RES-2008-198RESOLUTION NO. 2008 -198
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ANAHEIM APPROVING A RECORDS RETENTION
SCHEDULE FOR THE PUBLIC WORKS DEPARTMENT
WHEREAS, Section 34090 et seq. of the Government Code of the State of California
(the "Records Retention Law requires the retention and provides for the destruction of certain
records, documents, instruments, books and papers of the City; and
WHEREAS, to implement and assure compliance with the provisions of Section
34090 of the Government Code, Section 1.10.100 of the Anaheim Municipal Code requires each
department of the City of Anaheim to develop a records retention schedule for all municipal records
in the custody of such department which schedule shall be deemed the official records retention
schedule for such department upon the approval thereof by the City Council; and
WHEREAS, in accordance with the aforesaid provisions and requirements, the Public
Works Department (the "Department has heretofore developed a records retention schedule for all
records in the custody of the Director of said Department which schedule has heretofore been
approved by the City Council; and
WHEREAS, it is proposed to make certain changes to said schedule which changes
will conform to the aforesaid provisions and requirements of law; and
WHEREAS, the Records Policy Committee of the City of Anaheim has reviewed the
Records Retention Schedule and recommends approval thereof; and
WHEREAS, the City Council concurs with the recommended Records Retention
Schedule as hereinafter set forth.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Anaheim that the Records Retention Schedule for the Public Works Department, as more particularly
set forth in Exhibit "A" attached hereto and incorporated herein by this reference, is hereby
approved.
THE FOREGOING RESOLUTION is approved and adopted by the City Council of
the City of Anaheim this 18th day of November 2008, by the following roll -call
vote:
AYES: Mayor Pringle, Council Member Hernandez, Galloway, Kring
NOES: NONE
ABSTAIN: NONE
ABSENT: Council Member Sidhu
ATTEST:
CITY CLERK OF THE CITY OF ANAHEIM
70998.1 /bgranato
MAYOR OF THE CITY bF ANAHEIM
70
T
T
b
b
w a
a
A x
z g 4t
0
z
W
F
A
0
W U
W
d
z
Q
W
0 cA
U
Q
L
w
ew
C
i. v
a) i
az C
3 C
O Pp
L 2
C .w
C
rn
O C D
co
6
ev
Q
C
C
6,
L V1
03 6
as 00
o o
O
kg: ty CA
COMMENTS
Record copy: City Clerk
Retention starts with
Notice of Completion.
Retention starts with
Notice of Completion.
1 AUTHORITY
1 36 CFR 64.11
dG
060t'£DD
au i
dG
060t'£DD
TIT
dG
dG
06017£DO
dG
060f£DO
06017£3O
060ti£DO
dG
dG
(u)££9 RID £Z
dG
1 RETENTION
CY +5Y
rvcv
AS +AD
T T
AS +AD
a
A S +Z
A S +AD
CY +2Y
CL +4Y
CL +4 Y
CY +4Y
CLASS
Correspondence
Correspondence
Minntec
Reports
aouapuodsauo3
Correspondence
Case Files
Reports
Document
Working File
Working File
s go-1
RECORDS SERIES
Group No. 0322 TRAFFIC OPERATIONS
Railroad, Correspondence,
1
School Traffic Safety
I
i
1 School Traffic Safety Committee
I
l
Traffic Counts
I
I
Traffic Engineer General
1
I
spu2! °lua u
1
I
Traffic Signals, Contracts
I
Traffic Signals, Inventory
I
Transportation Permits
1
Group No. 0326 INSPECTION
1
Capital Projects
Federal Projects
Inspector Diaries
L
ral
Flo
z
Q
Retention starts with
Notice of Completion;
not destroyed until after
Audit; Record copy: City
Clerk
Copy maintained in
department; original with
County
Retention starts with
Notice of Completion;
not destroyed until after
Audit; Record copy: City
Clerk
PDF stored in Laserfiche
PDF ctnn.rl in T.ae.rft'bP
AUTHORITY
060l£3D
GC34090
DP
060t£DD
0601£D9
060t'£JD
dQ
Subdivision Map
Act
23 CFR 633 (a) (c)
DP
060t£09
GC34090
GC34090
dU
060f£DD
060i£DD
AL +AD
CY 3 Y
AL +A3
aaaaaa
CLASS
sdew I
Contracts
sdew
sdnw
SUId
Working Files
831t3 asg3
s10a.11uoD
Plans
Case Files
Case Files
Reports
S Uid
RECORDS SERIES
OI\IRWINIIOMa ZZ£0 'oki dn. noj 1
s)11Murt10u0g 1
capital Projects
sxoog 011 31.1I1 .101110T)
city Maps, Miscellaneous
city Projects
city Projects
Compliance Certificates
Federal Projects
Uradmg Plans
Grading Plans General
Grading Plans Tracts
rryaroiogy calculations 09 Statistics
i
improvement Plans (ST /SW /SD)
Lot Line Adjustments
L
ral
Flo
z
Q
i
COMMENTS 1
Copies maintained in
department; originals with
County
Copies maintained in
department; originals with
County
i
Acquisition agreements,
original deeds: City Clerk
i
1
060t£30 1
060t£3D
dQ
060t£DD
1 GC34090
I GC34090d
I GC34090d
060t£DD
060t£DO
060t£3D
GC34090a
GC6254
GC34090a
GC6254
GC34090a
GC6254
RETENTION
CY +5Y
L CY +5Y
a,
CY +3 Y
a
AS-FAD
AL +AD
CLASS
solid asu3
sduw
Case Files
Case Files
sdcw I
Reports
Reports
Working Files
sduys
sduw
Case Files
Case Files
Case Files
RECORDS SERIES
I Group No. 0322 ENGINEERING (Cont.)
s uW lo
c
sduyv laarrej
I Permits, Right of Way Construction (RCP)
i
Plan Checks for Building Permits
c,,
tuauruS!IVV asiaoad I
Soils Reports Flatland
Soils Reports Hillside
sa!pntS
sdj, j pz000g /caning
E
sduW touj.T.
Group No. 0322 REAL PROPERTY I
1
City Owned Property Sale /Acquisitions
Acquisition/Sale (non Federal)
Acquisition/Sale (Federal)
a
z
0
ata
00
O
O
N
O
0
a)
CITY OF ANAHEIM RECORD RETENTION SCHEDULE
Record copy: Risk
Management (OSHA
Form 2001
Personnel
1 AUTHORITY
al
(n) ££9 2I,3D £Z
dU
arlauaD
dU
dU
allauOD
dG
dU
ailau3D
apOTIOD
auau3D
U
U
fir"
N
OUOu3D
Generic
I CL +4Y
CL +4Y
CL+2Y
A Z +AD
1 CY+3Y
AZ +AD
CY+2Y
CY+2Y
I A +AD
CY+3Y
1 AZ +AD
A
AD
AS +'1�
AZ +A3
CY+2Y I
AD
CY+3Y 1
CY +3 Y
A +AD
CLASS
Working Files
Working Files
suuo,d
Reports
s0aionui
Reports
Reports
Reports
131110
Other
131110
siiodog
Contracts
131110 I
suuo3
Other
131110
1 RECORDS SERIES
AaAllf1S 9Z£0 'o�T dno.lf I
Capital Projects
Federal Projects
Group No. 0321, 0322, 0325, 0326, 0327,
0328 ALL
Accident Investigations
Accounting
I Accounts Payable
Attendance Statistical Series
Billings, AMEA for staff time
0m!JJe1s JO M TfTT `s2uijTig
Budget (as submitted)
Budget (work sheets)
1 s3T1Li(T `srepuaT>;:1
Cellular telephone charges
Contracts
Correspondence, General
Delivery Requests
Equipment Manuals
1 amen asuadxq
Financial Records (Departmental)
i
Interdepartmental Charges
00
O
O
N
O
0
a)
CITY OF ANAHEIM RECORD RETENTION SCHEDULE
cr
o
in
cn
cu
cn
cn
nzs
cts
Y
Record Copy: City Clerk
COMMENTS
o110u0D
0!10400
Generic
dQ
I Generic
Generic
Generic
31.101.130
dQ
GC 34090
Generic
D
C7
a)
C7
1 ou0u0D
dQ
RETENTION
1 CY +3Y
AZ +AD 1
AZ +AD
AD
AZ +AD
AZ +AD
A b +Z
AS +I
AS-FAD
AZ +AD
CY +2Y 1
CY +2Y
CY +3 Y 1
CY +2Y 1
CY +2 Y
CY +2 Y
A
AD
CLASS
s i.i o d o g
Other
Other
Documents
10
Reports
sOli
Files
Other
1043p
Minutes
Reports
Other 1
Minutes
Reports
Sol
Reports
W,
W
Z
0
I
RECORDS SERIES
Group No. 0321, 0322, 0325, 0326, 0327,
0328 ALL (Cont.)
inventories
itineraries
I
Material Drawn From Stock
Memoranda of Understanding
i
I
I organization Chart
1 T 11
I
TTO1XL.i
Personnel Records
I
I
Personnel Records, Workers Compensation
s
Policies, Procedures Departmental
c
Purchase Orders
Satety Meeting
Satety Statistics
i
Osuao!Z OI M3JOS
Start Meetings
i
E
Start Reports (to City Council)
I
1 elephone Messages
telephone Usage
1 icket requests (complimentary)
cr
o
in
cn
cu
cn
cn
nzs
cts
Y
Record Copy: City Clerk
COMMENTS
1 COMMENTS
Record copy: City Clerk I
Utility Cut Sheets,
Traffic Signal /Signage
work orders.
Reimbursement damages
to City property,
Accident billings.
1 AUTHORITY
Generic
29 CFR 516.5
1 Generic
1 Generic
Cal OSHA 1220-
0029
060b£DD
dU
dU
060l£JD
Generic
1 dU
060t'£DD
dU
l RETENTION
A9 +V
AZ +AD
AZ +AD
CY +5 Y
CY +2Y
I CY +2Y
A +V
CY +2Y
CY +2 Y
CY +2 Y 1
1 AZ +AD
AL +AD
A9 +13
CL +2 Y
CLASS
zauto
siodaj
suuo3
s5o1
Documents
Case Files
salt3
Correspondence
Document
Files 1
sa .1
aw
Reports
Reports
RECORDS SERIES
Group No. 03121, 0322, 0325, 0326, 0327,
0328 ALL (Cont.)
I
pau2!s `staa45 auI!I
Variance (Budget)
Work Requests
1 Group No. 0325 OPERATIONS
CAL /OSHA
i
1 Citations, Street Sweeping
I Claims (against the City)
I
Disaster work
Maintenance (interdivisional)
I
Request For Work
i
Safety Program
1
sand taargnS
Group No. 0327 FLEET FACILITY 1
Accident Industrial (IA)
Accident Non vehicular
Accident Notice to Bill
I
aq
C
C
0
L
1 Record cony- A ernnntina I
Used oil, anti- freeze
?.LO J A4LJ :AaoD pioaag
Record cony! A I
Air Tank, AQMD,
Elevator, Fire -Fuel
Dispensing.
1 AUTHORITY
dU
dU
CCP 337
DP
dU1
dU
dU
IZ*ZZ IUD Of/
tVHSO 1eD
dU
dU
0601 DD
dU
dU
CCP 337
dU
CCP 338(k)
GC34090
1 dU
dU
A Z +AD
A Z
A9 +AD
AL +AD 1
AL +AD
AS +A3
A17+Z
Ai +AD
CY +3 Y
a
A Z +AD
a
CY +2 Y
CLASS
asuqema
Reports
sBol
Reports
Reports
Reports
Reports
Documents
Reports
Reports
Reports
spodau
Reports
Documents
s1aRIluoD
1 RECORDS SERIES
Group No. 0327 FLEET FACILITY
(Cont.)
Fire Extinguisher tickler file
Fixed Assets
Fuel Consumption
1
I Fuel Operating Cost
Fuel operating cost by equip, by class (FTA
120A)
aSgsn auilosen
Hazardous Waste Manifests
Insurance Certificates (contracts)
inventory, Retired by equip (FTA175A)
Inventory, Vehicle, Annual
1
Invoices, Fleet
1
Invoices, Fuel
Udometer Readings
salnai;i 10;) /SliuuM
S23E41.107 30IAJOS
1
Tailgate Meetings (safety) 1
C
C
0
L
COMMENTS
I
Use of vehicles by City
departments
f
AUTHORITY
dU
dU
I
dU l
dQ
dU
RETENTION
CY +3 Y
AZ AD
AST +AD
AL +V
A S +I
CLASS
s3o doN
Reports
Specifications
s0Ti3
Specifications
RECORDS SERIES
Group No. 0327 FLEET FACILITY
(Cont.)
Telephone Bills (City, internal)
Vehicle billings
Vehicle Specifications
saIOT4 A
Vehicles, Retired