to  A/P. Has list of invoices enclosed  and department authorization to  process the invoices.      A/P JOURNAL LOG C+7   Digital copies only    AUTHORIZING SIGNATURE FORMS C+7    Digital copies only    TAX RECORDS – Sales Tax Filings,  1099 Tax Filings & Registers  C+7   Digital copies only  ACCOUNTS RECEIVABLE and CASH RECEIPTS           16  Backup for invoices created (such as  Airport, Avenidas, & Palo Alto  Community Childcare, Stanford, VTA  and others)             b) Facility Cash Receipts, Revenue  Collections Cash Receipts, and  Utility Cash Receipts  C+7 GC 34090,  CCP 338  Federal & State Audit  Requirements Duplicate stored offsite as vital  copy backup Department Opinion   Digital copies only  21 PAYROLL  C+7   29 CFR  Section  1627.3  Labor  Relations  Section  1174  California  Labor Code  Section  1174  Public Employees Retirement  System and Department Opinion ‐‐  Duplicate stored offsite as vital  copy backup    Garnishment Orders C+7   SB 807 1/2022 CA Record  Retention ‐ 4 Years    Direct Deposit/ W4 Changes C+7    IRS Requirement ‐ 4 years  Page 4 of 48 City of Palo Alto  Records Retention Schedule    Administrative Services  Series Description Total  Retention  Statutory  Reference Remarks    C = Current Year  PER = Permanent  TER = Termination   S = Supersede    Copies of PSO PAF C+7   4 Years HR owns original copy  retention    CalPers Reporting C+7   4 Years HR owns original copy  retention    Third Party Reporting C+7    4 years    Payroll Quarterly Tax Reports C+7    IRS Requirement ‐ 4 years    Payroll Masterfile C+7    4 years    Payroll Reconciliations C+7    In accordance with GL    Payroll Journals C+7    In accordance with GL     W2 Copies C+4    IRS Requirement ‐ 4 years  ENTERPRISE/ GENERAL LEDGER ACCOUNTING         23 GL Accounts Reconciliations  C+7        24 Reconciliations of utility and other  clearing accounts  C+5       25 Receipts/stubs from the daily utility  payments process (batch detail)  C+2+2  months GC 34090     26 Audit Backup & Journal Entries  Backup  C+2 GC 34090     27          28  Fixed assets backup of journal  entries, capitalization, disposals &  reconciliations  TER + 3                      Page 5 of 48 City of Palo Alto Records Retention Schedule City Attorney’s Office Series Description Remarks C = Current Year PER = Permanent TER = Termination S = Supersede ADMINISTRATIVE RECORDS General Info/Subject Files C+9 GC 34090 confidential documents. Keep files until subject matter is no longer active. Required to keep until reasonable threat orders originating in City TER+10 Review on a file by file basis for destruction SUBJECT FILES Legal memoranda to City Council C+11 Settlement Agreements C+10 Municipal prosecutions TER+10 Attorney-led investigations C+10 900 Claims TER+10 of legal action has passed. On a file by Civil litigation files C+10 of legal action has passed. On a file by Page 6 of 48 City of Palo Alto Records Retention Schedule City Auditor SUBJECT FILES 4 Publications (Audit Reports), Status Reports, Revenue Reports, Council Reports PER GC 34090 publications included City Council /Committee agenda packets are 5 documentation for published C+7 GC 34090 While City Auditor is outsourced, duplicates kept by relevant 6 (Sales, TOT, UUT, Prop. Tax C+7 GC 34090 While City Auditor is outsourced, duplicates kept by relevant 7 Fraud, Waste, and Abuse Hotline documentation TER+5 GC 34090 While City Auditor is outsourced, duplicates may be kept by another Page 7 of 48 City of Palo Alto Records Retention Schedule City Clerk’s Office Series Description Remarks C = Current Year PER = Permanent TER = Termination S = Supersede ADMINISTRATIVE RECORDS 100 PER GC 34090 101 a) Contracts awarded by City Clerk Department, except construction b) Contracts awarded by City Council, except construction c) City Clerk Purchase Orders d) Construction contracts TER+4 TER+4 C+2 PERM PAMC 2.08.110; CCP 337 PAMC 2.08.110; CCP 337 City Clerk Purchase Orders duplicate of ASD 103 LEGAL ADVERTISING C+4 seq.; Includes public hearing notices, legal publications 104 TER+2 GC 34090 TER = Resolution Date ADMINISTRATIVE HEARING RECORDS 106 TER+2 GC 34090 108 C+5 GC 34090 109 TER+2 GC 34090 Department opinion ELECTIONS/POLITICAL REFORM ACT 111 C+5 GC 53235.2b 113 STATEMENTS- a) Elected Members & Log of Filers, their Controlled Committees, and committees supporting such officeholders and candidates b) Non-elected candidates, committee supporting non- elected candidates c) Others -- Committees, Supporting/Opposing Measures, General Purpose, Independent expenditure, major donor committees d) Copies received (e.g. Form 410)(paper) e) Electronically filed PER C+5 C+7 C+4 PER GC 81009 (g) GC 81009(b) GC 81009(c) GC 81009(f) electronic copy of the statement may be retained and originals discarded (GC 81009(g)) Original electronic form must Page 8 of 48 City of Palo Alto Records Retention Schedule City Clerk’s Office Series Description Remarks C = Current Year PER = Permanent TER = Termination S = Supersede 114 CONFLICT OF INTEREST CODE PER PAMC 2.08.110 115 a) Gift to Agency Report -- Form 801 b) Behested Payment Report - - Form 803 c) New Positions -- Form 804 d) Consultants -- Form 805 e) Public Official Appointments -- Form 806 C+7 C+7 S+4 C+4 C+2 FPPC 18944 GC 82015 FPPC 18734 FPPC 18734 FPPC18705.5 FPPC Retention Current on City Website 116 NOMINATION PAPERS TER+4 EC 17100 office or failure date Unless requested per EC 117 PETITIONS, INITIATIVES, REFERENDUM, RECALL & CHARTER AMENDMENTS Petition TER+8 months EC 17400 (Recall petitions) 7924.100- 7924.110 (PRA reference) PA Charter Articles VI and RESTRICTED ACCESS TER = date of election result certification Department Opinion 8/14 Certain records may be kept for historical/reference purposes 117b C+10 EC 15372 119 INTEREST – Form 700 (Designated Filers) & Log of C+7 GC 81009(e)-(g) Copies retained C+4 "Wet" paper filed forms can be 120 STATEMENT OF ECONOMIC INTEREST – Form 700 (GC 87200 Filers) & Log of Filers C+4 GC 81009(d)-(g) Copies retained C +4 GC 87200 Filers include City Council Members, the City Attorney, City Manager, Planning Commissioners, and the Administrative Services LEGISLATIVE HISTORY 121 a) Applications & Appointments I. Appointed II. Not Appointed b) Letters of Appointment TER+5 C+2 TER+2 GC 34090; GC 40801 TER = Leaving Office date CL = Close of recruitment TER = Leaving Office date TER = Leaving Office date Page 9 of 48 City of Palo Alto Records Retention Schedule City Clerk’s Office Series Description Remarks C = Current Year PER = Permanent TER = Termination S = Supersede d) Oaths of Office e) Recruitment Outreach f) General Correspondence TER+6 TER+2 C+2 122 CITY COUNCIL ROSTER PER 123 COMMITTEES MEETINGS a) Agenda Packets -- Docs. and information submitted to Council including questions and answers to Council agenda items b) Agendas c) Minutes d) DVDs/Recordings e) Proof of Agenda Posting PER PER PER PER C+2 GC 34090; GC 40801 54960.1(c)(1) GC 34090 Department Opinion Department Opinion 2025 Agenda Packets not PER before 2024 Department Opinion 10/14 124 b) Biographies c) Photos d) Emergency Standby Council PER PER PER Department Opinion 10/14 125 126 ORDINANCES PER 128 RESOLUTIONS PER 129 MANAGEMENT- a) Retention Schedules & Manuals b) Destruction Certificates c) Transfer Lists S+4 PER PER S GC 34090 GC 34090 Department Opinion 8/14 Department Opinion 130 PER GC 34090 Department Opinion 8/14 REAL PROPERTY 133 a) Land -- Deeds, Easements, Record of Land Use Action b) Easements, Vacations, b) PER c) PER GC 340 90a Duplicate of County Recorder TER = paid in full Page 10 of 48 City of Palo Alto Records Retention Schedule City Clerk’s Office Series Description Remarks C = Current Year PER = Permanent TER = Termination S = Supersede Conveyances d) Community Development Block Grants (CDBG) i. Deeds of Trust ii. Promissory Notes iii. Agreements e) Certificates of Compliance. f) Real Property Agreements, i.e. Regulatory Agreements, Declaration of Restrictive Covenants, Occupancy, Land Use, and Development e) PER f) PER 134 BONDS TER+10 Duplicate of County Recorder 137 SUBDIVIDER AGREEMENTS PER SUBJECT FILES 138 PER GC 34090 City Attorney Opinion 9/87 139 CEQA POSTINGS C+2 141 CLAIMS AGAINST THE CITY C+5 Duplicate of City Attorney 143 POWER AGENCY – Agreements including Transmission Agency of PER PAMC 2.08.110 City Attorney Opinion 9/87 146 S+2 GC 34090 147 Hill Road, Willow Rd. PER PAMC 2.08.110 City Attorney Opinion 9/87 148 files included, unless specifically set forth C+2 GC 34090 Confidential Legal Opinions are not public information and are restricted from public access. 149 PER GC 34090 City Attorney Opinion 1995 Page 11 of 48 City of Palo Alto Records Retention Schedule City Manager’s Office C = Current Year PER = Permanent TER = Termination S = Supersede ADMINISTRATIVE RECORDS 001 Personnel Information, Budget Information While useful Duplicate records of other departments 003 for Projects throughout City PER May be stored off-site Sister Cities C+2 GC 34090 LEGISLATIVE HISTORY 004 Legislative Letters C+5 SUBJECT FILES 005 various subjects, Project files, C+2 GC 34090 POLICIES AND PROCEDURES 006 Official copies of all City Policies and procedures S current copy of the Policies & TRANSPORTATION BICYCLES 016 Unique project, historical significance, model for other jurisdictions in and out of U.S. Department Opinion (signing/striping, signal detection), paths, Routes and 017 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 PER GC 34090 24 CFR 200.334 24 CFR 570.502 29 CFR 97.42 018 NEIGHBORHOOD STUDIES C+2 Department Opinion Page 12 of 48 City of Palo Alto Records Retention Schedule C = Current Year PER = Permanent TER = Termination S = Supersede PARKING 020 Certificates of Insurance and C+2 GC 34090 021 jurisdiction bike plans, C+2 GC 34090 Reference C+5 GC 34090 Department Opinion 025 (high accident location/accident data and C+2 GC 34090 026 Plans PER H&S 19850 Page 13 of 48 City of Palo Alto Records Retention Schedule Community Services Department C = Current Year PER = Permanent TER = Termination S = Supersede ADMINISTRATIVE SERVICES 1 C+2 2 C+2 GC 34090 4 b)Purchase Orders TER+3 6 Accounting – Sales Receipts, Deposits, Sales Logs, Ledgers, Fees/Fines, Bills & Transit Books C+2 Community Services Opinion ARTS & SCIENCES DIVISION 8 C+2 GC 34090 9 Art Collection C +2 10 a) Action Agenda a) Proof of Posting b) Minutes of all meetings c) General Correspondence d) Proof of Agenda Posting PER C+2 PER C+2 C+2 Community Services Opinion Duplicates of City Clerk 11 Exhibits – Junior Museum & Baylands Interpretive Center PER Community Services Opinion 12 Animal Permits – Junior Museum & Zoo TER+2 Fish & Game Sections 3200, 3204 HUMAN SERVICES & CUBBERLEY DIVISION a) Agendas and Packets b) Proof of Publication c) Minutes of all meetings d) General Correspondence e) Proof of Agenda Posting PER C+2 PER C+2 C+2 GC 34090 Duplicates of City Clerk RECREATION AND GOLF DIVISION 20 Use Permits – Fields, Parks, Courts, Certificates of Insurance, Facilities Applications & Logs and C+2 GC 34090 22 C+2 Page 14 of 48 City of Palo Alto Records Retention Schedule Community Services Department C = Current Year PER = Permanent TER = Termination S = Supersede Parks & Recreation Commission - a) Action Agenda a) Proof of Posting b) Minutes of all meetings c) General Correspondence d) Proof of Agenda Posting PER C+2 PER C+2 C+2 GC 34090 Duplicate of City Clerk Fee Reduction Program C+2 ANIMAL SERVICES 23 Veterinary Medical Records – all records relating to animal inventory and care TER+3 BP 4081 FAC 32003€ PC 597.1(d) Police Dept. retention schedule. Retained by contractor Page 15 of 48 City of Palo Alto Records Retention Schedule Fire Department C = Current Year PER = Permanent TER = Termination S = Supersede ADMINISTRATIVE RECORDS 1 DEPARTMENT MANAGEMENT C+2 GC 34090 While Useful Department Opinion S+6 TER+4 C+2 GC 34090 001(a) PER GC 34090(e) DEPARTMENT PLANS S+2 3 GENERAL CORRESPONDENCE & C+2 GC 34090 memos, emails, press C+2 GC 34090 minutes, public file While Useful Duplicate of City Clerk While Useful BIDS-UNACCEPTED 5 OTHER DEPARTMENTS While Useful timecards, leave While Useful Duplicate of Administrative Services (ASD) accounting reports, purchase orders, TER+4 CCP 337 CCP 337.15 Duplicate of ASD; Council approved contracts duplicate of City Clerk S Duplicate of City Clerk EMPLOYEE FILES 006(a) C+2 GC 34090 Duplicate of HR 006(c) C+2 GC 34090 Duplicate of HR 7 EMPLOYEE INJURY/EXPOSURE While Useful Duplicate of HR Page 16 of 48 City of Palo Alto Records Retention Schedule Fire Department C = Current Year PER = Permanent TER = Termination S = Supersede PER 29CFR1910.1020 Department Opinion PER 8 Code Enforcement TERCL+5 CFC 104.6 Site Plans While Useful C+2 Alarm periodic testing C+6 Electronic 5 Year tests: Keep C+6 Stored by 3rd Party Vendor 008(a) FIRE INVESTIGATION REPORTS & PHOTOS TER+6 CFC 104.6.2 PC 801 structure or activity to which such records relate remains in 008(b) INVESTIGATION PER PC 799 C+6 onsite; PER offsite 008(c) ARSON /JUVENILE FIRESETTER SUSPECTS C+6 CFC 104.6; PC 801 documentation and classroom 9 C+2 GC 34090 10 While Useful 11 FIRE INSPECTIONS (Bureau and Engine TER+6 CFC 104.6.2 Department Opinion routine, special, new construction & tenant PER CFC 104.6.2 Electronically stored in Accela Notice of Violation C+2 CERTIFICATIONS PER Electronically stored in Accela 13 SPRINKLERS & FIRE SUPPRESSION SYSTEMS Life of Building (LoB) CFC 104.6 include blueprints, reports, inspection results, permits. Keep 2 years onsite, permanent Page 17 of 48 City of Palo Alto Records Retention Schedule Fire Department C = Current Year PER = Permanent TER = Termination S = Supersede LoB 14 BUILDING PROJECTS LoB GC 34090(a) include blueprints, reports, inspection results, permits. Keep 2 years onsite, permanent Tenant Improvement Projects, including underground tank installations and PER Electronic Electronically stored in Accela PER CFC 104.6.4 Electronically stored in Accela SUPPRESSION 15 PER Electronically stored in RMS 015(a) Dispatch and daily logs C+2 GC 34090 015(b) PER Electronically stored in RMS 015(c) Field Reports; arson PER CFC 104.6 PC 801 Electronically stored in RMS 015(d) Field Reports; arson PER PC 799 Electronically stored in RMS 015(e) PER 45 CFR Part 164.530 Electronically stored in RMS 16 ENGINE/TRUCK EQUIPMENT HAZARDOUS MATERIALS 17 MATERIALS STORAGE TER+ 2 GC 34090 18 Seismic and secondary C+ 2 GC 34090 19 Reports & facility closure related information; related PER GC 34090(a) Pertains to real property. Electronically stored in California Environmental Reporting Service (CERS) Page 18 of 48 City of Palo Alto Records Retention Schedule Fire Department C = Current Year PER = Permanent TER = Termination S = Supersede activities regulated by Calif. Regional Water Resources Control Board or Calif Dept of 20 MATERIALS & UNDERGROUND TANK INSPECTIONS, routine, special, and C+6 CCR 27, 15188 Department Opinion C+5 Required. Keep additional time for consistency with other inspection records. Electronically stored in CERS 21 MATERIALS BUSINESS C+2 GC 34090 Electronically stored in CERS UNDERGROUND TANKS 22(a) removals and related documentation. Does not include reports for activities regulated by Calif. Regional Water Resources Control Board or Calif. Dept of PER GC 34090(a) Pertains to real property. May include blueprints, reports, inspection results, permits Electronically stored in CERS 022(b) monitoring and special C+2 GC 34090 Electronically stored in CERS PROGRAMS 23 Strike teams and C+12 GC 34090 C+12. Note that GC 34090 23 (a) Worker: All associated TER + 30 CCR 19, 2573.2 GC 3105, 6250 Required for injury Claims 24 C+4 Page 19 of 48 City of Palo Alto Records Retention Schedule Human Resources C = Current Year PER = Permanent TER = Termination S = Supersede ADMINISTRATIVE RECORDS 1 GENERAL – Correspondence, Timecards, Contracts, Subject Files, Budgets, Projects C+2 GC 34090 2 C+2 GC 34090 EMPLOYMENT 4 RECRUITMENT – Applications, Resumes, Alternate Lists, Testing C+3 42 USC Sections 2000e-8; 29 CFR Section 1602.12 and 1602.14 Restricted Access 5 PERSONNEL FILES (a) Regular Employees TER+15 1627.3 Labor Code Section Access may digitally store after 2 years and shred Restricted Access Quality Control Plant -- Senior Chemist, Chemist, Laboratory Tech, Senior Industrial Waste Investigator, Industrial Waste Investigator, Senior Mechanic, Mechanic, Senior Operator, WQC Plant Operators I/II, Industrial Waste Inspectors, Electricians, Supervisor, WQCP Operations, Manager/Assistant TER+30 29 CFR 1910.1020; Cal OSHA 8 Cal Code Regs 3204 Access may digitally store after 2 years and shred Restricted Access *There may be other employees in safety-sensitive position in other locations with same extended retention schedule 5 PERSONNEL FILES (c) Hourly Employees TER+5 1627.3 Labor Code Section Access may digitally store after 2 years and shred Restricted access 6 RETIREMENT – Public Employee Retirement System TER+4 1001 – 1381 29 CFR Section Restricted Access 7 reclassification, PDQs, Job C+3 Labor Code Section 1197.5(e) PDQ = Position Description Questionnaire BENEFITS 8 DCAP), Deferred Comp, Dental, EAP, Life, Medical, Vision/LTD Claim Applications, Leave, Domestic Partner C+4 29 CFR Section 1627.3 DCAP = Dependent Care Assistance Program EAP = Employee Assistance Program Page 20 of 48 City of Palo Alto Records Retention Schedule Human Resources C = Current Year PER = Permanent TER = Termination S = Supersede 9 a) 804 New Positions -- Form 804 C+4 C+4 FPPC 18734 FPPC 18734 Duplicate of City Clerk RISK MANAGEMENT/WORKERS' COMP 10 WORKERS COMPENSATION Claim Files PER 5410 8 CCR 3204(d)(1) 8 CCR 10102 Files are held at Administrator’s Office, City only keeps working file Restricted Access 11 Excess Liability (ACCEL) JPA C+3 Department Opinion 12 DMV Employer Pull Notice Program Reports if employee has violation Department Opinion Restricted Access 13 DRUG TESTING C+5 DOT 49 CFR Part 40 Subpart P Sect 40.333; 49 CFR 40.333 and Sect Restricted Access 14 SAFETY REPORTS a) Investigation Reports b) Hearing Tests PER TER+5 C+4 8 CCR 3203(b)(1)-(2), 8 CCR 3203(c)(2), Department Opinion (a) Insurance bond policies (b) Insurance certificates TER+10 CCP 337.2; 343 INFECTIOUS DISEASE & OCCUPATION EXPOSURE FILES PER 29CFR 1910.1030(h); 29 CFR 1910.1020; 8CCR3204(d)(1)(B) OCCUPATIONAL MEDICAL TEST TER+5 FMLA 1993 US OSHA; 29 CFR 1910.1020; 29 CFR 1602.30- 1602.32; OSHA; 8CCR5100(d)(2)OSHA Page 21 of 48 City of Palo Alto Records Retention Schedule Human Resources C = Current Year PER = Permanent TER = Termination S = Supersede LEAVE - DISABILITY TER+5 FMLA 1993 US OSHA; 29 CFR 1910.1020; 29 CFR 1602.30- 1602.32; OSHA Accident, Incident, and Injury Reports PER 8 CCR 10102 GC 12946 HUMAN RESOURCES DEVELOPMENT 16 Instructor Lists, Class Rosters, & C+2 49 CFR 199.17 49 CFR 199.227 Department Opinion EMPLOYEE RELATIONS 17 Notebooks, Correspondence, C+10 29 USC Sections 211 (c), 203 (m), 207 (g) Restricted Access 18 Salary History Sheets, Job Descriptions, Salary Surveys, C+7 Department Opinion 19 Grievances Reports, SEIU Window Period Requests, Sexual Harassment & C+7 29 CFR Section 1602.21 (h) Restricted Access PERSONNEL MANAGEMENT 21 TER+5 23 CLASSIFICATION AND COMPENSATION SURVEYS C+2 CFR 516.6(2); 29 CFR 25 LEAVE - MEDICAL TER+5 FMLA 1993 US OSHA; 29 CFR 1910.1020; 29 CFR 1602.30 27 SALARY INFORMATION - Salary schedule, Salary resolutions PER GC 34090; GC 12946; 29 CFR 516.6(2) Page 22 of 48 City of Palo Alto Records Retention Schedule Information Technology C = Current Year PER = Permanent TER = Termination S = Supersede ADMINISTRATIVE RECORDS 001 Subject files, general correspondence, C+2 GC 34090 SUBJECT FILES 002 Phone Log Files C+2 GC 34090 Call records 003 Service Desk Tickets C+2 GC 34090 IT Service Desk Tickets 004 C+7 SAP Database Backups 005 Contracts a) Under $5000 b) $5000 and over c) $85000 and over TER+4 TER+4 TER+4 CCP 37.2 CCP 343 GC 34090 Duplicate of ASD City Council approved contracts duplicate of City Clerk 006 Hardware and software inventories S+2 GC 34090 and software used to track locations, to whom assigned, and licensing information, as Page 23 of 48 City of Palo Alto Records Retention Schedule Library C = Current Year PER = Permanent TER = Termination S = Supersede ADMINISTRATIVE RECORDS Work Schedules, Volunteer Records, Budget Preparation, Surveys, Statistics, Projects, Staff Reports, Org Chart, Memberships, Legal Opinion, Staff Development and Training, Community Relations, Benchmark C+2 GC 34090 Department Policies and Procedures, Strategic Plan, Safety/Security Manual, Disaster S GC 34090 Reports Correspondence, Memos, Emails, Press Releases, Committee Reports, Meeting Notes, Working C+2 GC 34090 Email messages related to a current project or a policy-making decision should be retained along with related records PAFs, Appraisals, Work Injury, Job Descriptions, Requests for Reclassification, Recruitment -- While useful Duplicate of HR LEGISLATIVE HISTORY a) Agenda c) Minutes of Meetings PER PER GC 34090 Library Advisory Commission dissolved in 2020. SUBJECT FILES Customers, Circulation and Inventory Subscriptions and Licenses GC 34090 records are exempt from Public Records Act under certain conditions; GC Applications Awards Non-monetary Donations C+5 GC 34090 24 CFR 200.334 24 CFR 570.502 29 CFR 97.42 Department Opinion Project Files, Specifications, Contracts, Agreements, Equipment, Maintenance, Life of building Duplicate of Public Works City Council approved contracts duplicate of City Clerk Page 24 of 48 City of Palo Alto Records Retention Schedule Library C = Current Year PER = Permanent TER = Termination S = Supersede C+2 GC 34090 Public Library Survey C+2 GC 34090 Daily Log, Cash Handling, Bank Deposits, Debt Collection Management C+2 GC 34090 Development and Administration of Programs for the Public C+2 GC 34090 Records documenting the selection and acquisition of new materials for the Library's collections and the physical movement of materials between C+2 GC 34090 PER GC 34090 Department Opinion Page 25 of 48 City of Palo Alto Records Retention Schedule Office of Emergency Services C = Current Year PER = Permanent TER = Termination S = Supersede ADMINISTRATIVE RECORDS 1 DEPARTMENT MANAGEMENT General Order, Special Orders, Bulletins, Policies and Procedures S GC 34090 Employment Memorandum of Agreements While Useful GC 34090 Duplicate of Human Resources 2 DEPARTMENT PLANS PER Department Opinion C+2 GC 34090 3 GENERAL CORRESPONDENCE & REPORTS C+2 GC 34090 003c Keeping, Correspondence, C+5 GC 34090 004h Equipment Records TER+2 GC 34090 equipment's use; Manuals, instructions, procedures, assignments, EMPLOYEE FILES 006(a) Training records, certificates C+2 GC 34090 Duplicate of HR (TER+3, 29 CFR 1627.3) SPECIAL PROGRAMS 023(a) Disaster Service Worker: Emergency Services Volunteers All associated documents TER+30 2573.2, GC 3105, Required for injury claims Page 26 of 48 City of Palo Alto Records Retention Schedule Planning and Development Services C = Current Year PER = Permanent TER = Termination S = Supersede ADMINISTRATION 001 Personnel Records, Purchase Orders, Payment Claim Vouchers, Legislation, Final Budget, Correspondence with Other Departments and While Useful GC 34090 002 ADMINISTRATION Department Procedures, Equipment, Inventories, Budget Preparation, and Final Budget Correspondence, C+2 GC 34090 003 a) Contracts under 85,000 plus all records associated b) Full Cost Recovery Contracts TER+4 TER+4 CCP 343 GC 34090 004 Fee Schedules, Orgs, List, Ordinance Binder, Planning LEGISLATIVE HISTORY 5 PLANNING COMMISSION, ARCHITECTURAL REVIEW BOARD, HISTORIC RESOURCES BOARD AND DIRECTOR'S HEARINGS a) Minutes b) Agendas and Packets c) Correspondence with Staff/Public - project based d) Proof of Agenda Posting PER PER C+2 Hardcopy format, Boards - Summary. PTC – Verbatim Agendas duplicates of City Clerk SUBJECT FILES 6 COUNTY OF SANTA CLARA GC 34090 Duplicate of Santa Clara County Page 27 of 48 City of Palo Alto Records Retention Schedule Planning and Development Services C = Current Year PER = Permanent TER = Termination S = Supersede 8 ENTITLEMENTS a) Applications b) Maps - Zoning, Tentative Subdivision, Preliminary Parcel, Comp Plan Land Use, et al c) Permit Extensions (currently a 2-yr window with a 1-yr extension) d) Record of Land Use Actions e) CEQA determinations, EIR, Negative Declarations PER PER C+2 PER GC 34090 Department Opinion Digital Format (stored offsite) Digital Format Saved Within Application files that are scanned into GIS/DOXview 10 HISTORIC INVENTORY PER 12 COMPREHENSIVE PLAN AND AMENDMENTS PER GC 34090 backup w/ Amendments 13 a) Project Files TER+5 24 CFR Part 570 2 CFR 200.334 Manual, Chapter 10 https://www.hcd.ca.gov/grants-and- funding/programs- active/community-development- C+3 C+3 GC 34090 individual home loans keep TER+5 24 CFR Part programs and labor standard PER GC 34090 Department Opinion C+2 GC 34090 DEVELOPMENT CENTER ADMINISTRATIVE RECORDS 1 Personnel Records, Safety Files, Purchase Orders, Payment Claim Vouchers, City While Useful GC 34090 Duplicate of other Departments Page 28 of 48 City of Palo Alto Records Retention Schedule Planning and Development Services C = Current Year PER = Permanent TER = Termination S = Supersede Budget, Equipment and Facility Maintenance, Time Sheets, Correspondence with Other Departments and 2 C+2 GC 34090 Department Procedures, Equipment, Inventories, Budget Preparation, and Final 3 a) Contracts under $85,000 plus all records associated b) Full Cost Recover Contracts c) Contracts over $85,000 plus TER + 4 TER +4 TER +4 CCP 337 CCP 343 GC 34090 Duplicate of Administrative Services City Council approved contracts DEVELOPMENT CENTER SUBJECT FILES Address changes, Permit applications, Building Use & Occupancy applications and certificates, Department Information System (GIS) or Accela Survey letters, Special inspection –final inspection reports, SB407 certificate of compliance forms, Stop work H&S 19850 7 CODE ENFORCEMENT Complaints, inspections, photographs, violations, NOTE: Development Center Retention Schedule merged into Planning & Development Center Retention Schedule and transportation records merged into City Manager’s Office. Page 29 of 48 GC 34090 GC 34090 GC 34090 City of Palo Alto Records Retention Schedule Police Department C = Current Year PER = Permanent TER = Termination S = Supersede ADMINISTRATIVE RECORDS 3 (a) Personnel Training S GC 34090 3 (a)(1) Lesson Plans C+15 GC 34090 3 (b) Personnel TER+7 GC 34090 3 (b)(1) Applicant Fingerprint Files TER+3 GC 34090 authorizing fingerprinting and background checks for City employment applicants, all license and permit applicants and 3 (c) Volunteer Files TER+2 GC 34090 003c Correspondence, Surveys, TER+5 GC 34090 CCP 337 003e Alarm Records C+2 GC 34090 correspondence, alarm permit applications/permits, false alarm notifications, false 001q Investigations – Documents relating to complaints or investigations in response to citizens’ complaints regarding members of the Department. a) Not sustained TER + 5 PC 832.5(b), EVC 1045, PC 801.5, PC 803(c), VC 2547 GC 12946 not evidence in any claim filed or criminal investigation, or part of any pending records request or litigation . TER = conclusion of 001k News Release C+2 GC 34090 the Investigatory file if 001t Administrative Citations TER+2 GC 34090 Parking/Traffic TER = conclusion of administrative review 001r PAPD Policy Manual S GC 34090 Living Document ANIMAL SERVICES RECORDS 001p C+10 GC 34090 Page 30 of 48 City of Palo Alto Records Retention Schedule Police Department C = Current Year PER = Permanent TER = Termination S = Supersede issued. 6.28.030 FAC 32003(e), 10 Animal Licenses C+2 GC 34090 001n C+2 GC 34090 COMMUNICATION RECORDS 1 (a) 911 Recordings (b) Other Phone Recordings, not on 911 lines C+2 years and 1 day GC 34090.6 flagged as evidence in a criminal prosecution or litigation hold request received shall be preserved for 100 days after conclusion of the court action, or as needed. System programed to re- 003f C+2 flagged as evidence in a criminal prosecution or litigation hold request received shall be preserved for 100 days after conclusion of the court action or as needed. System programmed to re- DAR - Digital Audio Recordings 003g Interior Video Recordings AIB or ISD when initiated C2 GC 34090.6 PC 1054 flagged as evidence in a criminal prosecution or litigation hold received shall be preserved for 100 days after conclusion of the 003h 100 Days GC 34090.6 INVESTIGATIVE RECORDS Document Imaging) System and supporting hard copy Reports C+100 ODI system from 6-15-92 to 12-31-06. Unless report is a Permanent Record or ordered Sealed by Court PC 799 Page 31 of 48 City of Palo Alto Records Retention Schedule Police Department C = Current Year PER = Permanent TER = Termination S = Supersede 001e – All Felonies, high Misdemeanor cases. C +100 PC 800 PC 801 PC 799 (Felony Capital Crimes punishable by Death, Life Imprisonment ) PC 1054 will be kept in conjunction with PDF Prosecution for an offense punishable by imprisonment in state prison for 8 years or more must commence within 6 years after offense commission. Commencement of prosecution defined in PC 804. *Exception: PC 803 – Tolling/Extension of time periods; Appeals process - - 001f Reports/PDF Scanned – Lost/Found Property, Injured or sick persons; missing persons where person has returned; traffic collision reports not used as the basis C+10 GC 34090 Starting 2007 Reports will be scanned to PDF. Any CLETS entry must be canceled prior to purge if applicable. 12-1-2021 – all reports scanned as PDF 001v Arrest/Conviction HS Section 11357 (b), (c), (d), (e) or H&S Section 11360 (b) violations – Occurring after January 1, 1996 Mandatory destruction from date of conviction or date of arrest with no conviction HS 11361.5 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 destroyed 001e 001e (Misdemeanor low Felony) and C+15 FC 6228(d) GC 34090 CLETS, no suspect or open MISC REPORTS AND DOCUMENTS Page 32 of 48 City of Palo Alto Records Retention Schedule Police Department C = Current Year PER = Permanent TER = Termination S = Supersede 004b Court Liaison Tracking Systems C+5 GC 34090 Logs, Informal Discovery requests and Correspondence. Formal Discovery scanned to 004c Subpoenas (Duplicate) C+2 GC 34090 (SDT) filed with case Report once completed if 004d Statistical – Crime Analysis and other reports C+2 GC 34090 information using activity logs, citizen requests, . Reports created for a variety of purposes. Some original reports sent to DOJ 004f Sealed – Adult /Factual Innocent Mandatory Destruction upon and pursuant to Court Order PC 851.8 PC 851.91 and PC 851.92. Does not include letter of finding sent to the defendant for 001j Restraining Orders C or until S 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 001g Traffic Citations (copies) C+2 GC 34090 forwarded to court, citation records are sent electronically to the court. Agency copy kept for processing. Parking Citations forwarded to 004h PAS Records and Radar Calibration Logs, Weapons Records, ALPR Stats; Flock and TER+2 GC 34090 f 004i License/Permits C+2 GC 34090 Special Events, Block Party, Taxi, Masseuse. No longer Page 33 of 48 City of Palo Alto Records Retention Schedule Police Department C = Current Year PER = Permanent TER = Termination S = Supersede expired applicant date are sent to Santa Clara Co DA’s office for review of extension of warrant/ Active case or purge. All CLETS/AWS systems must (2)Misdemeanor Misdemeanor – C+7 PC 799 (3)Infraction Infraction – C+7 PC 800/801 004l C+2 GC 34090 The destruction of felony, misdemeanor, and infraction Crime/Supplemental Reports is permitted providing: (1)They do not relate to an unadjudicated arrest except for HS 11357 or HS 11360 violations; (2)They do not relate to unserved warrants; (3)They do not involve identifiable items which have not been recovered; (4)The do not relate to PC 290, PC 457.1, or HS 11590 Registrants; (5)They do not relate to violations listed in PC Sections 799 and PC 800; (6)The cases are not presently involved in either a civil or criminal litigation. Page 34 of 48 City of Palo Alto Records Retention Schedule Public Works Series Description Total Retention Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede ADMINISTRATION 1 Duplicate of Human Resources 1 awarded by PW Department, except construction/capital TER+4 CCP 337 CCP 343 AIRPORT useful CCP 337 1 PER 2 a) Project Files, Work Orders, Schedules, Bidders List, Correspondence, Change Order b) Specifications, Reports Plans, PER H&S 19850 GC 4003 Life of Structure 2 Correspondence Membership Information C+2 GC 34090 Applications PER 2 CFR 200.334 Department Opinion Daily, Weekly, Monthly, C+4 GC 34090 Federal Aviation Administration (FAA) Evaluations Personnel Action Forms S+5 Code Section Duplicate of HR Applications Payments/Receipts Log PER ENGINEERING SERVICES PER PER GC 34090 007 011 a)Project Files, Work Orders, Schedules, Bidders List, Correspondence, PER H&S 19850 GC 4003 Life of Structure Page 35 of 48 City of Palo Alto Records Retention Schedule Public Works Series Description Total Retention Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede Contracts and Subdivisions 10 ENCROACHMENT PERMITS a)Permanent Encroachments b)Temporary Encroachments PER C+2 GC 34090 11 Elevation Certificates & Letter PER GC 34090 12 S GC 34090 Keep current map version only 13 Evaluations Personnel Action Forms S Duplicate of HR 14 C+2 GC 34090 15 SOIL REPORTS PER 17 a) Agreements PER GC 34090 Keep current map version only 18 PER GC 34090 ENVIRONMENTAL SERVICES 20 Discharger permits and permit support documents expiration or facility closure + 3 40 CFR Federal Pretreatment Regulations C+12 Federal Pretreatment Regulations WATER QUALITY CONTROL PLANT 35 PER Department Opinion 36 Flow Strip charts, Instrument Calibrations, Operations, Maintenance & Laboratory Records, & Crane Maintenance and Certification, State C+4 Department Opinion 37 Discharge Elimination System) – PER 40 CFR 122.28 Department Opinion Page 36 of 48 City of Palo Alto Records Retention Schedule Public Works Series Description Total Retention Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede 38 Pressurized Vessels, Air & TER+4 GC 34090 39 C+4 GC 34090 40 C+4 GC 34090 Department Opinion 41 Accident report, accident investigation, or other personnel event resulting in TER+30 Department Opinion Duplicate of HR ZERO WASTE Assignments and Maintenance C+5 GC 34090 PER C+10 Department Opinion C+10 Department Opinion SUSTAINABILITY C+10 GC 34090 Department Opinion EQUIPMENT MANAGEMENT 21 C+2 GC 34090 22 DMV Requirement FACILITIES MANAGEMENT 23 Contracts City Manager Reports Specifications Bidders List Change Orders Payment Files TER+4 C+2 GC 34090 CCP 337 CCP 343 24 CAPITAL IMPROVEMENTS a) Project Files, Work Orders, Schedules, Bidders List, Correspondence, Change Order PER 19850 GC 4003 CCP Department Opinion Page 37 of 48 City of Palo Alto Records Retention Schedule Public Works Series Description Total Retention Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede Contracts and Subdivisions 25 C+2 GC 34090 26 Division Staff Schedules Personnel Action Forms TER Code Section Originals to HR, copy kept in individual’s file until employee termination 27 Quarterly Summary of maintenance labor and material C+2 GC 34090 29 Labor and Material Tracking Key Requests C+2 GC 34090 STREETS/SIDEWALKS/STORM DRAIN 30 26 32 25 Operator assignments & equipment status Storm Drain C+5 GC 34090 33 plans, pesticide spraying, C+2 GC 34090 34 Streets, sidewalk, signs, C+5 GC 34090 35 Urban Forestry C+2 GC 34090 Page 38 of 48 City of Palo Alto Records Retention Schedule Utilities Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede ADMINISTRATIVE RECORDS 001 Working Files, Operating & Safety, Staff Meetings, Correspondence, Budget Change Requests, Journal Entries Shipping Receipts, Depreciation, C+2 GC 34090 WGW Ops Stand-by/Call Out Time Report Shipping records Internal vs. C+2 C+2 C+2 Department Opinion SUBJECT FILES 002 , Marking Requirements, Engineering Standards, Electric Service Requirements, Cable Specs, Forms, Best Management S+2 GC34090 Department Opinion 003 Drivers License Records Duplicate of DMV CONTRACTS 005 CCP 337 Construction PER CCP 337.15 S+7 Renewable Energy Certificate Master Agreement S+7 Dept. Opinion for retention in and/or Confirmation Agreements -- including supporting documentation (deal sheet, shopping sheet, authorization TER+7 CCP 337 Retained in Utilities Dept. Bilateral Commodity and/or related service agreements TER+7 authority, then retained in Utilities Dept. If Council approved, retained in City PROJECT FILES Page 39 of 48 City of Palo Alto Records Retention Schedule Utilities Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede RATES REPORTS 009 consumption analysis and C+2 GC 34090 UTILITY ADVISORY COMMISSION 010 Agenda Proof of Posting Minutes of all meetings General Correspondence Proof of Agenda Posting PER C+2 C+2 Agendas Duplicate of City Clerk TASK FORCE 011 C+2 GC 34090 011 C+2 GC 34090 REGULATIONS 013 National Gas Act Pipeline Safety Act Natural Gas Policy Act CVPIA While Useful C+2 C+2 C+2 Duplicate of Other Agency CVPIA = Central Valley Project Improvement Act STUDIES - SURVEYS 014 Distribution Electro Magnetic Field Survey and Energy Case Studies C+2 GC 34090 CUSTOMER SERVICES 015 C+2 Department Opinion 015 Service: GC 34090 All listed will be scanned and retained electronically • C+3 • C+3 • PER • PER Page 40 of 48 City of Palo Alto Records Retention Schedule Utilities Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede • Utilities Account Change C+3 • Make Change to Account C+3 • Account Closure Request C+3 • Close Utilities Account C+3 • Revert to Owner Request PER • Revert to Owner Application PER 015 Demolition Request Demolition Application Temporary Power Temporary Power Application Hydrant Water Application Hydrant Meter Application C+3 C+3 C+2 C+2 C+2 C+2 Department Opinion Department Opinion 015 Billing • Consumption Adjustment • Correct Misread and Billings • Miscellaneous Adjustment • Apply Credit or Debit • Invoice Cancellation • Cancel Rebill Invoice • PV Statements • Monthly PV Status C+2 C+2 C+2 C+2 C+2 C+2 C+2 All are created and saved on electronic templates 015 Credit & Collections • Rate Assistance • Annual Application Renewal • Project Pledge • One time Submission • Bankruptcy • LIHeap • LIHeap send discs C+2 C+2 PER PER C+3 C+2 Department Opinion LIHeap = Low Income Home Energy Assistance Program 015 C+2 Department Opinion • • • • • • CONSTRUCTION Page 41 of 48 City of Palo Alto Records Retention Schedule Utilities Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede 016 Drawings, Specifications, Photos, Permits, Soil Reports, Correspondence, Quotes, PER GC 34090 Historical As-Built Maps Valve Cards PER California Department of Transportation Abandoned Pipe As-Built Maps of Abandoned Pipe PER Department Opinion C+5 Department Opinion REGULATORY AGENCIES 017 • Federal Register C+2 GC 34090 • U.S. Dept of Energy • PG&E • (e.g. Public Utilities • • REGULATORY RECORDS Sanitary Sewer Overflow (SSO) Reports Sanitary Surveys C+5 C+10 40 CFR 141.33 RWQCB Statistics, reports, Water Discharge Form Water Discharge Monitoring C+5 40 CFR 122.41 Annual Report for Public Works Storm Water Department Device Locations, and Water PER GC 34090 Compliance documentation Average amount of pollution discharged into waters Compliance documentation • Corrosion Control C+12 40 CFR 141.91 • Discharge Monitoring C+5 40 CR 141.91 • Drinking Water Corrections C+10 40 CFR 141.33 Lead Service Line C+12 40 CFR 141.91 SUP GC 34090 Page 42 of 48 City of Palo Alto Records Retention Schedule Utilities Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede Underground Utility Locating C+6 CAGC Title 1 Division 5 Chapter 3.1 Article 2 Section 4216 C+2 GC 34090 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 PER PER PER TER+5 C+5 C+5 C+5 California Department of Transportation EMPLOYEE TEST RECORDS Gas Operator Qualification C+5 Employee Water Distribution Certification Employee Water Treatment Certification Employee Backflow Certification Employee Cross Connection Certification C+3 C+3 C+3 State Welding Record (form 225A) PER TESTS/INSPECTIONS/SURVEYS FSR Gas Leak Investigations (818 Form) FSR Stop Card Database Gas Shop Stop Card Water Shop Stop Card C+7 PER PER PER California Department of Transportation Odorant and Oil Drip Water Meter Test Results Gas Meter Test Results Meter Leak Tags Abnormal Operating Conditions PER PER PER PER PER California Department of Transportation Page 43 of 48 City of Palo Alto Records Retention Schedule Utilities Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede Water Quality-Water Sources: • Testing • Fluoride Summary • Ground Water Elevation • Bacteriologic Analysis • Chemical Analysis • Reservoirs, Wells & Rainfall Gauge C+10 C+5 Title 22 CCR 66261.24(a)(7) 40 CFR 141.33 State Program CPAU WGW Operations Pre- Tested Pipe Tag (Form 503) CPAU WGW Operations Grade 1 Log Re-Checks PER C+5 California Department of Transportation 019 Equipment Records GC 34090 019 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 PER Form 503 Form 225A ELECTRIC UTILITY 052 048 Distribution, Street Light Block, C+2 GC 34090 Duplicate stored offsite as vital copy backup Maps: Electric Distribution, Pole Test Block, Distribution Block, Street Light Block, Hardware and Coax while active,+ 2 years off Transmission Line Logs & Correspondence C+2 GC 34090 Work Orders: PER Department Opinion Page 44 of 48 City of Palo Alto Records Retention Schedule Utilities Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede 055 051 Specs, Permits, Correspondence quotes, Payments & Schedules PER Department Opinion - Historical 056 Electric Vehicles: Power Delivery Records Vehicle +2 GC34090 C+2 GC 34090 C+2 ELECTRIC OPERATIONS 059 • Field Switch/Man on Line Logs • Overhead/Underground Compliance Records • Underground Service Alert Notices a. Completed Tickets PER PER C+6 C+1 on site C+1 on site 060 Dispatch Logs PER Electronic copy on S drive 061 Notifications – SL & TS C+6 SAP. Mark-up records 062 055 a) Equipment (transformers, switches, breakers, capacitors, relays) • Specifications • Inspection • Inventory • Replacement • Disposal Life of Equip +2 Department Opinion Duplicate stored offsite as vital copy backup 062 055 b) Operations (troubleshooting, line logs, load reports, power C+6 18 CFR Sections 125.3(23) & 125.3(26) equipment test records stored electronically on F:drive 064 055 c) Relay and fuse curves, fault current, calculations, supervisory C+2 GC 34090 Duplicate stored offsite as vital backup copy Page 45 of 48 City of Palo Alto Records Retention Schedule Utilities Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede and Control Information MARKETING SERVICES 061 064 Water Heating Program -1990 -- files at The State Agreements C+2 C+2 C+2 C+2 C+2 C+2 C+2 C+2 C+2 C+2 C+2 C+2 C+2 GC 34090 Department Opinion Department Opinion Department Opinion Council approved contracts duplicate of City Clerk 062 066 3rd Pary Programs Monthly/quarterly/annual TER+4 CCP 337 Department Opinion 063 066 Reports BI Reports Pcard receipts C+2 C+2 GC 34090 Department Opinion 067 Program marketing materials Customer Workshops & Facility C+6 C+2 Department Opinion SUPPLY RESOURCE GROUP 070 Settlement Date Commodity Invoices/payment records TER+2 PER Keep for two years past contractual limitation of 071 Regulatory Reference Materials (e.g. – laws, ruling, orders, court cases, settlements) While Useful Duplicate of Other Agency Page 46 of 48 City of Palo Alto Records Retention Schedule Utilities Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede Risk Management FO and BO Transaction oversight Monthly BO reports FO and BO Quarterly reports FO Weekly Reports C+6 Department Opinion 078 Rates Documents Rates/Pricing Cost of Service Studies S+7 080 Long-term Electric Acquisition Plan, Gas Long-Term Plan, Water S+2 Department Opinion Adopted plans duplicate of City Manager Commodity Costs Protections & Uncertainty Assessment - load and resource balance - supply costs - transmission cost - interconnection - agency costs - hydrology - plant operation and maintenance C+7 for annual budget models Maintained in electronic models - overwritten as necessary Procurement Plans -- Needs Analysis Load/Resource Balance Targets C+5 Department opinion C+7 Department Opinion verifying agencies such as The Climate Registry for GHG Inventory and for Carbon Neutral verification agencies such as PET Projects related C+6 Department Opinion Page 47 of 48 City of Palo Alto Records Retention Schedule Utilities Statutory Reference Remarks C = Current Year PER = Permanent TER = Termination S = Supersede Analysis of plans, programs, and policies that become adopted by S+2 Department Opinion Page 48 of 48