2000-062RESOLUTION NO. 2000R-62
A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF ANAHEIM APPROV1NG THE
RECORDS RETENTION SCHEDULE,
FOR THE PUBLIC UTILITIES 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
NOW THEREFORE, BE IT RESOLVED by the City Council of
the City of Anaheim that the Records Retention Schedule for the Public Utilities
Department, particularly described in Exhibit "A" pages 1-29 attached hereto
and incorporated herein by this reference is hereby approved.
THE FOREGOING RESOLUTION is hereby approved and adopted by
the City Council of the City of Anaheim this 11th day of April, 2000.
ATTEST:
~!g~.CITY CLERK OF THE (ITY OF ANAHEIM
OF ANAHEIM
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss.
CITY OF ANAHEIM )
I, SHERYLL SCHROEDER, City Clerk of the City of Anaheim, do hereby certify that the foregoing
Resolution No. 2000R-62 was introduced and adopted at a regular meeting provided by law, of the
Anaheim City Council held on the 1 lth day of April, 2000, by the following vote of the members
thereof:
AYES:
MAYOR/COUNCIL MEMBERS: Feldhaus, Kring, Tail, McCracken, Daly
NOES:
MAYOR/COUNCIL MEMBERS: None
ABSENT:
MAYOR/COUNCIL MEMBERS: None
AND I FURTHER CERTIFY that the Mayor of the City of Anaheim signed said Resolution
No. 2000R-62 on the 1 lth day of April, 2000.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of
Anaheim this 1 lth day of April, 2000.
IMC C
(SEAL)
I, SHERYLL SCHROEDER, City Clerk of the City of Anaheim, do hereby certify that the foregoing
is the original of Resolution No. 2000R-62 was duly passed and adopted by the City Council of the
City of Anaheim on April 11 th, 2000.
/_/,~,,ITY CLERK OF TH CITY OF ANAHFIM
CITY OF ANAHEIM ~BLIC UTILITIES RECORDS RETE~ iN SCHEDULE I
AGENCY: UTILITIES
AGENCY NO.: 521
RESOLUTION NO.:
DATE APPROVED:
RECORDS RETENTION DESIGNATIONS AND RETENTION PERIODS APPLICABLE
TO THE ENTIRE PUBLIC UTILITIES DEPARTMENT
RECORDS SERIES
RET. ONSITE RET. OFFSITE FILE REF. # COMMENTS/CITATIONS
AGREEMENTS
Agreements to provide services to a L + 6Y
Department
Agreements to Obtain Services for the utility L + 6Y
Agreements to purchase supplies~ materials, L -- 6Y
fuel
Agreements for transmission of power over L + 6Y
lines
Agreements to purchase power from outside L ~ 6Y
sources
Agreements with Labor Unions (MOUIs) L + 4Y
~'Agreements to purchase generation facilities
Agreements for Transmission of water
Memoranda essential to explanation of
agreement/contract
Certificates of Insurance
L-~6Y
L+6Y
L + 6Y (same as
Agreement)
L ~- 6Y (same
Agreement)
100.40.1
100.40.5
100.40.5
100.40.5
100.40.5
100.40.1
100.40.5
100.40.5
100.40
300.20
18 C.F.R. 125.3 7(a); NARUC 7(a) L + 6Y
NARUC 40 (a) I
NARUC 7 (b)
Record Copy City Clerk 18 C.F.R. 125 3.7(d);
25 CFR 516.5(b): NARUC 7(d)
'BILLS/BILLING
Billing inserts
Billing for recovery of damages
Notices to Bill
CY + 2Y
CY + 2Y
CY + 2Y
3Y
4Y
500.05
400.30
300.45
Energy Related Transactions
BUDGET
Budget for overall Utility
Budget for Divisions (as submitted)
Final - Budget Work Papers
CY+2Y
CY + 3Y
CY+3Y
4Y
300.15
300.15
300.15
Record Copy in Central files, Admin.
Retain only Final Budget Working Papers
CITY OF ANAHEIM ,BLIC UTILITIES RECORDS RETEx iN SCHEDULE 2
AGENCY: UTILITIES
AGENCY NO.: 521
RESOLUTION NO.:
DATE APPROVED:
RECORDS RETENTION DESIGNATIONS AND RETENTION PERIODS APPLICABLE
TO THE ENT1RE PUBLIC UTILITIES DEPARTMENT
RECORDS SERIES
RET. ONSITE RET. OFFSITE FILE REF. # COMMMENTS/CITATIONS
CAPITAL IMPROVEMENTS/
PROJECT FILES
Work Orders L ofProj. + 5Y P
Request for Proposals L of Proj. + 5Y P
Designs/Plans - red/blue line copies L ofProj. + 5Y P
As- Built Plans L ofProj. + 5Y P
Proposals Successful L of Proj. + 5Y P
Proposals Unsuccessful CY + 2Y
Memoranda on any RFP Same as Proposal
500.25
500.25 L ofPr~ectbutnotlessthan 2 years
500.25 V
500.25 V
500.25 These become part of Pr~.Files
500.25
500.25
COMPLAINTS
Customer Complaints
CY + 2Y
Customer Complaints to PUB T + 2Y
Hearing on Complaints - PUB T + 2Y
Audiotapes of Telephone calls 100 days
Hard copy of transcribed tape telephone CY + 3
calls
P
P
5Y
500.05
700.15
500.05
500.05
Correspondence to and from customer,
investigations, reports
T - Final adjudication of complaint including
court complaint (Minutes of PUB = P)
CORRESPONDENCE
Letters, memorandums~ to and from CY + 2Y
customers, vendors relating to the business of
the utility not related to specific agreement
Correspondence necessary to explain specific Same as contract
agreement, projects L + 6Y
FORECASTS
Electrical Load/Water needs
5 Year requirements Elec./Vqater
T+2Y
T+3Y
3Y
5Y
500.65/500.90
500.65/500.90
CITY OF ANAHEIM ~'BLIC UTILITIES RECORDS RETE, jN SCHEDULE 3
AGENCY: UTILITIES
AGENCY NO.: 521
RESOLUTION NO.:
DATE APPROVED:
RECORDS RETENTION DESIGNATIONS AND RETENTION PERIODS APPLICABLE
TO THE ENTIRE PUBLIC UTILITIES DEPARTMENT
RECORDS SERIES
RET. ONSITE RET. OFFSITE FILE REF. # COMMENTS/CITATIONS
GRANTS
Fed/State/Other Grant Projects
L + 3Y Fed + 3Y
INDEXES
Index used in Utility generally or in divisions
to organize records
CV
* Record Copy in Administrative Services
w/Records Coordinator (P)
INVOICES
Invoices for equip., services, supplies and the CY + 3Y
Purchase Order
Notice to bill (for damages to fire hydrants, CY + 2Y
utility poles etc.)
3Y
500.05
400.30
Collection and reimbursement through
accounting
LAWSUITS/LITIGATION
Claims Against the City
Response to Claim
Litigation*
FERC Dockets
Grievances
Hearings Water/Electric Rate
Request for Attorney Services
Subpoenas for records - City not a part of
litigation
Subpoenas for records - City party to
litigation
T+5Y
T+5Y
L+4Y
L+4Y
CY+5Y
T+2Y
CY+2Y
CY+3
T+4Y
Fwd to HRD after
5 years to integrate
P
400.45
400.45
400.15
400.20
100.10
Risk ManagemenUCityClerk has record
copy
City Attorney or Outside Counsel will have
record copy of case.
Regulatory Proceed./Outside Counsel keeps
record copy
HRD retains original records permanently
(per HRD 6/2/99)
"Settlement" of litigation considered
termination