RES-2006-079RESOLUTION NO. 2006-079
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ANAHEIM APPROVING THE RECORDS
RETENTION SCHEDULE, FOR THE COMMUNITY
DEVELOPMENT 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
Development Department; and
WHEREAS, changes have been recommended to the Records Retention Schedule
for the Record Series in the Community Development 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 Development Department.
NOW THEREFORE, BE TT RESOLVED by the City Council of the City of
Anaheim that the Records Retention Schedule for the Community Development
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 ON is hereb roved and adopted by the City
Council of the City of Anaheim th' 9th day May ,2006.
MAYOR F THE CITY FAN HEIM
ATTEST
C CLER OF E 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 DEVELOPMENT
AGENCY NO: 309
PREVIOUS RESOLUTION N0.98-169
DATE APPROVED: 08/18/1998
Program Name: Housing, Neighborhood Preservation, Community Development BioGk Grant (CI~BG), Housing iJrban Development
HUD ,Administration, Economic Develo ment, Real Pro
Pro ram No.: 0213 0214 0215 0361 0362 0363
Codes and Definitions
Record Paper, correspondence, forms, photographs, microfilm, and audio tapes, maps, drawings, or other documents, including all
copies thereof, either original (created by city in ordinary course of business) which directly related to the functioning of the
or anization
Non-
record Material that does not relate directly to the functioning of the organization; is not produced by, or specifically for, the
or anization.
Retention Code
A Audit (as in after audit **
CL Closed/Com letion
CY Current Year
DI Destro Immediatel
L Life of contract, buildin ore ui ment ~ ~~ Other. Codes
P Permanent CCP Code of Civil Procedures
T Termination (as in em to ment, contracts) CFR Code of Federal Re lations
V Vital Record DP De artment Practice
WC While Current GC Government Code
Y Year s)
**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
years unless stated in contracts.
5/8/2006 Page 1 of 9
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY DEVELOPMENT
AGENCY NO: 309
PREVIOUS RESOLUTION N0.98-169
DATE APPROVED: 08/18J1998
RECORDS SERIES CLASS RETENTION AUTHORITY ~COMNiENTS
Accountin Re orts CY + 2 Y Generic
Accounts Pa able Invoices CY + 3 Y Generic
Administration, Ac uisitions Case Files L + 5 Y DP
Affordable Housing Administration,
Information, Other CY + 2 Y DP
Affordable Housin Tax Exem t Re orts CY + 50 Y DP
Attendance Statistical Series Re orts CY + 2 Y Generic Personnel
Bond Issue Documents Other CY + 30 Y DP
CCP 337.5 Record Copy: City Clerk
retains rmenant
Budget (as submitted) Other CY + 3 Y Generic Record Copy: City Clerk
retains rmenant
Bud et (work sheets) Other CY + 3 Y Generic
Calendars, Diaries Other CY + 2 Y Generic
CDBG (Community Development
Block Grants) -Applications Other T + 4 Y GC34090
CFR 24-570.502
CFR 24-
241.85.42
CDBG (Community Development
Block Grants) -Information, Grants, Other CY + 3 Y DP
CDBG (Community Development
Block Grants) - Pro'ects Case Files CY + 3 Y DP
Community Development, Citizen
Partici ation Case Files CY + 3 Y DP
5/8/2006 Page 2 of 9
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY DEVELOPMENT
AGENCY NO: 309
PREVIOUS RESOLUTION N0.98-169
DATE APPROVED: 08/18/1998
RECORDS SERIES CLASS RETENTION AUTHORITY COMMENTS
Community Redevelopment Minutes CY + 4 Y DP
Commission
Community Redevelopment Other CY + 2 Y DP
Commission - A enda material
Community Redevlopment Other CY + 2 Y DP
Commission -Audio Ta es
Contracts, Administration Case Files L + 5 Y DP Record Co : Cit Clerk
Contracts, Affordable Housin Bu ers Case Files CY + 5 Y DP Record Co : Cit Clerk
Contracts, Multi Famil Owner Case Files T + P DP Record co : Cit Clerk
Cooperation Agreements Case Files L + 5 Y DP Record Copy: City Clerk
retains original
a ment rmenantl
Copies Other DI Generic Extra copies no longer
needed; research
materials available from
other sources.
Correspondence, General Correspond CY + 2 Y Generic
ence
Correspondence, Internal Correspond CY + 2 Y DP
ence
Deferred Payment Program Correspond CY + 2 Y DP
ence
Delive Re uests Forms CY + 2 Y Generic
5/8/2006 Page 3 of 9
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY DEVELOPMENT
AGENCY NO: 309
PREVIOUS RESOLUTION N0.98-169
DATE APPROVED: 08/18/1998
RECORDS SERIES CLASS RETENTION AUTI~ORiTY COMMENTS
Disposition & Development Case Files L + 5 Y CCP 337, Record Copy: City Clerk
Agreements 337.1(A), retains original
337.15 agreement permenantly
GC34090
CFR8-4.703
Drafts Other DI Generic Office memos, minutes,
internal reports, working
idles duplicating official
record files.
Economic Development, Files CY + 2 Y DP
Administrative
Economic Development, Consultants, Other CY + 2 Y DP
resources
Economic Development, Data Bank, Other CY + 2 Y DP
resources
Economic Develo ment, Demolition Case Files CY + 10 Y DP
Economic Development, Interested Files CY + 2 Y DP
Develo rs
Economic Development, Public Case Files CY + P DP
Im rovements
Economic Development, Relocation Files L + 5 Y DP
Files
E ui ment Manuals Other WC Generic
Ex ense Claims Other CY + 3 Y Generic
5/8/2006 Page 4 of 9
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY DEVELOPMENT
AGENCY NO: 309
PREVIOUS RESOLUTION N0.98-169
DATE APPROVED: 08/18/1998
RECORDS SERIES CLASS RETENTION AUTHORITY ~ COMMENTS
External Audit Re rts CY + 10 Y DP
Financial Records (De artmental) Files CY + 3 Y Generic
Financial Re orts, Annual Re orts CY + 3 Y DP
Historic Preservation Files CY + 4 Y Generic
Housin Commission Minutes CY + 4 Y DP
Housing Commission -Agenda
material Other CY + 2 Y DP
Housin Commission -Audio Ta s Other CY + 2 Y DP
Housin ,Active Tenant Case Files WC + 2 Y DP
Housin ,Administration Case Files CY + 2 Y DP
Housin ,Affordable - Develo rs Case Files CY + 5 Y DP
Housin ,Affordable - Pro'ects Case Files CY + 50 Y DP
Housing, Applications -Completed Other T + 2 Y CFR 24-570.502
CFR 24-85.42
OMB Circular
Housin , A lications -Inactive Other CY + 7 Y DP
Housin ,Certificates -Inactive Other CY + 7 Y DP
Housing, Moderate Rehabilitation
Owner Case Files WC + 2 Y DP
Housing, Rental Rehabilitation Grant
Owner Case Files CY + 2 Y DP
Housin ,Terminated Tenant Case Files CY + 2 Y DP
HUD (Housing & Urban Development)
-Applications Other CY + 2 Y CFR 24-570.502
CFR 24-85.42
OMB Circular
5/8/2006 Page 5 of 9
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY DEVELOPMENT
AGENCY NO: 309
PREVIOUS RESOLUTION N0.98-169
DATE APPROVED: 08/18/1998
RECORDS SERIES CLASS RETENTION AUTHORITY . COMIVIENTS
HUD (Housing & Urban Development)
-Information Correspond
ence CY + 3 Y DP
HUD (Housing & Urban Development)
-Information, Labor Standards Other CY + 3 Y DP
HUD (Housing & Urban
Develo ment), Administation Correspond
ence CY + 2 Y DP
HUD (Housing & Urban
Develo ment), A licants -Certificate Files CY + 2 Y DP
HUD (Housing & Urban
Develo ment), Current Tenant Files CY + 2 Y DP
HUD (Housing & Urban
Develo ment), Owner Files CY + 2 Y DP
HUD (Housing & Urban
Develo ment), Owner Pa ments Reports CY + 2 Y DP
HUD (Housing & Urban
Develo ment), arterl Reports CY + 3 Y DP
HUD (Housing & Urban
Develo ment). Grantee Reports CY + 3 Y DP
HUD (Housing & Urban
Develo ment). Historic Preservation Case Files CY + 3 Y DP
Industrial Develo ment Board Minutes CY +2 Y DP
Interde artmental Char es Re rts CY + 3 Y Generic
Inventories Re orts CY + 3 Y Generic
Invoices (Paid) Other CY + 4 Y DP
Itineraries Other CY + 2 Y Generic
5/8/2006 Page 6 of 9
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY DEVELOPMENT
AGENCY NO: 309
PREVIOUS RESOLUTION N0.98-169
DATE APPROVED: 08/18/1998
RECORDS SERIES ~ CLASS RETENTION AUTHORITY COMMENTS .
Nei borhood Councils Case Files CY + 4 Y DP
Neighborhood Preservation, Admin Files CY + 2 Y DP
Sub'ect Files A-Z)
Neighborhood Preservation, Density Case Files CY + P DP
Bonus
Neighborhood Preservation, Loan Case Files CY + 5 Y DP Record copy: Finance
Fro ams
Neighborhood Preservation, Rebate Case Files CY + 5 Y DP
Pro am
Neighborhood Preservation, Senior Case Files CY + 5 Y DP
Pro'ects
Nei borhood Preservation, Tool Bank Case Files CY + 5 Y DP
Notes Other DI Generic Including handwritten;
notes not reflecting
relevant matter, histo
Office Operations, Administration Correspond CY + 2 Y DP
ence
Or anization Charts Other CV + 2 Y Generic
Outside Agencies, Organizations Correspond CY + 2 Y DP
ence
Pa oll Re orts CY + 2 Y Generic
Personnel Records Files T + 4 Y Generic Limited Access. Includes
performance reviews,
MAPS
5/8/2006 Page 7 of 9
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY DEVELOPMENT PREVIOUS RESOLUTION N0.98-169
AGENCY NO: 309 DATE APPROVED: 08/18/1998
RECORDS SERIES CLASS RETENTION AUTHORITY COMMENTS..
Personnel Records, Grievance Files T + 5 Y Generic Limited Access; create as
needed. (See guidelines
in Generic Retention
Schedule
Personnel Records, Workers
Com nsation Files T + 5 Y Generic Limited Access; create as
needed.
Policies, Procedures - De artmental Other WC + 5 Y Generic
Project Areas Case Files CY + 15 Y DP Downtown Pro'ect Al ha
Project Areas, Potential Develo ment Files CY + 10 Y DP
Purchase Orders Other CY + 2 Y Generic
Real Pro rt , Ac uisitions Case Files L + P DP
Real Fro ert ,Condemnation Case Files L + P DP
Real Pro rt ,Relocation Case Files L + P DP
Redevelopment Projects -Development
Guides Other WC + 5 Y DP Project Alpha
Nei borhood
Senior Ordinance -Projects Project
Files CY + 50 Y DP
Software Licenses Other L Generic
Staff Meetin s Minutes CY + 3 Y Generic
Staff Re orts (to Cit Council) Re orts CY + 4 Y DP Record Co : Cit Clerk
Tele hone Messa es Lo CY + 2 Y Generic
Tele hone Messa es - sli s Other DI Generic
Tele hone Usea a Re orts CY + 2 Y Generic
Time Sheets, signed Other A + 6 Y Generic
29 CFR 516.5
5/8/2006 Page 8 of 9
EXHIBIT A
CITY OF ANAHEIM
RECORD RETENTION SCHEDULE
DEPARTMENT: COMMUNITY DEVELOPMENT PREVIOUS RESOLUTION N0.98-169
AGENCY NO: 309 DATE APPROVED: 08J18/1998
RECORDS SERIES CLASS RETENTION AUTHORITY COMMENTS
Variance Bud et) Re orts CY + 2 Y Generic
Work Re uests Forms CY + 2 Y Generic
5/8/2006 Page 9 of 9