14-360
CITY OF MENIFEE
RECORDS RETENTION
SCHEDULE
Exhibit “A” to Resolution No. 14-360
Adopted April 2, 2014
CITY OF MENIFEE RECORDS RETENTION SCHEDULE
TABLE OF CONTENTS
CITATIONS ............................................................................................................................................................................................................................... 1
ADMINISTRATION ................................................................................................................................................................................................................. 1
BUILDING AND SAFETY ...................................................................................................................................................................................................... 4
CODE ENFORCEMENT ......................................................................................................................................................................................................... 5
DEVELOPMENT ...................................................................................................................................................................................................................... 6
FINANCE/ACCOUNTING ...................................................................................................................................................................................................... 8
GENERAL SERVICES/CITY CLERK ................................................................................................................................................................................ 12
HUMAN RESOURCES .......................................................................................................................................................................................................... 16
INFORMATION TECHNOLOGY ....................................................................................................................................................................................... 20
PUBLIC WORKS .................................................................................................................................................................................................................... 24
RECREATION ........................................................................................................................................................................................................................ 27
RISK MANAGEMENT .......................................................................................................................................................................................................... 28
INDEX ...................................................................................................................................................................................................................................... 29
SUPPLEMENTAL EMAIL MANAGEMENT AND RETENTION POLICY ................................................................................................................. 34
The following guidelines represent legal requirements for the retention of local government records. The records of the City of Menifee shall be retained as set forth in this Records
Retention Schedule. Records may be destroyed in accordance with the provisions of this Records Retention Schedule upon the request of the Department Head and with the written consent of the City Attorney and the City Clerk, without further action by the City Council
of the City of Menifee. With the consent of the City Manager, City Attorney, and City
Clerk, updates and amendments are authorized to be made to the Records Retention Schedule without further action by the City Council. Records that may not be addressed in
this document will be reviewed by the City Clerk and approved by the City Attorney for the
determination of the appropriate legal citation and retention period.
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Table of Contents, Page i
CITY OF MENIFEE RECORDS RETENTION SCHEDULE
TABLE OF CONTENTS
CITATIONS -------------------------------------------------------------------------------------------------------------------------------------------------------------------- 1
ADMINISTRATION ---------------------------------------------------------------------------------------------------------------------------------------------------------- 1
Administrative Hearings -------------------------------------------------------------------------------------------------------------------------------------------------------- 1
Agreements, Capital Improvement -------------------------------------------------------------------------------------------------------------------------------------------- 1 Agreements, Franchise----------------------------------------------------------------------------------------------------------------------------------------------------------- 1
Agreements, Joint Powers (JPA)/Mutual Aid ------------------------------------------------------------------------------------------------------------------------------- 1 Agreements, School District ---------------------------------------------------------------------------------------------------------------------------------------------------- 1 Assessment Rolls ----------------------------------------------------------------------------------------------------------------------------------------------------------------- 1
Bids, RFQ's, RFP's (Documents) ---------------------------------------------------------------------------------------------------------------------------------------------- 1 Bids, RFQ's, RFP's (Successful) ----------------------------------------------------------------------------------------------------------------------------------------------- 1 Bids, RFQ's, RFP's (Unsuccessful) -------------------------------------------------------------------------------------------------------------------------------------------- 1
City Council Correspondence -------------------------------------------------------------------------------------------------------------------------------------------------- 1 City Council Subcommittees --------------------------------------------------------------------------------------------------------------------------------------------------- 1 City Manager Council Reports and Memos --------------------------------------------------------------------------------------------------------------------------------- 1
City Manager Project Files------------------------------------------------------------------------------------------------------------------------------------------------------ 1 Conveyances from or to the City (Deeds, Easements, etc) --------------------------------------------------------------------------------------------------------------- 2
Correspondence, Routine-------------------------------------------------------------------------------------------------------------------------------------------------------- 2
Environmental, California Environmental Quality Act (CEQA) Determinations/Reports (Inside City Boundaries) ----------------------------------------- 2 Environmental, Determinations/Reports (Outside City Boundaries) --------------------------------------------------------------------------------------------------- 2
Emergency Response & Preparedness Planning ---------------------------------------------------------------------------------------------------------------------------- 2
Emergency Documents ---------------------------------------------------------------------------------------------------------------------------------------------------------- 2 Equipment, General Office ----------------------------------------------------------------------------------------------------------------------------------------------------- 2
Grants, Community Development Block Grants (CDBG) --------------------------------------------------------------------------------------------------------------- 2 Grants - Federal, State & Local - Successful -------------------------------------------------------------------------------------------------------------------------------- 3 Grants - Federal, State & Local - Unsuccessful ---------------------------------------------------------------------------------------------------------------------------- 3
Inventory --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 3 Legal Opinions -------------------------------------------------------------------------------------------------------------------------------------------------------------------- 3 Liens & Releases------------------------------------------------------------------------------------------------------------------------------------------------------------------ 3
Liens & Releases - Support Documentation --------------------------------------------------------------------------------------------------------------------------------- 3 Litigation/Lawsuits --------------------------------------------------------------------------------------------------------------------------------------------------------------- 3
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Table of Contents, Page ii
CITY OF MENIFEE RECORDS RETENTION SCHEDULE
TABLE OF CONTENTS Litigation/Lawsuits (High Profile) -------------------------------------------------------------------------------------------------------------------------------------------- 3
Marketing and Publicity Materials -------------------------------------------------------------------------------------------------------------------------------------------- 3
Master Plans ----------------------------------------------------------------------------------------------------------------------------------------------------------------------- 3 Policies/Procedures, Administrative ------------------------------------------------------------------------------------------------------------------------------------------ 3
Property Acquisition/Disposition ---------------------------------------------------------------------------------------------------------------------------------------------- 3
Property Acquisition - Appraisal Reports ------------------------------------------------------------------------------------------------------------------------------------ 3
BUILDING AND SAFETY--------------------------------------------------------------------------------------------------------------------------------------------------- 4
Building Inspection Log --------------------------------------------------------------------------------------------------------------------------------------------------------- 4 Building Permit Database ------------------------------------------------------------------------------------------------------------------------------------------------------- 4 Building Permits, Issued -------------------------------------------------------------------------------------------------------------------------------------------------------- 4
Building Plans/Construction Documents (Commercial and required multi-family structures) ------------------------------------------------------------------- 4 Building Plans/Construction Documents, Institutional -------------------------------------------------------------------------------------------------------------------- 4 Building Plans/Construction Documents (SFR) ---------------------------------------------------------------------------------------------------------------------------- 4
Certificates of Occupancy ------------------------------------------------------------------------------------------------------------------------------------------------------- 4 Code Books ------------------------------------------------------------------------------------------------------------------------------------------------------------------------ 4 Complaints / Violations --------------------------------------------------------------------------------------------------------------------------------------------------------- 4
Correction Notices, Stop Work Orders, etc. --------------------------------------------------------------------------------------------------------------------------------- 4 Home Occupancy Permits ------------------------------------------------------------------------------------------------------------------------------------------------------ 4
Plan Check Correction List ----------------------------------------------------------------------------------------------------------------------------------------------------- 4
Projects Not Completed or Denied -------------------------------------------------------------------------------------------------------------------------------------------- 4 Reports - Annual Historical Reports of Bldg. Permit Activity ---------------------------------------------------------------------------------------------------------- 4
Reports - Monthly & Periodic Reports of Bldg. Activity ----------------------------------------------------------------------------------------------------------------- 4
Violations, Building, Property and Zoning ---------------------------------------------------------------------------------------------------------------------------------- 4
CODE ENFORCEMENT ---------------------------------------------------------------------------------------------------------------------------------------------------- 5
Abandoned Vehicles ------------------------------------------------------------------------------------------------------------------------------------------------------------- 5 Abatement, Code Enforcement ------------------------------------------------------------------------------------------------------------------------------------------------ 5 Banner Permits, Temporary Signs --------------------------------------------------------------------------------------------------------------------------------------------- 5
Case Files (Code Enforcement) ------------------------------------------------------------------------------------------------------------------------------------------------ 5 Graffiti Reports & Photographs ------------------------------------------------------------------------------------------------------------------------------------------------ 5 Permit, Parking -------------------------------------------------------------------------------------------------------------------------------------------------------------------- 5
Permit, Temporary Use Permit ------------------------------------------------------------------------------------------------------------------------------------------------- 5 Permit, Tree Removal ------------------------------------------------------------------------------------------------------------------------------------------------------------ 5
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Table of Contents, Page iii
CITY OF MENIFEE RECORDS RETENTION SCHEDULE
TABLE OF CONTENTS DEVELOPMENT -------------------------------------------------------------------------------------------------------------------------------------------------------------- 6
Address Files ---------------------------------------------------------------------------------------------------------------------------------------------------------------------- 6
Annexations ------------------------------------------------------------------------------------------------------------------------------------------------------------------------ 6 Annexations / Boundaries / Consolidations / LAFCO --------------------------------------------------------------------------------------------------------------------- 6
Annexation Petitions, Protests & Withdrawals ----------------------------------------------------------------------------------------------------------------------------- 6
Benchmark Data ------------------------------------------------------------------------------------------------------------------------------------------------------------------ 6 Bonds, Development ------------------------------------------------------------------------------------------------------------------------------------------------------------- 6
Census, Demographics----------------------------------------------------------------------------------------------------------------------------------------------------------- 6 Development Impact Fees ------------------------------------------------------------------------------------------------------------------------------------------------------ 6 Development Conditions -------------------------------------------------------------------------------------------------------------------------------------------------------- 6
Development Standards --------------------------------------------------------------------------------------------------------------------------------------------------------- 6 General Plan and Elements ----------------------------------------------------------------------------------------------------------------------------------------------------- 6 General Plan and Specific Plan Amendments (Approved) --------------------------------------------------------------------------------------------------------------- 6
General Plan and Specific Plan Amendments (Denied) ------------------------------------------------------------------------------------------------------------------- 6 Land Records ---------------------------------------------------------------------------------------------------------------------------------------------------------------------- 6 Land Uses, Nonconforming ---------------------------------------------------------------------------------------------------------------------------------------------------- 6
Prospects/Economic Development -------------------------------------------------------------------------------------------------------------------------------------------- 6 Redevelopment Plan ------------------------------------------------------------------------------------------------------------------------------------------------------------- 6
Redevelopment Projects, Project Areas -------------------------------------------------------------------------------------------------------------------------------------- 6
Sample Materials Submitted with Projects for Approval ----------------------------------------------------------------------------------------------------------------- 6 Sample Materials Submitted with City Projects for Approval ----------------------------------------------------------------------------------------------------------- 6
Studies ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ 7
Studies - Economic --------------------------------------------------------------------------------------------------------------------------------------------------------------- 7 Subdivision Maps, Plans, Drawing Exhibits (All Development Plans) ------------------------------------------------------------------------------------------------ 7
Zoning Maps, Plans, Drawings, Exhibits, Photos -------------------------------------------------------------------------------------------------------------------------- 7
FINANCE/ACCOUNTING -------------------------------------------------------------------------------------------------------------------------------------------------- 8
Accounts Payable ----------------------------------------------------------------------------------------------------------------------------------------------------------------- 8
Accounts Receivable ------------------------------------------------------------------------------------------------------------------------------------------------------------- 8 Annual Audit Reports (Copies) ------------------------------------------------------------------------------------------------------------------------------------------------ 8 Annual Audit Reports (Originals) --------------------------------------------------------------------------------------------------------------------------------------------- 8
Annual Audit Reports, Back Up and Supporting Documents ------------------------------------------------------------------------------------------------------------ 8 Assessment Districts ------------------------------------------------------------------------------------------------------------------------------------------------------------- 8
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Table of Contents, Page iv
CITY OF MENIFEE RECORDS RETENTION SCHEDULE
TABLE OF CONTENTS Bank Deposits / Deposit Transmittal Records ------------------------------------------------------------------------------------------------------------------------------ 8
Bank Reconciliations------------------------------------------------------------------------------------------------------------------------------------------------------------- 8
Bank Statements ------------------------------------------------------------------------------------------------------------------------------------------------------------------ 8 Bonds, Transcripts/Certificates of Participations -------------------------------------------------------------------------------------------------------------------------- 8
Bonds -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 8
Bonds, Account Statements ----------------------------------------------------------------------------------------------------------------------------------------------------- 8 Bonds, Administration ----------------------------------------------------------------------------------------------------------------------------------------------------------- 9
Bonds, Coupons ------------------------------------------------------------------------------------------------------------------------------------------------------------------- 9 Budget Adjustments/Amendments -------------------------------------------------------------------------------------------------------------------------------------------- 9 Budgets, Adopted (Copies) ----------------------------------------------------------------------------------------------------------------------------------------------------- 9
Budgets , Adopted (Originals) ------------------------------------------------------------------------------------------------------------------------------------------------- 9 Budget Hearing & Review ------------------------------------------------------------------------------------------------------------------------------------------------------ 9 Budget Worksheets --------------------------------------------------------------------------------------------------------------------------------------------------------------- 9
Business License ------------------------------------------------------------------------------------------------------------------------------------------------------------------ 9 CAFR - Comprehensive Annual Financial Reports ------------------------------------------------------------------------------------------------------------------------ 9 Capital Improvement Projects, Financial Records ------------------------------------------------------------------------------------------------------------------------- 9
Cash Receipts & Summaries --------------------------------------------------------------------------------------------------------------------------------------------------- 9 Cashier's Reports/Daily Revenue ---------------------------------------------------------------------------------------------------------------------------------------------- 9
Certified Mail/Electronic/Postage Receipts --------------------------------------------------------------------------------------------------------------------------------- 9
Chart of Accounts ---------------------------------------------------------------------------------------------------------------------------------------------------------------- 9 Checks ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ 9
Credit Card, Agreements -------------------------------------------------------------------------------------------------------------------------------------------------------- 9
Deposit Log Sheets/Books ------------------------------------------------------------------------------------------------------------------------------------------------------ 9 Encumbrance Reports ------------------------------------------------------------------------------------------------------------------------------------------------------------ 9
Escheat (Unclaimed Money / Uncashed Checks) ------------------------------------------------------------------------------------------------------------------------ 10 Financial Statements ----------------------------------------------------------------------------------------------------------------------------------------------------------- 10 Fines, Civil and Penalties ----------------------------------------------------------------------------------------------------------------------------------------------------- 10
Fines, False Alarm -------------------------------------------------------------------------------------------------------------------------------------------------------------- 10 Fines, JDS ------------------------------------------------------------------------------------------------------------------------------------------------------------------------ 10 Fines, NSF ----------------------------------------------------------------------------------------------------------------------------------------------------------------------- 10
Fines, Parking Citations ------------------------------------------------------------------------------------------------------------------------------------------------------- 10 Fines, Restitutions -------------------------------------------------------------------------------------------------------------------------------------------------------------- 10 Fixed Assets, Annual Listing ------------------------------------------------------------------------------------------------------------------------------------------------- 10
Gas Tax --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 10
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Table of Contents, Page v
CITY OF MENIFEE RECORDS RETENTION SCHEDULE
TABLE OF CONTENTS General Journal Reports ------------------------------------------------------------------------------------------------------------------------------------------------------- 10
General Ledger (GL) Year End Reports ----------------------------------------------------------------------------------------------------------------------------------- 10
IRS Forms (1099, 1096, W9) ------------------------------------------------------------------------------------------------------------------------------------------------- 10 Investment Records ------------------------------------------------------------------------------------------------------------------------------------------------------------ 10
Permit Fees ----------------------------------------------------------------------------------------------------------------------------------------------------------------------- 10
Petty Cash Receipts ------------------------------------------------------------------------------------------------------------------------------------------------------------ 10 Petty Cash Records ------------------------------------------------------------------------------------------------------------------------------------------------------------- 10
Purchase Orders / Requisitions ----------------------------------------------------------------------------------------------------------------------------------------------- 10 Redevelopment Statement of Indebtedness -------------------------------------------------------------------------------------------------------------------------------- 11 Refunds and Credits ------------------------------------------------------------------------------------------------------------------------------------------------------------ 11
Signature Cards & Authority ------------------------------------------------------------------------------------------------------------------------------------------------- 11 State Controllers Report ------------------------------------------------------------------------------------------------------------------------------------------------------- 11 Taxes, Receivable -------------------------------------------------------------------------------------------------------------------------------------------------------------- 11
Transient Occupancy Taxes (TOT) ----------------------------------------------------------------------------------------------------------------------------------------- 11 Travel Expense Reimbursements -------------------------------------------------------------------------------------------------------------------------------------------- 11 Trial Balance Detail Reports ------------------------------------------------------------------------------------------------------------------------------------------------- 11
Trust Accounts ------------------------------------------------------------------------------------------------------------------------------------------------------------------ 11 Vehicle Impound Fees --------------------------------------------------------------------------------------------------------------------------------------------------------- 11
Vendor Register ----------------------------------------------------------------------------------------------------------------------------------------------------------------- 11
Voucher/Voucher Register ---------------------------------------------------------------------------------------------------------------------------------------------------- 11 Warrant Register ---------------------------------------------------------------------------------------------------------------------------------------------------------------- 11
GENERAL SERVICES/CITY CLERK ---------------------------------------------------------------------------------------------------------------------------------- 12
AB 939 Annual Reports ------------------------------------------------------------------------------------------------------------------------------------------------------- 12 Affidavits of Publications/Public Hearing Notices ----------------------------------------------------------------------------------------------------------------------- 12
Agenda Packets ----------------------------------------------------------------------------------------------------------------------------------------------------------------- 12 Agendas --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 12 Appeals, Civil ------------------------------------------------------------------------------------------------------------------------------------------------------------------- 12
Articles of Incorporation ------------------------------------------------------------------------------------------------------------------------------------------------------ 12 Audio and/or Video Recordings --------------------------------------------------------------------------------------------------------------------------------------------- 12 Certificates of Destruction ---------------------------------------------------------------------------------------------------------------------------------------------------- 12
Citizen Service Applications to Boards, Commissions, and Committees (Not Selected) ----------------------------------------------------------------------- 12 Citizen Service Applications to Boards, Commissions, and Committees (Selected) ------------------------------------------------------------------------------ 12 Elections, Ballots (Prop 218) ------------------------------------------------------------------------------------------------------------------------------------------------- 12
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Table of Contents, Page vi
CITY OF MENIFEE RECORDS RETENTION SCHEDULE
TABLE OF CONTENTS Elections, Calendar ------------------------------------------------------------------------------------------------------------------------------------------------------------- 12
Elections, Candidates Statements (Successful) --------------------------------------------------------------------------------------------------------------------------- 13
Elections, Candidates Statements (Unsuccessful) ------------------------------------------------------------------------------------------------------------------------ 13 Elections, Canvass -------------------------------------------------------------------------------------------------------------------------------------------------------------- 13
Elections, Certificates of Election ------------------------------------------------------------------------------------------------------------------------------------------- 13
Elections, Nomination Papers (Successful) -------------------------------------------------------------------------------------------------------------------------------- 13 Elections, Nomination Papers (Unsuccessful) ---------------------------------------------------------------------------------------------------------------------------- 13
Elections, Notifications & Publications ------------------------------------------------------------------------------------------------------------------------------------ 13 Elections, Oath of Office ------------------------------------------------------------------------------------------------------------------------------------------------------ 13 Elections, Petitions ------------------------------------------------------------------------------------------------------------------------------------------------------------- 13
Elections, Sample Ballot ------------------------------------------------------------------------------------------------------------------------------------------------------ 13 Ethics Training (AB 1234) ---------------------------------------------------------------------------------------------------------------------------------------------------- 13 FPPC - Campaign Disclosure Filings, Candidates (Elected Officials) ----------------------------------------------------------------------------------------------- 13
FPPC – Campaign Disclosure Filings, Candidates (Not Elected) ----------------------------------------------------------------------------------------------------- 13 FPPC - Campaign Disclosure Filings, Copies ---------------------------------------------------------------------------------------------------------------------------- 13 FPPC - Campaign Disclosure Filings, Other Committees -------------------------------------------------------------------------------------------------------------- 13
FPPC – Candidate Intention Statement, Elected Officials -------------------------------------------------------------------------------------------------------------- 14 FPPC – Candidate Intention Statement, Not Elected -------------------------------------------------------------------------------------------------------------------- 14
FPPC - Statement of Economic Interest - Designated Employees ---------------------------------------------------------------------------------------------------- 14
FPPC – Statement of Economic Interest – Lobbyist Reporting ------------------------------------------------------------------------------------------------------- 14 FPPC - Statement of Economic Interest - Public Officials ------------------------------------------------------------------------------------------------------------- 14
Legal Advertising --------------------------------------------------------------------------------------------------------------------------------------------------------------- 14
Maddy Act List / Committee Rosters --------------------------------------------------------------------------------------------------------------------------------------- 14 Meeting Notices ----------------------------------------------------------------------------------------------------------------------------------------------------------------- 14
Minutes --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 14 Mobilehome Park, General Files -------------------------------------------------------------------------------------------------------------------------------------------- 14 Mobilehome Park, NOI, CPI, Loss of Amenity -------------------------------------------------------------------------------------------------------------------------- 14
Mobilehome Park, Permit to Operate --------------------------------------------------------------------------------------------------------------------------------------- 14 Municipal Code & Development Code ------------------------------------------------------------------------------------------------------------------------------------- 14 Ordinances ----------------------------------------------------------------------------------------------------------------------------------------------------------------------- 15
Proclamations -------------------------------------------------------------------------------------------------------------------------------------------------------------------- 15 Public Records Request ------------------------------------------------------------------------------------------------------------------------------------------------------- 15 Recorded Documents ---------------------------------------------------------------------------------------------------------------------------------------------------------- 15
Records Management, Working Copy-------------------------------------------------------------------------------------------------------------------------------------- 15
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Table of Contents, Page vii
CITY OF MENIFEE RECORDS RETENTION SCHEDULE
TABLE OF CONTENTS Records Management, Destruction Certification ------------------------------------------------------------------------------------------------------------------------- 15
Records Retention -------------------------------------------------------------------------------------------------------------------------------------------------------------- 15
Resolutions ----------------------------------------------------------------------------------------------------------------------------------------------------------------------- 15 Subpoenas/Summons ---------------------------------------------------------------------------------------------------------------------------------------------------------- 15
HUMAN RESOURCES ------------------------------------------------------------------------------------------------------------------------------------------------------ 16
Benefit Plan Claims ------------------------------------------------------------------------------------------------------------------------------------------------------------ 16 Benefit Plan Enrollment ------------------------------------------------------------------------------------------------------------------------------------------------------- 16
Bonds, Personnel Fidelity ----------------------------------------------------------------------------------------------------------------------------------------------------- 16 CALPERS Bi-Weekly Reports ---------------------------------------------------------------------------------------------------------------------------------------------- 16 Classifications ------------------------------------------------------------------------------------------------------------------------------------------------------------------- 16
Deferred Compensation ------------------------------------------------------------------------------------------------------------------------------------------------------- 16 Deferred Compensation Reports --------------------------------------------------------------------------------------------------------------------------------------------- 16 Dept. of Fair Employment & Housing Claims ---------------------------------------------------------------------------------------------------------------------------- 16
Employee Handbook ----------------------------------------------------------------------------------------------------------------------------------------------------------- 16 Employee Rights ---------------------------------------------------------------------------------------------------------------------------------------------------------------- 16 INS Form I-9 Employment Eligibility Verification Form -------------------------------------------------------------------------------------------------------------- 16
IRS Tax Forms (W2, W4) ----------------------------------------------------------------------------------------------------------------------------------------------------- 17 Motor Vehicle (DMV) Pulls -------------------------------------------------------------------------------------------------------------------------------------------------- 17
Negotiations---------------------------------------------------------------------------------------------------------------------------------------------------------------------- 17
OSHA ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 17 Payroll, Changes ---------------------------------------------------------------------------------------------------------------------------------------------------------------- 17
Payroll Reports ------------------------------------------------------------------------------------------------------------------------------------------------------------------ 17
Payroll, Tax Reports ----------------------------------------------------------------------------------------------------------------------------------------------------------- 17 PERS Employee Deduction Reports ---------------------------------------------------------------------------------------------------------------------------------------- 17
Personnel Files ------------------------------------------------------------------------------------------------------------------------------------------------------------------ 17 Personnel Files, Medical ------------------------------------------------------------------------------------------------------------------------------------------------------ 18 Personnel Files, Recruitment ------------------------------------------------------------------------------------------------------------------------------------------------- 18
Personnel Reports --------------------------------------------------------------------------------------------------------------------------------------------------------------- 18 Reports, Labor Distribution --------------------------------------------------------------------------------------------------------------------------------------------------- 18 Retirement ------------------------------------------------------------------------------------------------------------------------------------------------------------------------ 18
Time Cards/Sheets -------------------------------------------------------------------------------------------------------------------------------------------------------------- 18 Training Records ---------------------------------------------------------------------------------------------------------------------------------------------------------------- 18 Unemployment Compensation Files ---------------------------------------------------------------------------------------------------------------------------------------- 18
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Table of Contents, Page viii
CITY OF MENIFEE RECORDS RETENTION SCHEDULE
TABLE OF CONTENTS Unpaid/Volunteer Applications ---------------------------------------------------------------------------------------------------------------------------------------------- 18
Unpaid/Volunteer Applications ---------------------------------------------------------------------------------------------------------------------------------------------- 18
Work Release Files ------------------------------------------------------------------------------------------------------------------------------------------------------------- 19 Workers Compensation & Dependent Care Reports --------------------------------------------------------------------------------------------------------------------- 19
Workers Compensation and/or Disability Claims ------------------------------------------------------------------------------------------------------------------------ 19
Workers Compensation Insurance ------------------------------------------------------------------------------------------------------------------------------------------- 19
INFORMATION TECHNOLOGY ---------------------------------------------------------------------------------------------------------------------------------------- 20
E-Mail, Litigation --------------------------------------------------------------------------------------------------------------------------------------------------------------- 20 E-Mail, Non Official City Records ------------------------------------------------------------------------------------------------------------------------------------------ 20 E-Mail, Non Records----------------------------------------------------------------------------------------------------------------------------------------------------------- 21
E-Mail, Official City Records ------------------------------------------------------------------------------------------------------------------------------------------------ 21 Exchange Server (Microsoft Outlook Mail Folders) --------------------------------------------------------------------------------------------------------------------- 22 Exchange Server, Back Ups (Microsoft Outlook Mail Folders) ------------------------------------------------------------------------------------------------------- 22
Internet Policies ----------------------------------------------------------------------------------------------------------------------------------------------------------------- 22 Inventory, Logs, Systems Manuals ------------------------------------------------------------------------------------------------------------------------------------------ 22 Licenses --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 22
Network Back Ups, Program Files and Directories ---------------------------------------------------------------------------------------------------------------------- 22 Network Information Systems (LAN/WAN) ------------------------------------------------------------------------------------------------------------------------------ 22
Network Database(s), Program Files and Directories ------------------------------------------------------------------------------------------------------------------- 23
Network Database(s), Back Ups, Program Files and Directories ----------------------------------------------------------------------------------------------------- 23
PUBLIC WORKS ------------------------------------------------------------------------------------------------------------------------------------------------------------- 24
Abandonments / Vacations (Streets) ---------------------------------------------------------------------------------------------------------------------------------------- 24
Annual Assessments/ Inspection of Facilities ----------------------------------------------------------------------------------------------------------------------------- 24 Backflow Certifications ------------------------------------------------------------------------------------------------------------------------------------------------------- 24
Bonds, Development ----------------------------------------------------------------------------------------------------------------------------------------------------------- 24 Bonds, Security ----------------------------------------------------------------------------------------------------------------------------------------------------------------- 24 Capital Improvement Projects, Administration Files -------------------------------------------------------------------------------------------------------------------- 24
Capital Improvement Projects, City Facilities ---------------------------------------------------------------------------------------------------------------------------- 24 Capital Improvement Projects, City Infrastructure ----------------------------------------------------------------------------------------------------------------------- 24 Daily Logs------------------------------------------------------------------------------------------------------------------------------------------------------------------------ 24
Easements, Dedications, Rights of Way ----------------------------------------------------------------------------------------------------------------------------------- 24 Facility Safety Inspection ----------------------------------------------------------------------------------------------------------------------------------------------------- 24
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Table of Contents, Page ix
CITY OF MENIFEE RECORDS RETENTION SCHEDULE
TABLE OF CONTENTS FEMA Reimbursable Events ------------------------------------------------------------------------------------------------------------------------------------------------- 24
Flood Control Records --------------------------------------------------------------------------------------------------------------------------------------------------------- 24
Geotechnical Reports ---------------------------------------------------------------------------------------------------------------------------------------------------------- 24 Maintenance Records ---------------------------------------------------------------------------------------------------------------------------------------------------------- 25
Maintenance Contracts -------------------------------------------------------------------------------------------------------------------------------------------------------- 25
Maps and Plats ------------------------------------------------------------------------------------------------------------------------------------------------------------------ 25 NPDES Monitoring Records & Permits ------------------------------------------------------------------------------------------------------------------------------------ 25
Permit, Encroachment (Permanent) ----------------------------------------------------------------------------------------------------------------------------------------- 25 Permit, Encroachment (Temporary) ---------------------------------------------------------------------------------------------------------------------------------------- 25 Permit, Wide Load Transportation ------------------------------------------------------------------------------------------------------------------------------------------ 25
Pest Control Reports ----------------------------------------------------------------------------------------------------------------------------------------------------------- 25 Programs, Federal Programs & Traffic Safety ---------------------------------------------------------------------------------------------------------------------------- 25 Public Facilities, Infrastructure ---------------------------------------------------------------------------------------------------------------------------------------------- 25
Reports, Bridges & Overpasses --------------------------------------------------------------------------------------------------------------------------------------------- 25 Reports, Inspection ------------------------------------------------------------------------------------------------------------------------------------------------------------- 25 Reports, Studies ----------------------------------------------------------------------------------------------------------------------------------------------------------------- 26
Reports, Traffic Count --------------------------------------------------------------------------------------------------------------------------------------------------------- 26 Reports, Vehicle Accident ---------------------------------------------------------------------------------------------------------------------------------------------------- 26
Speed Limits --------------------------------------------------------------------------------------------------------------------------------------------------------------------- 26
Studies/Surveys (City Projects) ---------------------------------------------------------------------------------------------------------------------------------------------- 26 Studies/Surveys (Preliminary) ----------------------------------------------------------------------------------------------------------------------------------------------- 26
Surplus Property - Auction --------------------------------------------------------------------------------------------------------------------------------------------------- 26
Traffic Legends, Signals & Signs ------------------------------------------------------------------------------------------------------------------------------------------- 26 Vehicle Ownership & Title --------------------------------------------------------------------------------------------------------------------------------------------------- 26
RECREATION ---------------------------------------------------------------------------------------------------------------------------------------------------------------- 27
Activity/Project Files----------------------------------------------------------------------------------------------------------------------------------------------------------- 27 Class Rosters and Enrollments ----------------------------------------------------------------------------------------------------------------------------------------------- 27
Evaluations/Surveys of Programs ------------------------------------------------------------------------------------------------------------------------------------------- 27 Facility Rentals/Use ------------------------------------------------------------------------------------------------------------------------------------------------------------ 27 Liability Release Forms ------------------------------------------------------------------------------------------------------------------------------------------------------- 27
Permission Slips ---------------------------------------------------------------------------------------------------------------------------------------------------------------- 27 Receipt Copies ------------------------------------------------------------------------------------------------------------------------------------------------------------------ 27 Recreation Database ------------------------------------------------------------------------------------------------------------------------------------------------------------ 27
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Table of Contents, Page x
CITY OF MENIFEE RECORDS RETENTION SCHEDULE
TABLE OF CONTENTS Schedules, Classes & Events ------------------------------------------------------------------------------------------------------------------------------------------------- 27
Special Event Permits ---------------------------------------------------------------------------------------------------------------------------------------------------------- 27
RISK MANAGEMENT ------------------------------------------------------------------------------------------------------------------------------------------------------ 28
Accident, Reports(City Assets) ---------------------------------------------------------------------------------------------------------------------------------------------- 28
Accident, Incident, Injury Reports – Public (Claim)--------------------------------------------------------------------------------------------------------------------- 28
Accident, Incident, Injury Reports – Public (Non-Claim) -------------------------------------------------------------------------------------------------------------- 28 Claims, Against City ----------------------------------------------------------------------------------------------------------------------------------------------------------- 28
Claims, By City ----------------------------------------------------------------------------------------------------------------------------------------------------------------- 28 Insurance, Bonds (City) ------------------------------------------------------------------------------------------------------------------------------------------------------- 28 Insurance - Certificates -------------------------------------------------------------------------------------------------------------------------------------------------------- 28
Insurance - Liability/Property/Worker’s Compensation ---------------------------------------------------------------------------------------------------------------- 28 Insurance, PARSAC ----------------------------------------------------------------------------------------------------------------------------------------------------------- 28 Insurance, Rental/Use of City Facility -------------------------------------------------------------------------------------------------------------------------------------- 28
Risk Management Reports ---------------------------------------------------------------------------------------------------------------------------------------------------- 28
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Table of Contents, Page xi
CITATIONS
B&P California Business and Professions
CCP Code of Civil Procedure
CCR Code of California Regulations CEQA California Environmental Quality Act CFR Code of Federal Regulations
CVC California Vehicle Code
EC California Elections Code
FC California Finance Code
FMLA Family & Medical Leave Act
GC California Government Code H&S California Health and Safety Code
HUD Housing and Urban Development
LC California Labor Code
OMB Federal Office of Management & Budget
OSHA Occupational Safety & Health Act
PC Penal Code
R&T Revenue & Taxation Code UFC Uniform Fire Code
USC United States Code
WIC Welfare & Institutions Code
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Citations
Record Retention
Period Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
ADMINISTRATION
Administrative Hearings P GC 34090 X
Agreements, Capital Improvement P GC 34090; 4004; H&S
19850
X All infrastructure and MOU agreements/contracts, including specifications, construction and design,
accepted proposal, non-collusion affidavit, initial insurance certificates, performance/labor/material
bonds, notices of completion, etc.
Agreements, Contractors CL+10 GC 34090; CCP 337.2, 343; B&P
7042.5
X Includes agreements or contracts for professional services, recreation class instructors and sports leagues, consulting, supplies, software licenses, etc., and leases
of equipment
Agreements, Franchise P GC 65869.5, 34090; CCP
337.2, 343
X Including subdivision agreements, contracts for sale or purchase of property, cable, grant of easements and/or
involving construction of improvement
Agreements, Joint Powers (JPA)/Mutual Aid P GC 34090 X JPA’s and Mutual Aid contracts
Agreements, School District P GC 34090 X
Assessment Rolls CU+5 GC 34090
Bids, RFQ's, RFP's (Documents) AU+4 GC 34090; CCP 337 City created documents
Bids, RFQ's, RFP's (Successful) AU+5 GC 34090; CCP 337
Bids, RFQ's, RFP's (Unsuccessful) CU+2 GC 34090; CCP 337
City Council Correspondence CU+2 GC 34090
City Council Subcommittees CU+2 GC 34090,
54960.1(c)(1) All records pertaining to City Council appointments to
outside agencies and subcommittees
City Manager Council Reports and Memos CU+2 GC 34090
City Manager Project Files CL+2 GC 34090
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 1
Record Retention
Period Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
ADMINISTRATION
Conveyances from or to the City (Deeds, Easements, etc) P GC 34090, 24 CFR
570.502(b)(3)
X Includes Deeds, Grant Deeds, Deeds of Trust and Assignment of Rents, Quitclaim Deeds, Deed
Restrictions, Subordination Agreement with Deeds, Promissory notes secured by property, Substitution of
Trustee, Trust Transfer Deeds, Installment Note, Easements, Full or Partial (re)conveyances, Covenant of
Easement, Public Access Easements, Grant of Storm Drain Easements, etc. - Check originals for historic
value
Correspondence, Routine CU+2 GC 34090 Administrative, general files, memorandums, miscellaneous reports, working files, etc.
Environmental, California Environmental Quality Act (CEQA) Determinations/Reports (Inside City
Boundaries)
P GC 34090; 14 CCR 15095(c) X Exemptions, Draft & Final Environmental Impact Reports (EIRs), Negative Declarations, mitigation
monitoring, notices of completion, determination, etc.
Environmental, Determinations/Reports (Outside City Boundaries) CU+2 GC 34090 Non-records (includes City review and comments on projects by other jurisdictions)
Emergency Response & Preparedness Planning S+2 GC 34090 X Includes Council approved emergency preparedness plans, staff training certificates (ICS,), etc.
Emergency Documents P GC 34090 X All documents relating to a declared emergency
Equipment, General Office T+1 GC 34090 X
(Purchase Information Only)
Owners manuals; service maintenance information; purchase information, correspondence, backup data &
warranty information
Grants, Community Development Block Grants (CDBG) CL+4 GC 34090; 24 CFR 85.42; 570.502(b)(3),
OMB Cir. A-102, A-110 & HUD Regs.
X Application, supporting data, grant completion documentation, bids, selection documentation, budget &
financial data, consultants/contractor's records, amendments, environmental documentation, labor
compliance documentation, reports to granting agency, rules regulations and procedures, financial
disbursement/settlement
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 2
Record Retention
Period Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
ADMINISTRATION
Grants - Federal, State & Local - Successful CL+7 GC 34090;
24 CFR 85.42,
570.502(b); 29 CFR 97.42
X Application, supporting data, grant completion documentation, bids, selection documentation, budget &
financial data, consultants/contractor's records, amendments, environmental documentation, labor
compliance documentation, reports to granting agency, rules, regulations and procedures, financial
disbursement/settlement
Grants - Federal, State & Local - Unsuccessful CL+2 GC 34090
Inventory AU+4 GC 34090 Reflects purchase date, cost, account number
Legal Opinions S+2 GC 34090, 6254 Confidential (Attorney-Client Privileged)
Liens & Releases P GC 34090 X Recorded Liens, Public Nuisance Lien, Claim of Lien
Liens & Releases - Support Documentation CL+2 GC 34090
Litigation/Lawsuits CL+5 (PE) GC 34090, 911.2, 945; CCP 337
X After
Settled
Includes logs, complaints, police reports, court orders, motions, notes, briefs, closing statements, etc.
Litigation/Lawsuits (High Profile) P GC 34090 X Significant cases which have importance and/or set legal precedence. Includes logs, complaints, court
orders, motions, notes, briefs, closing statements, etc.
Marketing and Publicity Materials
S+2 GC 34090 Paper or Electronic Media. Recreation Guides, Brochures, Schedules, Newsletters, Bulletins,
Announcements. Update as necessary; may retain copies longer for administrative/historical purpose
Master Plans P GC 34090 X Special or long range program plan for municipalities - coordination of services; strategic planning
Policies/Procedures, Administrative S+2 GC 34090 General City policies, procedures, instructions
Property Acquisition/Disposition P GC 34090 X Deeds, title reports, etc. Supporting documents of sale, purchase, or exchange (also see “Conveyance”)
Property Acquisition - Appraisal Reports CL+5 GC 34090; 24 CFR 85.42, 91.105(h),
570.502(b); 29 CFR 97.42
Purchased property, funded loans, property not
purchased
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 3
Record Retention
Period Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
BUILDING AND SAFETY
Building Inspection Log CL+2 GC 34090 Daily Inspections
Building Permit Database L GC 34090,
H&S 19850 CityView Database
Building Permits, Issued P GC 34090, H&S 19850 X Plans, building, signs, grading
Building Plans/Construction Documents (Commercial
and required multi-family structures)
P GC 34090,
H&S 19850 X Finaled commercial and required multi-family
structures
Building Plans/Construction Documents, Institutional P GC 34090, H&S 19850 X Finaled institutional structures (including City facilities, schools, libraries, churches, etc.)
Building Plans/Construction Documents (SFR) CL+90 days GC 34090,
H&S 19850 Finaled SFR building plans reviewed by Building Inspector to
guarantee structures meet local building codes and should only be kept 90 days after issuance of Certificate of Occupancy
pursuant to provisions of the UBC
Certificates of Occupancy L GC 34090(a)
Code Books P GC 34090(e) X National Electrical Code, Uniform Building, Fire, Mechanical, Plumbing & Supplements
Complaints / Violations CL+1 GC 34090 Prior to Certificate of Occupancy
Correction Notices, Stop Work Orders, etc. CL+1 GC 34090
Home Occupancy Permits L GC 34090
Plan Check Correction List CL+1 GC 34090
Projects Not Completed or Denied CL+1 GC 34090(d)
Reports - Annual Historical Reports of Bldg. Permit Activity P GC 34090 X
Reports - Monthly & Periodic Reports of Bldg. Activity CU+2 GC 34090 Dodge reports, etc.
Violations, Building, Property and Zoning CL+2 GC 34090(d)
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 4
Record Retention
Period Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
CODE ENFORCEMENT
Abandoned Vehicles CL+2 GC 34090
Abatement, Code Enforcement CU+2 GC 34090 Reports, assessments, resolutions, documentation
Banner Permits, Temporary Signs CL+2 GC 34090 Temporary uses
Case Files (Code Enforcement) CL+5 GC 34090; PC 801 Building, housing and mobilehome code violation records including inspections; public nuisance,
abatement, citations, massage parlor permits, general. Case is open until fully resolved.
Graffiti Reports & Photographs CL+2 GC 34090
Permit, Parking CU+2 GC 34090 Residential
Permit, Temporary Use Permit CL+2 GC 34090
Permit, Tree Removal CU+5 GC 34090
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 5
Record Retention
Period Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
DEVELOPMENT
Address Files P GC 34090(d) X Address assignments
Annexations P GC 34090(a) X Reports, agreements, public notices
Annexations / Boundaries / Consolidations / LAFCO P GC 34090 X Land records
Annexation Petitions, Protests & Withdrawals CU+1 GC 50115
Benchmark Data CU+2 GC 34090(d) Vertical Control
Bonds, Development CL+10 GC 34090, 43900; CCP
337.2
A development bond is what a developer posts to insure that sidewalks, schools, etc. are built. Bonds insuring
real property must be retained permanently.
Census, Demographics S+2 GC 34090
Development Impact Fees P GC 34090 X Paid receipts/liens/deferral agreements
Development Conditions P GC 34090 X Mitigation measures filed with case files
Development Standards S GC 34090(a) Landscape medians, parkway landscape development, etc.
General Plan and Elements P GC 34090 X Includes sphere of influence
General Plan and Specific Plan Amendments
(Approved)
P GC 34090 X
General Plan and Specific Plan Amendments (Denied) CU+3 GC 34090
Land Records P GC 34090, CCP 337, 337.1(a),
337.15, 343
X Includes annexations, boundaries, consolidations, LAFCO
Land Uses, Nonconforming P GC 34090(a) X Building or site usage which does not conform to
current standards
Prospects/Economic Development CL+2 GC 34090 Economic development strategies
Redevelopment Plan P GC 34090 X
Redevelopment Projects, Project Areas P GC 34090 X
Sample Materials Submitted with Projects for Approval CL+2 GC 34090 Roof, glass, paint, etc. samples. Keep as long as project is in approval process plus 2 years.
Sample Materials Submitted with City Projects for Approval P GC 34090 X City project submittals, color boards, etc.
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 6
Record Retention
Period Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
DEVELOPMENT
Studies S+5 GC 34090 Noise studies, seismic studies, air quality, etc.
Studies - Economic CU+10 GC 34090
Subdivision Maps, Plans, Drawing Exhibits (All Development Plans) P GC 34090; H&S 19850 X Pertains to real property. May include blueprints, drawings, maps, plans, reports, correspondence, uses,
variances, studies, appeals, compliance certificates, lot line adjustments, preliminary, tentative and final maps
Zoning Maps, Plans, Drawings, Exhibits, Photos P GC 34090; H&S 19850 X Parcel, land use maps, aerial photos, comments to local agencies on their developments, etc.
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 7
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
FINANCE/ACCOUNTING
Accounts Payable AU+4 GC 34090 Invoices, payment requests, copies of checks,
supporting documents, etc.
Accounts Receivable AU+4 GC 34090 Invoices to outside entities and private individuals, copies of payments and billing records, supporting
documents, etc.
Annual Audit Reports (Copies) S GC 34090.7 X Audits (independent auditor analysis) Treasurer’s
Reports, Annual Financial Reports
Annual Audit Reports (Originals) P GC 34090 X Audits (independent auditor analysis) Treasurer’s Reports, Annual Financial Reports
Annual Audit Reports, Back Up and Supporting Documents AU+4 G 34090 Back up and supporting documents generated by City staff in the course of the audit.
Assessment Districts P GC 34090; CCP 337, 337.1(a), 337.15, 343
X Original financial documentation (including transcript
binder, collection information, account statements, administration, bonds, coupons, certifying compliance
with state law) Assessment / Maintenance / Landscape & Lighting / Street Improvement District Projects /
Community Facilities Districts (All finance records)
Bank Deposits / Deposit Transmittal Records AU+4 GC 34090, 43900, 26 CFR 1.6001-1
Deposit tickets and supporting documentation
Bank Reconciliations AU+5 GC 34090; 26 CFR 1.6001-1 Including backup and supporting documentation
Bank Statements AU+5 GC 34090, 43900, 26 CFR 1.6001-1
Bonds, Transcripts/Certificates of Participations CL+10 GC 34090, 43900, CCP , 337.5(2)
X Destruction requirements per GC 43901
Bonds CL+10 GC 34090; CCP 336,
337.5(2),
X Types of Bonds issued by City to include: Development, Financial, Security, CFD, Audit
Bonds, Account Statements CL+10 GC 34090; CCP 337.5 X Monthly statement of transactions
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 8
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
FINANCE/ACCOUNTING
Bonds, Administration CL+10 GC 34090;
CCP 337.5 X Supporting documentation
Bonds, Coupons CL+2 GC 34090,
53921 Paid/cancelled
Budget Adjustments/Amendments AU+5 GC 34090 Transactional documents, supporting documentation
Budgets, Adopted (Copies) S GC 34090.7 City Council/RDA adopted operating and capital budgets, Council priorities, CIP
Budgets , Adopted (Originals) P GC 34090,
40802, 53901 X City Council/RDA adopted operating and capital
budgets, Council priorities, CIP, Department goals and objectives
Budget Hearing & Review AU+2 GC 34090 Budget as presented to City Council/RDA
Budget Worksheets S GC 34090
Business License CL+2 GC 34090 Old Licenses Only Includes applications, reports, customer files
CAFR - Comprehensive Annual Financial Reports P GC 34090 X Including Audit Opinions and Reports
Capital Improvement Projects, Financial Records CL+10 GC 34090; CCP 337 X Project Administration, Certified Payrolls, Project Schedules, Progress meetings, Real Estate Appraisals,
etc.
Cash Receipts & Summaries AU+4 GC 34090; 26 CFR 1.6001-1 Includes checks, coin, currency, backup and supporting documentation
Cashier's Reports/Daily Revenue AU+4 GC 34090; 26 CFR 1.6001-1 X Daily cash reports, supporting documentation, processed deposit information, credit card settlement,
etc.
Certified Mail/Electronic/Postage Receipts AU+7 GC 34090 Meet Statute of Limitations Standards
Chart of Accounts AU+4 GC 34090
Checks AU+5 GC 34090; CCP 337 Includes payroll, canceled, voided, vendor, cashed
Credit Card, Agreements L+4 GC 34090, 34090.7
Deposit Log Sheets/Books AU+4 GC 34090
Encumbrance Reports AU+4 GC 34090
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 9
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
FINANCE/ACCOUNTING
Escheat (Unclaimed Money / Uncashed Checks) CU+5 GC 34090;
CCP 340(d), 1519
All tangible property held by government agencies
escheats after 3 years; Statute of Limitations is 1 year for seized property; meets auditing requirements
Financial Statements AU+7 GC 34090;
CCP 337 X Monthly financial statements and supporting
documentation
Fines, Civil and Penalties AU+4 GC 34090 Includes backup and supporting documentation
Fines, False Alarm AU+4 GC 34090 Includes backup and supporting documentation
Fines, JDS AU+4 GC 34090 Includes backup and supporting documentation
Fines, NSF AU+4 GC 34090 Includes backup and supporting documentation
Fines, Parking Citations AU+4 GC 34090 Includes backup and supporting documentation
Fines, Restitutions CL+4 GC 34090 Includes backup and supporting documentation
Fixed Assets, Annual Listing L GC 34090 X Inventory listing, additions listing, deletions listing, depreciation listing
Gas Tax AU+4 GC 34090 Tax receipts, audits, reports, backup and supporting
documentation
General Journal Reports AU+4 GC 34090; CCP 337 Includes account postings, entries, vouchers, backup
and supporting documentation
General Ledger (GL) Year End Reports P GC 34090; CCP 337 X Final year end reports
IRS Forms (1099, 1096, W9) AU+6 GC 34090 Vendors and Consultants
Investment Records P GC 34090,
53607; CCP 337
X Summary of transactions, inventory & earnings report,
trade tickets, Local Agency Investment Fund (LAIF)
Permit Fees P GC 34090 X
Petty Cash Receipts AU+4 GC 34090
Petty Cash Records CU+2 GC 34090 Logs and transmittal forms
Purchase Orders / Requisitions AU+4 GC 34090;
CCP 337, 337.1(a), 337.15, 343
Includes procurement and contracting records
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 10
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
FINANCE/ACCOUNTING
Redevelopment Statement of Indebtedness AU+5 GC 34090 X
Refunds and Credits AU+4 GC 34090
Signature Cards & Authority CL+2 GC 34090
State Controllers Report AU+5 GC 34090 X
Taxes, Receivable AU+3 CCP 338
Transient Occupancy Taxes (TOT) AU+4 GC 34090
Travel Expense Reimbursements AU+4 GC 34090
Trial Balance Detail Reports AU+4 GC 34090
Trust Accounts CL+5 GC 34090 Meets auditing standards
Vehicle Impound Fees AU+4 GC 34090
Vendor Register P GC 34090 X Vendor listing of purchase orders, invoices, account
numbers & check date
Voucher/Voucher Register AU+4 GC 34090 Cash Disbursement Journal
Warrant Register AU+2 GC 34090
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 11
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
GENERAL SERVICES/CITY CLERK
AB 939 Annual Reports CU+10 GC 34090 X Includes Tonnage Reports and all supporting documentation. Consistent with City-wide standards
for contract administration
Affidavits of Publications/Public Hearing Notices CU+2 GC 34090, 54960.1(c)(
1); CCP 337; 349.4
X Includes special meetings, public hearings, proofs of publications
Agenda Packets PE GC 34090 X CU +2
Documentation received, created and/or submitted to Council, Commissions, Boards & Committees
Agendas CU+2 GC 34090 X Original agendas for Council, Commissions, Boards
and Committees
Appeals, Civil CL+3 GC 34090; CCP
583.320(a)(3)
X
Articles of Incorporation P GC 34090 X Includes City Seal
Audio and/or Video Recordings CU+3 GC 34090, 34090.6, 34090.7, 54953.5(b)
Certificates of Destruction PE GC 34090 X CU +2
Citizen Service Applications to Boards, Commissions, and Committees (Not Selected) CL+2 GC 34090 Includes letters to unsuccessful candidates
Citizen Service Applications to Boards,
Commissions, and Committees (Selected)
T+4 GC 34090 X Includes appointment letters, oaths of office, etc.
Elections, Ballots (Prop 218) 6 Months EC 17302,
17306, 17505
X Property Related Fees (Assessment Ballot
proceeding)
Elections, Calendar E+2 GC 34090
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 12
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
GENERAL SERVICES/CITY CLERK
Elections, Candidates Statements (Successful) PE GC 81009 X T+4
Elections, Candidates Statements (Unsuccessful) E+5 GC 81009
Elections, Canvass PE GC 34090 X CU +2 Notification and publication of election
Elections, Certificates of Election T+4 GC 34090 X
Elections, Nomination Papers (Successful) T+4 EC 17100 X
Elections, Nomination Papers (Unsuccessful) E+2 EC 17100
Elections, Notifications & Publications E+2 GC 34090 X Proof of publication or posting, certification and
listing of notice of posting; copy of newspaper notice, certification of offices to be voted for
Elections, Oath of Office T+6 GC 34090,
36507; 29 USC 1113
X
Elections, Petitions E+.75 EC 17200, 17400 From date of filing or election: initiative, referendum, recall, municipal code amendments. Signatures are
confidential.
Elections, Sample Ballot PE GC 34090 X CU +2
Ethics Training (AB 1234) CU+5 GC 53234(d), 53235.2b
X Ethics training certificates and supporting documents
FPPC - Campaign Disclosure Filings, Candidates
(Elected Officials)
PE GC 81009 X CU +2 FPPC Filings (400 series); Paper must be retained for
at least 2 years
FPPC – Campaign Disclosure Filings, Candidates (Not Elected) E+5 GC 81009 FPPC Filings (400 series); Paper must be retained for at least 2 years
FPPC - Campaign Disclosure Filings, Copies E+4 GC 81009 FPPC Filings (400 Series) Copies of original filings
that are not filed with the City Clerk (i.e., Form 410’s); Paper must be retained for at least 2 years
FPPC - Campaign Disclosure Filings, Other
Committees
E+7 GC 81009 X FPPC Filings (400 Series) Other Committees (PACS,
not candidate-controlled)
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 13
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
GENERAL SERVICES/CITY CLERK
FPPC – Candidate Intention Statement, Elected Officials PE GC 81009 X CU +2 FPPC Filings (Form 501); Paper must be retained for at least 2 years
FPPC – Candidate Intention Statement, Not Elected E+5 GC 81009 FPPC Filings (Form 501); Paper must be retained for
at least 2 years
FPPC - Statement of Economic Interest - Designated
Employees
CU+7 GC 81009 X FPPC Filings (Form 700) Specified in City's Conflict
of Interest Code - City Maintains original statements
FPPC – Statement of Economic Interest – Lobbyist Reporting CU+7 GC 81009; 2 CCR
18615(d)
X FPPC Filings (Form 700)
FPPC - Statement of Economic Interest - Public
Officials
E+7 GC 81009 X FPPC Filings (Form 700) Elected & Not Elected.
Includes City Council Members, Planning Commission Members, City Manager, City Treasurer
& City Attorney - City maintains copies - originals
are filed with FPPC
Legal Advertising CU+2 GC 34090, 54960.1(c) (1); CCP
337
X Includes public notices & legal publications
Maddy Act List / Committee Rosters CU+2 GC 34090 X
Meeting Notices CU+2 GC 34090, 34090.7, 54960.1 (c)(1); CCP 337
X Includes special meetings, public hearings and proofs
of publications
Minutes PE GC 34090 X CU +2 Official minutes and hearing proceedings of governing body or board, commission or committee
Mobilehome Park, General Files P GC 34090 X Registrations, annual increases, misc. documents
Mobilehome Park, NOI, CPI, Loss of Amenity P GC 34090 X
Mobilehome Park, Permit to Operate P GC 34090 X Issued permits, annual reports, supporting documents
Municipal Code & Development Code P GC 34090 X
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 14
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
GENERAL SERVICES/CITY CLERK
Ordinances PE GC 34090 X CU +2
Proclamations CU+2 GC 34090
Public Records Request CL+2 GC 34090
Recorded Documents P GC 34090 X Land and Property approved by City Council
Records Management, Working Copy CL+2 GC 34090 Includes retrieval, transfers, inactive and sign off
Records Management, Destruction Certification P GC 34090 X Document of final disposition or records
Records Retention S+4 GC 34090, CCP 343 X Schedules/guidelines
Resolutions PE GC 34090 X CU +2 Legislative actions
Subpoenas/Summons CU+2 GC 34090 Request for information or personal appearance
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 15
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
HUMAN RESOURCES
Benefit Plan Claims P GC 34090; 29
CFR 1602.30; 32; 29 CFR 1627.3; 29 USC 1113 & 1027
X Includes dental, disability, education, health, life, vision
including dependant care and employee assistance
Benefit Plan Enrollment T+5 GC 34090, 12946; 29 CFR
1627.3
X Employee benefit plans such as health, dental, pension and insurance plans (Includes enrollment and plan
information)
Bonds, Personnel Fidelity T+2 GC 34090 Employee Fidelity Bonds
CALPERS Bi-Weekly Reports AU+5 GC 34090
Classifications CL+2 GC 34090,
34090.7, 12946; 29 CFR PART 516
Includes classification and wage rates, classification
studies and surveys, and reclassification
Deferred Compensation P GC 12946, 34090; 29 CFR 1627.3
X Includes enrollment and plan information
Deferred Compensation Reports T+5 GC 34090 Records of financial statements, summaries for receipts,
disbursements & reconciliations
Dept. of Fair Employment & Housing Claims CL+2 GC 12946, 34090 Claims that are resolved administratively. All State and Federal laws require retention until final disposition of
formal complaint; State requires 2 years after action is taken.
Employee Handbook S+2 GC 34090 General employee information including benefit plans
Employee Rights T+2 GC 12946, 34090; 29 CFR 1602; 29 USC
211
X Includes arbitration, grievances, union requests, sexual harassment & civil rights, complaints & disciplinary
actions
INS Form I-9 Employment Eligibility Verification
Form
T+2 GC 12946,
34090; 29 CFR 1627.3, 8 CFR 274a.2
X Employers must retain completed Forms I-9 for all
employees for 3 years after the date they hire an employee, or 1 year after the date employment is
terminated, whichever is later
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 16
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
HUMAN RESOURCES
IRS Tax Forms (W2, W4) AU+6 GC 34090; 26
CFR 31.6001-1; 29 USC 436
Motor Vehicle (DMV) Pulls S+2 GC 34090 X Bureau of National Affairs recommends 2 years for all supplementary personnel records.
Negotiations P GC 34090; 29 USC 211,; 29
CFR PART 516
X Contracts, MOUs, correspondence, official meeting notes and notebooks, ,
OSHA CU+7 GC 34090; 8
CCR 3203(b)(1)
Inspection & Citations - Log 200 & Log 300, 301,
301A
Payroll, Changes AU+4 GC 34090 Adjustments, address changes, direct deposit, vacation & comp time
Payroll Reports AU+5 GC 34090 Includes leave balance and other miscellaneous reports
Payroll, Tax Reports AU+5 GC 34090; 29
CFR PART 516; 29 USC 436
Quarterly tax returns / OASDI
PERS Employee Deduction Reports T+4 GC 34090; 26 CFR 31-6001-
1; 29 CFR PART 516; LC 1174(d)
X Record of deductions
Personnel Files T+10 GC 12946, 34090; 29 CFR
PART 1602; 29 CFR 1627.38; CCR 3204(d);
29 USC 1113
X Upon Termination Release authorizations, appointments, certifications, reassignments, outside employment, commendations,
disciplinary actions, terminations, oaths of office, evaluations, pre-employee medicals, fingerprints,
identification cards, deduction authorizations, beneficiary designations, unemployment claims,
garnishments, applications, resumes, certificates, disciplinary complaints, grievances, insurance, licenses,
Accident/Incident Reports with no action, drug & alcohol testing, finger print clearance
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 17
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
HUMAN RESOURCES
Personnel Files, Medical T+30 GC 34090,
FMLA 1993 US OSHA; 29 CFR 1602.30;
8 CCR 3204(d)
X Upon
Termination
May include family leave; certifications, tests. Claims
can be made for 30 years for toxic substance exposure.
Personnel Files, Recruitment CL+3 GC 12946,
34090; 29 CFR 1602, 1607, 1627.3
Applications and resumes for those not hired, lists/logs,
ethnicity disclosures, examination materials, examination answer sheets, job bulletins, eligibility,
release of information forms for recruitments, electronic database
Personnel Reports CU+2 GC 34090 Employee statistics, benefit activity, liability loss
Reports, Labor Distribution AU+2 GC 34090 Costs by employee & program
Retirement T+5 GC 12946,
34090; 29 CFR 1627.3
X PERS, Social Security, SSI (EEOC/ADEA)
Time Cards/Sheets AU+5 GC 34090; 29 CFR PART 516; 26 CFR 31.6001-1; LC 1174(d)
Signed by employee (includes overtime sheets/cards and time card project accounting)
Training Records T+2 GC 34090 X Certifications, designations, paperwork documenting internal and external training
Unemployment Compensation Files T+5 GC 34090 X
Unpaid/Volunteer Applications T+2 GC 12946 &34090; 29 CFR 1602.31 & 1627.3; 8 CCR 3204(d),
29 USC 1113
Successful
Unpaid/Volunteer Applications CU+2 GC 12946 & 34090; 29 CFR 1602.31 & 1627.3; 8 CCR
3204(d)
Unsuccessful or pending
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 18
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
HUMAN RESOURCES
Work Release Files T+2 GC 34090
Workers Compensation & Dependent Care Reports CU+30 GC 34090;
8 CCR
15400.2; LC 5405
X Upon Termination
Claim files, reports, incidents
Workers Compensation and/or Disability Claims S+30 GC 12946, 34090; 8 CCR 3204(d),
10102, 15400.2
X
Workers Compensation Insurance P GC 34090 X Indemnity, PERS working files
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 19
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
INFORMATION TECHNOLOGY
E-Mail, Litigation CL+5 GC 34090,
911.2, 945; CCP 337
The City periodically receives requests for inspection or
production of documents pursuant to the Public Records Act, as well as demands by subpoena or court order for
documents. And, when litigation is commenced by or against the City, it may be necessary to preserve
(“litigation hold”) all relevant documents. When the City receives a request for disclosure of City records
that applies to City E-mail, or the City Attorney or City Clerk place a litigation hold on certain documents that
include City E-mail, the person responsible for the covered records must, using his/her best efforts and by
any lawful means available, preserve any City E-mail covered by the request until it is determined whether the
City E-mail is subject to retention and/or disclosure. The City Clerk, City Attorney, and systems
administrator must be contacted concerning any request for disclosure of City records that applies to City E-mail
in the possession of persons subject to this policy. 1
E-Mail, Non Official City Records N/A GC 34090 City e-mails (including attachments) that consist of preliminary drafts, unofficial copies of documents kept
only for convenience or reference, notes, or inter-agency or intra-agency memoranda that are not retained
by the City in the ordinary course of business, will be considered “Non-Official City Records.” Non-Official
City Records are not identified in the Records Retention Schedule and shall be deleted once the information is
understood or communicated. Non-Official City Records include records that provide general
information, such as, without limitation, announcing the dates and times of meetings, responses to list serves,
requests for general City information (other than public records), etc. 1
1 Reference Supplemental Electronic Mail Management and Retention Policy
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 20
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
INFORMATION TECHNOLOGY
E-Mail, Non Records N/A GC 34090 Routine City e-mails, the informational content of
which is neither necessary nor intended to be preserved for future City use or reference, are “Non-Records.”
Non-Records should be deleted once the information is understood or communicated. Non-Records are not
intended to be retained in the ordinary course of City business. Non-records may include, without limitation,
informal communication between staff or between staff and consultants, unsolicited offers to do business with
the City, or personal correspondence and announcements (such as inviting City staff to a
departmental lunch), etc. 1
E-Mail, Official City Records Reference Applicable
Record Series or
Topic
GC 34090 City e-mails (including attachments) that (i) the City or an officer of the City is required by law to create or
retain, (ii) are necessary or convenient to the discharge of a public officer’s duties and made or retained for the
purpose of preserving its informational content for future reference, (iii) document official business of the
City, such as information concerning the formation and implementation of City policies and decisions,
approvals to initiate a business transaction, proceedings, requests and replies to requests for public information,
projects, contracts, or (iv) may later be important or useful for carrying out City business will be considered
an “Official City Record.” An Official City Record shall be printed onto paper, appropriately filed, and
retained according to the retention period for the document as indicated in the Records Retention
Schedule. 1
1 Reference Supplemental Electronic Mail Management and Retention Policy
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 21
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
INFORMATION TECHNOLOGY
Exchange Server (Microsoft Outlook Mail Folders) 90 Days GC 34090 The systems administrator has established a City E-mail
management system that automatically removes City E-mails contained in all mail folders that are more than
ninety (30) calendar days old. The systems administrator will disable the automatic e-mail deletion
feature to preserve City E-mails in response to a litigation hold or Public Records Act request until it is
determined whether City E-mails are subject to disclosure. 1
Exchange Server, Back Ups (Microsoft Outlook Mail
Folders)
2 Weeks GC 34090 The systems administrator maintains back ups for no
longer than two (2) weeks before they are overwritten. The purpose of back ups is to provide a means of
complete server recovery in case of a system failure. Upon the City’s receipt of a litigation hold or Public
Records Act request, the systems administrator may not overwrite back ups that contain City E-mails until it is
determined whether any of the City E-mails on the back ups are subject to disclosure. 1
Internet Policies S+2 GC 34090 Management policies and supporting documentation
Inventory, Logs, Systems Manuals CU+2 GC 34090
Licenses CU+2 GC 34090 Federal or State required forms, documentation
Network Back Ups, Program Files and Directories 60 Days GC 34090 The systems administrator maintains month-end back ups two (2) months back before they are overwritten
Network Information Systems (LAN/WAN) CU+4 GC 34090 Configuration maps and plans
1 Reference Supplemental Electronic Mail Management and Retention Policy
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 22
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
INFORMATION TECHNOLOGY
Network Database(s), Program Files and Directories L GC 34090 Includes CityView, Eden Systems, Cashier Central,
Geographical Information Systems (GIS), LaserFiche, Safari RecWare, and other database applications as
appropriate
Network Database(s), Back Ups, Program Files and Directories 60 Days GC 34090 The systems administrator maintains month-end backups two (2) months back before they are
overwritten
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 23
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
PUBLIC WORKS
Abandonments / Vacations (Streets) P GC 34090(a) X Supporting documentation (includes temporary
construction easements, right-of-entry)
Annual Assessments/ Inspection of Facilities CU+10 GC 34090 X
Backflow Certifications CU+2 GC 34090
Bonds, Development CL+10 GC 34090, 43900; CCP 337.5
X Bonds posted by developer to insure that required public improvements (roads, curbs, gutters, sidewalks,
schools, etc.) are built. Bonds insuring real property must be retained permanently.
Bonds, Security CL+2 GC 34090, 43900; CCP
337.5
Documentation created/received in connection with performance of work/services for parcel maps and
subdivisions.
Capital Improvement Projects, Administration Files CL+10 GC 34090; CCP 337.15 X Supporting documents including bidders list, specifications, reports, work orders, schedules, meeting
notes, real estate appraisals, certified payrolls, etc.
Capital Improvement Projects, City Facilities P GC 34090;
H&S 19850 X Plans, Specifications, Bids/RFPs, Successful Proposal,
Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Soils Reports, Studies, Surveys, etc.
Capital Improvement Projects, City Infrastructure P GC 34090;
H&S 19850
X Infrastructure construction or implementation (streets, curbs, gutters, sidewalks, storm drains, water, sewer,
parks, public facilities)
Daily Logs CU+5 GC 34090
Easements, Dedications, Rights of Way P GC 34090 X
Facility Safety Inspection CU+2 GC 34090
FEMA Reimbursable Events CU+10 GC 34090 X City preference to facilitate claims and grant reimbursements. Includes documents related to Work
Orders, Request for Service Forms, Corrective Action Requests, etc.;
Flood Control Records P GC 34090 X Storm Drains
Geotechnical Reports P GC 34090 X Soils Reports
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 24
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
PUBLIC WORKS
Maintenance Records CU+3 GC 34090 Records documenting the maintenance, repair and
upkeep of municipally owned facilities and property (including buildings, parks, playgrounds, swimming
pools and other public facilities). Includes work orders, safety/health/environmental review and inspection,
maintenance, repair, upkeep, and other supporting documents
Maintenance Contracts CL+5 GC 34090;
CCP 337 X Landscaping, HVAC, Pavement Management, Street
Sweeping, Pest Control, Security, Slurry Seals, Striping, Tree Trimming, etc.
Maps and Plats P GC 34090; H&S 19850 X Engineering field notes and profiles; cross-section of roads, streets, right of way, bridges; may include
annexations, parks, tracts, block, storm drains, water easements, bench marks, trees, grading, base maps, etc.
NPDES Monitoring Records & Permits P GC 34090; 40
CFR 122.21, 122.41, CCP 337
X
Permit, Encroachment (Permanent) P GC 34090, CCP 337 X After
Inactive
Buildings, sewers, streets, utilities, etc.
Permit, Encroachment (Temporary) CL+5 GC 34090,
CCP 337 Street closures, street cuts, paving, etc.
Permit, Wide Load Transportation CL+2 GC 34090
Pest Control Reports CU+2 GC 34090(d) City facilities - includes pesticide applications, inspections, sampling & documents
Programs, Federal Programs & Traffic Safety CU+3 GC 34090
Public Facilities, Infrastructure P GC 34090 X As builts, mylars, record drawings
Reports, Bridges & Overpasses L GC 34090 Life of Structure
Reports, Inspection CU+2 GC 34090 Included intersection, sidewalks
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 25
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
PUBLIC WORKS
Reports, Studies S+2 GC 34090;
CVC 21455.5
Traffic volume, accident history, requests, statistics,
drawings supporting traffic devices, “Red Light Camera” reports, etc.
Reports, Traffic Count CL+5 GC 34090 Evaluation of traffic volume
Reports, Vehicle Accident CU+2 GC 34090
Speed Limits S+2 GC 34090
Studies/Surveys (City Projects) P GC 34090 X Engineering studies or surveys
Studies/Surveys (Preliminary) S+3 GC 34090 Preliminary Engineering studies or surveys, project
assessments
Surplus Property - Auction AU+2 GC 34090 Listing of property
Traffic Legends, Signals & Signs P GC 34090 X Locations
Vehicle Ownership & Title L CVC 9900 X Title transfers when vehicle sold
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 26
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
RECREATION
Activity/Project Files CU+2 GC 34090 Concerts, classes, programs, special event permits
Class Rosters and Enrollments CU+2 GC 34090
Evaluations/Surveys of Programs CU+1 GC 34090
Facility Rentals/Use CU+2 GC 34090 Supporting documentation
Liability Release Forms CU+4 GC 34090;
CCP 337, 343 Includes signed participant waivers and release of
liability forms
Permission Slips CU+4 GC 34090; CCP 337, 343 Field trips, camps, authorization to give medicine
Receipt Copies CU+2 GC 34090 Handwritten receipts from satellite locations
Recreation Database L GC 34090 Includes registrations, fees, charges
Schedules, Classes & Events CU+2 GC 34090
Special Event Permits CL+4 GC 34090; CCP 337 All documents relating to approved permit
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 27
Record Retention Citation Eligible to be Stored in Laserfiche?
Destroy Paper After
Scanned & Reviewed
Remarks
RISK MANAGEMENT
Accident, Reports(City Assets) CL+7 GC 34090;
29 CFR 1904.2, 1904.6
Theft, arson, vandalism, property damage or similar
occurrence (excluding fire/law enforcement) (includes incidents occurring on City property) - Reports and
related records
Accident, Incident, Injury Reports – Public (Claim) CL+7 GC 34090; 29 CFR 1904.2 Members of the public (not a City employee)
Accident, Incident, Injury Reports – Public (Non-
Claim)
CL+2 GC 34090 Members of the public that do not result in a claim
Claims, Against City CL+5 GC 34090, 911.2, 945; PC 832.5; CCP
337
X Paid/Denied Litigation, complaints, and/or claims suspend normal retention periods (retention begins after
settlement)
Claims, By City CL+5 GC 34090,
911.2, 945; PC 832.5; CCP 337
Insurance, Bonds (City) P CCP 337.2, 343 X Bonds & insurance policies insuring city property & other assets
Insurance - Certificates CU+11 GC 34090,
CCP 337 X CU +2 For Contract Vendors, etc. / Longest Statute of
Limitations is 10 years
Insurance - Liability/Property/Worker’s Compensation P GC 34090 X Upon
Termination
City owned policies/certificates, Liability -
General/Public, workers compensation, property
Insurance, PARSAC P GC 34090 X Public Agency Risk Sharing Authority of California excess liability insurance
Insurance, Rental/Use of City Facility T+2 GC 34090 X Insurance binders for rental/use of City facilities
Risk Management Reports CL+5 GC 34090; 29 CFR 1904.4 X Federal OSHA Forms; Loss Analysis Report; Safety Reports; Actuarial Studies
AU=Audit CL=Closed/Completion CU=Current Year E=Election L=Life P=Permanent S=Supersede T=Termination (PE)=Permanent Electronic File – Destroy Paper After Scanned/Reviewed
City of Menifee Records Retention Schedule, Resolution No. 2009-66 Exhibit “A” Page 28
INDEX
City of Menifee Records Retention Schedule, Resolution No. 2014-XXX Exhibit “A” Page 29
AB 939 Annual Reports .......................................................................... 12
Abandoned Vehicles ................................................................................. 5
Abandonments / Vacations (Streets) ....................................................... 24 Abatement, Code Enforcement ................................................................. 5
Accident, Incident, Injury Reports – Public (Claim) .............................. 28
Accident, Incident, Injury Reports – Public (Non-Claim) ...................... 28 Accident, Reports(City Assets) ............................................................... 28
Accounts Payable ...................................................................................... 8 Accounts Receivable ................................................................................. 8 Activity/Project Files .............................................................................. 27
Address Files ............................................................................................. 6 Administrative Hearings ........................................................................... 1 Affidavits of Publications/Public Hearing Notices ................................. 12
Agenda Packets ....................................................................................... 12 Agendas .................................................................................................. 12 Agreements, Capital Improvement ........................................................... 1
Agreements, Contractors ........................................................................... 1 Agreements, Franchise .............................................................................. 1
Agreements, Joint Powers (JPA)/Mutual Aid ........................................... 1
Agreements, School District ..................................................................... 1 Annexation Petitions, Protests & Withdrawals ......................................... 6
Annexations .............................................................................................. 6
Annexations / Boundaries / Consolidations / LAFCO .............................. 6 Annual Assessments/ Inspection of Facilities ......................................... 24
Annual Audit Reports (Copies)................................................................. 8 Annual Audit Reports (Originals) ............................................................. 8 Annual Audit Reports, Back Up and Supporting Documents ................... 8
Appeals, Civil ......................................................................................... 12 Articles of Incorporation ......................................................................... 12 Assessment Districts ................................................................................. 8
Assessment Rolls ...................................................................................... 1 Audio and/or Video Recordings ............................................................. 12 Backflow Certifications .......................................................................... 24
Bank Deposits / Deposit Transmittal Records .......................................... 8 Bank Reconciliations ................................................................................ 8
Bank Statements........................................................................................ 8
Banner Permits, Temporary Signs ............................................................ 5 Benchmark Data........................................................................................ 6
Benefit Plan Claims ................................................................................ 16
Benefit Plan Enrollment .......................................................................... 16 Bids, RFQ's, RFP's (Documents) .......................................................... ii, 1
Bids, RFQ's, RFP's (Successful) ............................................................... 1
Bids, RFQ's, RFP's (Unsuccessful) ........................................................... 1 Bonds ........................................................................................................ 8
Bonds, Transcripts/Certificates of Participations ..................................... 8 Bonds, Account Statements ...................................................................... 8 Bonds, Administration .............................................................................. 9
Bonds, Coupons ........................................................................................ 9
Bonds, Development ........................................................................... 6, 24 Bonds, Personnel Fidelity ....................................................................... 16
Bonds, Security ....................................................................................... 24 Budget Adjustments/Amendments ........................................................... 9 Budget Hearing & Review ........................................................................ 9
Budget Worksheets ................................................................................... 9
City of Menifee Records Retention Schedule Page 30
Budgets , Adopted (Originals) ................................................................. 9
Budgets, Adopted (Copies) ....................................................................... 9
Building Inspection Log ........................................................................... 4 Building Permit Database ......................................................................... 4
Building Permits, Issued ........................................................................... 4
Building Plans/Construction Documents (Commercial and required multi-family structures) 4 Building Plans/Construction Documents (SFR) ....................................... 4
Building Plans/Construction Documents, Institutional ............................. 4 Business License ....................................................................................... 9 CAFR - Comprehensive Annual Financial Reports .................................. 9
CALPERS Bi-Weekly Reports ............................................................... 16 Capital Improvement Projects, Administration Files .............................. 24 Capital Improvement Projects, City Facilities ........................................ 24
Capital Improvement Projects, City Infrastructure ................................. 24 Capital Improvement Projects, Financial Records .................................... 9 Case Files (Code Enforcement) ................................................................ 5
Cash Receipts & Summaries ..................................................................... 9 Cashier's Reports/Daily Revenue .............................................................. 9
Census, Demographics .............................................................................. 6
Certificates of Destruction ...................................................................... 12 Certificates of Occupancy ......................................................................... 4
Certified Mail/Electronic/Postage Receipts .............................................. 9
Chart of Accounts ..................................................................................... 9 Checks ....................................................................................................... 9
Citizen Service Applications to Boards, Commissions, and Committees (Not Selected) 12 Citizen Service Applications to Boards, Commissions, and Committees (Selected) 12 City Council Correspondence ................................................................... 1
City Council Subcommittees .................................................................... 1 City Manager Council Reports and Memos .............................................. 1 City Manager Project Files ....................................................................... 1
Claims, Against City ............................................................................... 28 Claims, By City ....................................................................................... 28 Class Rosters and Enrollments ................................................................ 27
Classifications ......................................................................................... 16 Code Books ............................................................................................... 4
Conveyances from or to the City (Deeds, Easements, etc) ....................... 1
Correction Notices, Stop Work Orders, etc. ............................................. 4 Correspondence, Routine .......................................................................... 2
Credit Card, Agreements .......................................................................... 9
Daily Logs ............................................................................................... 24 Deferred Compensation .......................................................................... 16
Deferred Compensation Reports ............................................................. 16
Deposit Log Sheets/Books ........................................................................ 9 Dept. of Fair Employment & Housing Claims ....................................... 16
Development Conditions .......................................................................... 6 Development Impact Fees ......................................................................... 6 Development Standards ............................................................................ 6
Easements, Dedications, Rights of Way ................................................. 24
Elections, Ballots (Prop 218) .................................................................. 12 Elections, Calendar ................................................................................. 12
Elections, Candidates Statements (Successful) ....................................... 13 Elections, Candidates Statements (Unsuccessful) .................................. 13 Elections, Canvass .................................................................................. 13
Elections, Certificates of Election ........................................................... 13
City of Menifee Records Retention Schedule Page 31
Elections, Nomination Papers (Successful) ............................................ 13
Elections, Nomination Papers (Unsuccessful) ........................................ 13
Elections, Notifications & Publications .................................................. 13 Elections, Oath of Office ........................................................................ 13
Elections, Petitions .................................................................................. 13
Elections, Sample Ballot ......................................................................... 13 E-Mail, Litigation ................................................................................... 20
E-Mail, Non Official City Records ......................................................... 20 E-Mail, Non Records .............................................................................. 21 E-Mail, Official City Records ................................................................. 21
Emergency Documents ............................................................................. 2 Emergency Response & Preparedness Planning ....................................... 2 Employee Handbook ............................................................................... 16
Employee Rights ..................................................................................... 16 Encumbrance Reports ............................................................................... 9 Environmental, California Environmental Quality Act (CEQA) Determinations/Reports (Inside City
Boundaries) ........................................................................................... 2 Environmental, Determinations/Reports (Outside City Boundaries) ........ 2
Equipment, General Office ....................................................................... 2
Escheat (Unclaimed Money / Uncashed Checks) ................................... 10 Ethics Training (AB 1234) ...................................................................... 13
Evaluations/Surveys of Programs ........................................................... 27
Exchange Server (Microsoft Outlook Mail Folders) .............................. 22 Exchange Server, Back Ups (Microsoft Outlook Mail Folders) ............. 22
Facility Rentals/Use ................................................................................ 27 Facility Safety Inspection ....................................................................... 24 FEMA Reimbursable Events .................................................................. 24
Financial Statements ............................................................................... 10 Fines, Civil and Penalties ........................................................................ 10 Fines, False Alarm .................................................................................. 10
Fines, JDS ............................................................................................... 10 Fines, NSF .............................................................................................. 10 Fines, Parking Citations .......................................................................... 10
Fines, Restitutions ................................................................................... 10 Fixed Assets, Annual Listing .................................................................. 10
Flood Control Records ............................................................................ 24
FPPC - Campaign Disclosure Filings, Candidates (Elected Officials) ... 13 FPPC – Campaign Disclosure Filings, Candidates (Not Elected) .......... 13
FPPC - Campaign Disclosure Filings, Copies ........................................ 13
FPPC - Campaign Disclosure Filings, Other Committees ...................... 13 FPPC – Candidate Intention Statement, Elected Officials ...................... 14
FPPC – Candidate Intention Statement, Not Elected .............................. 14
FPPC - Statement of Economic Interest - Designated Employees.......... 14 FPPC – Statement of Economic Interest – Lobbyist Reporting .............. 14
FPPC - Statement of Economic Interest - Public Officials ..................... 14 Gas Tax ................................................................................................... 10 General Journal Reports .......................................................................... 10
General Ledger (GL) Year End Reports ................................................. 10
General Plan and Elements ....................................................................... 6 General Plan and Specific Plan Amendments (Approved) ....................... 6
General Plan and Specific Plan Amendments (Denied) ........................... 6 Geotechnical Reports .............................................................................. 24 Graffiti Reports & Photographs ................................................................ 5
Grants - Federal, State & Local - Successful ............................................ 3
City of Menifee Records Retention Schedule Page 32
Grants - Federal, State & Local - Unsuccessful ........................................ 3
Grants, Community Development Block Grants (CDBG) ....................... 2
Home Occupancy Permits ......................................................................... 4 INS Form I-9 Employment Eligibility Verification Form ...................... 16
Insurance - Certificates ........................................................................... 28
Insurance - Liability/Property/Worker’s Compensation ......................... 28 Insurance, Bonds (City) .......................................................................... 28
Insurance, PARSAC ............................................................................... 28 Insurance, Rental/Use of City Facility .................................................... 28 Internet Policies ...................................................................................... 22
Inventory ................................................................................................... 3 Inventory, Logs, Systems Manuals ......................................................... 22 Investment Records ................................................................................. 10
IRS Forms (1099, 1096, W9) .................................................................. 10 IRS Tax Forms (W2, W4) ....................................................................... 17 Land Records ............................................................................................ 6
Land Uses, Nonconforming ...................................................................... 6 Legal Advertising .................................................................................... 14
Legal Opinions .......................................................................................... 3
Liability Release Forms .......................................................................... 27 Licenses .................................................................................................. 22
Liens & Releases....................................................................................... 3
Liens & Releases - Support Documentation ............................................. 3 Litigation/Lawsuits ................................................................................... 3
Litigation/Lawsuits (High Profile) ............................................................ 3 Maddy Act List / Committee Rosters ..................................................... 14 Maintenance Contracts ............................................................................ 25
Maintenance Records .............................................................................. 25 Maps and Plats ........................................................................................ 25 Marketing and Publicity Materials ............................................................ 3
Master Plans .............................................................................................. 3 Meeting Notices ...................................................................................... 14 Minutes ................................................................................................... 14
Mobilehome Park, General Files ............................................................ 14 Mobilehome Park, NOI, CPI, Loss of Amenity ...................................... 14
Mobilehome Park, Permit to Operate ..................................................... 14
Motor Vehicle (DMV) Pulls ................................................................... 17 Municipal Code & Development Code ................................................... 14
Negotiations ............................................................................................ 17
Network Back Ups, Program Files and Directories ................................ 22 Network Database(s), Back Ups, Program Files and Directories ........... 23
Network Database(s), Program Files and Directories ............................. 23
Network Information Systems (LAN/WAN) .......................................... 22 NPDES Monitoring Records & Permits ................................................. 25
Ordinances .............................................................................................. 15 OSHA ...................................................................................................... 17 Payroll Reports........................................................................................ 17
Payroll, Changes ..................................................................................... 17
Payroll, Tax Reports ............................................................................... 17 Permission Slips ...................................................................................... 27
Permit Fees.............................................................................................. 10 Permit, Encroachment (Permanent) ........................................................ 25 Permit, Encroachment (Temporary) ....................................................... 25
Permit, Parking ......................................................................................... 5
City of Menifee Records Retention Schedule Page 33
Permit, Temporary Use Permit ................................................................. 5
Permit, Tree Removal ............................................................................... 5
Permit, Wide Load Transportation .......................................................... 25 PERS Employee Deduction Reports ....................................................... 17
Personnel Files ........................................................................................ 17
Personnel Files, Medical ......................................................................... 18 Personnel Files, Recruitment .................................................................. 18
Personnel Reports ................................................................................... 18 Pest Control Reports ............................................................................... 25 Petty Cash Receipts ................................................................................. 10
Petty Cash Records ................................................................................. 10 Plan Check Correction List ....................................................................... 4 Policies/Procedures, Administrative ......................................................... 3
Proclamations .......................................................................................... 15 Programs, Federal Programs & Traffic Safety ........................................ 25 Projects Not Completed or Denied ........................................................... 4
Property Acquisition - Appraisal Reports ................................................. 3 Property Acquisition/Disposition .............................................................. 3
Prospects/Economic Development ........................................................... 6
Public Facilities, Infrastructure ............................................................... 25 Public Records Request .......................................................................... 15
Purchase Orders / Requisitions ............................................................... 10
Receipt Copies ........................................................................................ 27 Recorded Documents .............................................................................. 15
Records Management, Destruction Certification .................................... 15 Records Management, Working Copy .................................................... 15 Records Retention ................................................................................... 15
Recreation Database ................................................................................ 27 Redevelopment Plan ................................................................................. 6 Redevelopment Projects, Project Areas .................................................... 6
Redevelopment Statement of Indebtedness ............................................ 11 Refunds and Credits ................................................................................ 11 Reports - Annual Historical Reports of Bldg. Permit Activity ................. 4
Reports - Monthly & Periodic Reports of Bldg. Activity ......................... 4 Reports, Bridges & Overpasses ............................................................. 25
Reports, Inspection ................................................................................. 25
Reports, Labor Distribution .................................................................... 18 Reports, Studies ...................................................................................... 26
Reports, Traffic Count ............................................................................ 26
Reports, Vehicle Accident ...................................................................... 26 Resolutions .............................................................................................. 15
Retirement ............................................................................................... 18
Risk Management Reports ...................................................................... 28 Sample Materials Submitted with City Projects for Approval .................. 6
Sample Materials Submitted with Projects for Approval ......................... 6 Schedules, Classes & Events .................................................................. 27 Signature Cards & Authority .................................................................. 11
Special Event Permits ............................................................................. 27
Speed Limits ........................................................................................... 26 State Controllers Report .......................................................................... 11
Studies ....................................................................................................... 7 Studies - Economic ................................................................................... 7 Studies/Surveys (City Projects) .............................................................. 26
Studies/Surveys (Preliminary) ................................................................ 26
City of Menifee Records Retention Schedule Page 34
Subdivision Maps, Plans, Drawing Exhibits (All Development Plans) .... 7
Subpoenas/Summons .............................................................................. 15
Surplus Property - Auction ..................................................................... 26 Taxes, Receivable ................................................................................... 11
Time Cards/Sheets .................................................................................. 18
Traffic Legends, Signals & Signs ........................................................... 26 Training Records ..................................................................................... 18
Transient Occupancy Taxes (TOT) ......................................................... 11 Travel Expense Reimbursements ............................................................ 11 Trial Balance Detail Reports ................................................................... 11
Trust Accounts ........................................................................................ 11 Unemployment Compensation Files ....................................................... 18 Unpaid/Volunteer Applications .............................................................. 18
Vehicle Impound Fees ............................................................................ 11 Vehicle Ownership & Title ..................................................................... 26 Vendor Register ...................................................................................... 11
Violations, Building, Property and Zoning ............................................... 4 Voucher/Voucher Register ...................................................................... 11
Warrant Register ..................................................................................... 11
Work Release Files ................................................................................. 19 Workers Compensation & Dependent Care Reports .............................. 19
Workers Compensation and/or Disability Claims................................... 19
Workers Compensation Insurance .......................................................... 19 Zoning Maps, Plans, Drawings, Exhibits, Photos ..................................... 7
City of Menifee Records Retention Schedule Page 35