Resolution No. 84091
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RESOLUTION NO. 8409
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND ADOPTING AN AMENDMENT TO THE
RECORDS RETENTION SCHEDULE MAINTAINING DOCUMENTS
AND RECORDS BY ALL CITY DEPARTMENTS EXCEPT THE
POLICE DEPARTMENT
WHEREAS, on August 22, 2000, the City Council of the City of
Vernon adopted City of Vernon Records Retention Schedule 2000 for
maintaining documents and records by all City departments except the
Police Department; and
WHEREAS, on August 27, 2003, the City Council of the City of
Vernon adopted Resolution No. 8269 approving an amendment to the
Records Retention Schedule; and
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, by letter dated March 18, 2004, Bruce V.
Malkenhorst, the City Administrator/City Clerk, recommended that the
Records Retention Schedule be revised to incorporate a retention
schedule for the IT Division; 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
City Council; and
WHEREAS, the City Attorney of the City of Vernon consents to
the destruction of the records pursuant to the amended Retention
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Schedule.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
finds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The City Council of the City of Vernon hereby
approves and adopts the amendment to the Records Retention Schedule, a
copy of which is attached hereto as Exhibit "A" and made a part
hereof.
SECTION 3: The City Council of the City of Vernon hereby
authorizes the City Clerk and all department heads to maintain the
categories of documents and records for the periods required by the
amended Retention Schedule and to destroy said documents and records
after said periods have ended.
SECTION 5: Notwithstanding any of the foregoing, no record
shall be destroyed which is pertinent to any current claim against the
City, any pending or on -going litigation, or which is expressly
required to be retained under California Government Code Section
34090.
SECTION 6: The City Attorney has given his written consent
to the destruction of the City records pursuant to the schedules set
forth in the amended Retention Schedule; said written consent is
attached hereto and made a part hereof.
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SECTION 7: 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 24th day of March, 2004.
EONIS C. MAT -BIT G, May r
ATTEST:
BRUCE V. MALKENHORST, City Clerk
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STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution No.
8409, was duly adopted by the City Council of the City of Vernon at an
adjourned regular meeting of the City Council duly held on Wednesday,
March 24, 2004, and thereafter was duly signed by the Mayor of the City
of Vernon.
(SEAL)
BRUCE V. MALKENHORST, City Clerk
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WRITTEN CONSENT OF CITY ATTORNEY FOR THE
DESTRUCTION OF CERTAIN CITY RECORDS PURSUANT
TO GOVERNMENT CODE SECTIONS 34090 AND 34090.7
I, the undersigned, as the City Attorney of the City of
Vernon have read Sections 34090 and 34090.7 of the Government Code of
the State of California, do hereby consent to the destruction of those
certain City of Vernon records described in the amended Retention
Schedule which is attached to this Resolution No. 8409, and the
continuing destruction of said records pursuant to the time schedules
referred to in the amended Retention Schedule.
This consent is executed pursuant to Sections 34090 and
34090.7 of the Government Code of the State of California and is to be
attached to Resolution No. 8409.
Dated: 2)'a'V4 "2yf 26d'y
Z;�r
ERIC T. RESC , City Attorney
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EXHIBIT
AV
,a
Records Retention
Schedule 2003
Amended March 24, 2004
CITY OF VERNON
RECORDS RETENTION SCHEDULE 2003
TABLE OF CONTENTS
Page
Legend..................................................................................................................... i
City Administrator's Office...................................................................................1
CityClerk's Office................................................................................................. 3
COMMUNITY SERVICES & WATER DEPARTMENT........................................................ 8
FINANCE DEPARTMENT
A. GENERAL................................................................................12
B. PAYROLL................................................................................15
C. PURCHASING.........................................................................17
D. TREASURER...........................................................................18
FIREDEPARTMENT................................................................................................ 19
HEALTHDEPARTMENT........................................................................................... 21
INFORMATION TECHNOLOGY DIVISION.................................................................. 22.1
LIGHT AND POWER DEPARTMENT
A. CUSTOMER SERVICE DIVISION ........................................... 23
B. DISPATCH / SYSTEM OPERATIONS ..................................... 25
C. ENGINEERING........................................................................27
D. POWER PLANT OPERATIONS .............................................. 29
E. RESOURCE PLANNING......................................................... 31
PERSONNELDIVISION............................................................................................ 34
REDEVELOPMENT AGENCY.................................................................................... 37
RISK MANAGEMENT DIVISION................................................................................. 40
RESOLUTIONNo. 8269.............................................................................................
GLOSSARY......................................................................................................42
LEGEND
AR
- ANNUAL REVIEW
AU
- AUDIT
C
- CLOSED/COMPLETED
CU
- CURRENT YEAR
EL
- ELECTION
E
- EXPIRATION
P
- PERMANENT
S
- Superseded
T
- TERMINATION
WHIC
V - VITAL
H - HISTORICAL
C - CONFIDENTIAL
i
Regard Se'r�es Tr�1e
office
scot 90
:: rate
'Office' of Record - Ic fe tRe'marks
INFORMATION
TECHNOLOGY
— PAGE
1 OF 3
6. Access Authorization
S+2
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3
c) Server Phone Room
d) P.C. Servers
e) Internet Access
f) VPN Connection Access
g) Dial Up Accounts
h) Password List
7. Agendas & Minutes
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2
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NOTE: Duplicate Series for City
h) City Council
Council, Finance Committee, and
i) Finance Committee
Personnel Committee. Official is
j) Personnel Committee
in the City Clerk Department.
k) I.T. Meetings
1) Safety Committee Meeting
8. Back -Up Server Tapes
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NOTE: Refer to tape rotation
f) Data -Base Server
policy of I.T. Directive.
g) E-Mail Server
h) HP 3000 Mainframe
i) City of Vernon (Exchange)
j) Fire
d) Control Center
9. Budget
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3
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NOTE: Duplicate Series. Official
c) Copies of I.T. Budget
is in the Finance Department
d) Back-up Documentation
10. Consultant Files
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a) Monthly Reports
b) Back -Up Documentation
c) Correspondence
11. Administrative Personnel
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NOTE: Duplicate Series. Official
Files
is in the Personnel and Finance
a) Personnel Action Forms
Departments.
b) Compensation Forms
c) Time off Requests
d) Absence Reports
e) Salaries
f) Payroll Time Sheets
g) Vacation/Compensation
Time Reports
h) Employee Evaluations
i) Tuition Reimbursement
7. City of Vernon Website
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3
a) Policies/Supporting
Documentation
b) Vendor Documentation
c) Correspondence
8. General Correspondence &
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Communications of Importance
a) E-maids
b) Letters
c) Memorandums
22.1
Record Series Tale
Office
storage
r6�
vrwc
OffiGe of Recci'rtl - to/e'marks
INFORMATION
TECHNOLOGY
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2 OF 3
9. Inventory
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3
NOTE: Electronic copies stored in
a) Hardware
accordance with Tape Rotation
b) Software
Policy.
c) Software Licenses
10. Logs & Reports
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3
a) Help Desk Request
b) Webpage Traffic Reports
c) Virtual Private Network
d) Modem Connection
e) I.T. Daily Log
f) Internet Access
(Websense)
g) Firewall
h) Inventory
11. Manuals, Policies and
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NOTE: This record series is for
Procedures
all manuals, policies, and
a) Technology Directive
procedures, originating from the
b) Equipment Maintenance &
I.T. Division.
Warrantees (Desktop and
Laptop systems)
c) Back-up Documentation
12. Network Information Systems
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(LAN/WAN)
a) Switches Configurations
b) Network Diagram/Drops
c) Application
configurations/rules
13. Publications
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a) Magazines
months
months
b) Newspaper Articles
s
s
c) Reference Materials
s
s
14. Purchase Records
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NOTE: Duplicate series. Official
a) Purchase Requisitions
is in the Finance Department.
(Dept. Copies)
b) Purchase Order
c) Invoices
d) Packing Slips/ Copies
e) Partials
f) Request for Payment
g) Petty cash Receipts
h) Back-up Documentation
15. Records Management
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3
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NOTE: Duplicate series. Official
a) Destroyed Records List
is in the City Clerk's Office,
b) Records Retention
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Schedule
16. Retired Software and
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NOTE: Original in Finance.
Equipment
a) Surplus Material and
Equipment Reports
b) Donated Material and
Equipment Reports
c) Destroyed Software
Application Reports
d) Back-up Documentation
22.2
INFORMATION
TECHNOLOGY
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3 OF 3
`17. Computer Application
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Training
a) Training Handouts
b) Training Logs
c) Performance Surveys
d) Back-up Documentation
18. Information Technology
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Projects
a) Request for
Quotes/Proposals
b) Vendor Responses
c) Back-up Documentation
19. Virus/Trojan Information
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3
a) Incidents
b) Research
c) Back-up Documentation
20. Y-2K Documentation
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a) Publications
b) Certification of
Compliance
c) Correspondence
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2
21. Travel, Meetings, Seminars
& Memberships
a) Back-up Documentation
22. Agreements & Contracts
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NOTE: Duplicate series. Official
a) Executed Agreements &
is in the City Clerk's Office.
Contracts
b) Insurance Documentation
23. Telephone System
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3
NOTE: Original billing is in the
a) Billing Documentation
Finance Department.
b) Correspondence
c) Back-up Documentation
22.3