records retention sched

CITY OF OAKLANDRECORDS RETENTION SCHEDULE

Records Retention Schedule Effective Date

Definitions

Agency Any agency, department, division, unit, board, commission, or other group within the City of Oakland; any individual or organization authorized by the City of Oakland to conduct business with the City, perform duties for the City, or provide services for the City.

Record All recorded information, regardless of form or characteristics, made or received and maintained by an Agency or function of the City in pursuance of its legal obligations or in the transaction of its “official” business.

Non-Records

* Chronological files are incoming or outgoing documents filed in date order.* Reference materials include books, magazines, newspapers, and newsletters.* Subject files are a collection of documents on a specific topic or issue for reference only.

* Duplicates of the original, drafts where a final version exists, internal memoranda intended to be of a temporary nature, and published documents that are not created by this organization.

Note: This policy defines non-records for records retention purposes only. A non-record may still be a record for purposes of the Public Records Act, litigation, discovery, subpoena, or government investigation purposes and, therefore, disclosable.

Administrative Records Common to All Agencies

Record Official Recordkeeper

Accounting Financial ServicesBank Statements Financial Services; individual agencies where applicableBudget City ManagerCash Receipts Financial Services; individual agencies where applicableContracts & Agreements

City Clerk; individual agencies working with contractors, consultants, or businesses providing services or goods

Expense Reports Financial ServicesGrants Financial Services [original only]; individual agencies where applicableInventories Financial Services; individual agencies where applicableLoans Financial Services [original only]; individual agencies where applicablePayroll Personnel Services; Financial ServicesPersonnel Personnel ServicesPolicies & Procedures

Maintained by each agency where applicable

Purchasing & Supplies

Purchasing except for items less than $5000

The Records Retention Schedule is effective on the date shown on the attached schedule. All City agencies must comply with the retention periods as shown.

The attached retention schedule addresses all records maintained by the City of Oakland, regardless of form or characteristics. Records in electronic form will be retained as decribed in this schedule..

The following records are considered nonrecords for records retention purposes. These records are maintained by users to assist in performance of their duties for the City and are not considered agency business records. Non-records should not be retained any longer than they are useful.

The following records are maintained by each agency as working files and are not considered the official record for the City of Oakland, unless otherwise noted. Each record type includes all records related to the particular function or category.

8/1/2012 Office of the City Clerk, Records Management Division of 40


Strategic Planning, Goals & Objectives

Maintained by each agency

Time Sheets Maintained by each agency for its employeesTraining Personnel; individual agencies where applicable

Retention Schedule Field Descriptions

Functions/File CategoriesNumber A unique number assigned to the record type to identify the record on all storage transmittals and box labels, and to be

referenced on all destruction order resolutions by the City Council. If a unique number has not been assigned, the records will not be accepted at the commercial offsite storage facility.

Description Each file category listed would include all records related to the specific function and are subject to the same retention. For example, Payroll would include all documents, reports, and forms related to the payroll function.

Retention Trigger

Retention Period

Agency This is the time period established by the Agency for operations purposes.Legal This is the time period required by federal, state, or local government law.Audit This is the time period established by the City Auditor for potential or required audits.

DATE+5 The date of a particular event or occurrence, i.e., the date an inspection is done, the date a report is issued, are both events. The retention of these records is 5 years from the date of the event.

TERM As soon as an employee terminates, all unofficial personnel records are destroyed, unless otherwise noted, as the Personnel agency is the official recordkeeper for these records.

Disposition

Citation

With the exception of IND, PERM, and PERP, if no number follows the retention trigger key, the records are to be destroyed within one year. For example:

The retention period shown is the total retention period; records are destroyed at the end of this retention period unless destruction has been suspended due to legal or audit considerations. Records subject to a pending request by a Public Records Act request, litigation discovery, subpoena, or government investigation may not be destroyed without specific authorization by the City Attorney’s office.Records that may have historical or archival value to the City at the end of the retention period are designated HIST on the schedule and should be reviewed by the agency prior to destruction.

Most citations are from State of California, Local Government Records Management Guidelines, Attachment C;http://www.ss.ca.gov/archives/locgov/localgovrm3.pdf

The citation shown is the justification for the Legal retention period shown on the schedule. The citation key legend precedes the schedule.

The retention trigger is the activity that must occur to start or “trigger” the retention period. The retention trigger key legend precedes the schedule.

There are three types of retention periods for each record, as follows:

The number shown after the retention trigger key is the number of years the record is to be retained after the retention period is triggered. For example:



Retention Trigger KeyBOND When bond maturesBUD Budget cycleCAL Calendar yearCLS Current legislative sessionCOMP When complete, closed, ended, expired, resolved, or other similarDATE Date of an event or occurrenceDEC Active until no beneficiary or active until individual affected is deceasedDISC Date of dischargeELIM Until eliminatedEQUIP Life of the equipmentFAC Life of the facilityFY Fiscal yearGRANT End of grantIND Indefinite; review retention period every 10 years; if retention period is changed, all records eligible under the new

retention period can be scheduled for destructionLOAN End of loanPERM Permanent; not to be scheduled for destructionPERP PerpetualSFY State of California fiscal yearSOL Statute of LimitationsSY School yearSUP Current until supersededTERM Active until employee terminated, until a participant in a City program is terminated, or any other relationship with the

City is terminated.TERMS Per terms of the grant or loan.

Citation Key

CPSR California Playground Safety RegulationGC Government Code, State of CaliforniaOMC Municipal Code, City of OaklandPC Penal Code, State of CaliforniaSOS Secretary of State, State of California, Local Government Records Management Guidelines, Attachment CUFC Uniform Fire CodeUS CRF United States Code of Federal Regulations

Laws Regarding Records That Apply to Local Governments

Ralph M. Brown Act, GC 54950 et seqCalifornia Public Records Act, GC 6250-6277Oakland Sunshine Ordinance, OMC Title 2, Chapter 2.20



RecordNumber Description Agency Legal Audit Disposition

1100 Administrative1101 Accounting FY FY FY FY FY GC 34090.71102 Bank Statements FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)1103 Budget BUD BUD BUD BUD BUD GC 34090.71104 Cash Receipts FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)1105 Contracts & Agreements [Less than $15,000] COMP COMP+2 COMP+4 COMP+5 COMP+5 CCP 3371106 Expense Reports FY FY FY FY FY GC 34090.71107 Grants GRANT GRANT GRANT GRANT GRANT GC 34090.71108 Inventories SUP SUP SUP SUP SUP GC 34090.71109 Loans LOAN LOAN LOAN LOAN LOAN GC 34090.71110 Payroll FY FY FY FY FY GC 34090.71111 Personnel TERM TERM TERM TERM TERM GC 34090.71112 Policies & Procedures SUP SUP+2 SUP+2 SUP+5 SUP+5 GC 34090(d)1113 Purchasing & Supplies FY FY FY FY FY GC 34090.71114 Agency Strategic Planning, Goals & Objectives FY FY+2 FY+2 FY+2 FY+5 GC 34090(d)1114 Time Sheets FY FY+2 FY+6 FY+5 FY+6 SOS C-301115 Training TERM TERM TERM TERM TERM GC 34090.7

1200 Advisory Boards & Commissions1201 Agendas PERM PERM PERM PERM PERM GC 34090(e)1202 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)1203 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)1204 Minutes PERM PERM PERM PERM PERM GC 34090(e)

1300 Civil Service Commission1301 Agendas PERM PERM PERM PERM PERM GC 34090(e)1302 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)1303 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)1304 Minutes PERM PERM PERM PERM PERM GC 34090(e)

1400 Civilian Police Review BoardSee: City Manager

1500 Oakland Base Reuse Authority1501 Agendas PERM PERM PERM PERM PERM GC 34090(e)1502 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)

Citation

FUNCTION/FILE CATEGORIES RETENTION PERIOD

ADMINISTRATIVE: SERIES 1000

Retention Trigger



RecordNumber Description Agency Legal Audit Disposition Citation


ADMINISTRATIVE: SERIES 1000

Retention Trigger

1503 Legislation PERM PERM PERM PERM PERM GC 34090(e)1504 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)1505 Minutes PERM PERM PERM PERM PERM GC 34090(e)

1600 Planning Commission1601 Agendas PERM PERM PERM PERM PERM GC 34090(e)1602 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)1603 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)1604 Minutes PERM PERM PERM PERM PERM GC 34090(e)1605 Subcommittee Minutes PERM PERM PERM PERM PERM GC 34090(e)




2100 Claims2101 Claims COMP COMP+5 COMP+7 COMP+5 COMP+7 US 42 CFR 1983

2200 Litigation2201 Litigation COMP COMP+5 COMP+7 COMP+5 COMP+7 US 42 CFR 1983

2300 Legal Advice2301 Advisory CAL CAL+5 CAL+2 CAL+5 CAL+5 GC 34090(d)2302 Legal Issues COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)2303 Legal Opinions CAL CAL+5 CAL+2 CAL+5 CAL+5 GC 34090(d)

Citation


CITY ATTORNEY: SERIES 2000

Retention Trigger




3100 Audits3101 Financial, Management & Performance Audits PERM PERM PERM PERM PERM GC 34090(a)3102 Surveys & Special Studies PERM PERM PERM PERM PERM GC 34090(a)

Citation


CITY AUDITOR: SERIES 3000

Retention Trigger




4100 Administrative4101 Certificates of Destruction PERM PERM PERM PERM PERM GC 34090(e)4102 Contracts COMP COMP+5 COMP+4 COMP+5 COMP+5 CCP 3374103 Contracts-Capital Improvements PERM PERM PERM PERM PERM GC 34090(e)4104 Professional Service Agreements COMP COMP+5 COMP+4 COMP+5 COMP+5 CCP 3374105 Records Retention Schedule PERM PERM PERM PERM PERM GC 34090(e)4106 Records Retention Advisory Committee [RRAC] IND IND IND IND IND GC 34090(e)

4200 City Council4201 Agendas PERM PERM PERM PERM PERM GC 34090(e)4202 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)4203 Assessment Districts PERM PERM PERM PERM PERM GC 34090(e)4204 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)4205 Charter & Amendments & Measures PERM PERM PERM PERM PERM GC 34090(e)4206 City Codes & Amendments PERM PERM PERM PERM PERM GC 34090(e)4207 Committee Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)4208 Committee Agendas PERM PERM PERM PERM PERM GC 34090(e)4209 Committee Minutes PERM PERM PERM PERM PERM GC 34090(e)4210 Minutes PERM PERM PERM PERM PERM GC 34090(e)4211 Ordinances PERM PERM PERM PERM PERM GC 34090(e)4212 Resolutions PERM PERM PERM PERM PERM GC 34090(e)

4300 Elections4301 Calendar COMP COMP+2 COMP+2 COMP+2 COMP+2 GC 340904302 Campaign Disclosure Statements-Candidates COMP COMP+7 COMP+7 COMP+5 COMP+7 EC 810094303 Campaign Disclosure Statements-Committees COMP COMP+7 COMP+7 COMP+5 COMP+7 EC 810094304 Campaign Disclosure Statements-Officeholders PERM PERM PERM PERM PERM GC 81009(a) (g)4305 Canvass PERM PERM PERM PERM PERM GC 22932; EC 171304306 Certificates of Election COMP COMP+4 COMP+4 COMP+5 COMP+5 EC 81009(a) (d)4307 History PERM PERM PERM PERM PERM GC 340904308 Lobbyist Registration PERM PERM PERM PERM PERM EC 81009(b)4309 Nomination Petitions-Elected COMP COMP+4 COMP+4 COMP+5 COMP+5 EC 171004310 Nomination Petitions-Not Elected COMP COMP+2 COMP+2 COMP+5 COMP+5 EC 81009(b)4311 Notice of Election COMP COMP+2 COMP+2 COMP+5 COMP+5 GC 34090(b)4312 Oaths of Office TERM TERM+6 TERM+6 TERM+5 TERM+6 GC 34090(e)4313 Petitions COMP COMP+1 COMP+1 COMP+5 COMP+5 EC 17200; EC 17400

Citation


CITY CLERK: SERIES 4000

Retention Trigger





CITY CLERK: SERIES 4000

Retention Trigger

4314 Statement of Economic Interests-Elected COMP COMP+7 COMP+7 COMP+5 COMP+7 EC 81009(e)4315 Statement of Economic Interests-Not Elected COMP COMP+5 COMP+5 COMP+5 COMP+7 EC 81009(b)

4400 Oakland Redevelopment Agency4401 Agendas PERM PERM PERM PERM PERM GC 34090(e)4402 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)4403 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)4404 Minutes PERM PERM PERM PERM PERM GC 34090(e)



CITY MANAGER: SERIES 5000


5100 Americans With Disability Act [ADA] Compliance5101 Complaints COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)

5150 Budget5151 Agency Budget BUD BUD+5 BUD+2 BUD+5 BUD+5 GC 34090(d)5152 Budget Document PERM PERM PERM PERM PERM GC 34090(e)

5200 Civilian Police Review Board5201 Agendas PERM PERM PERM PERM PERM GC 34090(e)5202 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)5203 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)5204 Complaints COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)5205 Minutes PERM PERM PERM PERM PERM GC 34090(e)5206 Special Activity Permits DATE DATE+3 DATE+2 DATE+5 DATE+5 GC 34090(d)

5250Contract Compliance & Employment Services [CC&ES]

5251 Certifications COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)5252 Certified Payrolls COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)5253 Construction Projects COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)5254 Living Wage Records COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)5255 Professional Services Projects COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)5256 Resident Referrals [LCERP] COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)

5300 Equal Employment Opportunity [EEO]5301 EEO, ADA & FEHA Claims COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)

5400 Intergovernmental Affairs5401 Legislative Activities CLS CLS --- --- CLS ---

FUNCTION/FILE CATEGORIES RETENTION PERIODRetention

Trigger Citation



CITY MANAGER: SERIES 5000



Trigger Citation

5450 Information Technology5451 Hardware & Software Inventory & Configurations SUP SUP+2 SUP+2 SUP+5 SUP+5 GC 34090(d)5453 Network Configuration & Documentation CAL CAL+4 CAL+4 CAL+5 CAL+5 GC 34090(d)5454 Tapes SUP SUP+2 SUP+2 --- SUP+2 GC 34090(d)

5500 KTOP5501 Master Control Log CAL CAL+2 CAL+2 CAL+5 HIST GC 34090(d)5502 Master Tapes CAL CAL+2 CAL+2 CAL+5 HIST GC 34090(d)5503 On Air Logs CAL CAL+2 CAL+2 CAL+5 HIST GC 34090(d)5504 Program Guides & Logs CAL CAL+2 CAL+2 CAL+5 HIST GC 34090(d)5505 Program Schedules CAL CAL+2 CAL+2 CAL+5 HIST GC 34090(d)

5550 Oakland Film Office5551 Film Permits CAL CAL+5 CAL+2 CAL+5 HIST GC 34090(d)

5600 Pedestrian Safety Project5601 OTS Quarterly Grant Reports GRANT GRANT+5 TERMS GRANT+5 TERMS

5650 Public Ethics Commission5651 Complaint Investigations COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)

5700 Risk Management5701 Employee Occupational Medical Records TERM (1) TERM+30 TERM+5 TERM+30 US 29 CFR 1910.10205702 Insurance Policies PERM PERM PERM PERM PERM GC 34090(a)5703 Workers Compensation PERM PERM PERM PERM PERM




6100 Building Services6101 Building Permits PERM PERM PERM PERM PERM GC 34090(a)6102 Building Plans PERM PERM PERM PERM PERM GC 34090(a)6103 Certificates of Compliance PERM PERM PERM PERM PERM GC 34090(a)6104 Clean Up/Board Up PERM PERM PERM PERM PERM GC 34090(a)6105 Creek Protection Permits & Reports PERM PERM PERM PERM PERM GC 34090(a)6106 Demolition PERM PERM PERM PERM PERM GC 34090(a)6107 Easements PERM PERM PERM PERM PERM GC 34090(a)6108 Encroachments PERM PERM PERM PERM PERM GC 34090(a)6109 Geologic Reports PERM PERM PERM PERM PERM GC 34090(a)6110 Grading Permits PERM PERM PERM PERM PERM GC 34090(a)6111 Half-Scale Plans PERM PERM PERM PERM PERM GC 34090(a)6112 Housing Advisory & Appeals Board PERM PERM PERM PERM PERM GC 34090(a)6113 Landslide Reports & Maps PERM PERM PERM PERM PERM GC 34090(a)6114 Maps-Parcel PERM PERM PERM PERM PERM GC 34090(a)6115 Maps-Sanborn PERM PERM PERM PERM PERM GC 34090(a)6116 Maps-Sewer PERM PERM PERM PERM PERM GC 34090(a)6117 Path Vacation PERM PERM PERM PERM PERM GC 34090(a)6118 P-Job Permits & Plans PERM PERM PERM PERM PERM GC 34090(a)6119 Plans & Specifications PERM PERM PERM PERM PERM GC 34090(a)6120 Public Nuisance PERM PERM PERM PERM PERM GC 34090(a)6121 Release of Claims PERM PERM PERM PERM PERM GC 34090(a)6122 Soils Reports PERM PERM PERM PERM PERM GC 34090(a)6123 Surveys PERM PERM PERM PERM PERM GC 34090(a)6124 Unreinforced Masonry PERM PERM PERM PERM PERM GC 34090(a)6125 WPA Surveys PERM PERM PERM PERM PERM GC 34090(a)

Citation


COMMUNITY & ECONOMIC DEVELOPMENT AGENCY (CEDA): SERIES 6000

Retention Trigger






Retention Trigger

6200 Economic Development6201 Enterprise Zone Vouchers COMP COMP+5 PERM COMP+5 PERM GC 34090(a)6202 Loans-One Stop Capital Shop LOAN LOAN+3 LOAN+2 LOAN+5 LOAN+5 GC 34090(d)6203 Neighborhood Commercial Revitalization Contracts COMP COMP+3 COMP+4 COMP+5 COMP+5 CCP 3376204 Projects COMP COMP+5 PERM COMP+5 PERM GC 34090(a)6205 Workforce Investment Act Contracts COMP COMP+3 COMP+4 COMP+5 COMP+5 CCP 337

6300 Housing & Community Development6301 Community Development Block Grants [CDBG] GRANT GRANT+5 TERMS GRANT+5 TERMS US 24 CFR 570.502(b)6302 CDBG Contracts & Payment Requests COMP COMP+5 TERMS COMP+5 TERMS US 24 CFR 570.502(b)6303 CDBG Program Reports & Grant Expenditures GRANT GRANT+5 TERMS GRANT TERMS US 24 CFR 570.502(b)6304 Community Housing Services Grants GRANT GRANT+5 TERMS GRANT+5 TERMS US 24 CFR 570.502(b)6305 Housing Development Loans LOAN LOAN+30 PERM LOAN+5 PERM GC 34090(a)6306 Housing Development Projects COMP COMP+5 PERM COMP+5 PERM GC 34090(a)6307 Loan Applications-Denied or Withdrawn DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)6308 Rehabilitation Projects COMP COMP+7 PERM COMP+5 PERM GC 34090(d)6309 Rent Adjustment 30-Day Notices CAL CAL+10 CAL+2 CAL+5 CAL+10 GC 34090(d)6310 Rent Adjustment Appeals COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)6311 Rent Adjustment Cases COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)6312 Residential Loans LOAN LOAN+5 PERM LOAN+5 PERM GC 34090(a)

6400 Planning & ZoningGeneral Plan Amendments

6401 Bicycle Master Plan-1999 PERM PERM PERM PERM PERM GC 34090(a)6402 Estuary Policy Plan-1999 PERM PERM PERM PERM PERM GC 34090(a)6403 Historic Preservation-1998 PERM PERM PERM PERM PERM GC 34090(a)6404 Housing Element-1992 PERM PERM PERM PERM PERM GC 34090(a)6405 Lake Merritt Park Master Plan-2002 PERM PERM PERM PERM PERM GC 34090(a)6406 Land Use & Transportation-Estuary Plan-1998 PERM PERM PERM PERM PERM GC 34090(a)6407 Noise Element-1974 PERM PERM PERM PERM PERM GC 34090(a)6408 Open Space Conservation & Recreation-1996 PERM PERM PERM PERM PERM GC 34090(a)6409 Pedestrian Element-2002 PERM PERM PERM PERM PERM GC 34090(a)6410 Safety Element-1974 PERM PERM PERM PERM PERM GC 34090(a)

Studies6411 Mobile Vendor Program PERM PERM PERM PERM PERM GC 34090(a)6412 Second Unit Ordinance PERM PERM PERM PERM PERM GC 34090(a)






Retention Trigger

6413 Sign Ordinance PERM PERM PERM PERM PERM GC 34090(a)






Retention Trigger

Zoning6414 Environmental Impact Reports [EIR] PERM PERM PERM PERM PERM GC 34090(a)6415 Engineering Bonds COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)6416 Landscape Bonds COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)6417 Maps-Track PERM PERM PERM PERM PERM GC 34090(a)6418 Oakland Cultural Heritage PERM PERM PERM PERM PERM GC 34090(a)6419 Parcel Map Waivers PERM PERM PERM PERM PERM GC 34090(a)6420 Public Notification Letters PERM PERM PERM PERM PERM GC 34090(a)6421 Zoning Cases PERM PERM PERM PERM PERM GC 34090(a)

6500 Redevelopment6501 Real Estate6502 In Leases COMP COMP+10 COMP+4 COMP+5 COMP+10 CCP 3376503 Out Leases PERM PERM PERM PERM PERM GC 34090(a)6504 Property Records PERM PERM PERM PERM PERM GC 34090(a)

Oakland Base Reuse Authority6505 Base Reuse Plan PERM PERM PERM PERM PERM GC 34090(a)6506 Environmental Documents PERM PERM PERM PERM PERM GC 34090(a)6507 Land Transactions MOUs & MOAs PERM PERM PERM PERM PERM GC 34090(a)6508 Land Transfers PERM PERM PERM PERM PERM GC 34090(a)6509 Leases COMP COMP+7 COMP+4 COMP+5 COMP+7 CCP 337

Redevelopment6510 Business Transactions COMP COMP+7 COMP+2 COMP+5 COMP+7 GC 34090(d)6511 Purchase or Sale or Property PERM PERM PERM PERM PERM GC 34090(a)6512 Redevelopment Area Plans PERM PERM PERM PERM PERM GC 34090(a)

ACRONYMS

WPA Works Progress Administration




7100 Accounts Payable7101 1099 MISC Forms FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)7102 Automobile Mileage Reimbursements FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)7103 Payment Requests FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)7104 Professional Development Reimbursements FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)7105 Travel Authorizations & Vouchers FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)7106 Tuition Reimbursements FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)

7200 Administration7201 Bond Financings PERM PERM PERM PERM PERM GC 34090(a)7202 Oakland-Alameda County JPA Collesium Bonds PERM PERM PERM PERM PERM GC 34090(a)

7300 Grant Accounting7301 CDBG-Fiscal Monitoring GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS7302 Cash Receipts GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS7303 CDBG-Annual Grantee Performance Report GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS7304 CDBG-Federal Cash Transaction Report GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS7305 Comprehensive Annual Financial Report [CFRA] IND IND IND IND IND GC 34090(a)7306 Grant Contracts IND IND IND IND IND GC 34090(a)7307 JTPA-Fiscal Monitoring GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS7308 Single Audit Report IND IND IND IND IND GC 34090(a)7309 WIA-Fiscal Monitoring GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS7310 WIA-Schedule of Budget, Drawdowns, GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS

Expenditures & Available Balance7311 WtW-Schedule of Budget, Drawdowns, GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS

Expenditures & Available Balance

Citation


FINANCE: SERIES 7000

Retention Trigger






Retention Trigger

7400 Parking7401 Appeals FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)7402 Collections FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)7403 Citations CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)7404 Permits CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)7405 Refunds FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)

7500 Payroll7501 Check Runs & Reports FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)7502 Checks-Manual FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)7503 Check-Void FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)

7600 Purchasing7601 Bid Specifications SUP SUP SUP+2 SUP+5 SUP+5 GC 34090(d)7602 Purchase Order Contracts COMP COMP+10 COMP+4 COMP+5 COMP+10 CCP 3377603 Vendor Insurance Certifications COMP COMP COMP+2 COMP+5 COMP+5 GC 34090(d)7604 Vendor Registration Applications TERM TERM TERM+2 TERM+5 TERM+5 GC 34090(d)

7700 RevenueAudit

7701 Audits COMP COMP+3 COMP+3 COMP+5 COMP+5 OMC Title 5

7702 Landscape & Lighting Assessment District Refunds FY FY+IND IND FY+5 IND GC 34090(a)7703 Lock Box Reconciliation & Error Edit Reports DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)7704 Reconciliation of Daily Business Tax Monetary FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)

Activity7705 Refunds CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)7706 Utility Users Tax DATE DATE+2 CAL+2 DATE+5 CAL+5 GC 34090(d)

Business Tax7707 Batched Documents DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)7708 Liens COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)7709 Other Taxes FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)






Retention Trigger

Collections7710 Completed Accounts COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)7711 Judgments DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)7712 Write-offs DATE DATE+3 DATE+2 DATE+5 DATE+5 GC 34090(d)

Citywide Lien






Retention Trigger

7713 Release of Liens CAL CAL+3 CAL+2 CAL+5 CAL+5 GC 34090(d)






Retention Trigger

7800 Treasury7801 Arbitrage Rebate Reports BOND BOND+6 BOND+10 BOND+5 BOND+10 CCP 337.57802 Bank Statements FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)7803 Bond Transcripts BOND BOND+6 BOND+10 BOND+5 BOND+10 CCP 337.57804 Cash Receipts FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)7805 Confirmation Notices FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)7806 Contract Payments FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)7807 Debts BOND BOND+1 BOND+10 BOND+5 BOND+10 CCP 337.57808 Deposit Records FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)7809 Journal Vouchers FY FY+4 FY+2 FY+5 FY+5 GC 34090(d)7810 Loan Agreements LOAN LOAN+6 LOAN+4 LOAN+5 LOAN+6 CCP 3377811 Street Bonds BOND BOND+6 BOND+10 BOND+5 BOND+10 CCP 337.57812 Trustee Statements FY FY+3 FY+2 FY+5 FY+5 GC34090(d)

ACRONYMS

JPA Joint Powers AuthorityJTPA Job Training Partnership ActWtW Welfare to WorkWIA Workforce Investment Act



FIRE SERVICES: SERIES 8000


8100 Communications8101 Major Incidents DATE DATE+10 DATE+2 DATE+5 HIST GC 34090(d)

8200 Emergency Medical Services [EMS]8201 Emergency Response Medical [911] Records DATE DATE+7 DATE+2 DATE+5 DATE+7 GC 34090(d)8202 EMS Certification TERM TERM+7 TERM+2 TERM+5 TERM+7 GC 34090(d)8203 EMS Training TERM TERM+7 TERM+2 TERM+5 TERM+7 GC 34090(d)8204 Medical Records Requests DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)8205 OSHA EMS TERM TERM+5 TERM+30 TERM+5 TERM+30 US 29 CFR 1910.10208206 Paramedics TERM TERM+7 TERM+2 TERM+5 TERM+7 GC 34090(d)

8300 Field Operations8301 Company Journal CAL IND CAL+2 CAL+5 HIST GC 34090(d)8302 Company Record Book CAL IND CAL+2 CAL+5 HIST GC 34090(d)

8400 Fire Prevention8401 Arson Investigations COMP COMP+2 COMP+3 COMP+5 COMP+5 PC 8018402 Cabaret Permit Applications & Permits COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.48403 Care Facility Inspections COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.48404 Commercial Inspections COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.48405 Evacuation Plans COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.48406 Fire Alarm Plans COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.48407 Hazardous Materials Permit Applications COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.48408 Permit Applications & Drawings COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.48409 Permit Inspections COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.48410 R1 Inspections COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.48411 Radioactive Material Permit Applications COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.48412 Security Bar Inspections COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.48413 Special Activity Applications & Permits COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.48414 Sprinkler Plans COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4


Trigger Citation



FIRE SERVICES: SERIES 8000



Trigger Citation

8415 Tank Permit Applications COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.48416 Vegetation Management Inspections COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4

8500 Office of Emergency Services [OES]8501 California Accidental Release Program Reports PERM PERM PERM PERM PERM US 40 CFR 122.218502 Emergency Plans IND IND IND IND IND GC 34090(a)

Hazardous Materials8503 Hazardous Materials Plans FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)8504 Hazardous Materials Program Billing DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)8505 Hazardous Waste Generation FY FY+3 FY+10 FY+5 FY+10 US 40 CFR 122.218506 Local Oversight Programs PERM PERM PERM PERM PERM GC 34090(a)8507 Onsite Waste Treatments FY FY+10 FY+10 FY+5 FY+10 US 40 CFR 122.218508 Stormwater Inspections FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)8509 Underground Storage Tank Permits SUP SUP+5 SUP+2 SUP+5 SUP+5 GC 34090(d)8510 Underground Storage Tanks PERM PERM PERM PERM PERM GC 34090(a)8511 Volunteers SUP SUP SUP+2 SUP+5 SUP+5 GC 34090(d)

8600 Support Services8601 Fire Station Equipment Maintenance Reports CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)8602 Master Equipment Inventory Records EQUIP EQUIP+3 CAL+2 EQUIP+5 HIST GC 34090(d)8603 State Quarterly Fuel Tax Reports CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)

8700 Training8701 DMV Records RET RET+1 RET+2 RET+5 RET+5 GC 34090(d)8702 Training Records RET RET+1 RET+2 RET+5 RET+5 GC 34090(d)

ACRONYMS

OSHA Occupational Safety & Health Administration




9100 Head Start ProgramChild Care Food Program [CCFP]

9101 Center Summary Monthly Reports SFY SFY+5 TERMS SFY+5 TERMS9102 Child Eligibility Applications SFY SFY+5 TERMS SFY+5 TERMS9103 Child Special Nutrition Services Records TERM TERM+5 TERMS TERM+5 TERMS9104 CIF Renewal Application-Approved SFY SFY+5 TERMS SFY+5 TERMS9105 Claim Reimbursement Monthly Reports SFY SFY+5 TERMS SFY+5 TERMS9106 Cycle Menus SFY SFY+5 TERMS SFY+5 TERMS9107 Site Application Records-Approved FAC FAC+5 TERMS FAC+5 TERMS

Children9108 1st, 2nd, & 3rd Year Children TERM TERM TERMS TERM+5 TERMS9109 3 & 4 Years TERM TERM+5 TERMS TERM+5 TERMS

9110 5 Years-Returning Consecutive Year [After 12/2/02] TERM SY+1 TERMS SY+5 TERMS9111 Attendance Records SY SY+1 TERMS SY+5 TERMS

Food Service9112 Food Safety & Sanitation Records SFY SFY+5 TERMS SFY+5 TERMS9113 Inventory Reports SFY SFY+5 TERMS SFY+5 TERMS9114 Meal & Food Transport Records SY SY+5 TERMS SY+5 TERMS9115 Ordering-Receiving List SFY SFY+5 TERMS SFY+5 TERMS9116 Production Worksheets SFY SFY+5 TERMS SFY+5 TERMS9117 Weekly Menus SY SY+5 TERMS SY+5 TERMS

General9118 Child Outcomes SY SY+3 TERMS SY+5 TERMS9119 Communication SY SY+3 TERMS SY+5 TERMS9120 Community Partnership Files SY+TERM SY+5 TERMS SY+5 TERMS9121 Facility Records, Health & Safety & Janitorial SY SY+3 TERMS SY+5 TERMS9122 Fire Inspection Reports SY SY+3 TERMS SY+5 TERMS9123 Head Start Center Operations SY SY+3 TERMS SY+5 TERMS9124 In-Kind Documentation SY SY+3 TERMS SY+5 TERMS9125 Lesson & Individualized Plans SY SY+3 TERMS SY+5 TERMS9126 Licensing Files SY+SUP SY+3 TERMS SY+5 TERMS9127 Meeting Minutes SY SY+3 TERMS SY+5 TERMS9128 Memorandum of Understanding (MOU) SY SY+3 TERMS SY+5 TERMS9129 Program Policies & Procedures SUP SUP+3 TERMS SUP+5 TERMS9130 Quality Control Report DATE DATE+3 TERMS DATE+5 TERMS

Citation


HUMAN SERVICES: SERIES 9000

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HUMAN SERVICES: SERIES 9000

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9131 Self Assessment Report DATE DATE+3 TERMS DATE+5 TERMS9132 Staff Files TERM TERM+2 TERMS TERM+5 TERMS9133 Training Records SY+TERM SY+3 TERMS SY+5 TERMS

9200 Linkages9201 Alameda County Area on Aging Reports FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)9202 Clients FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)9203 Targeted Case Management Reports FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)

9300 Multipurpose Senior Services Program [MSSP]9301 California Department of Aging Reports FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)9302 Clients TERM TERM+5 TERM+2 TERM+5 TERM+5 GC 34090(d)9303 Vendors FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)

9400Senior Companion & Foster Grandparent Programs

9401 Clients FY FY+1 FY+2 FY+5 FY+5 GC 34090(d)9402 Programs FY FY+1 FY+2 FY+5 FY+5 GC 34090(d)9403 Volunteers FY FY+1 FY+2 FY+5 FY+5 GC 34090(d)

ACRONYMS

WPA Works Progress AdministrationDHS Department of Human ServicesOFCY Oakland Fund For Children & Youth




10100 Library10101 Collections, Books, Donations & Exhibits --- --- --- --- HIST

10200 Museum10201 Collections & Exhibits --- --- --- --- HIST

Citation


LIFE ENRICHMENT: SERIES 10000

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11100 Aquatics11101 Alameda County Facility Permits & Inspections DATE DATE+3 DATE+2 DATE+5 DATE+5 GC 34090(d)11102 Daily Pool Logs CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)11103 Program Information Forms CAL CAL+4 CAL+2 CAL+5 CAL+5 GC 34090(d)11104 Red Cross Course Records CAL CAL+3 CAL+2 CAL+5 CAL+5 GC 34090(d)

11200 Boating11201 American Sailing Association Certifications CAL CAL+5 CAL+2 CAL+5 CAL+5 GC 34090(d)11202 Grants GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS11203 US Coast Guard Auxiliary Inspections DATE DATE+1 DATE+2 DATE+5 DATE+5 GC 34090(d)11204 Vessel Charter Agreements CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)11205 Vessel Title & DMV Registrations EQUIP EQUIP+5 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)

11300 Capital Improvements11301 AsBuilts-Parks, Public Facilities & Landscaping PERM PERM PERM PERM PERM GC34090(a)

11400 Feather River Camp11401 Health Histories-Parental Signatures of Minors FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)11402 Health Services-Water Sampling Records FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)11403 Nurses Daily Medical Log FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)

11500 Park Maintenance11501 Park & Sport Field Projects COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)11502 Park Supervisors Daily Work Records CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)11503 Project Site Plans & Maps DATE DATE+20 DATE+2 DATE+5 DATE+20 GC 34090(d)

11600 Recreation Centers11601 Monthly Attendance Records FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)11602 Participant Daily Sign-In Sheets FY FY+1 FY+2 FY+5 FY+5 GC 34090(d)

Citation


PARKS & RECREATION: SERIES 11000

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PARKS & RECREATION: SERIES 11000

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11700 Reservations11701 Building Use Permits DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)11702 Facility Checklists DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)11703 Park Use Permits DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)11704 Restroom Checklists DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)11705 Weekly Schedules DATE DATE+3 DATE+2 DATE+5 DATE+5 GC 34090(d)

11800 Sports Facilities11801 Field Reservations CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)11802 Game Schedules-Youth, Middle School & Adult CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)

11900 Tree Maintenance11901 Illegal Tree Removal COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)11902 Street Tree Reports/Filed Orders IND IND IND IND IND GC 34090(a)11903 Tree Removal Permits COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)11904 Tree Supervisors Daily Work Records CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)



PERSONNEL: SERIES 12000


12100 Benefits12101 Health & Welfare-Active Employees RET RET RET RET --- GC 34090(d)12102 Health & Welfare-Retired Employees DEC DEC+7 DEC+2 DEC+5 DEC+7 GC 34090(d)12103 Heath & Welfare-Terminated Employees TERM TERM+7 TERM+2 TERM+5 TERM+7 GC 34090(d)12104 Retirement-OMERS DEC DEC+7 DEC+2 DEC+5 DEC+7 GC 34090(d)12105 Retirement-PERS-Active Employees RET RET RET RET --- GC 34090(d)12106 Retirement-PERS-Retired Employees DEC DEC+7 DEC+2 DEC+5 DEC+7 GC 34090(d)12107 Retirement-PERS-Terminated Employees TERM TERM+7 TERM+2 TERM+5 TERM+7 GC 34090(d)12108 Retirement-Police & Fire DEC DEC+7 DEC+2 DEC+5 DEC+7 GC 34090(d)

12200 Employee Relations12201 Labor Organization MOUs TERM TERM+7 TERM+2 TERM+5 TERM+7 GC 34090(d)

12300 Employment & Classification12301 Classifications ELIM ELIM+5 ELIM+2 ELIM+5 ELIM+5 GC 34090(d)12302 Examinations DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)

12400 Human Resources Development12401 Employee Assistance TERM TERM+5 TERM+2 TERM+5 TERM+5 GC 34090(d)

12500 Payroll12501 Payroll Records, Reports & Registers FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)

12600 Personnel12601 Personnel TERM TERM+5 TERM+2 TERM+5 TERM+5 GC 34090(d)

ACRONYMS

MOU Memorandum of UnderstandingOMERS Oakland Municipal Employees Retirement SystemPERS Public Employees Retirement SystemOPRM


Trigger Citation




13100 Animal Control13101 Animal Control Records DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)13102 Bite Reports DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)13103 Dangerous & Vicious Dogs DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)13104 Medical Records DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)13105 Pet Licenses DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)13106 Problem Pet Owners DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)

13150 Canine13151 Canines TERM TERM+2 TERM+2 TERM+5 TERM+5 GC 34090(d)13152 Handler Daily Log Books CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)13153 Handler Monthly Reports CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)

13200 Communications13201 Communications Standard Operating Procedures SUP SUP+5 SUP+2 SUP+5 SUP+5 GC 34090(d)13202 Dispatch Cards DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)

13250 Criminalistics ---Administrative

13251 Caseload DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)14252 Product Proficiency Tests DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)13253 Testimony Records COMP DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)13254 Training TERM TERM+5 TERM+2 TERM+5 TERM+5 GC 34090(d)

Case Tracking13255 Case Control, Case Assignment, Victim Name IND IND FY+2 IND IND GC 34090(d)13256 Drug Destruction Log IND IND FY+2 IND IND GC 34090(d)13257 Lab Number Log Book IND IND FY+2 IND IND GC 34090(d)

Fingerprint Evidence13258 Ten Prints DATE DATE+20 SOL DATE+20 SOL PC 800,801,802

Citation


POLICE SERVICES: SERIES 13000

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Laboratory Reports13259 Drug Report File COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)13260 Laboratory Case File IND IND COMP+2 IND IND GC 34090(d)13261 Latent Print Service Requests IND IND FY+2 IND IND GC 34090(d)13262 Major Criminalistics LAB Case Notes IND IND COMP+2 IND IND GC 34090(d)13263 OCJP Cold Hit Program IND IND IND IND IND GC 34090(d)13264 OCJP Cold Hit Program Batch Number IND IND IND IND IND GC 34090(d)

Logs-Miscellaneous13265 Balance QA/QC Manual PERP PERP SOL PERP PERP PC 800,801,80213266 Blood Standard Typing PERP PERP SOL PERP PERP PC 800,801,80213267 Chemical Batch QC Files PERP PERP SOL PERP PERP PC 800,801,80213268 Controlled Substance Reagent Quality Control Log PERP PERP SOL PERP PERP PC 800,801,80213269 DNA Instrument Temperature & pH Meter Log PERP PERP SOL PERP PERP PC 800,801,80213270 DNA Kit Log Binder PERP PERP SOL PERP PERP PC 800,801,80213271 Drug Standard Quality Control Log PERP PERP SOL PERP PERP PC 800,801,80213272 Equipment Performance PERP PERP SOL PERP PERP PC 800,801,80213273 Hot Shaker Log PERP PERP SOL PERP PERP PC 800,801,80213274 Pipette Calibration Binder PERP PERP SOL PERP PERP PC 800,801,80213275 Serology/DNA Laboratory Clean-up Log PERP PERP SOL PERP PERP PC 800,801,80213276 Thermocycler 480 Log PERP PERP SOL PERP PERP PC 800,801,80213277 Thermometer Calibration Reports PERP PERP SOL PERP PERP PC 800,801,802

Technician Reports13278 Homicide COMP COMP+10 SOL COMP+5 SOL PC 800,801,80213279 NonHomicide COMP COMP+3 SOL COMP+5 SOL PC 800,801,802

13300 Identification13301 Applicants-Departmental CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)13302 Applicants-NonDepartmental CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)13303 Bookings-Superior Court CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)13304 Clearance Letters DATE DATE+2 CAL+2 DATE+5 CAL+5 GC 34090(d)13305 CORPUS Printouts DATE DATE+29D DATE+29D DATE+29D DATE+29D13306 Evidence Photos-Court Orders COMP COMP+2 COMP+2 COMP+5 COMP+5 GC 34090(d)13307 Evidence Photos-Solved IND IND SOL IND SOL PC 800,801,80213308 Evidence Photos-Unsolved IND IND SOL IND SOL PC 800,801,80213309 Evidence Photos-Unsolved Homicides PERM PERM PERM PERM PERM PC 799






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13310 H&S 11590 Registrants [Drug] DEC DEC SOL --- DEC H&S 11590






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13311 PC 290 Registrants [Sexual Offender] DEC DEC SOL --- DEC PC 800,801,80213312 PC 457.1 Registrants [Arson] DEC DEC DEC --- DEC PC 457.113313 Photo Chemical Logs & Effluent Documentation DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)






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13314 Photo Logs PERP PERP PERP PERP PERP GC 34090(d)13315 Photographic Charts DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)

13350 Investigations13351 After Hearing Stay Away Orders COMP COMP COMP+2 --- COMP+2 GC 34090(d)13352 Assignment Cards-Call for Service DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)13353 Computer Aided Dispatch (CAD) Purge Printouts DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)13354 Field Contact (FC) Reports DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)13355 Internal Affairs COMP COMP+5 COMP+5 COMP+5 COMP+5 PC 835.2(b)13356 Licenses/Permits COMP COMP+2 COMP+2 COMP+5 COMP+5 GC 34090(d)13357 Police Reports-Sealed COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)13358 Police Reports-Solved IND IND COMP+2 COMP+5 IND GC 34090(d)13359 Police Reports-Unsolved IND IND COMP+2 COMP+5 IND GC 34090(d)13360 Police Reports-Unsolved Homicides PERM PERM PERM PERM PERM PC 79913361 Stolen Vehicle Lists (Hot Sheets) DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)13362 Temporary Restraining Orders COMP COMP COMP+2 --- COMP+2 GC 34090(d)13363 Tow Reports DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)13364 Warrants COMP COMP DATE+2 --- DATE+2 GC 34090(d)

13400 Jail13401 Arrest Log CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)13402 Booking Cards CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)13403 Inmate Medical PreScreen Records DISC DISC+1 CAL+2 DISC+5 DISC+5 GC 34090(d)13404 Long Term Inmate Observation Log CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)13405 Nurses Treatment Log DISC DISC+1 DISC+2 DISC+5 DISC+5 GC 34090(d)13406 Property Inspection Log & Property Receipts CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)13407 Staff Log CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)

---13500 Special Duty13501 Special Duty Unit (SDU) Statistic Sheets CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)

13550 Traffic13551 Traffic Collisions-Fatal PERM PERM PERM PERM PERM SOS C-3913552 Traffic Collisions-NonFatal DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)

13600 Training






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13601 In Service-Curriculum Records SUP SUP+10 SUP+7 SUP+5 SUP+10 GC 3409013602 Police Academy-Master Examination Roster COMP COMP+10 COMP+7 COMP+5 COMP+10 GC 3409013603 Police Academy-Master Training Sites & Events COMP COMP+10 COMP+7 COMP+5 COMP+10 GC 3409013604 Police Academy-Officer Training COMP COMP+10 COMP+7 COMP+5 COMP+10 GC 34090

13650 Vice/Narcotics13651 Arrest Photos COMP COMP+3 COMP+2 --- COMP+5 GC 34090(d)13652 Asset Forfeitures COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)13653 Informants TERM TERM+10 TERM+10 TERM+5 TERM+10 SOS C-34

13700 Youth Services13701 CLASS-Felony IND IND IND IND IND WIC 826(b)13702 CLASS-Misdemeanor IND IND IND IND IND WIC 826(b)13703 Juveniles IND IND IND IND IND WIC 826(b)

ACRONYMS

OCJP Office of Criminal Justice Planning State of CaliforniaCLASS Campus Life & School Safety




14100 Construction & Field Services14101 Benchmark Records PERM PERM PERM PERM PERM GC 34090(a)14102 CIP Construction Management Projects COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d}14103 Materials Testing Reports COMP COMP COMP+2 COMP+5 COMP+5 GC 34090(d)14104 Monuments PERM PERM PERM PERM PERM GC 34090(a)14105 Nuclear Gauge Records PERM PERM PERM PERM PERM GC 34090(a)14106 Project Surveys COMP COMP COMP+2 COMP+5 COMP+5 GC 34090(d)14107 Survey Field Book PERM PERM PERM PERM PERM GC 34090(a)

14150 Electrical Services14501 Electrical Maintenance Records DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)14502 Maps & Drawings SUP SUP +2 SUP+2 --- SUP+2 GC 34090(d)14503 Project Files COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)

14200 Engineering Design14201 Complaint Investigations COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)14202 Contract Plans & Specifications COMP PERM PERM PERM PERM GC 34090(a)14203 Design Policies & Procedures SUP SUP+2 SUP+2 SUP+5 SUP+5 GC 34090(d)14204 Maps PERM PERM PERM PERM PERM GC 34090(a)14205 Master Plans COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)14206 Projects COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)

14250 Environmental Services14251 Asbestos Surveys-City Buildings PERM PERM PERM PERM PERM GC 34090(a)14252 Asbestos Surveys-Code Compiance Demos PERM PERM PERM PERM PERM GC 34090(a)14253 Contracts/Franchise Agreements COMP COMP+2 COMP+4 COMP+5 COMP+5 CCP 33714254 CWP Inspection Reports PERM PERM PERM PERM PERM GC 34090(a)14255 Environmental Site Investigative Reports PERM PERM PERM PERM PERM GC 34090(a)14256 Hazardous Waste Disposal Records PERM PERM PERM PERM PERM GC 34090(a)14257 NPDES Permits PERM PERM PERM PERM PERM GC 34090(a)

Citation


PUBLIC WORKS: SERIES 14000

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14258 Requests for Proposals [RFP] FY FY+1 FY+2 FY+5 FY+5 GC 34090(d)






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14300 Equipment Services14301 Automotive & Equiipment Parts Inventory FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)14302 Shop Equipment & Tools EQUIP EQUIP+5 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)14303 Vehicle Inventory Records EQUIP EQUIP+5 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)14304 Vehicle Maintenance Records EQUIP EQUIP+5 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)

14400 Facilities Management & Maintenance14401 Backflow Device Certifications SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)14402 BiWeekly Tailgate Safety Meeting Notes IND IND IND IND IND GC 34090(a)14403 Blueprints FAC FAC+1 FAC+2 FAC+5 FAC+5 GC 34090(d)14404 Boiler & Air Tank Permits SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)14405 Building Machinery & Equipment FAC FAC+1 FAC+2 FAC+5 FAC+5 GC 34090(d)14406 CFC Air Conditioning Use Reports EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)14407 CNG Permits SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)14408 Diesel Generator Air Quality Permits SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)14409 Diesel Generator Tests SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)14410 Elevator Inspections & Permits SUP SUP+1 SUP+2 EQUIP+5 SUP+5 GC 34090(d)14411 Facility Access Card Requests DATE DATE+1 DATE+2 DATE+5 DATE+5 GC 34090(d)14412 Gasoline Fueling Station Permits SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)14413 HVAC Mechanical Inspections EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)14414 Incident Reports DATE DATE+1 DATE+2 DATE+5 DATE+5 GC 34090(d)14415 Kitchen Range Hood Fire System Inspections EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)14416 Maintenance & Repair Permits & Closeout FAC FAC+1 FAC+2 FAC+5 FAC+5 GC 34090(d)14417 Documents14418 Maintenance Records-Miscellaneous COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)14419 Portable Fire Extinguisher Inspections EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)14419 Safety Training Certifications SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)14419 Security Logs DATE DATE+1 DATE+2 DATE+5 DATE+5 GC 34090(d)14419 Service Requests COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)14419 Tool Operating Manuals EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)14419 Tot Lot-Initial Audits SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)






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14419 Tot Lot-Maintenance Records COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)






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14419 UPS Battery Tests & Inspections EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)14419 UPS Load Tests EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)14419 Wet & Dry Stand Pipe Flow Inspections EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)14419 Wet Stand Pipe Inspections EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)14419 Workmanship Warranties COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)

14500 Project Management & Facilities Planning14501 Projects COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)

14600 Sewer Maintenance & Utility Inspection14601 City Contracted Sewer Abatements COMP COMP+4 COMP+2 COMP+5 COMP+5 GC 34090(d)14602 Drainage Facilities PERM PERM PERM PERM PERM GC 34090(a)14603 Drainage Maintenance & Operations COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)14604 Flood Control-Storm Drains PERM PERM PERM PERM PERM GC 34090(a)14605 Permits COMP COMP+4 COMP+2 COMP+5 COMP+5 GC 34090(d)14606 Safety Certifications & Designations COMP COMP+2 COMP+2 COMP+5 COMP+5 GC 34090(d)14607 Sewer Abatements COMP COMP+4 COMP+2 COMP+5 COMP+5 GC 34090(d)14608 Sewer Maintenance & Operations COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)

14700 Street & Sidewalk Maintenance14701 Asphalt Tests FY FY+3 FY+2 FY+5 FY+5 GC 45090(d)14702 Daily Assignment Sheets FY FY+2 FY+2 FY+5 FY+5 GC 45090(d)14703 Diaries & Journals-Miscellaneous FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)14704 Five Year Moratorium Lists FY FY+2 FY+2 FY+5 FY+5 GC 45090(d)14705 Information Packets-City Attorney FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)14706 Inspectors Daily Reports FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)14707 Notices to Repair FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)14708 Preliminary Repair Log FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)14709 Street/Sidewalk Maintenance Complaints FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)14710 Street/Sidewalks Maintenance FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)






Retention Trigger

14800 Street Cleaning & Graffiti Abatement14801 Daily Worksheets & Diaries FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)14802 Illegal Dumping Complaints & Issues FY FY+2 FY+2 FY+5 FY+5 GC 45090(d)14803 Litter Enforcement FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)14804 Street Sweeping Complaints & Issues FY FY+2 FY+2 FY+5 FY+5 GC 45090(d)

`14900 Transportation Services14901 Accidents CY CY+10 CY+2 CY+5 CY+10 GC 34090(d)14902 Investigations COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)14903 Projects COMP COMP+3 COMP+2 COMP+5 COMP+5 GC 34090(d)14904 Project Requests for Proposals & Proposals COMP COMP+3 COMP+2 COMP+5 COMP+5 GC 34090(d)14905 PS&E & As Builts PERM PERM PERM PERM PERM GC 34090(a)14906 Traffic Signal Design & Timing Plans PERM PERM PERM PERM PERM GC 34090(a)

ACRONYMS

CWP Clean Water ProgramCIP Construction Improvement ProjectsNPDES National Pollutant Discharge Elimination SystemPS&E
