Rancho Palos Verdes City Council
   

TO:

MEMORANDUM

TO: HONORABLE MAYOR & CITY COUNCILMEMBERS

FROM: ADMIN. SERVICES DIRECTOR/CITY CLERK

DATE: NOVEMBER 5, 2002

SUBJECT: ANNUAL DESTRUCTION OF RECORDS

RECOMMENDATION

ADOPT RESOL. NO. 2002-__, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE GOVERNMENT CODE OF THE STATE OF CALIFORNIA, MAKING CERTAIN CHANGES TO EXISTING RETENTION SCHEDULES, AND AMENDING RESOLUTION NO. 2001-93.

INTRODUCTION

Adoption of this proposed resolution will permit the destruction of records in accordance with the records retention policy adopted by the City Council and amend the retention schedules for the Finance Department and the City Manager’s Office.

BACKGROUND

In 1985 the City established a records management program to eliminate the unnecessary build-up of records and to maintain an inventory of both active and inactive records. That program was put in place after retention and destruction schedules were devised to facilitate the orderly and efficient transfer, retention and destruction of records. These schedules were set to satisfy administrative, legal, State and Federal requirements for records retention and, since their adoption, have been amended to meet current regulations and administrative practices. Since the establishment of this program, records reaching their maximum retention period have been destroyed on an annual basis.

This year three new record series have been added to the retention schedules: the Finance Advisory Committee agendas and agenda packets have been added to the Finance Department’s schedule; and, Digital Video Disks (DVDs) have been added to the City Manager’s Office Retention Schedule.

ALTERNATIVES

1. Maintain these inactive records.

2. Consider off-site additional storage space.

CONCLUSION

The City has a records management program and has adopted official retention and destruction schedules that allow for the annual destruction of records in accordance with those schedules.

Respectfully submitted,
Jo Purcell

Reviewed:
Les Evans, City Manager

Atts: Resol. No. 2002 – __ Records Destruction

RESOLUTION NO. 2002-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS AS PROVIDED BY SECTION 34090 OF THE GOVERNMENT CODE OF THE STATE OF CALIFORNIA, MAKING CERTAIN CHANGES TO EXISTING RETENTION SCHEDULES AND AMENDING RESOLUTION NO. 2001-93.

WHEREAS on March 19, 1985 the City Council of the City of Rancho Palos Verdes approved Retention and Destruction Schedules to facilitate the orderly and efficient transfer, retention and destruction of the records of the City of Rancho Palos Verdes; and

WHEREAS, certain retention schedules were revised with the adoption of Resolution No. 2001-93; and

WHEREAS, it is now deemed necessary to make certain changes to the retention schedules for the Finance Department and the City Manager’s Office:

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES DOES RESOLVE AS FOLLOWS:

Section 1: Destruction of City Records: The records of the City of Rancho Palos Verdes as set forth in the approved departmental Destruction Schedule attached hereto as Exhibit "A" are hereby authorized to be destroyed as provided by Section 34090 of the Government Code.

Section 2: Excepted Records: The provisions of Section 1 above do not authorize the destruction of:

  1. Records affecting the title to real property or liens thereon
  2. Court records

(c) Records required to be kept by statute

(d) Records less than two (2) years old

(e) The minutes, ordinances or resolutions of the City

Council of the City of Rancho Palos Verdes or any

City Committee or Commission

Section 3: City Attorney Written Consent: The written consent of the City Attorney has been obtained for this destruction.

Passed, approved, and adopted November 5, 2002.

_________________________
Mayor

ATTEST:

_____________________
City Clerk

JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: CITY CLERK

The following list of official record series was eligible for destruction on January 1, 2002. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule.

Record Number Series Description Records Eligible for Destruction

2

Budget (dept only)

1999 and prior

4

Election Campaign Statements (not elected)

1996 "

6

Contracts

1986 "

7

Council Legislative Action Files (Agenda Reports)

1993 "

8

Council Agendas

1996 "

9

Council Agendas: Counter Copy (Duplicate)

1999 "

13

City Council Ordinance Control Record

1996 "

15

City Council Resolution Control Record

1996 "

16

Motor Vehicle Ownership Records

1996 "

19

Petitions (elections)

2001 "

20

Petitions (submitted to legislative body)

1999 "

22

Closed Claims

1991 "

23

Closed Workers Compensation Claims

1991 "

24

Statements of Economic Interest: City Council & Planning Commission (Duplicate Record)
Designated Positions (Original Record)

1997 "

1994 "

JANUARY 2002
RECORDS RETENTION SCHEDULE
CITY CLERK'S DEPARTMENT

RECORD NO. RECORD DESCRIPTION ACTIVE INACTIVE TOTAL YEARS RETAINED

1

Annexation

P

 

P

 

• Secretary of State

     
 

Certificate of Completion

     
 

• Background Information

     
         

2

Budget (Departmental back-up information)

2

1

2

         

3

Elections

     
 

• Campaign Statements – Elected

1

 

P

         

4

Elections

     
 

• Campaign Statements – Not Elected

1

4

5

         

5

City Incorporation Documents

     
 

(Stored in Vault, Historical value)

P

 

P

         

6

Contracts

1

5

E+15

 

Official signed copy of contracts

     
 

and related documents

     
         

7

Council Legislative Action files

5

3

8

 

• All back up material presented

     
 

to Council in agenda packets

     
         

8

Council Agenda

2

3

5

         

9

Counter Copy of Agenda Packets

1

1

2

 

• Packet prepared for Public viewing

     
 

at City Hall. (Duplicate record)

     
         

10

City Council Minutes Books

P

 

P

 

• Official record copy

     
 

Vital Record - Historical Value

     
         

11

City Council Minutes Reference Copy

10

20

30

 

(Duplicate record)

     

12

City Council Ordinances Books

P

 

P

 

• Official Original

     
 

Vital Record – Historical Value

     
         

13

City Council Ordinances Control Record Sheet

5

 

5

 

• Record of parties receiving

     
 

copy of ordinances from City Clerk’s Office

     
 

• Duplicate copies for staff use

     
         

14

City Council Resolution Books

P

 

P

 

• Official Original Vital Record

     
 

Historical Value

     
         

15

City Council Resolution Control Record Sheet

5

 

5

 

• Record of parties receiving copy

     
 

of ordinance from City Clerk

     
 

• Duplicate copies for staff use

     
         

16

Vehicle ownership records

T

 

T+5

         

17

History Archives

P

 

P

 

• Material showing the development

     
 

and history of the City. (Historical Value)

     
         

18

Indices

     
 

• Cross-reference indices to Council

P

 

P

 

legislative actions

     
         
19 Petitions 8 mos. after    
 

• Referendums

Election

   
 

• Recalls

Date

   
 

• Initiatives

     
         

20

Petitions (other than in 19)

AR

2

2

         

21

Real Property Files

P

 

P

 

• Deeds

     
 

• Covenants running w/land

     
 

• Index of sewer hook-ups

     
 

• Deeds for the City Parks/Trails

     
 

• Easements

     
 

• Street Vacations

     
 

• Road Deeds

     
         

22

Claims Files

C

10

C+10

 

• Correspondence

     
 

• Claim Forms

     
 

• Court Decisions

     
         

23

Workers Comp. Files

C

10

C+10

 

(Note: Confidential Record)

     
         

24

Statements of Economic Interest

  • City Council (duplicate record: orig. stmt Filed with FPPC

2

2

4

 

  • Planning Comm. (duplicate record: orig. Stmt. Filed with FPPC

2

2

4

 

 

  • Designated Positions (original stmts.)

2

5

7

P=Permanent; E=Expiration; C=Completed/Closed; AR=Annual Review; T=Termination (City Vehicles = retain records until 5 yrs after sale of vehicle.

JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: CITY MANAGER

The following list of official record series was eligible for destruction on January 1, 2002. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule.

Record Number Series Description Records Eligible for Destruction

1

Activity Reports

1998 and prior

2

Budget Files

1993 "

3

Correspondence & Subject Files

1997 "

4

Correspondence – Chronological Files

1994 "

5

Grant Files (Completed)

1995 "

6

Legal Opinions

1991 "

7

Claims Files (Closed)

1991 "

8

Personnel Applications

1999 "

9

Personnel Cards, Full time Employees

1976 "

11

Personnel Records, Full time Employees

1981 "

12

Personnel Records, Part time Employees

1981 "

13

Friday Administrative Report

1995 "

14

Treasurer’s Annual Reports

1991 "

15

Treasurer’s Ledgers

1991 "

16

Treasurer’s Monthly Reports

1991 "

17

Treasurer’s Warrant Register & Requests for Warrants

1996 "

18

Animal Control Files

1999 "

19

Public Art

1991 "

20

Community Forum Files

1991 "

22

Film Permits

1997 "

23

Parking Citation Disposition Forms

1999 "

24

Cable Television Advisory Board

1991 "

JANUARY 2002
RECORDS RETENTION SCHEDULE
CITY MANAGER'S OFFICE

     

TOTAL YEARS RETAINED

NO

SERIES DESCRIPTION

ACTIVE

INACTIVE

TOTAL

1

Activity Reports

1

2

3

         

2

Budget Files

3

5

8

 

Operating budget.

     
 

Calculations

     
 

Reports & Supporting Documents

     
         

3

Correspondence & Subject Files

1

3

4

         

4

Correspondence-Chronological Files

2

5

7

 

Correspondence Duplicate Series.
Official copy in City Manager's Subject Files.

     
 

Sheriff's Dept. Correspondence

     
         

5

Grant Files

E+6

E+6

 
 

Grant application and other related documents

     
         

6

Legal Opinions

5

5

10

 

Correspondence with the City Attorney

     
         

7

Claims Files

C

10

C+10

         

8

Personnel Applications

2

 

2

         

9

Personnel Cards Permanent Employees

T

25

T+25

 

Reference Card With Dates Of Employment, Positions, Pay Rate.

     
 

Confidential Record

     
         

10

Personnel Handbooks

P

 

P

         

11

Personnel Records, Full Time Employees

T

10

T+20

 

Correspondence

     
 

Pay Rate Form, Evaluations, Vacation And Sick Leave Requests

     
 

Confidential Record

     
         

12

Personnel Records, Part Time Employees

 

5

T+20

         

13

Friday Admin. Report

2

4

6

         

14

Treasurer's Annual Reports

2

8

10

         

15

Treasurer's Ledgers

2

8

10

 

Chronological ledgers used to prepare City Treasurer's Report

     
         

16

Treasurer's Monthly Reports

2

8

10

         

17

Treasurer's Warrants

1

4

5

 

Register and Requests for Warrants Form

     
 

Duplicate copies of checks

     
         
     

TOTAL YEARS RETAINED

NO

SERIES DESCRIPTION

ACTIVE

INACTIVE

TOTAL

         

18

Animal Control Files

AR

2

AR+2

 

Correspondence,

     
 

Statements

     
 

Invoices,

     
 

Policies (duplicate of SPCA files)

     
         

19

Public Art

4

6

10

 

Research Material

     
 

Scrapbooks

     
 

Committee Agendas/Minutes

     
 

Zone 1 thru 5 Slides

     
 

Misc. Correspondence

     
       

20

Community Forum Files

3

7

10

 

Post Office permit

     
 

Tax Records

     
 

Financial Statements

     
         

21

City Newsletter

1

P

P

 

A copy of each City Newsletter publication

     
 

(Historical value )

     
         

22

Film Permits

 

4

4

 

Application For Permission To Film In The City

     
 

Correspondence.

     
 

Insurance Certificates

     
         

23

Parking Citation Reports

2

 

2

 

Admin. Review Disposition Forms

     
         

24

Cable Television Advisory Board

6

4

10

 

CATV Board Minutes

     
 

Grant Application Guidelines

     

25

Digital Video Disks (DVD)

City Council Meetings

Planning Commission Meetings

Special City Committee/Commission Meetings

P

 

P

A=Audit; C=Completion; E=Expiration; T=Termination; S=Superseded; and, P=Permanent.

JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: FINANCE DEPARTMENT

The following list of official record series was eligible for destruction on January 1, 2002. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule.

 

Record Number

 

Series Description

Records Eligible for Destruction

1

Accounts Payable

1996 & prior

2

Accounts Receivable

1996 "

3

Finance Department Budgets

1999 "

5

Bank Reconciliation Files

1991 "

6

Budget Files (duplicate)

2000 "

7

Business License & Business Tax Registration

1996 "

8

Business License Reports

1994 "

9

Cancelled Checks

1994 "

10

Cash Journal

1996 "

11

Cash Receipts

1996 "

12

Correspondence & Subject File

1996 "

13

Correspondence – Chronological

1996 "

14

Demand/Warrant Register & Control

1996 "

15

Special District Files

1990 "

16

Duplicate Check Record

1997 "

17

Expenditure & Revenue Ledgers

1996 "

18

General & Subsidiary Ledgers

1981 "

19

General & Subsidiary Ledgers (Monthly)

1996 "

20

General & Subsidiary Ledgers (Annual)

1981 "

21

Health & Benefit Reports

1996 "

22

Journal Vouchers

1991 "

23

Ledger Reconciliation

1998 "

25

Payroll Records

1991 "

26

Payroll Reports

1991 "

27

Purchase Orders (Duplicate Record)

2000 "

28

Report of Accounts

1991 "

29

Retirement Records

1986 "

30

Revenue Folders

1996 "

31

Time Sheets

1991 "

32

Trust Deposit Records

1991 "

JANUARY 1, 2002
RECORDS RETENTION SCHEDULE
FINANCE DEPARTMENT

     

TOTAL YEARS RETAINED

NO

SERIES DESCRIPTION

ACTIVE

INACTIVE

TOTAL

1.

Accounts Payable

3

2

5

 

Yellow Copy Of Check

     
 

Approved For Payment Invoices

     
 

Purchase Order

     
         

2.

Accounts Receivable

3

2

5

 

Invoices

     
 

Adding Machine Tapes

     
 

Correspondence

     
 

Itemized Statements

     
         

3.

Finance Department Budget Files

2

-

2

         

4.

Auditor's Reports

A+5

P

P

 

City Auditor Reports

     
 

State Controller

     
 

Special Audits

     
 

Auditor's Recommendations

     
 

The City Auditor's Reports Are Held In The Office Until The Next State Or Special Audit, Plus Five Years. All Audits Are Held Permanently.

     
         

5.

Bank Reconciliation

3

7

10

 

Bank Statements

     
 

Copies Of Deposit Records

     
 

Notes

     
 

Work-Sheets

     
         

6.

Budget Files

AR

 

AR

 

Drafts of dept’s. proposed budget.
Duplicate series. (Note: Original in each dept.)

     
         

7.

Business License And Business Tax Registrations

E+2

3

5

 

Business Registration Certificates

     
 

Business Tax Registration

     
 

Business License Application

     
         

8.

Business License Reports

5

2

7

 

Yearly report of business licenses registered

     

 

     

TOTAL YEARS RETAINED

NO

SERIES DESCRIPTION

ACTIVE

INACTIVE

TOTAL

9.

Cancelled Checks

3

4

7

 

Cancelled Checks
Except Those Related To The Purchase Of Real Property

     
         

10.

Cash Journal

3

2

5

         

11.

Cash Receipts

3

2

5

 

Cash Receipt

     
 

Adding Machine Tape

     
 

Input Worksheets

     
 

Bank Deposit Receipts

     
         

12.

Correspondence & Subject File.

AR

5

AR+5

 

Correspondence & reports

     
         

13.

Correspondence Chronological Files

AR

5

AR+5

 

Copies Of Finance Services Correspondence
Used For Quick Reference

     
 

Receipts

     
 

Work Papers

     
         

14.

Demands/Warrant Register & Control Files

3

2

5

         

15.

District Files

2

9

11

 

Includes Parks & Recreation (Miraleste & Rancho Ridgecrest)

     
 

District Files

     
 

Assessment Districts

     
 

Correspondence

     
 

Bank statements

     
 

check stubs

     
 

Invoices

     
         

16.

Duplicate Check Record

1

3

4

 

Copy of cancelled City checks

     
 

(Note: This is a Duplicate series. Official copy in Accounts Payable files.)

     
         

17.

Expenditure & Revenue Ledgers (Monthly)

3

2

5

 

Includes Trust Fund Register

     
         

18.

Expenditure & Revenue Ledgers

3

17

20

         

19.

General & Subsidiary Ledgers (Monthly)

3

2

5

 

Includes Capital Projects

     
 

Subsidiary Ledger

     

 

     

TOTAL YEARS RETAINED

NO

SERIES DESCRIPTION

ACTIVE

INACTIVE

TOTAL

20.

General & Subsidiary Ledgers (Annual)

3

17

20

         

21.

Health And Benefits Reports

AR+2

3

AR+5

 

Includes eligibility for medical insurance and other city benefits.

   
         

22.

Journal Vouchers

3

7

10

         

23.

Ledger Reconciliations

3

-

3

 

Worksheets

     
         

24.

Operating Budget

5

P

P

         

25.

Payroll Records

2

8

10

 

Bank Statements

     
 

Bank Deposits

     
 

Tax Report Records

     
 

Payroll Workpapers And Reports

     
 

Insurance Records

     
 

Vacation Reports

     
 

Warrant Control Sheets

     
 

(Confidential Records)

     
         

26.

Payroll Reports

2

8

10

 

Tax Reports

     
 

Payroll Deduction Register

     
 

Master Payroll Status Report.

(Note: This A Confidential Record.)

     
         

27.

Purchase Orders

1

 

1

 

(Note: This is a Duplicate record for use by the Accounts Payable Clerk. Original purchase orders in Accounts Payable Files.)

     
         

28.

Reports Of Accounts

3

7

10

 

Monthly Reports of Appropriations

     
 

Encumbrances

     
 

Preliminary Demand Register

     
 

Statement of Expenditure and Revenue

     
 

Revenue Journal

     
 

Expenditure Journal

     
 

Month-End Adjustments

     
         

29.

Retirement Records

3

12

15

 

Benefits eligibility

     

 

Duplicate Series.
(Note: Official record held by PERS, SACRAMENTO., CA)

     

 

     

TOTAL YEARS RETAINED

NO

SERIES DESCRIPTION

ACTIVE

INACTIVE

TOTAL

30.

Revenue Folders

3

2

5

 

Invoices

     
 

Check Stubs

     
 

Cash Receipts

     
 

Adding Machine Tapes

     
 

Correspondence

     
         

31.

Time Sheets

1

9

10

 

Timekeeping records for City personnel.

     
 

(CONFIDENTIAL Record.)

     
         

32.

Trust Deposit Records

3

7

10

 

Ledger Sheets for Inidual TD’s

     
         

33.

Finance Advisory Committee Agenda

2

3

5

         

34

Finance Advisory Committee Agenda Packets

1

1

2

         

A=Audit; AR=Annual Review; C=Completion; E=Expiration; T=Termination; S=Superseded; P=Permanent.

JANUARY 2002

DESTRUCTION SCHEDULE

DEPARTMENT: PLANNING, BUILDING, & CODE ENFORCEMENT

The following list of official record series was eligible for destruction on January 1, 2002. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule.

Record Number Series Description Records Eligible for Destruction

6

Correspondence & Chron. Files

1991 and prior

8

Development Code Enforcement Files

1991 "

15

Open Planning Applications (Completed)

1999 "

21

Subject Files

1999 "

January 2002

RECORDS RETENTION SCHEDULE

PLANNING, BUILDING & CODE ENFORCEMENT

   

YEARS OF RETENTION

NO.

SERIES DESCRIPTION

ACTIVE

INACTIVE

TOTAL

1.

Address Files.

P

 

P

 

Control Sheet For Applications

     
 

Building Permit Applications

     
 

Certificates Of Fire

     
 

Warning notice, Planning

     
 

Applications, Signed Permits

     
 

Staff Reports & Correspondence

     
         

2.

Certificates of Compliance

P

 

P

         

3.

Certificates of Compliance Files

P

 

P

 

Correspondence/Notes

     
 

Reports

     
 

Lot Line Adjustments

     
         

4.

Coastal Permit Hearing Minutes

P

 

P

         

5.

Conditional Use Permit & Variances

P

 

P

 

Background Files Including Action Information Sheet

     
 

Correspondence

     
 

Environmental Documentation

     
 

Staff Reports

     
 

Material Samples

     
 

(Note: Provides background to decision to Grant or refuse permit.)

     
         

6.

Correspondence & Chronological Files

1

9

10

 

Copies of Correspondence Used For Quick Chronological Reference.

     
         

7.

Development Code Amendments

P

 

P

 

Rev. & Zone changes

     
 

Action Information Sheet

     
 

Correspondence

     
 

Maps

     
 

Environmental Documentation

     
 

Zone Changes

     
 

Specialized Subject Files That Document Dept’s. Administration Of Code.

     
         

8.

Development Code Enforcement

C

10

C+10

 

Correspondence

     
 

Investigation Requests

     
 

Maps

     
   

YEARS OF RETENTION

NO.   SERIES DESCRIPTION ACTIVE INACTIVE TOTAL

9.

Environmental Assessment & Determination Notices

P

 

P

         

10.

Environmental Impact Reports

P

 

P

         

11.

Gen. Plan & Coastal Plan Amendments Files.

P

 

P

 

Correspondence

     
 

Maps

     
 

Environmental Documentation

     
 

Action Information Sheets

     
 

Staff Reports / Work papers

     
 

Contracts

     
 

Reports, Hearings

     
 

Specialized Subject Files Documenting Dept’s. Administration of the Plan

     
         

12.

Geologic & Soils Reports

P

 

P

 

Historical Value

     
         

13.

Index Log Books

P

 

P

         

14.

Non-residential bldg. Plans.

P

 

P

 

Approved Plans For Commercial & City Projects.

     
         

15.

Planning Applications

AR

2

AR+2

 

Planning Applications

     
 

Requests For Approval Of Project & Supporting Documents Pending Decision.

     
         

16.

Parcel Map Files

P

 

P

 

Maps

     
 

Copy of Planning Commission Resolutions

     
 

Parcel Info. Sheet

     
 

Notice Of Hearing

     
 

Environmental Documentation

     
 

Staff reports

     
 

Geologic Reports

     
 

Correspondence

     
 

Note: A Copy of parcel maps is retained per Item No. 20 on this schedule.

     
         

17.

Parcel Maps – Reference Copy

S

 

S

         

18.

Plng. Comm. Mins. & Resolutions

P

 

P

         

19.

Reference Maps

Mixed land use reference maps

S

 

S

 

   

YEARS OF RETENTION

NO.

 

SERIES DESCRIPTION

ACTIVE

INACTIVE

TOTAL

         

20.

Reproducible Maps

S

 

S

 

Includes Reproducible Copies Of Parcel & Tract Maps

     
 

Official Copy In County Recorder’s Office

     
         

21.

Subject Files

AR

1

2

 

Correspondence

     
 

Reports

     
 

Surveys & Work papers

     
         

22.

Tract Map Files

P

 

P

 

Tract Maps

     
 

Action Information Sheets

     
 

Environmental Documentation,

     
 

Geological Reports

     
 

Staff reports

     
 

City Council Resolutions & correspondence

     
 

Note: A copy of tract maps is retained per item No. 20 on this schedule.

     

AR=Annual Review; C=Completion; S=Superseded; P=Permanent;

JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: PUBLIC WORKS

The following list of official record series was eligible for destruction on January 1, 2002. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule.

 

Record Number

 

Series Description

Records Eligible for Destruction

1

Activity Reports (Duplicate Record)

2000 and prior

2

Budget Files

1999 "

3

City Council Agendas (Duplicate File)

June 2001 "

5

Contractor Invoices to City

1996 "

6

Subject & project files (completed)

1991 "

7

Chronological Files

1996 "

8

Highway Permits (completed)

1994 "

9

Improvement Undergrounding & Maint. Dist. Files (completed)

1990 "

11

L.A.County Rd. Dept Service Requests (completed)

1996 "

12

L.A.County Engineering Dept. Service Requests (completed)

1996 "

13

Maint. Records: Streets, Roads, Sidewalks & Tree Removal

1991 "

14

Radar Speed Studies

1996 "

15

Telephone Logs

1999 "

16

Time Sheets

1995 "

JANUARY 1, 2002
RECORDS RETENTION SCHEDULE
PUBLIC WORKS DEPARTMENT

   

YEARS OF RETENTION

NO

SERIES DESCRIPTION

ACTIVE

INACTIVE

TOTAL

1.

Activity Reports

1

 

1

 

City Manager Friday Report

     
 

Department Director's Activity Reports (Note: this is a duplicate series. Orig. report in City Mgrs. Office )

     
         

2.

Budget Files

1

1

2

 

Details of Department Budget

     
         

3.

City Council Agendas

(duplicate record)

6 mo.

6 mo.

 

         

4.

Maps and Plans

T

2

T+2

 

• Rights-of-Way

     
 

• Landscape Plans

     
 

• Drainage Maps

     
 

• Aerial Maps

     
 

• Aerial Photographs

     
 

• City Maps

     
 

• Maintenance & Improvement Maps

     
 

• Assessment District Maps

     
 

• Contour/Topographic Maps

     
 

• Engineering Drawings

     
 

• Grading Maps/Plans

     
 

• Park Plans

     
 

• Del Cerro

     
 

• Ryan Park (formerly Rancho Palos Verdes Park)

     
 

• Hesse Park

     
 

• Ladera Linda

     
 

• Clovercliff

     
 

• Civic Center Undergrounding

     
 

• Traffic Control Devices

     
         

5.

Contractor Invoices to City

2

3

5

 

• Billing information for work performed for the City including

     
 

cost data by personnel level

     
 

Purchase Orders

     
 

Note: These invoices and purchase orders filed by fiscal year.

     

 

   

YEARS OF RETENTION

NO

SERIES DESCRIPTION

ACTIVE

INACTIVE

TOTAL

6.

Subject and Project Files

C+1

9

C+10

 

• Correspondence with attachments

     
 

• Inter-office memos

     
 

• Staff Agenda reports

     
 

• Follow-Up Action

     
 

• Federally/State Funded Projects

     
 

• Requests for Proposals (RFP's)

     
 

• Proposals

     
 

• Contracts (duplicate: original with City Clerk’s Office)

     
 

• All supporting data

     
 

• Sub-contractor timesheets and invoices

     
 

• Grant files

     
         

7.

Chronological files

1

4

5

 

Copies of all correspondence (Used for quick reference)

     
         

8.

Highway Permits

C+1

6

C+7

 

• Utility Permits

     
 

• Dumpster Permits (Residents)

     
 

• Contractor Permits (Note: Completion at expiration)

     
         

9.

Improvement Undergrounding and Maintenance District files:

1

10

11

 

• Correspondence

     
 

• Work papers

     
 

• Reports

     
 

• Agreement to Participate and associated documents

     
         

10.

Inventory of Road Infrastructure

S

 

S

 

• Road signs

     
 

• Striping

     
         

11.

Los Angeles County Road Department Service Requests

C+1

4

C+5

 

• Service Request forms and related documents

     
         

12.

Los Angeles County Engineering

C+1

4

C+5

 

Department Service Requests

     
 

• Service Request forms and related documents

     
         

13.

Maintenance Records:,

2

8

10

 

Streets, Roads

     
 

Sidewalks, and Tree Removal

     
 

• Maintenance Schedule

     
 

• Maintenance Service Requests

     
 

• Summary Reports • Accident Reports

     

 

   

YEARS OF RETENTION

NO

SERIES DESCRIPTION

ACTIVE

INACTIVE

TOTAL

14.

Radar Speed Studies

. Accident Reports

1

4

5

         

15.

Telephone Logs

1

1

2

         

16.

Time Sheets

1

5

6

 

• Timesheets for Contractor labor

     
 

• Documents invoice to City

     
         

17.

Traffic Committee Minutes

P

 

P

T = Termination (when facility has been dismantled.) P = Permanent. E = Expiration (upon expiration date). C = Completion (when project has been completed).

JANUARY 2002
DESTRUCTION SCHEDULE
DEPARTMENT: PARKS & RECREATION

The following list of official record series was eligible for destruction on January 1, 2002. The Record Number refers to the Department’s retention schedule and the Series Description refers to the type of record as it appears on that schedule.

Record Number Series Description Records Eligible for Destruction

1

Activity Reports

2000 and prior

2

Budget Files

1991 "

3

Cash Receipts

1994 "

4

Correspondence & Subject Files

1996 "

5

Rec & Park Committee Files

1994 "

6

Rec. & Parks Facilities Logbook

1995 "

7

Facilities Use Permit

1996 "

8

Recreation Class Reports (REACH)

1998 "

9

Timesheets (duplicate record): full and part time

2000 "

JANUARY 2002
RECORDS RETENTION SCHEDULE
RECREATION AND PARKS

   

YEARS OF RETENTION

NO

SERIES DESCRIPTION

ACTIVE

INACTIVE

TOTAL

1

Activity Reports

1

 

1

 

• Dept Director's Activity Report

     
 

(Note: Duplicate Series Official copy in CM's office)

     
         

2

Budget Files

5

5

10

 

• Details re departmental budget

     
         

3

Cash Receipts

2

5

7

 

• Cash Receipt Forms/MC, Visa

     
         

4

Correspondence & Subject Files

1

4

5

 

• Correspondence

     
 

• Reports

     
         

5

Parks & Recreation Committee Files

2

5

7

 

• Reports

     
 

• Correspondence

     
         

6

Parks & Recreation Facilities log book

1

5

6

 

• Logs and staff activities

     
 

• Park Inspections

     
 

• Public Works Work Orders

     
         

7

Facilities Use Permits & Contracts

2

3

5

         

8

Recreation Class Reports

3

 

3

 

• Applications & confirmation sheets(REACH only)

     
         

9

Timesheets - Permanent & Temporary

1

 

1

 

(Duplicate Record original in Fin. Dept.)

     
         

10

Rec. & Parks Comm. Minutes

P

 

P