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Resolution No. 76051 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO._7605 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON APPROVING ANDADOPTINGA CITY OF VERNON RECORDS RETENTION SCHEDULE 2000 FOR MAINTAINING DOCUMENTS AND RECORDS BY ALL CITY DEPARTMENTS EXCEPT THE POLICE DEPARTMENT WHEREAS, the City of Vernon is required by various laws of the State of California to maintain certain documents and records for certain periods of time; and WHEREAS, City ordinances and administrative convenience also (suggest that other documents and records be maintained for other periods of time; and WHEREAS, on July 21, 1992, the City Council of the City of Vernon adopted Resolution No. 6138 which adopted a retention schedule for maintaining documents and records by all City departments except the Police Department; and WHEREAS, on July 28, 1998, the City Council of the City of Vernon adopted Resolution No. 7188 which amended Resolution No. 6138 by i expressly prohibiting the destruction of documents which are pertinent to any current claim against the City, any pending or on -going litigation, or any other documents expressly required to be maintained under Government Code Section 34090; and WHEREAS, the City of Vernon has prepared a City of Vernon Records Retention Schedule 2000 ("Retention Schedule") for all City departments except the Police Department, which has been reviewed by all department heads and by the City Attorney; and WHEREAS, Government Code Sections 34090, 34090.5 and 34090.7 provide, among other things, that certain public records may be destroyed with the consent of the City Attorney and concurrence of the s r 1 City Council; and 2 WHEREAS, the City Attorney of the City of Vernon consents to 3 the destruction of the records pursuant to the Retention Schedule. 4 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE 5 CITY OF VERNON AS FOLLOWS: 6 SECTION 1: The City Council of the City of Vernon hereby 7 finds and determines that the recitals contained hereinabove are true 8 and correct. 9 SECTION 2: The City Council of the City of Vernon hereby 10 approves and adopts the City of Vernon Records Retention Schedule 2000, 11 a copy of which is attached hereto as Exhibit "A" and made a part 12 hereof. 13 SECTION 3: The City Council of the City of Vernon hereby 14 authorizes the City Clerk and all department heads to maintain the 15 categories of documents and records for the periods required by the 16 Retention Schedule and to destroy said documents and records after said 17 periods have ended. 18 SECTION 4: Notwithstanding any of the foregoing, no record 19 shall be. destroyed which is pertinent to any current claim against the 20 City, any pending or on -going litigation, or which is expressly 21 required to be retained under California Government Code Section 34090. 22 SECTION 5: The City Attorney has given his written consent 23 to the destruction of the City records pursuant to the schedules set 24 forth in the Retention Schedule; said written consent is attached 25 hereto and made a part hereof. 26 27 28 2 - S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 SECTION 6: The City Clerk of the City of Vernon shall certify to the passage of this resolution, and thereupon and thereafter the same shall be in full force and effect. APPROVED AND ADOPTED this 22nd day of August, 2000. LEONIS C. MAL URG, M yor ATTEST: BRUCE V. MALKENHORST, City Clerk - 3 - s 1 STATE OF CALIFORNIA ) ss 2 COUNTY OF LOS ANGELES ) 3 4 I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon, do 5 hereby certify that the foregoing Resolution, being Resolution No. 6 7605, was duly adopted by the City Council of the City of Vernon at an 7 adjourned regular meeting of the City Council duly held on Tuesday, 8 August 22, 2000, and thereafter was duly signed by the Mayor of the 9 City of Vernon. 10 11 BRUCE V. MALKENHORST, City Clerk 12 (SEAL) 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 4 - k / 1 WRITTEN CONSENT OF CITY ATTORNEY FOR THE DESTRUCTION OF CERTAIN CITY RECORDS PURSUANT 2 TO GOVERNMENT CODE SECTIONS 34090 AND 34090.7 3 4 I, the undersigned, as the City Attorney of the City of 5 Vernon have read Sections 34090 and 34090.7 of the Government Code of 6 the State of California, do hereby consent to the destruction of those 7 certain City of Vernon records described in the Retention Schedule 8 which is attached to this Resolution No. 7605, and the continuing 9 destruction of said records pursuant to the time schedules referred to 10 in the Retention Schedule. 11 This consent is executed pursuant to Sections 34090 and 12 34090.7 of the Government Code of the State of California and is to be 13 attached to Resolution No. 7605. 14 Dated: ZLI ZC10O 15 16 EDUARDO OLIVO, City Attorney 17 18 19 20 21 22 23 24 25 26 27 28 5 - EXHIBIT A k ' ^ ^ ^ � ,*. * ^ RECORDs RETENTION CITY OF VERNON RECORDS RETENTION SCHEDULE 2000 TABLE OF CONTENTS I. LEGEND 11. CITY CLERK'S OFFICE III. COMMUNITY SERVICES & WATER DEPARTMENT IV. FINANCE DEPARTMENT A. GENERAL B. PAYROLL C. PURCHASING D. TREASURER V. FIRE DEPARTMENT VI. HEALTH DEPARTMENT VII. PERSONNEL DIVISION VIII. REDEVELOPMENT AGENCY IX. RISK MANAGEMENT DIVISION X. UTILITIES DEPARTMENT A. CUSTOMER SERVICE DIVISION B. DISPATCH / SYSTEM OPERATIONS C. ENGINEERING D. POWER PLANT OPERATIONS E. RESOURCE PLANNING XI. RESOLUTION NO. 7605 Xil. GLOSSARY XI11. NOTES / ADDITIONAL SHEETS CITY OF VERNON RECORDS RETENTION SCHEDULE 2000 � t A. LEGEND AR ANNUAL REVIEW A - AUDIT C - CLOSED/COMPLETED E - EXPIRATION P - PERMANENT S - SUPERSEDED T - TERMINATION WH/C V - VITAL H - HISTORICAL C - CONFIDENTIAL a City of Vernon - Records Retbntion"Schedule ` City Clerk - Page 1 of 7 Record Series Title office storage Total V/H/C Office of Record— Notes/Remarks 1. Activity Logs & Reports - 2 - 2 - Duplicate Series. Official is in Police Department Police Department. 2. Activity Reports - City 2 - 2 - Departments 3. Agreements & Lease Files E+6 - E+6 - Note: City Clerk Department a) Original, executed agree- maintains all original agreements ments, & leases and leases except the following, b) Insurance documentation which are maintained in the c) Correspondence & backup Finance Department. Ground data leases, Franchise agreements, License agreements, and Encroachment agreements. See the Finance Department retention schedule for disposition of these record series. 4. Alcoholic Beverage Permit 2 - 2 - Note: Police Department maintains Applications full documentation for Alcoholic Beverage Permit applications and issuance. 5. Annexation Files 2 P P - a) Secretary of State Acceptance Certificates b) Other documentation 6. Annual Reports of Financial 10 - 10 - Duplicate Series. Official is in Transactions to State Finance Department. Controller 7. Audit Reports 10 - 10 - Duplicate Series. Official is in a) Financial Statements Finance Department. b) Auditor's Reports c) Accountant's Reports 8. Board of Library Trustees P - P H Records a) Agendas b) Minutes c) Backup data 9. Budget Files (City) 2 - 2 - Duplicate Series. Official is in Finance Department 10. Budget Files (Department) 2 - 2 - a) Work papers b) Calculations 11. Campaign Statements - Fair 7 - 7 - Note: City Clerk is the Office of Political Practices Commis- Record for these FPPC forms. sion (FPPC) Forms 420-490 a) Candidates' (not elected) statements b) Candidates' (not elected) committees' statements f City of Vernon - Recdrds Retdntion tchedule City Clerk -Page 2 of 7 Record Series Title office Storage Total Vniic Office of Record —Notes/Remarks c) Political Action Commit- tees' (PAC) statements 12. Campaign Statements - Fair 10 P P - Note: City Clerk is the Office of Political Practices Commis- Record for these FPPC forms. sion (FPPC) Forms 420-490 a) Officeholders' statements b) Officeholders committees' statements c) Successful candidates' statements d) Successful candidates' committees' statements 13. Certifications of Agendas 3 4 7 - a) City Council b) Finance Committee c) Personnel Committee d) Library Trustees e) Police & Fire Commission 14. City History Files AR P P H a) News clippings b) Photographs c) Proclamations 15. City Incorporation - P P V,H Note: Permanent storage location Documents is the city vault. 16. Conditional Use Permits T+2 - T+2 - Files a) Permits (originals) b) Public hearings documen- tation c) Correspondence & backup data d) Environmental assessment/ impact documents 17. Contract Files E+6 - E+6 - a) Original, executed contracts b) Performance bonds/con- tract bonds c) Certificates of insur- ance/Insurance Documen- tation d) Requests for proposal/ Invitations to bid e) Proof of publication f) Lists of bidders g) Proposals/bids h) Correspondence & backup data 18. Correspondence Chronological 2 - 2 - Files City of Vernon - Records Ret6ntion Schedule City Clerk - Page 3 of 7 Record Series Title office storage Total Viwc Office of Record —Notes/Remarks 19. Council Agendas - Working 1 P P - Note: Working copies are notated Copies for preparation of draft Council a) Back-up Data minutes 20. Council Expense Vouchers 1 - 1 - Duplicate Series. Official is in Finance Department. 21. Council Minutes 1 P P V,H Note: Minutes books also contain Council meetings notices (special meeting notices and adjourned meeting notices). Permanent storage location is the city vault. 22. Council Minutes, Resolutions S - S - & Ordinances Index 23. Council Ordinances 1 P P V,H Note: Permanent storage location is the city vault 24. Council Resolutions 1 P P V,H Note: Permanent storage location is the city vault 25. Election Administration 2 P P - Files a) Legal notices b) Proof of publication c) Certified lists of candidates d) Sample ballots e) Rosters of voters f) Declarations of results g) Fair Political Practices Commission communications & procedures h) Administrative materials 26. Election Candidate Materials T+6 - T+6 - Note: For this record series, a) Candidate Statement T(Termination) represents term of b) Nomination Papers & office. Petitions c) Oath of Office (elected candidates only) 27. Election Materials 2 P P - a) Ballots b) Tally sheets c) Copies of indexes d) Challenge lists e) Assisted voters lists f) Inspectors receipts for ballots g) Precinct officers appointment forms .' h) Absentee applications i) Absentee I.D. envelopes City of Vernon - Records Retdntion tchedule City Clerk - Page 4 of 7 Record Series Title Office storage Total V/Hic Office of Record — Notes/Remarks 28. Election Petitions C+1 - C+1 - Note: For this record series, a) Initiatives petitions C(Closed/Completed) represents b) Referendum petitions completion of the election for c) Charter amendment which petitions were circulated. petitions d) Recall petitions 29. Encroachment License E - E - Duplicate Series. Official is in Agreements Finance Department. 30. Facility Layoffs/Closures AR - AR - Files a) Notifications from facility/company b) Work papers & revenue analyses 31. Finance Committee Agendas 2 3 5 - (Reference Copies) a) Agendas & backup data 32. Finance Committee Minutes 1 P P V,H Note: Permanent storage location is the city vault. 33. Finance Committee Minutes 2 '1 3 - Duplicate Series. Official (Reference Copies) minutes are stored permanently in the city vault. 34. Franchise Files E - E - Duplicate Series. Official is in a) Franchise agreements Finance Department. (copies) b) Correspondence 35. General Plan & Amendments S 2 S+2 - Files a) General plan, elements, & amendments b) Environmental impact/ assessment documents c) Public hearings documen- tation 36. Labor Contract Negotiations 2 P P - Note: Official copy of agreement Files (Police) is in record series. No. 4, a) Negotiations documen- "Agreements & Leases Files". tation b) Agreements (copies) c) Correspondence & backup data 37. Litigation Files C+2 - C+2 - Actual Documents required to be retained shall be decided by the City Attorney 38. Lobbyist Files 3 - 3 - a) Reports b) Correspondence City of Vernon - Records Retention Schedule City Clerk - Page 5 of 7 Record Series Title office Storage Total V/H/C Office of Record — Notes/Remarks 39. Manuals, Policies, Pro- S+2 - S+2 - Note: This record series is for cedures, & Bulletins all manuals, policies, procedures, & bulletins originating from the City Clerk Department. 40. Manuals, Policies, Pro- S - S - Duplicate Series. Official is in cedures, & Bulletins originating department or organization. 41. Municipal Code & Amendments S - S V 42. News Releases & Public AR - AR - Note: If documents from this Information record series have historical significance, they should be added to the record series "City History Files". 43. Personnel Breach of Contract C+1 - C+1 C Note: This record series Files documents abandonment of a) Correspondence & backup employment contract cases and data related settlements. For this series, C(Closed/Completed) represents final settlement of the case. Upon C+1,-the file is to be forwarded to the Personnel Department, to be added to the person's Personnel File for the duration of its retention period. 44. Personnel Committee Agendas 2 3 5 - (Reference Copies) a) Agendas & backup data 45. Personnel Committee Minutes 1 P P H Note: Permanent storage location is the city vault. 46. Personnel Committee Minutes 2 1 3 - Duplicate Series. Official (Duplicate Copies) Minutes are stored permanently in the city vault. 47. Personnel Files - Department T+1 - T+1 C Note: Because of confidential Heads nature of these files, they are a) Applications stored with the City Clerk. b) Disciplinary actions Personnel files for all other c) Absence reports employees are kept in Personnel. d) Salaries e) Educational data & For this record series, reimbursements T(Termination) can represent f) Classifications termination or retirement of the g) Attendance & time off employee. At that point, the h) Pictures Personnel File is turned over to i) Reference checks the Personnel Department for j) Resumes inclusion in the appropriate k) Orientation materials record series ("Personnel Files - 1) Commendations Terminated Employees" or m) Benefits data "Personnel Files - Retired City of Vernon - Records Retention tchedule City Clerk - Page 6 of 7 Record Series Title Office Storage Total VIH/C Office of Record — Notes/Remarks n) Emergency contact Employees"). See the Personnel information Department retention schedule for o) Personnel Action Forms disposition of these record series. 48. Police & Fire Commission 2 3 5 - Agendas (Reference Copies) a) Agendas & backup data 49. Police & Fire Commission 1 P P H Note: Permanent storage location Minutes is the city vault. 50. Police & Fire Commission 2 1 3 - Duplicate Series. Official Minutes (Reference Copies) minutes are stored permanently in the city vault. 51. Police Department - Duty 1 - 1 - Rosters 52. Publications from Outside AR - AR - Sources 53. Purchase Requisitions 1 - 1 - Duplicate Series. Official is in a) Department copies of pur- Purchasing Department. chase requisition forms 54. Real Property- Deeds Trans- 2 - 2 - action Files a) Correspondence b) Transmittals c) Bills of Sale 55. Real Property Files - P P V Note: Permanent storage location a) Deeds is the city vault. b) Easements c) Liens d) Condemnations e) Title Insurance Records 56. Records Management Documents S+2 - S+2 - a) Retention Schedules b) Destroyed Records lists c) Stored Records lists 57. Safety Committee Meetings - 1 - 1 - Duplicate Series. Official is in Agendas & Minutes Personnel/Risk Management Department. 58. Software & Documentation s - S - 59. Statements of Economic 4 - 4 - Duplicate Series. Official is Interest - FPPC Form 721 with Fair Political Practices a) Officeholders' statements Commission (FPPC) b) Appointees' statements c) Candidates' statements 60. Statement of Economic 7 - 7 - Note: City Clerk is the Office of Interest - FPPC Form 730 lRecord for these FPPC forms. • City of Vernon - Records Retention Schedule City Clerk - Page 7 of 7 Record Series Title office storage Total viwc Office of Record — Notes/Remarks a) Designated City Employees 61. Statement of Organization/ 4 - 4 - Duplicate Series. Official is Termination - FPPC Forms 405 with California Secretary of - 415 State. 62. Miscellaneous Studies & 2 - 2 - Reports 63. Subject & Correspondence AR - AR - Files 64. Travel & Expense Records 1 - 1 - Duplicate Series. Official is in Finance Department. 65. Uniform Codes S+1 P P H a) Building Code b) Mechanical Code c) National Electrical Code d) Plumbing Code 66. Variances Files T+2 - T+2 - a) Requests for variance b) Public hearings documentation c) Correspondence & backup. data City of Vernon - Records Retention Schedule Community Services & Water Department - Page 1 of 4 Record Series Title Office storage Total V/H/ Office of Record - Notes/Remarks c 1. Accident Files 5 - 5 a) Police reports (copies) b) Labor & supplies data c) Billings 2. Aerial Photographs P - P H 3. Annexation Files C+5 5 C+10 a) Studies & reports b) Correspondence & backup data 4. Annexation Maps, Plans, & P - P - Note: Final, approved versions Drawings only; drafts are considered part of Annexation Files. 5. Building Activity Reports P - P H 6. Certificate of Occupancy T+5 - T+5 - 7. Conditional Use Permits 5 T+2 T+7 - Note: For this record series, Files T(Termination) represents a) C.U.P. applications termination of use of the permit. (copies) Original applications, b) Correspondence environmental documents, minutes c) Resolutions granting and resolutions are in City Clerk permits (copies) Department d) Site plans/drawings e) Engineer's reports f) Environmental assessments (copies) g) Negative declarations h) Notices of preparation i) Notices of intent j) Minutes (copies) k) Approval letters 8. Correspondence 3 - 3 - Chronological Files 9. Encroachment Permit Files E+1 5 E+6 - Note: Original encroachment a) Applications agreements are in Finance b) Billings Department c) Correspondence 10. File Permits Files E+1 4 E+5 - a) File permits b) Descriptions of operations c) Applications d) Correspondence & backup data 11. Fire Prevention Street T+5 - T+5 - Note: For this record series, Address Files T(Termination) represents a) Fire sprinkler demolition of structures at an Permits address. original underground b) Fire prevention plans I tank and hazardous materials f • ,0 j City of Vernon - Records Retbntion'Schedule ,+ Community Services & Water Department - Page 2 of 4 Record Series Title Office Storage Total Virus Office of Record — Notes/Remarks c) Inspection reports permits are in Health Department; d) Underground tank removal original certificates of occupancy permits (copies) are in record series No. 6, e) Hazardous materials "Certificates of Occupancy". storage permits (copies) f) Certificates of occupancy(copies) 12. Garage Activity Reports 2 - 2 - 13. Graffiti Removal Consent S - S - Files a) Master address lists b) "Consent" forms c) "No Consent" letters 14. Industrial Waste Permit S - S - Note: Los Angeles County issues Application Files permit and has final a) Correspondence with documentation, original County applications and original notices b) Application (copies) of violation. c) Notices of violation (copies) d) Inspection reports 15. Industrial Waste Plans S+2 - S+2 - 16. Lot Line Adjustment C+2 - C+2 - Note: Original resolutions are in Files City Clerk Department a) Legal descriptions (before/after adjustments) b) Resolutions from City Council (copies) c) Recorded copy of legal description from County 17. Manuals, Policies, S+2 - S+2 - Note: This record series contains Procedures & Bulletins all manuals, policies, procedures & bulletins originating from the Community Services Department. 18. Manuals, Policies, S - S - Duplicate Series. Official is in Procedures & Bulletins originating department or organization. 19. Parcel Maps P - P - 20. Plans & Drawings - C T+5 T+5 - Note: For this record series, Building & Safety T(Termination) represents demolition of the structure. Plans and drawings are maintained in the office until completion (c) of construction; they are then moved to storage and kept there for five years beyond demolition of the structure. City of Vernon - Records Retdntion §chedule ` Community Services & Water Department - Page 3 of 4 Record Series Title office Storage Total WH/C Office of Record — Notes/Remarks 21. Plans & Drawings - S - S - Engineering a) Traffic b) Pavement c) Water distribution d) Sewer systems e) Storm drains f) City Hall g) Other city properties 22. Project Files C+3 3 C+6 - Note: official copy of contract is a) Contract (copies) & in City Clerk Department. related documents b) Drawings & Plans c) Contractor data &. payments d) Correspondence 23. Publications from Outside AR - AR - Sources 24. Street Address Files - T 5 T+5 - Note: For this record series, a) Correspondence T(Termination) represents b) Mechanical permits - demolition of structures at an plumbing, heating, air- address. Original conditional use conditioning, venti- permits resolutions are in City lation, refrigeration Clerk Department; original c) Electrical permits business license applications are d) Building permits in Finance Department. e) Trailer permits f) Zoning variance approvals & conditions g) Building variance approvals &conditions h) Conditional use permits resolutions (copies) i) Plans/drawings j) Inspection records k) Business license applications (copies) 25. Subject & Correspondence AR - AR - Files 26. Variance Files - Zoning/ 5 - 5 - Building a) Applications b) Council approval documentation c) Approval & conditions d) Correspondence & backup data 27. Water Analysis Reports - 5 - 5 - Bacterial City of Vernon - Rec®rds Retention Schedule " ` 0 ' ♦ R Community Services & Water Department - Page 4 of 4 Record Series Title Office storage Total WFVc Office of Record — Notes/Remarks 28. Water Analysis Reports - 7 - 7 - Chemical 29. Work Order Logs 2 - 2 - 30. Work Order Open/Closed 2 - 2 - Reports 31. Work Orders- 2 13 15 - Note: Includes work orders for all public works and water division activities. City of Vernon —Records Retdntion f3chedule j Finance (General) - Page 1 of 3 Record Series Title Office Storage Total V/H/C Office of Record — Notes/Remarks 1. 1099 Files 7 - 7 - a) 1099 listings reports b) 1099 forms (City copies) 2. Alarm Permits Card Indexes 2 - 2 - 3. Alarm Permits Files E+2 - E+2 - a) Applications/Renewal form b) Response records c) Receipts d) False alarm reports e) Correspondence f) Suspension letters g) Master file listing 4. Bank Reconciliation Records 3 - 3 - a) Bank statements b) Canceled/voided checks c) Deposit slips d) Monthly deposits recap listings e) Canceled/voided memo checks 5. Bond Files E+2 3 E+5 - a) Trustee statements b) Payment documentation 6. Business License Files E+3 2 E+5 - a) Applications b) Business licenses (official city copies) c) Correspondence d) Backup data 7. Cash Receipts 3 - 3 - a) Cash receipts - yellow copies. 8. Cash Receipts Registers 1 2 3 - a) Cash receipt proof list 9. Correspondence Chronologi- 2 - 2 - cal Files 10. Encroachment Agreements E+2 - E+2 - a) Original, executed agreements b) Insurance documentation c) Correspondence & backup data d) Payment receipts 11. Finance Computer System - 5 5 - Backup Tapes City of Vernon - Records Retention Schedule Finance (General) - Page 2 of 3 Record Series Title office storage Total WH/C Office of Record — Notes/Remarks 12. Franchise Agreements E+1 6 E+7 - a) Original, executed agreements b) Insurance documentation c) Correspondence & backup data 13. Franchise Files 5 E+2 E+7 - a) Annual statements b) Payment receipts c) Correspondence 14. General Ledger Detail 3 P P H Reports 15. Ground Leases E+1 6 E+7 - a) Original, executed leases b) Insurance documentation c) Correspondence & backup data d) Payment receipts 16. Invoice Files (City -Issued) 3 - 3 - Note: Includes invoices for alarm a) Invoices permits, encroachment permits, b) Receipt copies damages to city property, c) Requests for invoice utilities customers services, (from departments) license agreements, etc. d) Backup data 17. Journal Entries Backup 2 3 5 - Files a) Monthly backup folders 18. Journal Entries/Books 5 5 10 - 19. Ledgers Reports 3 - 3 - a) Expenditure Ledgers reports b) Revenue Ledgers reports 20. Phone Listing 1 - 1 - 21. Receipts Files 2 1 3 - Note: Includes receipts for a) Receipts (white copies) payments of sales taxes, property b) Remittance advice taxes, trust deposits, and other c) Backup data payments. 22. Travel & Expense Vouchers 3 - 3 - 23. Trial Balance Reports 3 5 8 - 24. Utilities - Cash Receipts 3 - 3 - 25. Utilities - Customer Cer- - T T - Note: for this record series, tificates of Deposit T(Termination) represents the return of the original certificate of deposit to the customer. • • City of Vernon - Records RL-tdntion 6chedule Finance (General) - Page 3 of 3 Record Series Title office storage Total wwc Office of Record - Notes/Remarks 26. Utilities - Annual Reports 7 - 7 - to Federal Energy Regula- tory Commission (FERC) 27. Utilities - Transmission C+2 - C+2 - Note: For this record series, Invoices C(Closed/Completed) represents full payment of invoice 28. Warrant Files 2 5 7 - a) Pink copies w/back-up b) Purchase requisitions c) Requests for payment d) Original invoices e) Backup data - packing slips, etc... f) Canceled checks 29. Warrant Register - Original 5 5 10 - (Include Payroll Warrant Register) 30. Water Work Orders / Billing Construction Jobs 2 - 2 - 31. Workers Compensation & 2 P P - Liability a) Backup files b) Canceled checks City of Vernon - Records Retention Schedule Finance (Payroll) - Page 1 of 2 Record Series Title Office Storage Total viwc Office of Record = Notes/Remarks 1. Certification Records 2 5 7 - Note: Official copies of Personnel Payroll Action Forms are in Personnel a) Certification sheets Department. b) Holiday records c) Fair Labor Standard Act (FLSA) records d) vacation recap sheets e) Holiday recap sheets f) Overtime recap sheets g) Biweekly time sheets h) Compensation recaps & details i) Personnel Action Forms (copies) 2. Deduction Authorizations C - C - Note: For this record series, Files C(Closed/Completed) represents a) W-41s closure of a deduction b) Other authorization forms authorization; authorizations may (deferred compensation) be superseded or terminated. 3. Deduction Registers 7 - 7 - 4. Deferred Compensation 5 - 5 - Carriers' Annual Activity Reports 5. Deferred Compensation 2 - 2 - Carriers' Quarterly Activity Reports 6. Labor Distribution Reports. 7 - 7 - 7. Leave Reports 2 - 2 - 8. Payroll Bank Reconciliation 2 3 5 - Records a) Monthly statements b) Cancelled employee payroll checks' 9. Payroll Memo Checks 3 - 3 - 10. Payroll Registers 7 - 7 - 11. Payroll System Backup Tapes - P P - - Annual a) Deduction registers back up b) Proof lists backup c) Labor distribution reports backup d). Leave reports backup e) Payroll registers backup f) PENS listings reports backup • City of Vernon - Records Retention Schedule ` Finance (Payroll) - Page 2 of 2 Record Series Title office storage Total vni/c Office of Record — Notes/Remarks 12. Payroll System Backup Tapes 1 - 1 - - Biweekly 13. Proof Lists 2 - 2 - a) Payroll check proof list b) Hours input proof lists 14. Public Employees Retirement 3 - 3 - System (PERS) Actuarial Reports & Studies 15. Public Employees Retirement 2 5 7 - System (PERS) Annual Report to Participates 16. Public Employees Retire- 7 - 7 - ment System (PERS) Listings - Reports to PERS a) Group coverage detail listings b) Payroll summaries 17. Reports to State & Federal 7 - 7 C Note: Reports may be submitted in Tax Agencies either hard copy or on magnetic a) Quarterly tax withhold- media. ings distribution reports b) Annual tax withholdings distribution reports c) Forms W-2 (official City copies) d) Transmittal forms 18. Wage Assignments Records C+1 - C+1 - • City of Vernon - Records Retention Schedule Finance (Purchasing) - Page 1 of 1 Record Series Title office storage Total Viwc Office of Record — Notes/Remarks 1. Bid Files 3 2 5 - a) Requests for bid b) Vendor lists c) Vendor bids d) correspondence 2. Department of Motor Vehicles T - T - Note: For this record series, (DMV) Files - City Vehicles T(Termination) represents a) Pink slips termination of use of the vehicle b) Registration slips 3. Equipment Maintenance & T - T - Note: For this record series, Warranty Files T(Termination).represents a) Manuals & instructions termination of use of the b) Warranty records equipment. 4. Purchase Order Logs 2 - 2 - 5. Purchase Order Proof Lists 2 - 2 - 6. Purchase Orders - Numeric 2 3 5 - Files a) Purchase orders - yellow copies 7. Surplus Materials/Equipment 2 3 5 - Files a) Reports of surplus mater- ials/equipment b) Correspondence c) Auctioneer records 8. Vendor Files 2 3 5 - a) Purchase orders - green copies b) Invoice copies ' City of Vernon — Records Retention Schedule Finance (Treasurer) - Page 1 of 1 Record Series Title ofe e storage Total Viwc Office of Record — Notes/Remarks 1. Annual Reports of Financial 5 - 5 - Transactions to State Controller 2. Audit Reports -Including RDA 10 P P H a) Account reports b) Auditor reports c) Financial statements 3. Breach of Employment C+1 - C+1 - Note: For this record series, Contract -Settlement Files C(Closed/Completed) represents a) Payment records final payment of settlement. City b) Receipt copies Clerk Department has full documentation of employment contract cases; Finance Department maintains the financial settlement records. 4. Budget Detail Files (City 5 5 10 - Budget) 5. Certificates of Deposit E+2 - E+2 V Files a) Certificates of deposit b) Bank statements c) Contracts for public funds 6. Fixed Assets Records T+5 - T+5 - For this record series, T(Termination) represents sale/disposition of a fixed asset. 7. Investment Records 2 P P - a) Funds available reports b) Monthly investment transaction reports c) Local Agency Investment Funds statements d) Safekeeping statements a) Daily bank confirmation records b) Investment transaction slips c) Investment/cash journal Entries d) Quarterly investment / report 8. Investment Spreadsheets 2 P P V a) Monthly recap of daily cash investment transactions 9. Treasurer's Book P - P - I.. Address Files T+5 45 T+50 - Note: For this record series, a) Hazardous material T(Termination) represents reporting forms (copies) demolition of structures at an b) Inspection reports address. Original hazardous c) Incident reports (copies) materials reporting forms are in d) Material safety data Health Department. Original sheets (MSDS) incident reports are in record e) Tank records series No. 13, "Field Incident f) Correspondence Files". 2. Budget Files - Department 2 - 2 - 3. Civil Defense - AR - AR - Administrative Files a) Questionnaires b) Rules & regulations c) Correspondence & backup data 4. Civil Defense - Budget Files 2 - 2 - S. Civil Defense — Emergency S - S - Operation Plan 6. Civil Defense - Purchasing 5 - 5 - Duplicate Series. Official is in Records Purchasing Department a) Purchase orders - depart- ment copies 7. Communications/Correspon- 2 3 5 - dence Chronological File 8. Council Agendas, 2 - 2 - Duplicate Series. Official is in Resolutions, & Minutes City Clerk Department 9. Department of Motor Vehicles 1 - 1 - Note: Signature cards expire after Driver Classification one year and must be renewed a) Signature cards annually. 10. Department of Motor T - T - Note: For this record series, Vehicles Driver Training T(Termination) represents Records termination or retirement of a) DMV form DL-170 employee. b) Training Detail Information c) Class Outline d) Class Calendar 11. Department of Motor 1 - 1 - Duplicate Series. Official is in Vehicles Pull Notice Risk Management Department. Records 12. Equipment Files T+1 - T+1 - Note: For this record series, a) Manuals T(Termination) represents b) Specifications termination of use of the c) Maintenance records equipment (life of unit). d) Garage work orders (Department copies) ' City of Vernon — Records Retention Schedule Fire Department - Page 2 of 3 Record Series Title once storage Total WH/C Office of Record — Notes/Remarks e) Test records f) OSHA certifications 13. Field Incident Files 5 20 25 - a) Incident reports b) Fire/Police dispatch alarm tickets 14. Fire Department Activity 2 - 2 - Report to Council - Biweekly 15. Hazardous Material Squad T+10 T+20 30 - Note: For this record series, Personnel Files T(Termination) represents a) Training records termination or retirement of b) Medical records employee. c) Certifications 16. Manpower Reports 2 3 5 - 17. Payroll Records 2 - 2 - Duplicate Series. Official is in a) Computer timesheets Payroll Department. b) Overtime records c) FLSA records d) Temporary promotion sheets 18. Personnel Files T+2 - T+2 - Duplicate Series. official is in Personnel Department. Note: For this record series, T(Termination) represents termination or retirement or employee. 19. Personnel Training Records T+5 - T+5 - Note: For this record series, a) Fire training records T(Termination) represents b) Hazardous material termination or retirement of (OSHA) training records employee. c) Fire science certificates d) Hazardous material certificates e) Employee drill records 20. Promotional Exam Postings & 20 - 20 - Results a) Exam results b) Correspondence 21. Purchasing Records 5 5 10 - Duplicate Series. Official is in a) Purchase requisitions Purchasing Department. (department copies) b) Purchase orders (department copies) c) Invoice copies d) Packing slips copies 22. Safety Committee Records 5 - 5 - Duplicate Series. Official is in Risk Management Department. 23. Staff Meetings Minutes & 10 - 10 - Agendas 24. Station Activity Logs 2 23 25 - 25. Subject & Correspondence AR - AR - Files 26. Utilities Bills (Copies) 2 - 2 - Duplicate Series. Official is in Finance Department. 27. Vacation Logs 2 - 2 - ' City of Vernon — Records Retention Schedule Health Department - Page 1 of 2 Record Series Title Office storage . Total V/Hic Office of Record — Notes/Remarks 1. Address Files C+1 5 C+6 - Note: For this record series, a) Business plans C(Closed/Completed) represents b) Contingency plans completion of occupancy by a c) Training plans business or tenant; a new occupant d) Correspondence will generate a new set of records e) Vermin inspections at that address. f) Water permits g) Hazardous materials permits h) Underground tanks permits i) Food permits & inspection reports j) Hazardous materials inventories/manifests 2. Administrative Files 3 - 3 - a) Inter -office correspon- dence b) Memos c) Sweeps 3. Budget Files (Department) 5 - 5 - 4. Catering Trucks Files 2 - 2 - a) Inspections b) Permits c) Renewals 5. Citations Files 1 4 5 - a) Citations (copies) b) Statements of fact c) Court documentation 6. Cross -Connection Control 2 3 5 - Reports 7. Dog Licenses 2 - 2 - 8. Fire Department Incident 2 - 2 - Duplicate series. official is in Reports Fire Department. 9. Hazardous Materials AR - AR - Note: Includes materials from Administrative Files Southern California Air Quality a) Correspondence Management District (SCAQMD) and b) Reports & studies other county, state, and federal c) Policies, procedures, & agencies. directives d) Contractors lists 10. Inspector Activity Logs 1 1 2 - 11. Jail Inspections 2 5 7 - 12. Monthly (Activity) Reports 2 3 5 to Council • City of Vernon — Records Retdntion Schedule Health Department - Page 2 of 2 Record Series Title once Storage Total viwc Office of Record —`Notes/Remarks 13. Permit Billing Records 2 - 2 - 14. Permits Register 2 - 2 - 15. Personnel Administrative 5 - 5 - Duplicate series. Official is in Files Personnel Department 16. Purchase Order 2 1 3 - Duplicate series.. Official is in Purchasing Department. 17. Remediation Case Files 2 98 100 - a) Studies & reports b) Contamination data c) Permits for soil boring d) Site safety plans 18. Closed Underground Tank 2 98 100 - Records 19. Pest Control Records 2 - 2 - a) Pesticide Use Reports b) Employee Safety Training 20. Risk Management Prevention C+2 25 C+27 - Note: For this record series Plans (RMPP) C(Closed/Completed) represents completion of occupancy by a business or tenant at a particular address. 21. Rubbish Permits 2 8 10 - 22. Subject & Correspondence AR - AR - Files ' City of Vernon — Records Retention Schedule Personnel - Page 1 of 3 Record Series Title Office Storage Total v /C Office of Record — Notes/Remarks 1. Computerized Personnel Sum- S - S C mary Information a) Salary data b) Address c) Classification d) Emergency contacts 2. Manuals, Policies, Pro- S - S - Duplicate Series. Official is in cedures, & Bulletins originating department or a) SB 198 Written Safety organization. Program Manual 3. Manuals, Policies, Pro- S+2 - S+2 - Note: This record series contains cedures, & Bulletins all manuals, policies, procedures, and bulletins originating from the Personnel/Risk Management Department. 4. Personnel Benefits Records E+2 5 E+7 C Note: For this record series, a) Enrollment documentation E(Expiration) represents the b) Retirement (PERS) data expiration of benefits for the c) Benefits data employee, and his or her spouse d) COBRA data and dependents (if applicable). Includes medical, dental, life insurance, retirement, and other benefits programs. S. Personnel Committee Minutes 1 - 1 - Duplicate Series. Official is in City Clerk Department. 6. Personnel Files - Active T - T C Note: For this record series, Employees T(Termination) can represent a) Applications termination or retirement of b) Employment verification employee. At that point, the (I-9) records Personnel File becomes part of the c) Disciplinary actions appropriate record series .d) Absence reports (Personnel Files - Terminated e) Salary data Employees or Personnel Files - f) Educational data & Retired Employees). reimbursements g) Classification records h) Attendance & time off i) Pictures j) Reference checks k) Resumes 1) Orientation check -off sheets m) Commendations n) Emergency contact infor- mation. o) Personnel Action Forms p) Psychological Profiles 7. Personnel Files - Retired 2 5 7 C Pursuant to Resolution 7187 Employees adopted July 28, 1998. Police a) Applications Department employees personnel b) Employment verification files retained for total of 5 (I-9) records years. c) Disciplinary actions d) Absence reports e) Salary data f) Educational data & reim- bursements g) Classification records h) Attendance & time off i) Pictures j) Reference checks k) Resumes 1) Orientation check -off sheets m) Commendations n) Medical/dental claims documentation o) Workers compensation records p) Emergency contact infor- mation q) Personnel Action Forms r) Psychological profiles 8. Personnel Files - Terminated 2 5 7 C Pursuant to Resolution 7187 Employees adopted July 28, 1998. Police a) Applications Department employees personnel b) Employment verification files retained for total of 5 (I-9) records years. c) Disciplinary actions d) Absence reports e) Salary data f) Educational data & reim- bursements g) Classification records h) Attendance & time off i) Pictures j) Reference checks k) Resumes 1) Orientation check -off sheets m) Commendations n) Medical/dental claims documentation o) Workers compensation records p) Emergency contact infor- mation q) Personnel Action Forms r) Psychological profiles 9. Publications from Outside AR - AR - Sources a) Reference books & t City of Vernon —Records Retention Schedule Personnel - Page 3 of 3 Record Series Title once storage Total, vrwc Office of Record — Notes/Remarks materials b) Job openings, notices, & flyers c) Employee information pub- lications 10. Recruitment Files 2 - 2 - Note: If a qualified applicant is a) Job applications hired, the contents of this record b) Tests series will be transferred to the c) Resumes & correspondence Personnel File for that d) Eligibility lists individual. 1. Redevelopment Agency 3 - 3 - a) Receipts b) Bank statements c) Canceled checks d) Blue copies w/backup 2. Redevelopment Agency 5 5 10 a) Warrant register - original b) Warrant register proof lists 3. Redevelopment Agency - E+10 - E+10 - Agreements & Leases Files a) Original, executed agreements & leases b) Insurance documentation c) Correspondence & backup data 4. Redevelopment Agency - 5 - 5 - Duplicate Series. Official is in Audit Reports Finance (Treasurer) Department 5. Redevelopment Agency Board 7 - 7 - Agendas - Certified Copies 6. Redevelopment Agency Board 2 - 2 - Note: Working copies are notated Agendas — Working Copies for preparation of draft Agency Board Minutes. 7. Redevelopment Agency Board 4 - 4 - Duplicate Series. Official is with Members - Statements of Fair Political Practices Economic Interest (FPPC Commission (FPPC) Form 721) S. Redevelopment Agency Board 1 P P V,H Note: Permanent storage location Minutes. is the city vault. 9. Redevelopment Agency Board 2 1 3 - Duplicate Series. Official minutes Minutes (Reference Copies) are stored permanently in the city vault. 10. Redevelopment Agency Board 1 P P V,H Note: Official storage location is Ordinances the city vault. 11. Redevelopment Agency Board 1 P P V,H Resolutions 12. Redevelopment Agency Board 1 - 1 - Note:- These copies of resolutions. "File" Copies are maintained for public reference. 13. Redevelopment Agency - E+6 - E+6 - Contract Files a) original, executed con- tracts b) Performance/Contract bonds r c) Certificates of insurance /Insurance documentation d) Requests for proposal/ Invitation to bid e) Proof of publication f) Lists of bidders g) Proposals/bids h) Correspondence & backup data 14. Redevelopment Agency 7 - 7 - Note: City Clerk is the Office of Employees - Statements of Record for these FPPC forms. Economic Interest (FPPC Form 730) 15. Redevelopment Agency - Pro- C+5 5 C+10 V,H Note: For this record series ject Area Adoption Records C(Closed/Completed) represents a) Survey area final financial close-out of the documentation project. b) Redevelopment plans c) Project Area Committee records d) Reports to City Council e) Fiscal review documen- tation f) Relocation plans g) Owner participation rules & contracts h) Public hearings documen- tation i) Environmental impact /assessment documents j) Maps, plans, drawings, & photographs k) Studies & reports 1) Correspondence & backup data 16. Redevelopment Agency - Pro- C+5 5 C+10 V,H Notes: Official copies of ject Files agreements are in record series a) Owner participation No. 51, "Redevelopment Agency - records Agreements & Leases Files". b) Developer selection documentation Documents establishing real c) Negotiation/Development property ownership are in record agreements (copies) series No. 49, "Real Property d) Acquisition Files". documentation (see note) e) Environmental impact/ assessment documents f) Public hearings documen- tation g) Design & review records h) Relocation records i) Infrastructure/public improvements records j) Right-of-way documen- tation (see note) k) Site preparation & con- struction management documents 1) Studies & reports m) Correspondence & backup data City of Vernon — Records Retention Schedule Risk Management - Page 1 of 2 Record Series Title Once storage Total WHIC Office of Record — Notes/Remarks 1. Accident Investigation C+1 6 7 - Note: Final documentation is in Committee Files City Council records and/or a) Investigation documen- personnel files. tation b) Conclusions/findings 2. Claims Against the City C+1 4 C+5 - a) Claim forms b) Correspondence c) Investigative reports. d) Administrator correspon- dence and reports. 3. Fidelity Bonds - City C+5 P P - Employees 4. File Permits Files C+5 P P - a) Correspondence b) Certificates of Insurance c) Backup Data 5. Loss Run Analysis Reports 5 - 5 - a) General Liability reports b) Workers Compensation reports 6. Medical/Dental Claims Files T - T C Notes: Original claims forms, a) Claims documentation correspondence and documentation (copies) are with the individual employees b) Psychological Evaluations and the program administrators. The records represented in this record series are added to an individual's personnel file upon termination or retirement (see Personnel Department retention schedule). 7. Medical/Dental Programs E+3 - E+3 - Note: For this record series, Administrators Files E(Expiration) represents a) Backup data & reports expiration of the contract with b) Billing copies the administrator. Original c) Correspondence contracts are in City Clerk d) Contracts (copies) Department. 8. Occupational Safety & Health 5 - 5 - Note: This record series is Administration "200" (OSHA) required by California OSHA to be logs maintained by the city for 5 years. 9. Reinsurance Policies Files P - P V Note: Includes insurance policies a) Policy documentation for Workers Compensation, b) Original policies Property, General Liability, c) Publications Boilers & Machinery. Information d) Correspondence is also retained by the e) Backup data Independent Cities Risk Management Authority (ICRMA). 10. Reports. to City Council 3 - 3 - Duplicate Series. Official is in a) Monthly workers compen- City Council records in City Clerk sation reports. Department. 11. Reports to Finance Depart. 7 - 7 - a) Monthly workers compen- sation reports. b) Monthly auto insurance reports 12. Safety Committee Meetings - P - P - Agendas & Minutes 13. Tailgate Meetings - Minutes P - P - Note: This is the name given to departmental safety meetings and reviews. 14. Workers Compensation Case T+2 P P - Note: The records represented by Files this record series are added to an a) Pre -employment physicals individual's personnel file upon b) Claims termination or retirement (see c) Correspondence Personnel Department retention d) Reports schedule). e) 5020 Forms f) DW-1 Forms g) Workers compensation log h) Physician designation forms 15. Workers Compensation Insur- E+2 P P - Note: For this record series, ance Administrators Files E(Expiration) represents a) Contracts (copies) expiration of the contract with b) Correspondence the administrator. Original c) Backup data & reports contract and contract documents are in City Clerk Department. 16. Public Self -Insurer's 10 - 10 V Annual Report (Non-JPA Member) City of Vernon - Records Retention Schedule Utilities (Customer Services) - Page 1 of 2 Record Series Title Office Storage Total V/H/C Office of Record - Notes/Remarks 1. Abnormal Read Reports 2mo - 2mo - (Meters) 2. Billing Registers - Hard 2mo - 2mo - Note: Hard copy is kept until Copy microfiche copy is verified, then can be destroyed. 3. Billing Registers - Micro- 7 - 7 - fiche (Original) 4. Billing Registers - Micro- 1 - 1 - fiche (Work Copies) 5. Collection Agencies Monthly C+1 - C+1 - Note: For this record series, Summary Reports C(Closed/Completed) represents closure of all outstanding collection accounts. 6. Customer Service Billing S - S - System Backup Tapes 7. Financial Transactions 1 1 2 - Reports a) Daily accounts receivable reports b) Month end reports c) Payment posting reports d) Write-offs reports 8. Lock Box Records 2 - 2 - a) Lock box reports b) Copies of payments c) Deposit totals d) Bill stubs 9. Meter Readings - Computer S - S - Tapes 10. Operational Reports 2 - 2 - a) 48hr. disconnect reports b) Final notice reports c) Shut-off reports 11. Payment Stubs 2 - 2 - 12. Reports to U.S. Department 2 - 2 - of Energy a) Monthly b) Quarterly c) Annual 13. Service Address Files C 2 C+2 - Note: Original water work orders a) Applications are in Community Services - Water b) Credit reports c) Community Service reports d) Electrical inspection reports ' City of Vernon - Records Retention Schedule Utilities (Customer Services) - Page 2 of 2 Record Series Title Office Storage Total V/WC Office of Record`- Notes/Remarks e) Water liability forms f) Requests for power load data g) Control cards h) Electrical work orders (original) i) Water work orders (copies) j) Account adjustment documentation k) Special meter readings 1) Bankruptcy documentation m) Collection accounts documentation • s City of Vernon - Records Retention dchedule Utilities (Dispatcher/System Operations) - Page 1 of 3 Record Series Title Office Storage Tore wwc Office of Record — Notes/Remarks 1. Bulk Power Log Sheets 10 - 10 - 2. Communications/Correspon- 2 - 2 - dence Chronological Files 3. Dispatch Orders 10 - 10 - 4. Division Administration 2 - 2 - Reports a) Office supplies reports b) Departmental supplies reports c) Forms reports d) Phone use reports e) Phone bill reports f) Security activity reports 5. Manuals, Policies, Pro- S - S - cedures, & Bulletins a) General operations b) Electrical system c) Water system d) Work practices 6. Personnel files 1 - 1 C Duplicate Series. Official is in a) vacation requests Personnel Department. b) In -Lieu hours requests c) Other personnel documentation 7. Personnel Quarterly 3 - 3 C Duplicate Series. Official is in Evaluations Personnel Department 8. Purchasing Records 5 - 5 - Duplicate Series. Official is in a) Purchasing orders (copies Purchasing Department. b) Purchasing requisitions (copies) c) Packing slips (copies) d) Invoices (copies) 9. Safety Meetings Reports 3 - 3 - Duplicate Series. Official is in Utilities Department. 10. Switching Programs 5 - 5 - 11. System Administration Files 2 - 2 - a) Dispatcher shift update & duties b) Key locker reports c) Switching summaries d) Substation upkeep reports e) Chart maintenance & storage reports f) Over-generation/Resource reports g) Generation training reports ' City of Vernon - Records Retention Schedule Utilities (Dispatcher/System Operations) - Page 2 of 3 Record Series Title Office Storage Total V/H/C Office of Record — Notes/Remarks h) Circuit map variance reports i) Operator weekly task lists j) Shift trade reports k) Shift trade requests 12. System Documentation Back- S - S - up - Floppy disks 13. System Logs 10 - 10 - Note: If either system is shut a) Electrical system events down for an extended period, keep b) Water system events the last 10 years of system logs for future reference. In that case, the system logs would be maintained indefinitely until the system is reactivated, at which time the 10 year retention would start again. 14. System Operations Monthly 10 - 10 - Note: The monthly activity reports Control Center Activity are compilations of individual Reports reports listed elsewhere in this a) Monthly dispatch orders retention schedule. Monthly summaries activity reports are maintained b) Monthly switching pro- for a longer period of time for grams summaries reference and management c) Monthly water reports information purposes. d) Monthly counter reading reports e) Monthly interruption reports f) Monthly peak amp reports 15. System Operations Reports - 3 - 3 - Electrical a) Daily amp reports b) Generation reports c) Kwh reading (generation) d) Bulk power confirmation reports e) Interruption reports f) Monthly peak amp reports g) Counter reading reports h) Dispatch orders report i) Shift check reports 16. System Operations Reports - 3 - 3 - Water a) Daily water reports b) Monthly water reports c) Elevated tank reports 17. System Prints, Schematics & S - S - Drawings ' City of Vernon - Reco'rds Retention Schedule Utilities (Dispatcher/System Operations) - Page 3 of 3 Record Series Title Office Storage Total Viwc Office of Record — Notes/Remarks 18. Time Sheets — Biweekly 1 - 1 - Duplicate Series. Official is in Payroll Division. 19. Work Orders Files l - 1 - Duplicate Series. Official is in a) Community services work Community Services Department. orders (copies) b) Garage work order re- quests (copies) C) Computer service work orders (copies) ' City of Vernon - Reco'rds Retention Schedule Utilities (Engineering) - Page 2 of 2 Record Series Title office storage Total Viwc Office of Record — Notes/Remarks d) Memorandum notices of joint pole work (Form 48) 15. Publications from Outside AR - AR - Sources a) Technical publications b) Standards & practices c) Vendor catalogs & publications 16. Subject & Correspondence AR - AR - Files 17. Work Orders 1 - 1 - Duplicate Series. Official is in Electrical Transmission & Distribution Division (contractor). ' City of Vernon - Records Rbtention Schedule Utilities (Power Plant Operations) - Page 1 of 2 Record Series Title office Storage Total Vmic Office of Record — Notes/Remarks 1. Air Quality Management 2 - 2 - District (AQMD) Fuel Reports 2. Air Quality Management S - S - District (AQMD) permits 3. Air Quality Management 10 - 10 - District (AQMD) Source Tests 4. Auxiliary Man Log Sheets 2 - 2 - 5. Budget Files 2 - 2 - 6. Cooling Tower -Water Chemical 2 - 2 - Activity Sheets 7. Cooling Tower -Water Chemical 2 - 2 - vendors Files a) Monthly reports b) Correspondence 8. Crane Maintenance,Reports 5 - 5 - 9. Environmental Consultant 1 - 1 - Duplicate Series. official is in Files Utilities Resource Planning. a) Monthly reports b) Correspondence 10. Equipment Maintenance & 5 - 5 - Inspection Records a) Crankcase inspections b) Generator run sheets c) Lube oil sample results d) Plant lubrication reports e) Ring & cylinder inspections f) Turbine computer log readouts g) Turbine inspections h) Turbine log books i) Generator running hours 11. Fuel & Plant Inventories 5 - 5 - 12. Generation Reliability 5 - 5 - Reports 13. Generation Reports 2 - 2 - 14. Generator Kilowatt Readings 2 - 2 - 15. Generator Test Records 2 - 2 - a) Test data & reports 16. Hazardous Materials 1 - 1 - Note: All Hazardous Material Manifests manifests are to be transferred to Utilities Administration files ' City of Vernon - Records Retention Schedule Utilities (Power Plant Operations) - Page 2 of 2 Record Series Title Office Storage Total V/H/C Office of Record — Notes/Remarks after one year retention. 17. Material Safety Data Sheets AR - AR - 18. Operations Log Books 10 - 10 - Note: If diesel plant is shut down, keep the last 10 years of Operations Log Books for future reference. In that case, the Log Books would be maintained indefinitely until the plant is reactivated, at which time the 10 year retention period would start again. 19. Personnel Files T - T C Duplicate Series. Official is in Personnel Department. When an employee terminates, the personnel file is turned over to the Utilities Administration for review & transfer to the Personnel Department. 20. Personnel Job Assignment 2 - 2 - Sheets 21. Personnel Safety & Training 1 - 1 - Duplicate Series. Official is in Reports Utilities Administration. 22. Purchasing Records 5 - 5 - Duplicate Series. Official is in a) Purchase order (copies) Purchasing Divison. b) Purchase requisitions (copies) c) Invoices (copies) d) Packing slips (copies) 23. Southern California Gas 2 - 2 - Duplicate Series. official is in Company Billings Utilities Resource Planning. a) Bill copies 24. Time Sheets (Biweekly) 2 - 2 - Duplicate Series. Official is in a) Biweekly summary time Payroll Department. sheets 25. Time Sheets (Daily) 2 - 2 - a) Employee's daily time sheets b) Subcontractors' daily time sheets 26. Turbine Activity Sheets 5 - 5 - 27. Vehicle Maintenance Records 1 - 1 - Duplicate Series. Official is in a) Work orders Community Services Department. b) Monthly Garage reports w City of Vernon — Records Referition Schedule Utilities (Resource Planning) - Page 2 of 3 Record Series Title office storage Total WHic Office of Record — Notes/Remarks 11. Federal Energy Regulatory S - S - Commission (FERC) Filings - Work Files a) Calculations & work - papers b) Procedures & guidelines 12. Litigation Files C+5 - C+5 - Note: For this record series, a) Transcripts & exhibits C(Closed/Completed) represents b) Rulings/judgements final ruling on a case and c) Correspondence & backup completion of the appeal process. data 13. Load Data Reports AR - AR - 14. Manuals, Policies, Pro- S - S - Duplicate Series. Official is in cedures & Bulletins originating department or organization. 15. Manuals, Procedures, & S+2 - S+2 - Note: This record series contains Bulletins all manuals, procedures, & bulletins originating from the Resource Planning Division. 16. Power Operations Reports 10 - 10 - 17. Project Historical Records - C+5 C+5 - Notes: Original agreements and a) Studies & reports resolutions are in City Clerk b) Correspondence Department. Original permit , c) Permit application applications are in organization documents (copies) issuing the permits. Includes d) Resolutions (copies) transmission and generation e) Licensing information projects. The files document all f) Bond data aspects of a project, including g) Progress reports development, construction and h) Financial analyses operations. This record series i) News clippings contains records taken from the j) Consultant proposals & "Project Work Files" (record backup data series No. 18) which have been k) Meetings minutes selected for long term retention 1) Agreements (drafts & (completion of the project plus 5 copies) years). These records are used by m) Mailing lists this division for research and n) Engineering data evaluation. 18. Project Work Files AR - AR - Notes: Original agreements and a) Studies & reports resolutions are in City Clerk b) Corresondence Department. Original permit c) Permit application applications are in organization documents (copies) issuing the permits. Includes d) Resolutions (copies) transmission and generation e) Licensing information projects. The files document all f) Bond data aspects of a project, including g) Progress reports development, construction and h) Financial analyses operations. The files in this i) News clippings record series are reviewed j) Consultant proposals lannually for long term value; • a backup data records to be retained become part k) Meetings minutes of a record series No. 17, 1) Agreements (drafts & "Project Historical Records". copies) m) Mailing lists n) Engineering data 19. Rates Schedules S+5 - S+5 - a) Retail tariff schedules b) Wholesale rates schedules 20. Rates - Work Files S - S - a) Calculations & work - papers b) Backup data 21. Regulatory Agencies Admin- AR - AR - Note: Includes files for strative Files regulatory agencies such as the a) Studies & reports Federal Energy Regulatory b) Correspondence Commission (FERC), California c) Rules, regulations & Energy Commission (CEC), and guidelines Southern California Air Quality d) Docket filings & back- Management District (SCAQMD). ground data (other power companies) 22. Southern California Air. E+5 - E+5 - Note: Original permits are in Quality Management District Power Plant Operations Division. (SCAQMD) Filings a) Permits (copies) b) Correspondence c) Backup data 23. Subject & Correspondence AR - AR - Files w GLOSSARY OF RECORDS RETENTION DEFINITIONS Annual Review — Yearly review of operations, procedures, policies, or documents relating to the retention schedule. *Audit — Review for acceptance of records. relating to operations, policies and procedures, financial documentation and historical documents by regulating agencies. *Closed/Completed — A file or record on which action has been completed and to which an audit or further action is not likely to occur. Confidential — A record of information requiring protection against unauthorized disclosure. Expiration — The act of coming to a close. *Historical — In appraisal, the value attributed to a record which preserves documentation on significant historical events including the City's operations, origin, policies, authorities, functions, and organizations, as well as significant administrative decisions. *Permanent — Recorded information which is required by law to be retained; or which has been designated for continuous preservation because of its administrative or historical significance. *Superseded — The replacement of an existing document. Termination — Discontinued (example - employment, term of office, use of equipment, permits, etc...) *Vital — Those records containing information necessary to continue the operation of government, affirm the powers and duties of government and to protect the rights and interests of persons. * Definitions taken from the August 1999, Local Government Records Retention Guidelines, City Clerk's Association of California. ' City of Vernon - Recdrds R�tention Notes / Additions - Schedule Page 1 of 2 Record Series Title Office Storage rot' i V/H/c Office of Record — Notes/Remarks v - City of Vernon - Recofds Retention Schedule Notes / Additions - Page 2 of 2 Record Series Title office storage Total V/wc Office of Record - Notes/Remarks SUPPORTING DOCUMENTS CITY ADMINISTRATOR/CITY CLERK'S OFFICE INTER -DEPARTMENT MEMORANDUM DATE: August 23, 2000 TO: On Duty Fire Batallion Chief Ken DeDario, Director of Utilities Lewis Pozzebon, Director of Env. Health S. Kevin Wilson, Dir. of Comm. Svs. & Water FROM: Gloria J. Orosc Chief Deputy Ci e tlerk RE: Resolution No. 7605 Gentlemen: Attached hereto is Resolution No. 7605 which pertains to "...City Wide Retention Schedule..." and was approved by the City Council at their meeting held August 22, 2000. Please review this document immediately and if you should have any questions do not hesitate to contact me. Thank you. cc: M. Valenzuela S. Johnson J. Francone gj o c/cityadmnmemos:FormCACCIDMemo CITY COUNCIL LEONIS C. MALBURG Mayor THOMAS A. YBARRA Mayor Pro -Tern WM. 'BILL" DAVIS Councilman H. "LARRY" GONZALES Councilman W. MICHAEL MCCORMICK Councilman BRUCE V. MALKENHORST City Administrator / City Clerk FAX (323) 581-7924 DUAR�I(�LIVO C' ttorney V 562)927-8722 (� We KEVIN WILSON Dirf Co ty'S�es &Water / X 23) 8C 61 00�1� Ie:(323) DARIO 1 icipal Utilities 583-1983 CITY HALL 4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058 TELEPHONE (323) 583-8811 August 17, 2000 City Council City of Vernon Honorable Members: DAVE TELFORD Fire Chief FAX: (323) 581-1385 BRUCE W. OLSON Police Chief FAX: (323) 583-5236 Transmitted herewith is an updated City of Vernon Records Retention Schedule. The current retention schedule was previously approved in 1992 with no subsequent updates. The updated schedule will assist in keeping with local government records retention requirements and maintaining the City's records destruction program. This has been reviewed by the City Attorney, and it is hereby recommended that the City of Vernon Records Retention Schedule 2000 be approved. Very truly yours, Br ce V. Malkenho �st�4,-,x-4e-;? City Clerk BVM/gst