RES-2006-080RESOLUTION NO. 2006-080
A RESOLUTION OF THE CITY COUNCII, OF THE
CfTY OF ANAHEIM APPROVING THE RECORDS
RETENTION SCHEDULE, FOR THE COMMUNITY
SERVICES DEPARTMENT
WHEREAS, Section 34090, et seq., of the Government Code of the State of
California provides for the retention and destruction of certain records, documents,
instruments, books and papers (hereinafter "records"); and
WHEREAS, in accordance with the provisions of Section 34090 a Records
Retention Schedule was previously approved by the City Council for the Community
Services Department; and
WHEREAS, changes have been recommended to the Records Retention Schedule
for the Record Series in the Community Services Department as shown on the attached
exhibit; and
WHEREAS, the Records Policy Committee of the City of Anaheim concurs in
these changes; and
WHEREAS, the City Council concurs in these recommended changes to the
Records Retention Schedule for the Community Services Department.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of
Anaheim that the Records Retention Schedule for the Community Services Department,
as amended, and as more particularly described in Exhibit "A" attached hereto and
incorporated herein by this reference is hereby approved.
THE FOREGOING RESOL ION is hereby roved and adopted by the City
Council of the City of Anaheim th' 9th day o y ,2006.
MAYOR F THE CITY OF HEIM
A
C LER F CITY OF ANAHEIM
APPROVED AS TO FORM:
CITY ATTORNEY
ATTEST: AYES: Mayor Pringle, Council Members Sidhu, Hernandez, Galloway, Chavez
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY SERVICES
AGENCY NO: 213
PREVIOUS RESOLUTION NO.
DATE APPROVED:
Program Name: ~Hnn-aa~Services, Nelg~q~ood Services; imt.'~tratiio~,.Lii~~rer~~~e.~Rec~e+~atioir~`-. '~~~~1f ~Cs~;.~.:ree~ ~ .
Maintenance, Therapeatic, Na ~ S~'~ ~ ~ ~°g~iies;:Facilities, ~Cl~,sse~ ai~d~~::ialquualtics. Xou~~ . ;:~, ~ `~ ~ioti :S ~ ~.. ~ ~- r"~ ~:... Arts'..:`..; ~..
. tore, po .. ~~ pecis. a ~d°~ .
l~ .
Servi Communiit~~~. ~Cent~e ~ .NeI~ ~~ chood'~Cenfe ~ ~ Senior Citizen Cente ~ C$ ~ ~~ ~ -: ~::~.;:: ~.;.;:.:~:, •,:.: • . ~ ...
Program No.: T~1 i2, ~i 113,11 i4; ~4'101~,4i81, 41~~~1, 418~t; ~4212;.4.~~1~~3,:42,42, 42.43, 4~~ ... ~~ ..;'1~,~ 4273;~.4~F 4 ...5, A~6, 42'#7'; 424, 428Q.~42$1;
4283, 4700, ~724~, 7.246, 7278, 7287 ~ ~ ~ ~ ~~ ~ ~ ~ .. ~ ~ ~ ~ .~ .
. ....
.. ....
~Codes~abd~Deff~itioips.. '~:~:. ..~ ~.,.,,.,...;;;.::.~::~.:,...
Record Paper, correspondence, forms, photographs, microfilm, and audio tapes, maps, drawings, or other documents, including all copies
thereof, as well as originals (created by the City in the ordinary course of business) which directly relate to the functioning of the
or anization.
Non-record Material that does not relate directl to the functionin of the or anization; is not roduced b ors ecificall for, the or anization.
Retention Code ~. ~
A Audit as in after audit) DI Destro immediatel
CL Closed/Com letion
CV Current Version
CY Current Year
E Ex iration
EV Event
ET End of Term, Ex iration of Term QJk6~'~t~odesu.'
F Records ke t b fiscal rather than Calendar ear DP De artment Practice
L Life of contract, buildin or ui ment GC Government Code
LA Limited Access
P Permanent
T Termination (as in em to ment, contracts)
V Vital Record
WC While Current
Y Years
**If files are not audited within the retention period, they will be destroyed after seven (7) years; i.e. an `A+2Y' retention period will be
retained for seven years, if the file does not get audited within seven years it will be destroyed after the seventh year unless otherwise
stated in contracts.
5/8/2006 Page 1 of 11
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY SERVICES
AGENCY NO: 213
PREVIOUS RESOLUTION NO.
DATE APPROVED:
RECORD SERIES ~ ~: ~~ . ~ .CLASS ~ ~ ~ RETENTIt31~=,;: ~~~ .. ~ Q~~~~. ~ ~ ... ~ ~ . .
BOARDS, COMMITTEES, COMMISSIONS,
OUTSIDE AGENCIES
Boards, Commission Meetin s -Audio Ta s Minutes CY + 2 Y GC34090
Anaheim Motel Collaboration Fro am Files CY + 3 Y DP
Anaheim Public Information Inc. Pro am Files CY + 5 Y DP
Communit Services Board A endas CY + 2 Y DP Includes ackets
Communit Services Board Minutes P GC34090
Cultural & Herita a Commission A endas CY + 2 Y DP Includes ackets
Cultural 8c Herita a Commission Minutes P GC34090
Cultural Arts Commission, Historical Minutes P GC34090
East African Communit Center of O C A ndas CY + 3 Y DP
Family Care Consortium Case Files CY + 3 Y DP Grant, insurance
documents
Golf Commission A endas CY + 2 Y DP Includes ackets
Golf Commission Minutes P GC34090
Librar Board Minutes P GC34090
Mother Colon House Adviso Committee Minutes P GC34090 Disbanded 05/03
Park & Recreation Commission A endas CY + 2 Y DP Includes ackets
Park & Recreation Commission Minutes P GC34090
Senior Citizens Commission A endas CY + 2 Y DP Includes ackets
Senior Citizens Commission Minutes P GC34090
DEPARTMENT, GENERAL
ADMINISTRATION/GENERIC
Accidents Re rts CY + 5 Y DP
Accountin Re rts CY + 2 Y Generic
Ac uisitions, Develo ment, Other Pro rties Pro'ect Files P DP
Ac uisitions, Develo ment, Parks Pro'ect Files P DP
5/8/2006 Page 2 of 11
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY SERVICES
AGENCY NO: 213
PREVIOUS RESOLUTION NO.
DATE APPROVED:
RECORD SERIES ~ ~ ~ CLASS RE~'ENTION Ai;fR)(TY ' ~: . ~ . ~~ ~~OMMENTS~. ~.
DEPARTMENT, GENERAL
ADMINISTRATION/GENERIC Cont.
Advertisin & Marketin Promotions, Ads Files CY + 2 Y DP
Affirmative Action Re orts CY Generic
Annexations, City Files P DP Record Copy: City
Clerk
Annual, Fiscal Year Re orts CY + 2 Y DP
A raisals Re orts P DP
Attendance Statistical Series Re orts CY Generic
Audits Re orts A + 2 Y DP
Bid Lists Other CY + 2 Y DP
Brochure, Recreation Other CY + 2 Y GC34090
Bud et (Worksheets) Other CY + 3 Y Generic
Bud et (final as submitted) Re orts CY + 3 Y Generic
Calendars Other CY + 2 Y Generic
Ca ital Pro'ects Files P
Collection Officer receipts Forms CY + 2 Y Generic Record Copy: Finance.
Copy with submitting
de t.
Com laints Re rts CY + 2 Y DP
Contracts, Rental Other CY + 2 Y DP
Contracts, Talent Other T + 5 Y DP
Contracts, Tournament Other T + 10 Y DP
Contracts/Agreements, Administration Other T + 10 Y DP Record Copy: City
Clerk
Copies Other DI Generic Extra copies no longer
needed; research
materials publicly
available from other
sources (including
news cli in s)
S/8/2006 Page 3 of 11
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY SERVICES
AGENCY NO: 213
PREVIOUS RESOLUTION NO.
DATE APPROVED:
RECORD SERIES ~ CLASS RETENTION AUTH4RTf'.~` ~ COMMENTS ~~
DEPARTMENT, GENERAL
ADMINISTRATION/GENERIC Cont.
Comes ondence, General Files CY + 2 Y Generic
De artment Pro Re ort CY + 2 Y Generic Activit Re orts
De artment Pro'ects Files CY + 5 Y
De artmental Policies, Procedures Files WC + 5 Y Generic
Drafts Other DI Generic Office memos,
minutes, internal
reports, working files,
duplicating official
record files
Dut Officer Re ort CY + 2 Y DP
ui ment manuals Other WC Generic
Ex nse Claims Forms CY + 3 Y Generic
Facilities Case Files CY + 2 Y DP Check Lists, Cleaning
Deposits, Maintenance
Logs, Use Permits,
load/unload parking
permits, Use Schedules,
Add/delete slips, Super-
visor logs, refund
uests
Facilities Reports CY + 2 Y DP Rental Cancellations,
Recurring Users, Gym
Ca ital Fund
Facilities, Buildin Maintenance Files CY + 2 Y DP
Facilities, Field & Safet Re orts CY + 5 Y DP
Facilities, Storm Dama a Re orts P DP
Financial Records CY + 3 Y Generic Cash register tapes,
receipts, deposit slips,
invoices, etc.
5/8/2006 Page 4 of 11
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY SERVICES
AGENCY NO: 213
PREVIOUS RESOLUTION NO.
DATE APPROVED:
RECORD SERIES ~~~..~~CLASS~ RETENTIQN~.~ ~ AI~OR`: ~ . ~ CO~'i'S
DEPARTMENT, GENERAL
ADMIIITISTRATION/GENERIC Cont.)
Fiscal S stems Review Re orts CY + 2 Y DP
Grants, Communit Develo ment Block Grants Case Files CY + 2 Y DP A lications, fundin
Grants, Federal, State Case Files CY + 5 Y DP
Personnel Records, ievance Files T + 5 Y Generic Create as needed
G m Ca ital Fund Files CY + 2 Y DP
Incident Re orts CY + 5 Y DP
Insurance Certificates & Endorsements Other T + 5 Y DP
Interde artmental Char es Records CY + 3 Y Generic
Inventories Files CY + 3 Y Generic
Invento ui ment Re orts CY + 2 Y GC34090
Invoices Records CY + 3 Y Generic
Itineraries Files CY + 2 Y Generic
Ke Indicators, Quarterl Re orts CY + 2 Y DP
Personnel Records, MAPS Documentation Files CV + 5 Y Generic LA~mployee &
su rvisors
Ma s, Trail Easements, Park Locations Other P GC34090
Monthl ,Statistical Re its CY + 2 Y DP
Nei hborhood Center A enc Information Sub'ect Files CY + 2 Y DP
Notes, handwritten Other DI Generic Notes that do not
reflect relevant matter,
histo
O eratin Evaluation Re rts P DP
Or anisation Charts Records CV + 2 Y Generic
Park Deli , Acce ted Pro sals Files CY + 5 Y DP
Park Desi , Unacce ted Pro osals Files CY + 2 Y DP
Park Ins ection Re ort CY + 2 Y GC34090
Park Observation Re ort CY + 2 Y DP
5/8/2006 Page 5 of 11
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY SERVICES
AGENCY NO: 213
PREVIOUS RESOLUTION NO.
DATE APPROVED:
RECORD SERIES ~ CLASS ~~ RETENTION .AiP1C1~p1~IT~~:'~ ` ~ ~ ~~CQ~+I11~ErPl'S
DEPARTMENT, GENERAL
ADMII~TISTRATION/GENERIC Cont.
Payroll Reports CY Generic YTD statistics; MPPS
series reports; payroll
reports showing
char es to accounts.
Permits, Parkin Other CY + 2 Y DP
Personnel Reports CY + 3 Y DP Record Copy: Finance;
Attendance, Comp
Time Usa e
Personnel Records Files CY + 2 Y DP Assignments, Hours
Lo s,
Personnel Records (each staff member) Files T + 5 Y Generic LA-employee &
supervisor(s); Training
Records Certifications
& Documents also
management review for
romotion
Personnel Records, Workers Com ensation Files T 5 Y Generic
Personnel, Recruitment, art-time Files CY + 2 Y DP
Personnel, Tem o Hires Files CY + 2 Y DP Invoices, Hours
Pictures/Ne atives Other P DP
Plans, General Plan, Recreation Element Files CY + 15 Y DP Record Copy: City
Clerk
Plans, Park Construction -Plans & S cs Files P GC34090
Press Releases, News a r Articles Other CY + 2 Y DP
Productivit Measures Re orts CY + 2 Y DP
Purchase Orders Records CY + 2 Y Generic
Purchased Materials, includin books Re orts CY + 2 Y DP
5/8/2006 Page 6 of 11
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY SERVICES
AGENCY NO: 213
PREVIOUS RESOLUTION NO.
DATE APPROVED:
RECORD SERIES ~ CLASS RETENTION AUT1E~f3RITY COM1441J`1~1TS
DEPARTMENT, GENERAL
ADMINISTRATION/GENERIC (Cont.
Receipts Other CY + 2 Y DP Rental Deposit,
armored transport,
rformin ou s
Re uest for delive Forms CY + 2 Y Generic
Re uest for work Forms CY + 2 Y Generic
Revenue Reca Re orts CY + 2 Y DP
Scholarshi s Forms CY + 2 Y DP
Software Licenses Other L Generic Retain onsite while
software is in use.
S ecial Pro'ects Files CY + 2 Y DP
Staff meetin (de artment) Minutes CY + 2 Y Generic
Staff Reports to City Council Files CY+ 2 Y Generic Record Copy: City
Clerk
Strate is Plans Files CY + 15 Y DP
Surveys Other CY + 3 Y DP Community Needs,
Golfer Profile Analysis,
Priority Neighborhoods
Perce tion
Tele hone Messa es Los CY + 2 Y Generic
Tele hone Messa es - Sli s Other DI Generic
Tele hone Use Re orts CY + 2 Y Generic
Time sheets si ed) Other CY + 2 Y DP
Transmittals Re orts CY + 2 Y DP
Variance Bud et Re orts CY + 2 Y Generic
Vendors Files T + 5 Y DP
Video Ta es Other CY + 2 Y DP
Volunteers Files T + 2 Y DP Hold Harmless, Sign-
u Sheets
5/8/2006 Page 7 of 11
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY SERVICES
AGENCY NO: 213
PREVIOUS RESOLUTION NO.
DATE APPROVED:
RECORD SERIES ~ CLASS . ~: : ~. RETENTION:.: .: AUT1~I'3R]l'FY ~ : ~ : COQ
DEPARTMENT, GENERAL
ADMI1~iISTRATION/GENERIC Cont.)
Volunteers Re orts CY + 5 Y DP Hours
Web Pa a Emails Corres and CY + 2 Y DP
EVENTS
Events, Annual, Cit , Communit R uested Files CY + 5 Y DP
Events, Fall Dance Recital Files CY + 2 Y DP
Events, Special Files CY + 2 Y DP Registration, including
Hold Harmless,
Medical Releases,
Receipts, Attendance
Records
Events, S ial -Contracts Other T + 13 Y DP
PROGRAMS
Anaheim Achieves Program Files CY + 3 Y DP Includes grants, letters
of support, Memo of
Understandin
Aquatics/Recreation Classes Program Files CY + 2 Y DP Hold harmless forms,
receipts, class
registration, contract
classes, rosters,
schedules, refund
uests
Aquatics/Recreation Classes Reports CY + 2 Y DP Attendance Records,
Recei is
A uatics/Recreation Classes, Contracts Other CY + 5 Y DP
5/8/2006 Page 8 of 11
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY SERVICES
AGENCY NO: 213
PREVIOUS RESOLUTION NO.
DATE APPROVED:
RECORD SERIES ~ . ~ .CLASS ~ ~ ~ RETENTION AU"Q.~~ ~. CO>vLV11ENTS. .
PROGRAMS (Cont.
Children's Station Child Care Center Frogram Files CY + 3 Y DP Monthly Reports,
related studies
Children's Station Child Care Center, Contracts Other CY + 3 Y DP
Class Instructors Files T + 5 Y DP Contracts, insurance,
business license, etc
Client Sheets Other CY + 2 Y DP
Community Centers Program Files CY + 2 Y DP Schedules, Users,
Attendance Lo s
Communit Centers Re orts CY + 5 Y DP Activit , Productivit
Communit Centers Re orts CY + 3 Y DP Attendance
Community Centers, Management Files CY + 5 Y DP Policies/Procedures,
Public Service Funding
Process Materials,
Grants
Feed the Need in Anaheim Cit wide Food Drive Pro m Files CY + 3 Y DP
Golf Courses Files P DP Design, Study &
Assessment, 20-30
Year Pro Formas,
Manuals, Privatization
Reports, Proposals,
Polic and Procedures
Greater Anaheim Soccer League (GASL) Reports CY + 3 Y DP
Cham ionshi Reca Re ort
Food Pant Los CY + 2 Y DP
Gan Prevention Pro am Files CY + 3 Y DP
Golf Carts Pro am Files CY + 3 Y DP Ta s, Ta s, Sli s
Golf Carts Reports CY + 3 Y DP Breakdowns, Damage
& Billin s, Gas
5/8/2006 Page 9 of 11
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY SERVICES
AGENCY NO: 213
PREVIOUS RESOLUTION NO.
DATE APPROVED:
RPCOIZD S)EiRIES ~ ~ CLA.SS~ . RETENTION~.: ..~UTHlE1~fY~ ~~ ,:;-.":::>~'~~~~~C~3}li~TS~ .
PROGRAMS (Cont.
Golf Courses Program Files CY + 2 Y DP Tally Sheets, Logs,
EZGO Repair ,Tee
Sheets,
Billin s/Receivers
G mnastics Pro am Files CY + 5 Y DP
Human Services Pro am Files CY + 3 Y DP
Libr ,Annual State Libr Re orts CY + 5 Y DP
Libr ,Grants Files T + 10 Y DP
Libr , Monthl circulation Re orts P DP
Mi rant Education Files CY + 2 Y DP
Mural Pro'ect Files CY + 5 Y DP
Nature Pro am Pro am Files CY + 2 Y DP
Nature Pro m Re orts CY + 2 Y DP
Nature Pro m, Contracts Other CY + 5 Y DP
Nature Pro am, Health & Consent Statements Other T + 2 Y DP
Nei hborhood Center Court Referral Si n Off Other CY + 2 Y DP
Nei hborhood Services Files CY + 3 Y DP
Oran a Count Conservation Co s, Contracts Other CY + 2 Y DP
Park Ran ers Pro am Files CY + 5 Y DP
Pearson Park Theatre Pro am Files CY + 5 Y DP
Sorts Lea es Pro am Files CY + 2 Y DP
Sorts Lea es Files CY + 3 Y DP
Sorts Lea es Re orts CY + 10 Y DP
Sorts Lea es Re orts CY + 5 Y DP
Sorts Lea es Re orts CY + 2 Y DP
Sorts Lea es/Facilities Pro Files CY + 5 Y DP
Sorts Lea es & Facilities I.D. Track Lists Other CY + 3 Y DP
Striker Lists Other CY + 2 Y DP
5/8/2006 Page 10 of 11
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY SERVICES
AGENCY NO: 213
PREVIOUS RESOLUTION NO.
DATE APPROVED:
RECORD SERIES CLASS ~RPTENTIOl~I~ ~:AUTIE;IORI'PY. ~~~~ ~CUi1~T5~~
PROGRAMS (Cont.)
Studies, Youth Gan Files CY + 5 Y DP
Thera utic Recreation Pro am Files CY + 5 Y DP
Tin Tots Pro m Files CY + 5 Y DP
Trails, Ridin & Hikin Files CY + P DP
5/8/2006
Page 11 of 11