RES-2006-082RESOLUTION NO. 2006-082
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ANAHEIM APPROVING THE RECORDS
RETENTION SCHEDULE, FOR THE CONVENTION CENTER,
SPORTS & ENTERTAINMENT 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 Convention
Center, Sports & Entertainment Department; and
WHEREAS, changes have been recommended to the Records Retention Schedule
for the Record Series in the Convention Center, Sports & Entertainment 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 Convention Center, Sports & Entertainment
Department.
NOW THEREFORE, BE TT RESOLVED by the City Council of the City of
Anaheim that the Records Retention Schedule for the Convention Center, Sports &
Entertainment Department, as amended, and as more particularly described in Exhibit
"A" attached hereto and incorporated herein by this reference is hereby approved.
THE FOREGOING RESO UTION is hereb approved and adopted by the City
Council of the City of Anaheim 9th day y ,2006.
MAYOR OF THE CITY OF ANAHEIM
ATTES
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
Records Retention Schedule
AGENCY: Convention Center, Sports & Entertainment
AGENCY NO.: 515
RESOLUTION No. 2003R-144
DATE APPROVED: July 8, 2003
RECORD SERIE$ ~ 'CLASS: ~ :. ii,E'1`~NT'iON ~: :. ~AI}T~~Y ~ . ~ ~ . ~ CQ"1~iM£~NTS
Accountin Re rts CY + 2 Y Generic
Accounts Pa able Invoices CY + 3 Y Generic
Accounts Payable -Long-term Invoices A + 4 Y DP Retained for contracts authorized
for audits, with supporting
documentation
Annual Financial Re orts P DP
Attendance Statistical Series Re orts CY + 2 Y Generic Personnel
Audit Schedules (LEADS) Other A + 7 Y SEC Rule 2-06
Re S-X
Bank Statement Re ort A + 2 Y GC34090
Bank/Cash Reconcilliation Report A + 5 Y GC34090 Statements, summazies for receipts,
disbursements, reconsilliation
Bids/RFP Documents Other CY + 2 Y GC26202.1
GC34090
Bids/RFP acce ted (see Contracts)
Bids/RFP -not acce ted Other CY + 2 Y GC34090
Billin Records Other CY + 4 Y GC34090
Bookin In uiries Re rts CY + 3 Y DP
Bud et (as submitted) Other CY + 3 Y Generic
Bud et work sheets) Other CY + 3 Y Generic
Budget, Capital Improvement
(ro osed) Other CY + 5 Y DP
Calendazs, Diaries Other CY + 2 Y Generic
Chan a Fund Pazkin Lot Verification Re rts CY + 4 Y DP
Citations Other CY + 3 Y DP
5/8/2006 Page 2 of 6
EXHIBIT A
City of Anaheim
Records Retention Schedule
AGENCY: Convention Center, Sports & Entertainment
AGENCY NO.: 515
RESOLUTION No. 2003R-144
DATE APPROVED: July 8, 2003
RECORD SERBS ~ .CLASS ~ .~ ~~.RETENTION~~~ ~ ~A1JTffflRITY ~ ~~ .• ~COMIV~NTS
Claims, Damages Other CL + 3 Y GC34090; Record copy: City Clerk
GC25105.5;
DP
Communit Center Authorit Minutes P GC34090
Contracts -Department approved Files T + 10 Y GC34090; Includes leases, equipment, services
CCP 337.2 or su lies
Contracts, Capital Improvement Files P DP Record copy: City Clerk. Dept. file
contains records re: planning,
design, construction, conversion or
modifications of local government-
owned facilities, structures and
s stems.
Copies Other DI Generic Extra copies no longer needed;
research materials available from
other sources.
Comes ondence, General Other CY + 2 Y Generic
Critic Forms/Surveys -Clients, Other CY + 2 Y DP
Com laints
Delive Re uests Forms CY + 2 Y Generic
Department Task Force Reports CY + 2 Y DP
Recommendation
Departmental Reports CY + 2 Y GC34090 SpeciaVor final summary, review or
evaluation
De osits/recei is Re rts CY + 4 Y DP Journal entries
Drafts Other DI Generic Office memos, minutes, internal
reports, working idles duplicating
official record files.
5/8/2006 Page 3 of 6
EXHIBIT A
City of Anaheim
Records Retention Schedule
AGENCY: Convention Center, Sports & Entertainment
AGENCY No.: 515
RESOLUTION NO. 2003R-144
DATE APPROVED: July 8, 2003
RECORD SERIES ~~CL~SS ~ ~KETENTION AUTtIOR~~~: `:;:~~: ~:.~:~ ~ ....: . C~OMMENT~: ~ ~ .
E ui ment Manuals Other WC Generic
Event Activity Reports CY + 5 Y DP Duty Manager, Security, Nurse,
crow control
Event Line U Sheets Other CY + 3 Y DP
Events Files CY + 10 Y DP Permits, contracts, diagrams,
schedules, insurance, billing,
documentation, settlements
Ex ense Claims Other CY + 3 Y Generic
Financial, Interdepartmental Reports CY + 3 Y DP Cash receipts, cash register tapes,
de osit sli s
Financial Records a artmental) Files CY + 3 Y Generic
Fixed Assets Inventory Ledger P DP Land building axquisitions,
urchase dates, costs
Incidents Reports CL + 7 Y 29 CFR Theft, azson, vandalism, property
dama e, accidents
Insurance Records Re orts T + 5 Y DP
Interde artmental Char es (AFRAM Re orts CY + 3 Y Generic
Itineraries Other CY + 2 Y Generic
Inventories Re orts CY + 3 Y Generic
Invento Withdrawals Re orts A + 5 Y DP
Ledger, General Reports P DP Record copy: Finance
De t. retains onl ear-end re orts
Log sheets Other CY + 2 Y GC34090 Security logs, sign in, daily activity,
tickets, ticket requests, telephone,
etc.
5/8/2006 Page 4 of 6
EXHIBIT A
City of Anaheim
Records Retention Schedule
AGENCY: Convention Center, Sports & Entertainment
AGENCY NO.: 515
RESOLUTION NO. 2003R-144
DATE APPROVED: July 8, 2003
RECORD SERIES ~ . ~ ~~CLASS . ~ ~ RE~FNTION ~A~~l"'T~O~ : ~ ~. COMMENTS
Maintenance & Operations Files CY + 2 Y GC34090(d) Service requests, supporting
documentation; building,
equipment, field engineering,
public facilities including work
orders
Meetin Notices, A endas Other CY + 2 Y GC34090
Notes Other DI Generic Including handwritten; notes not
reflectin relevant matter, histo
Or anization Chart Other CV + 2 Y Generic
Parkin Lot Summ Sheets Re orts A + 4 Y DP Verification Chan a Fund
Parkin Tickets Inventories Re rts A + 4 Y DP
Pa 11, Flex/Com Authorization Forms CY + 2 Y DP Record Co :Human Resources
Pa roll Re rts CY + 2 Y Generic
Pa oll Led ers CY + 3 Y DP Record Co :Finance
Personnel Action Forms Other WC DP Record Co :Human Resources
Personnel Records Files T + 4 Y Generic Limited Access. Includes
rformance reviews, MAPS
Personnel Records, Grievance Files T + 5 Y Generic Limited Access; create as needed.
(See guidelines in Generic
Retention Schedule)
Personnel Records, Workers
Compensation Files T + 5 Y Generic Limited Access; create as needed.
(See guidelines in Generic
Retention Schedule)
Policies, Procedures - De artmental Other WC + 5 Y Generic
Purchase Orders Other CY + 2 Y Generic
Schedules -Events Other CY + 2 Y DP Weekly, public, duty manager, 18
mo.
5/8/2006 Page 5 of 6
EXHIBIT A
City of Anaheim
Records Retention Schedule
AGENCY: Convention Center, Sports & Entertainment
AGENCY NO.: 515
RESOLUTION No. 2003R-144
DATE APPROVED: July 8, 2003
RECORD SERIES ~ '.CI;ASS ~ RETENTION A~THORITY~~ ~:~~ : ~:~. ~ ~CO~1+i~VIENTS :.'. .
Schedules -Work hours Other CY + 3 Y DP Nurses schedule, Event personnel,
Securit
Software License Other L Generic
S vial Pro'ects Files CY + 2 Y GC34090
Staff Meetin s Minutes CY + 3 Y Generic
Staff Re orts to Cit Council) Re orts CY + 2 Y Generic Record Co : Ci Clerk
Sub'ect files Files CY + 5 Y DP
Surveys and Studies Files CY + 2 Y GC 12946,
34090, 29CFR
Tele hone Messa es Lo CY + 2 Y Generic
Tele hone Messa es, sli s Other DI Generic
Tele hone Usea a Re rts CY + 2 Y Generic
Theme Tower /Reader Board Los CY + 4 Y DP
Time Sheets, signed Other A + 6 Y Generic
29 CFR 516.5
Turn Awa Re orts CY + 3 Y DP
Visitors & Convention Bureau -
Bookin Sheets Reports CY + 2 Y GC34090
Visitors &Convention Bureau -
Cancellations Reports CY + 2 Y GC34090
Variance (Bud et) Re orts CY + 2 Y Generic
Vouchers Other CY + 4 Y GC34090;
CCP 337 Record copy: Finance
Warrants, Check Re uests Other CY + 3 Y DP Record co :Finance
Work Re uests Forms CY + 2 Y Generic
Yeaz-end Re orts. Re orts P DP
5/8/2006 Page 6 of 6