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24-1459RESOLUTION NO. 24-1459 A RESOLUTION OF CITY COUNCIL OF THE CITY OF MENIFEE AMENDING THE EXISTING RECORDS RETENTION SCHEDULE TO INCORPORATE THE MENIFEE POLICE DEPARTMENT AND AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS IN ACCORDANCE WITH THE PROVISIONS OF THE RECORD RETENTION SCHEDULE WHEREAS, the maintenance of numerous records is unnecessary after a certain period of time for the effective and efficient operation of the government of the City of Menifee; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required to be maintained by law may be destroyed; and WHEREAS, in addition to Government Code Section 34090, various other state and federal laws provide for retention periods for certain government records; and WHEREAS, the City Council adopted Resolution No. 14-360 on April 2, 2014, adopting the City's first Records Retention Schedule; and WHEREAS, the City Council adopted Resolution No. 19-783 on May 1, 2019, updating the City's Records Retention Schedule; and WHEREAS, the City Council of the City of Menifee established the Menifee Police Department in July of 2020; and WHEREAS, there is a need to update and amend the adopted records retention schedule to incorporate the Menifee Police Department. NOW, THEREFORE, the City Council of the City of Menifee does hereby resolve, determine and order as follows: Section 1. The Records Retention Schedule, attached hereto as Exhibit "A," is hereby adopted as the records retention schedule for the City of Menifee. The records of the City of Menifee shall be retained as set forth in the Records Retention Schedule. Section 2. Unless otherwise provided by law, the records of the City of Menifee may be destroyed as provided by Section 34090 of the Government Code of the State of California in accordance with the provisions of the Records Retention Schedule upon the request of the Department Head of the Department having control over the record, and with the written consent of the City Attorney and City Clerk, without further action by the City Council of the City of Menifee. Section 3. Updates and amendments to the Records Retention Schedule are hereby authorized to be made with the consent of the City Manager, City Attorney and City Clerk, without further action by the City Council of the City of Menifee. Section 4. The term "records" as defined in Government Code section 6252(e), and used herein shall include, without limitation, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers. Section 5. The City Clerk Shall certify as to the adoption of this resolution. Section 6. The Resolution shall be deemed effective upon adoption. Records Retention Schedule and Authorizing of Destruction PASSED, APPROVED AND ADOPTED this 17th day of July, 2024. Bill Zimme m ayor Attes ',8fepWnie Roseen, Acting City Clerk Approved as to form: J ey T. etching, Cr!ornIy City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0001 1010 Administration Correspondence Correspondence related to CY+2Y GC34090 city business. 0001 1020 Administration Administrative Files Working papers pertaining to Includes memos, reference CL+2Y GC34090 and arising from the policies reports, calendars, day planners, and procedures of the contact files, working files, back - department; includes up documents, copies of source directors and other staff documents, charts, outlines and members' files. chron files, phone memo pads, forwarded digital messages and voice over internet (VOIP) messages received in e-mail that pertain to City business, Contract Management files 0001 1030 Administration Logs A document listing activities, Drivers Logs/Qualifications, CL+2Y GC34090d items, individuals and noting Master Record Audit Logs the same information about (MCT), Records - Attendance, each entity. Includes Sign -in Logs, Visitor Registration journals, diaries, logbooks, Logs, AccidenVlnjury Logs, EMS detail, records (i.e , seismic) Quality Management Review, day books and rosters. Logs Code Enforcement Logs, Badge created by City or received lists, Case Assessment Logs, from outside agencies Court Liaison Filing Logs, reflecting use of City Equipment Inventory Logs, resources Towed/Stored Vehicle Logs, Chain of Custody records Dispatch Logs, Court - Daily Schedule, Daily accounting of calls -far -service and initiated activities by officers and PST's, Daily Activity Records, Officers Daily Logs, Subpoena Log Book, Fire Vehicle Check Sheets, Meeting Room Reservations, Dispatch Incident/Status Cards Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS=After Settled; E= Election; LOA= Life of Asset Page 1 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0001 1040 Administration Social Media Content City blogs, instant Final Retention messaging, web -pages, Requirement is Facebook, Twitter. determined by retention period based on the content or subject of the information. Generally the same retention as correspondence. Please refer to City Clerk for guidance 0001 2010 Administration Newspaper/ Copies of articles about the CY+2Y GC34090. May be Magazine Clippings City appearing in kept longer for newspapers or magazines historical value. related to important activities Please refer to the or milestones & copies of City Clerk for direction published articles describing on historical value City events 0001 2020 Administration Photographs Hard copy original, Digital or Aerial photographs, digital SU+2Y GC34090 Maybe best available copy or photographs kept longer for negatives of events historical value. significant to the City. Please refer to the City Clerk for direction on historical value 0001 2030 Administration Publications Records produced while Menifee Annual Report, Menifee SU+2Y GC34090 preparing official City Matters publications and finished product Working papers include the release to use artwork and must be retained to document the right to use the material 0001 2040 Administration Awards/ Donations Awards and Donations to PERM and from the Citv 0001 1 2050 Biographies I PERM Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 2 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0001 2060 Public CU+2Y Ceremonies and Events 0001 3010 Administration Reports: General Records generated internally Monthly Reports, Activity CL+2Y GC34090 and periodically, relating to Reports the status or progress of routine activities May reflect daily activities, ad hoc reports created for one-time use in response to a specific query or project. 0001 3020 Administration Reports: Technical Technical or management Statistics, Statistics - Daily, SU+2Y GC34090 reports based on studies or Statistics, Crime Analysis, Clean research commissioned or Water Annual Information, Staff performed by the City, the or equipment Turnovers, completed report or study. Conductivity, Sewer Devices, May include backup material Waste Management, Storm required to justify the Water Records, Solid Waste findings, recommendations, Turnover, Water Regulations, or actions. Sludge Reports, NDPS Reports, Conductivity Profile, Inspection Reports, Studies of Sand, Air Pollution Control District, Traffic Counts, Monthly Traffic, Traffic Statistics 0001 3030 Administration Research Files Records related to topics Subject Files, Project Files, A-Z CL+2Y GC34090 and issues filed by the files, General Correspondence subject of the records May files, General Subject files Issues include studies, reports and and Complaint, Administrative other results of research Subject Files - CDC, activities. Administrative Subject Files. They could change to Project files if ongoing Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 3 City of Menifee Records Retention Policv Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0001 4010 Administration Personnel Files Records maintained by the Department Personnel Files, CL+2Y GC34090 department. May include Employee Salary Files, Field some of the documents also Training Files, Instructor Files in the main Personnel file, (Public Works, Recreation), but also contains updates Junior Lifeguard forms. and other documents not Personnel Confidential Meeting sent to Human Resources. Notes/Minutes. and PAF's (Personnel Action Forms.) Instructor Files 0001 4020 Administration Department Goals & Records related to goals and CL+2Y GC34090 Objectives objectives set by the department director 0001 4030 Administration Conference & Records and materials CY+2Y GC34090 Meetings related to internal conference and meetings. 0001 5010 Administration Plans/Policies/Proced Includes directives, disaster Standard Operating Procedures SU+SY GC34090(d) ures: Internal Policies recovery plans, emergency (SDP's). Retention Schedules, & Procedures, action plans, policy Administrative Directives, Departmental statements, procedure Administrative Manuals, Disaster manuals, and table of Plans, Affirmative Action Plans, organization, Council Employee Manuals, Performance Policies Standards, Procedures Manuals, Policy Manuals, General Orders, Rules & Regulations 0001 5020 Administration Budget Operating Records or materials related SU+2Y GC34090 to the department's annual operating budget 0001 6010 Administration Employee Activities & Records and supporting Brochures, flyer, CU+2Y GC34090 Events materials related to correspondence, etc employee activities and events Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 4 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0001 7010 Administration Programs Documents describing an Affirmative Action Program, CL+3Y GC34090; 24 organized set of activities Adelante Program, Affordable CFR570 502(b)(3); 24 directed toward a common Housing Program, Literacy CFR85.42 &OMB Cir purpose or goal that an Program, Senior Activities, Al 10, #C agency undertakes or DARE Program, Storm Water proposes to carry out its Program, Summer Youth responsibilities. A Program, Sister Cities Program, mechanism for conveniently C.A.R.E. (Citizen Assisted Radar and uniformly identifying and Enforcement), Clean Water organizing the City's Program, Records Management activities and services. Program, Document Imaging Program, Safety Programs, Educational Programs for employees. 0001 8010 Administration Permits: Transitory Permits and permitted Business application, CL+2Y GC34090; actions of limited duration. background check information, GC9112(a) Sign Permits, Alternate Sign Permit Files, Special Events Permits 0001 9010 Administration Complaints: Citizen, Records related to Traffic Complaints, Committee CL+2Y 24 CFR 850.77. 48 Constituents, Public, communications and complaints CFR 4 703 Residents contacts with constituents, including complaints and comments. Includes action taken to resolve complaints and response to comments. 0002 1010 Human Employees Lists Lists of employees created SU+2Y GC34090 Resources showing shift assignments, work assignments, standby lists Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 5 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0002 1020 Human Labor Relations Records related to relations Labor Memorandum of PERM 29 USC 436 29 USC Resources between the City, labor Understanding (MOU), Sections 211(c), unions and employees, Negotiation 203(m), 207(g) including arbitration files, Collective Bargaining Agreements & labor union meetings. 0002 1030 Human Employee Handbook General employee SU+2Y GC34090 Resources information. 0002 1040 Human Employee T+2Y GC34090 Resources Identifications 0002 1050 Human Organization Charts SU+2Y GC34090 Resources 0002 1060 Human Classification Records and materials Classification Specifications, PERM GC34090, PERM for Resources Specifications related to or supporting Classification Studies, reports, Historic value Classification Specifications lists, research, etc 0002 2010 Human Security & Security Records related to the CL+2Y GC34090 Resources Plans protection of properly and information from unauthorised actMties Includes courier authorizations, employee clearance lists, security disturbances. Records documenting the procedures pertaining to security of visitors, employees, equipment, buildings, and information Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 6 City of Menifee Records Retention Policv Department Code Record # Office of Record/ Department Record Series Name Description Examples Total Retention Legal Requirement(s) (See Legal Reference Workbook for Other Legal Considerations) Comments 0002 3010 Human Actuarial Reports Reports projecting life Authorization to Pay (ATP), AU+7Y 29 u: -K 162% 3; Resources expectancy, future benefits Refunds, Reimbursements, GC34090 and other information Accounts Payable Checks - needed to calculate General Fund CDC, Accounts contributions and provisions Payable Checks w/Backup, of benefit programs Rental Rehab. Program Grants, Payment Records, Cash Disbursement Registers, Budget Journal Vouchers - CDC, Travel Expense Files, Departmental Budget Expenditure Files, Accounts Payable Checks with Backup Statements for Recipients of Non -Employee Compensation, Cash, Water Deposit Refund Records, Uniform Vouchers (by name), CalPERS Billing Payments, Risk Recovery, Wire Transfers. 0002 3020 Human Employee Benefits Records relating to benefits, By 29 USC 1113 Resources General benefit plans, plan selection and plan administration for each unit Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 7 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0002 3030 Human Employee Benefits Records relating to employee Explanation of Benefits (EOBs), PERM GC6250 etseq; OMB Resources Provided benefits, including EEO Forms & salary A-12929 government reporting, administration, benefits provided, CFR1602.30; 32; Lab benefit reports, incentive absence records, claims, Rel Sec 1174* May plans, medical Insurance, educational assistance financing, include dental, deferred comp plans, employee relocation, group disability, education, Records describing insurance and health insurance health, life and vision insurance plans available to claims, Disability/Workers including dependent employees. Compensation, Compensation. care and Employee Disability plans, education Assistance *29 CFR assistance plans, employee 1637.3; 29 USC 1027, relocation benefits, group 29 CFR 1627.3: 29 insurance plans, incentive plans, USC 1113; GC34090 medical insurance plans, pension plans, profit sharing plans, retirement plans, sick leave benefits, life insurance 0002 3040 Human Council Records or materials related PERM GC34090 Resources Compensation Plans to council compensation plans 0002 3050 Human Benefit Plan Files and records related to Applications, forms, supporting CL+4Y GC34090; OMB A - Resources Enrollment, Denied denied or rejected benefit materials. 128 plan enrollment 0002 3060 Human Medical Leave Records and materials Applications, forms, supporting CL+30Y FMLA 1993 US Resources related to the employee's materials. May include Family OSHA; 29 CFR; medical leave leave, certifications, tests, W-4s 1910.20; 29 CFR 1602 30 32; 49 CFR 193-9 Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 8 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0002 401U Human Job Announcements Records documenting Recruitment Applications, CL+3Y CA: LC 1197.5 Resources Recruitment notices of job openings resumes, alternate lists/logs, GC12946, GC6250 et communicated in the media indices; ethnicity disclosures, seq; 29 CFR 1602 et or other methods. Records examination materials; sect 29 CFR 1607; related to hiring employees. examination answer sheets, job 29CFR 1627.3 Includes rejected bulletins; eligibility, electronic applications, job database. Testing, Exams, announcements and records Personnel Exams. documenting hiring for temporary employees Note: Applications for hired employees go into the Personnel File and are not part of this group 0002 4020 Human Job Descriptions Job descriptions, lob PERM GC34090 Resources positions & inactive job positions 0002 5010 Human Personnel Files Records documenting Includes temporary employees T+30Y GC34090;CAC 22- Resources detailed personnel actions records, education records, 1085-2 for employees employee evaluations, Records documenting hiring terminated employees Public activities for employees that Employees Retirement Systems were ultimately hired. Also (PERS) reports, contracted includes records related to instructors, employee human resources activities evaluations and records related not covered in more specific to decisions to transfer categories as well as employees. Volunteer Files. 0002 0020 Human Drug & Alcohol DOJ, Working files Negative CY+2y 49 CFR 382.401 Resources Testina: Negative Druo & Alcohol results. GC34090 Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 9 City of Menifee Records Retention Policv Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0002 5030 Human Drug 8 Alcohol DOJ, Working files Positive CY+5Y 49 CFR 362 401, Resources Testing: Positive Drug & Alcohol results. GC34090 0002 5040 Human Personnel Records related to Layoff, promotion and retirement SU+3Y 29 CFR 405 9 Resources Administration employment actions records, salary administration, involving groups of bonus determinations, cost of employees living surveys, pay scales, salary surveys and personnel transfers. 0002 6010 Human Employee: Records documenting PERM 29 CFR 1910 1001 29 Resources Hazardous Exposure general exposure of USC 1113 GC6250 et employees to hazardous seq; OMB A-129 29 substances, including CFR 1602.30; 32, Lab employee exposure records, Rel Sec 1174' May Material Safety Data Sheets include dental, (MSDS) and radiation disability, education, exposure records, health, life and vision including dependent care and Employee Assistance *29 CFR 1637.3; 29 USC 1027,29 CFR 1627 3; 29 USC 1113 GC34090 0002 6020 Human Employees: Records related to employee CL+3Y GC34090 Resources Health/SafetV health and safe Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 10 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0002 7010 Human Employee Training Records related to training Training Materials, AB 1234 CL+2Y GC34090 Resources employees; records Certificate, Lifeguard containing materials used to Responsibility, Dive Training, train employees; records Training Records, Sexual related to the development Harassment Prevention training, and operation of City- Orientation training. Does not sponsored training programs include Employee Safety and seminars. Includes Training. course listings, employee Please note this code only certification & training refers to certifications that materials, May include need to be retaken and/or material from both internal certifications with expiration and external sources dates. 0002 7020 Human Education & Training Records and files related to Conference & Seminars, 2Y+AT OC34090 Resources Conference & Seminars, Educational Programs, Educational Programs, Education Reimbursements, Education Reimbursements, Training Programs Any Training Programs conference, program, or training materials that do not have expiration dates or require and employee to retake the course or program 0002 7030 Human Intern Programs Records and materials Applications, forms, supporting 2Y+AT GC34090 Resources related to Intern Programs materials. orovided by the Citv 0002 7040 Human Special Employment Records and materials Applications, forms, supporting 5Y+AT GC34090 Resources Programs related to Special materials Employment Programs provided by the City 0002 8010 Human Workers Records documenting Workers comp / safety files, PERM GC6410; 29 CPR Resources Compensation occupational injuries and closed, Workers comp - safety - 191020 claims involving workers current; workers comp / safety compensation. files - current activity, worker's compensation records, worker's compensation reports. Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 11 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0002 8020 Human Accidents and Internal records related to Facility Reviews, Accident SU+2Y GC34090 Resources Accident Prevention the prevention, investigation Records, Accident & Safety and handling of accidents, Records, Ergonomic issues, including safety inspections, Accident Review Board files, safety investigations, Compliance Inspections, investigation of employee- Accident Review, Employee involved vehicle accidents. Safety Training, Event Waivers. 0002 8030 Human Personnel Records and supporting AS+30Y GC34090 Resources Investigations materials related to the employee's personnel investigation 0002 8040 Human Grievances Grievance files CL+5Y GC34090 Resources 0004 1020 Information Security Recordings: Security/surveillance routine CY+2Y Technologies General video recordings. 'Routine GC34090 7 video monitoring" means videotaping by a video or electronic imaging system designed to record the regular and ongoing operations of the departments, including mobile in -car video systems and building security taping systems. 0004 1030 Information Computer Software & Documentation of computer CL+2Y GC34090 Technologies Licensing software developed or used including software licenses, maintenance, software back- up copies. These are City assets The right to use a piece of software is subject to outside audit 0004 1040 Information Network Information Configuration maps and CY+4Y GC34090; CCP Technologies Systems (LANM/AN1 plans I 3372; 343 Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination: AS= After Settled; E= Election; LOA= Life of Asset Page 12 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0004 1050 Information Program Files and Annual backup, CY+2Y GC34090; Technologies Directories Daily backup, GC34090.7 Monthly backup, Weekly backup 0005 1020 Economic Associations Records related to CL+2Y GC34090 Development membership or in the activities of professional or industry associations of which the City is a member or has a business interest. 0005 1030 Economic Industry Relations Records related to CL+2Y GC34090 7 Development associations and other cooperative efforts with non- governmental organizations. 0005 1040 Economic Marketing/ Records related to CL+2Y GC34090 Development Advertising/ Publicity advertising, etc Includes trade shows and records related to marketing and promotion activities. Lists detailing current prices for products and services, records documenting sales, brochures, catalogs and price lists 0006 1010 City Clerk Copyrights/Trade- Records of rights conveyed City Flag, City Seal, City PERM PERM For historic marks/Patents by government related to Software Projects involving value copyrights, trade -marks and source code or proprietary patents applications. 0006 1020 City Clerk Articles of Original Articles of PERM GC 34458-60 Incorporation Incorporation Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 13 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record( Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0006 1030 City Clerk Historical: General Various items of historical Special Events (Final PERM Please refer to City value, including mementos Information), Mementos, gifts to Clerk for approval of from Sister Cities, City Council, Advisory Croup historic items or scrapbooks Handbook. May Include records journals, diaries, logbooks, detail records (i a, seismic) day books and rosters documenting a significant event in the City or impact on City assetstpersonnel Those logs determined to have historic value such as documenting a significant event Pictures and headshots since incorporation 0006 1040 City Clerk Historic Preservation Historic structures & SU+2Y GC34090d Inventory landmarks 0006 2010 City Clerk Assessment Districts Original documentation for LandscapinglLighting districts, PERM California Constitution assessment district Community Facilities Districts Article XIII formation, including summary of the ballots received 0006 2020 City Clerk Assessment Ballots Ballots and supporting PERM GC34090 Filed with materials resolutions. 0006 2030 City Clerk Election: Certification Certificates of election - PERM GC34090a of Election original reports and statements 0006 2040 City Clerk Election: Nomination Nomination papers required TERM+4Y EC17100 Papers for submission by Candidates for Office coos 2050 City Clerk Elections: Proof of publication or E+2Y GC34090 Notifications / posting, certification and Publications listing of notice and posting; copy of newspaper notice and certification of offices to be voted for at forthcoming election Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination: AS=After Settled; E= Election; LOA= Life of Asset Page 14 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0006 2060 City Clerk Election: Successful Statements printed in the PERM GC81009(b) Candidate sample ballots retained Statements permanently -- historical purposes 0006 2070 City Clerk Election: Statements printed in the E+5Y GC81009(b) Unsuccessful sample ballots. Candidate Statements 0006 2080 City Clerk Oaths of Office Elected Officials & TERM+6Y GC36507 employees, City Emergency Response Team members 0006 3010 City Clerk FPPC: Administrative FPPC (Fair Political CY+5Y GC81009 Practices Commission) administration, working papers, correspondence. 0006 3020 City Clerk FPPC: Campaign FPPC (Fair Political E+7Y GC81009- Filings - All Other Practices Commission) Committees Filings 0006 3030 City Clerk FPPC: Campaign FPPC (Fair Political Form 400 Series, Form 501 PERM GC81009(b) Copies Kept 4 Filings - Elected Practices Commission) Years Filings Incl. candidate pack. 0006 3040 City Clerk FPPC: Campaign FPPC (Fair Political E+5Y GC81009(b) Copies kept 4 Filings - Not Elected Practices Commission) Years Filings. Includes candidate packs 0006 3055 City Clerk FPPC: Statement of FPPC (Fair Political Conflict of Interest Filings 700 CY+4Y FPPC Guidelines Economic Interests Practices Commission) Forms Copies Filings- 0006 3050 City Clerk FPPC: Statement of FPPC (Fair Political Conflict of Interest Filings 700 CY+7Y GC81009(e) FPPC Economic Interest - Practices Commission) Forms Guidelines Elected and Not Filings. Elected 0006 3070 City Clerk AB 1234 Public service Ethics CL+5Y GC53235 education proof of participation certificate. Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T=Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 15 City of Menifee Records Retention Policv Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0006 4010 City Clerk Appointment Lists Lists related to the PERM GC3490 appointments of City Council, Commissioners, and Committee Members 0006 4020 City Clerk Reorganization/ SU+2Y GC3490 Rosters 0006 4030 City Clerk Agenda Packets: City Agenda Packets for City Agendas, staff reports, public PERM GC34090 Council Council comments, meeting materials 0006 4035 City Clerk Minutes: City Council City Council: PERM GC-34090 Retention Meeting minutes, recording for minutes should be the decisions made or the same for City actions taken during the Council and meeting Committees 0006 4040 City Clerk Agenda Packets: Agenda Packets for Agendas, staff reports, public PERM PERM For historic Commission Commission Meetings comments, meeting materials value Meetings 0006 4045 City Clerk Minutes: Commission Commission: PERM PERM For historic Meetings Meeting minutes, recording value the decisions made or actions taken during the meeting 0006 4050 City Clerk Agenda Packets: Agenda Packets for Agendas, staff reports, public PERM PERM For historic Committee Meetings Committee Meetings comments. meeting materials. value 0006 4055 City Clerk Minutes: Committee Committee: PERM PERM For historic Meetings Meeting minutes, recording value the decisions made or actions taken during the meeting 0006 4060 City Clerk City Council & PERM GC3490 Committee Meeting Videos 0006 4070 City Clerk City Council & PERM GC3490 Committee Meeting Audio 0006 4080 City Clerk Affidavits of Posting Affidavits of posting for City CY+2Y GC3490 Council, Committee, and Public Hearing meetings Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 16 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0006 4090 City Clerk Legal Notices Affidavits of Publication, CY+4Y CCP 343, Agenda Posting, Orders of 349 et seq.; Adjournment, Public Hearing GC 911 2; Notices, Special meeting GC 34090 notices, Cancellation notices. 0006 5010 City Clerk Bonds, Insurance Bonds and insurance policies PERM CCP 337 21343 insuring city property and other assets. 0006 5020 City Clerk Insurance Certificates Records related to all Certificates of Insurance, fidelity PERM GC34090 (Non- Contract) insurance coverage affecting bonds, insurance claims and the City except Liability surety bonds- Statement of self - Insurance insurance. Includes Certificates, Records and Internal City self- insurance documentation and policies 0006 6010 City Clerk Bids, Proposals, Unsuccessful bids, proposals CL+2Y GC34090, RFQ, RFP's: NOT or RFP/RFQ responses, CCP 337 Awarded Reverse Auctions 0006 6020 City Clerk Bids, Proposals, Records relating to bids, CL+6Y GC34090 Successful Refer to RFQ, RFP's: proposals, Requests for RFPs shall be filed corresponding Awarded Qualification (RFQ) and and retained with the Agreement Request for Proposals (RFP) executed retention and specifications Reverse agreementloontract. Auctions The close date being the date the agreement/contract was terminated 0006 6030 City Clerk Professional Services Agreements and contracts CL+10Y GC34090 Agreement related to professional services and consultants. 0006 6040 City Clerk Joint Powers Includes corresponding PERM GC34090 Agreements insurance certificates. 0006 6050 City Clerk Development Includes corresponding CL+10Y GC34090 Agreements I insurance certificates Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 17 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0006 6060 City Clerk Capital Improvement Includes corresponding PERM GC34090 Agreements insurance certificates 0006 6070 City Clerk Bond Agreements Includes corresponding PERM GC34090 insurance certificates 0006 6080 City Clerk Franchise Includes corresponding PERM GC65664, 65869.5, Agreements insurance certificates 34090 0006 6090 Citv Clerk Lease Agreements CL+4Y GC3490 0006 6095 City Clerk Lien Agreements Agreements related to tax PERM GC3490 liens. 0006 7010 City Clerk Claims CL+5Y GC34090 0006 7020 City Clerk Litigation Records related to possible Billing/Customer Records- CL+5Y 26 CFR 301 6532-2 or pending litigation or other Litigation, Litigation files legal action and court case files. 0006 7025 Litigation: Final Records specifying final CL+5Y 26 CFR 301 6532-2 City Clerk Judgments judgments, settlements or CAC 10104 Settlements/Court orders related to or resulting Orders from litigation 0006 703U City Clerk Legal Opinions Records resulting from legal PERM 45 CFR 164 316 questions that document the specific legal advice provided 0006 7040 City Clerk Subpoenas Written legal order directing CY+2Y GC34090 a person to appear in court or to produce documents or material Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 18 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0006 7510 City Clerk Code Books Outside agency Code books PERM GC34090 for building I development I public safety adopted by Council action. National Electrical Code, Uniform Building, Fire, Mechanical, Plumbing & Supplements 0006 7530 City Clerk Appeals - Civil Appeals of Planning CY+3Y CAC 10104 CCP Commission Action and Calls 583.320(a)( for Review, of Administrative 3); GC Citations. 34090 0006 7520 City Clerk Resolutions Resolutions signed by City PERM GC34090 Council_ 0006 7530 City Clerk Ordinances Ordinances signed by City PERM GC3490 Council 0006 8010 City Clerk Public Records Requests & responses to PRA requests CY+2Y GC34090 Requests Public Records Act request for City records, including all back-up documentation 0006 8020 City Clerk Retention Schedule Retention Schedule and PERM GC3490 polices 0006 8030 City Clerk Records Destruction Records Destruction lists, PERM GC3490 authorization. certificates. 0006 8040 City Clerk Records Inventory Records Inventory lists SU+2Y GC3490 0006 6050 City Clerk Recordations PERM GC3490 Please see Code Enforcement recordations for recorded documents related to Code Enforcement. Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 19 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0006 9010 City Clerk Real Property: Records related to the PERM GC34090a Acquisitions / acquisition of or divestiture o Divestitures / City real property, Supporting Annexations documents regarding the sale, purchase, exchange, lease or rental of property by City, including eminent domain. May include records of acquisitions, annexations, divestiture and reorganizations including work papers and due diligence 0006 .... _ City Clerk Appraisals for Non- CY+2Y GC3490 Purchased Properties 0006 9030 City Clerk Liens & Releases Not Records related to liens that CL+2Y GC3490 Recorded were not or are not recorded 0006 4075 City Clerk Applications Elected Applications for elected PERM PERM For historic Officials officials value. 0006 4080 City Clerk Applications for Applications for CL+2Y GC34090 Unsuccessful or Non- Unsuccessful or Non -Elected Elected Officials Officials 0007 1010 Finance Customer Lists Records of customers who Business License list, SU+2Y GC34090 have purchased services Community Services Events, from the City (confidential record series), mailing lists, Parks & Recreation waging lists. Legend: CL=Close: CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 20 City of Menifee Records Retention PollcV Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Recordl Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0007 1020 Finance Financial Planning & Records related to internal Five Year Plan CL+2Y GC-34090 Forecasting planning and forecasting, including records stating the financial plans that the organization will follow related to investments and forecasts projecting expenses or income over a specified period 0007 1030 Finance Applications Records of applications and Business Licenses and renewals, CL+2Y GC34090a rights obtained from Administrative Construction government permitting Permits, Licensing, Building certain business activities Applications & Permits, Industrial Includes building permits, Waste Discharge Permits environmental permits and (Issued by Water Resources associated documents that Board), Sales Tax Licenses pertain to the permit (Issued by State), Taxi Cab Applications, Parking Permits, Land Use Development 0007 1040 Finance General Ledger Summary Records of all General Subsidiary Ledger PERM GC34090; CCP 337 accounts 0007 1050 Finance Investments Records related to investing Monthly Investments, Treasury PERM GC34090: including records relating to Investments, BuylSell, CCP 337; bonds, futures/options, Investment Broker Orders, GC 53607 securities & records Investment Transaction Records, documenting other Investment Safekeeping investments including the Statements, Treasurer's Reports proof of ownership, purchase Info, annual statements, and investment results Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 21 City of Menifee Records Retention Policy Department Code Record # Office of Recordl Department Record series Name Description Examples Total Retention Legal Requirement(s) (See Legal Reference Workbook for Other Legal Considerations) Comments 0007 2010 F nance Accounting Working papers, accounting AU+qY GG34U9U information, including trial balances, Aging Reports, Account Detail Reports, and other records related to accounting activities not covered in more specific categories 0007 2020 Finance Accounts Payable Records related to the Includes cash disbursements, AU+4y 26 CFR 35a.99995; (A/P) dccoununq for money due to and invoices, vouchers, bad debt CAC 1669; 26 CFR creditors and vendors write-offallowances, contract 31.6001-1 accounting records, cost accounting records,'credit card charge slips, credit card statements, donations, employee expense reports, petty cash records, royalty payments, unemployment insurance payments, vendor packets & workers' compensation insurance payments. Incudes Blank Checks. Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 22 City of Menifee Records Retention Pollcv ' Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0007 202b Finance Accounts Receivable Records related to Includes cash receipts, credit AU+4Y 26 CFR 35a,9999-5; (A/R) accounting for money owed advises, sales receipts, cash CAC 1689; 26 CFR to the organization including packets/receipts, cash 31.6001-1 user fees and delinquent reconciliations, Electronic Funds payments_ Transfer Customer History Files, Tie -Down Fees, Billing/Customer Files, Cash Receipts Registers - CDC, Treasurer's Receipts - CDC, Treasurer Receipts Adjustment Journals - CDC, Treasurer's Receipts/Receipts for Monies Received, Invoices: Paid, Void & Write-off, Adaptor& Key Deposit Receipts, Paid Receipts, Cash Register Tapes/End of Day Reports, Notice of Delinquent Parking Violation, Parking Citations: Menifee/Other Agencies, Cash Register Tapes, Receipt Books, Daily Recap of Receipts with TR's, Parking Lot Files: Revenue Received, Paid Receipts, Recreation deposits, Affidavits of Gross Receipts, Records related to the management and collection of bad debts or Liens, monies into the General Fund, False Alarm receipts, Accounts Receivable Invoices, Ambulance 0007 2030 Finance Purchase Orders Records of purchasing AU+4Y GC34090 including approved bids or quotes 0007 2040 Finance Pettv Cash Funds AU+5Y GC34090 0007 2050 Finance Audit Preparation CY+2Y GC34090 Files 0007 2061 Finance Bank Deposits AU+5Y GC34090; 26, CFR 16001-1 0007 2062 Finance Bank Reconciliations AU+5Y GC34090; 26: CFR 16001-1 Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 23 City of Menifee Records Retention Pollcv Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0007 2063 Finance Bank Statements AU+5Y GC34090 26, CFR 16001-1 0007 2064 Finance Check Registers AU+5Y GC34090; 26; CFR 16001-1 0007 2065 Finance Returned Checks AU+5Y GC34090, 26, CFR 16001-1 0007 2066 Finance Stale Dated Checks AU+5Y GC34090: 26; CFR 16001-1 0007 2067 Finance Stop Payments AU+5Y GC34090, 26; CFR 16001-1 0007 2066 Finance Deposit Slips AU+5Y GC34090-.26: CFR 16001-1 0007 2069 Finance Deposit Corrections AU+5Y GC34090, 26, CFR 16001-1 0007 2070 Finance Wire Transfers AU+5Y GC34090 0007 2071 Finance Employee Payroll Files related to City AU+5Y GC34090; CCP 337 Employee Payroll 0007 2072 Finance Payroll Invoices AU+5Y GC34090; CCP 337 0007 2073 Finance W2s 20Y 0007 2060 Finance Certifications, Audit findings of compliance AU+4Y CCP563.320.3 Outside Agencies 0007 3010 Finance Budgeting Records related to budgeting Fund files, Budget Preparation CL+6Y GC34090 activities, including files, Departmental Budget budgeting work papers Expenditure Files, Budget Does NOT include approved Adjustment Files budgets. Legend: CL=Close: CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 24 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0007 3020 Finance Budget adjustments, Records related to Check AdjustmentlCorrections AU+2Y GC34090 journal entries summarizing charges to Register, Travel Journals. Water individual accounts including Billing Registers, Daily account ledgers, A/P ledger, InpuUiransaction Journal, AIR ledger, balance sheets, Accounting Journals, Adjusting cash journals, chart of Journal Entries - CDC, Budget accounts; journal entries, Adjustment Journals - CDC, and subsidiary ledgers Check Correction Journals - CDC, Standard Journals, CDC, Travel Journals - CDC, Adjusting Journal Entries, Budget Journal Entries, Checks - Void Register, File Maintenance Journal, Standard Journal Entries, Treasurers Receipts: Adjustments/Corrections, General Ledger Papers & Other Work Documents, Journal Vouchers for Investments 0007 3030 Finance Budgets: Approved. Final budgets adopted by PERM GC34090 Operating and CIP Council Records projecting income and authorizing expenditures for the legislative body 0007 4010 Finance Appraisals for PERM GC3490 Purchased Properties 0007 4020 Finance Assessment Rolls Received from the County Final Assessments AU+4Y GC34090; once a year CP583,320a; CCP583.320.3- Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 25 City of tvlenifee Records Retention Policy Department Code Record a Office of Record/ Department Record Sene; Name Description Examples Total Retention Legal Requirement(s) (See Legal Reference Workbook for Other Legal Considerations) Comments 0007 1030 Finance Fixed Asset Property Records related to the Fixed Asset Files Fixed Asset AU•4Y 26 CFR 1 167(Al• I InventoryNaluaoon accounting for the capital Reports GC34090 26 gain or loss related to the CFR 301 65. purchase and sale of non- 1(F) real property Includes capita' property, capital asset records property depreciation schedules property material transfer files properly detail records property invenlory and property sold records describing the type model and location of property and the value for accounting purposes Legend: CL=Close. CY=Current Year; SU=Superseded. PERM=Permanent: Y- Year. AU= Audit: T= Term of Employment. AT= After Termination: AS- After Settled. E- Election; LOA• Life of Asset City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0007 4040 Finance Financing: Real Includes external contracts CL+6Y 26 CFR 1 167(A) Property with outside lending institutions to borrow money stating the terms and conditions of the loan, Letters of Credit, loan applications 8 agreements, mortgage records, credit agency reports, credit applications, as well as notes documenting current financial obligations, cancelled notes, internal records submitted from outside parties, requesting credit for the purchase of products and services that provide information that will be used to determine whether credit will be extended. AKA Loan Applications and Agreements - External 0007 4060 Finance City Owned Property PERM GC34090 Inventory 0007 5U10 Finance Accident Reports: Reports and related records_ CL+7Y 29 CFR 1904 2; 29, City Assets CFR 1904 6 0007 5020 Finance Audit Reports: Records reviewing and Financial Audits - External, DOJ AU+6Y 17 CFR 2102-06 External documenting financial Info Audits, P.O.S.T audits, CJIS created as part of an audit audits, Audit Reports, Findings of performed by an outside Compliance person or organization. Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T=Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 27 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0007 5025 Finance Audit Reports: Records reviewing and Financials - Audited - Internal, AU+2Y G034090 Internal documenting financial Info Budget Audits, Audit Reports. created as part of an audit performed by a person in the organization. 0007 5030 Finance Finance Annual Records stating financial Profit and Loss Statements AU+7Y GC 34090 7 Report condition of the City at the end of the fiscal year Generally, the same as the Annual or Certified Financial Statements Also includes Annual Records stating Financial condition of the City at the end of the fiscal year Generally, will become the Certified Financial Statement after the audit has been completed Includes records stating the certified or official financial condition of the City at the end of the fiscal year Does NOT include MONTHLY/QUARTERLY statements 0007 5040 Finance Financial Reporting: Records stating financial Quarterly Financial Reports CY+2Y GC34090 7 Monthly/Quarterly condition of the organization at the end of the month or quarter. The annual financial statements replace these Reports. Does NOT include Annual Reporting. Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 28 City of Menifee Records Retention Pohcy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0007 5050 Finance Financial Reports Records relating to financial, Deferred Compensation Reports, AU+4Y 26 CFR 35a 9999-5; fiscal and monthly reports Statistical Reports, Labor CAC 1689; 20 CFR May include worksheets, Distribution Report, Fiscal Agent, 31 6001-126 CFR spreadsheets, analysis and Fiscal Information Financial 1.6001-1/08 report of financial or System Reports - Prior System, env-stment results Check/Warrant Registers - CDC, Monthly Health Plan Claims Reports, Capital OutlayfNon- Capitalized Inventory, Summary Capital Outlay/Non-Capitalized Inventory, Cash Disbursement Registers, Cash Receipts Register, Monthly Cash Receipts Register, Check Registers: Bi- Monthly Approved Registers, Cost Sharing Transfer Journals. Department Expenditure Summary, Departmental Expenditure Statement, Deparbnent/Program Expenditure Summary, DepartmenVProgram Revenue Summary, Department Revenue Summary, Fund Expenditure By Department, Department/Program Expenditure Summary, Fund Expenditure Summary, Fixed Assets Reports, General Administrative Costs Report 0007 5060 Finance Treasurer's Report Quarterly and Annual reports PERM GC34090; to the City Council outlining CCP 337, the City's financial GC 53607 investments 0007 5070 Finance Travel Expense CY+2Y GC34090 Reports 0007 6010 Finance Securities & Letter of PERM GC3490 Credit Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 29 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0007 6020 Finance Bonds Records documenting Bonds Administration Files, Bond CL+ 10Y GC34090; investments in bonds Administration Files - CDC, Bond CCP 337 5 including the actual bonds (if Account Statements - CDC, provided), purchase Info, Bond Registers & Assessment annual statements, and Records, Bond Account investment results Statements, Bond Certificates & Redeemed Coupons 0007 7010 Finance Tax: Sales & Use Sales and use tax returns AU+4Y GC34090 and work papers 0007 7020 Finance Sales Tax License License to collect sales tax CL+3Y GC34090 Issued by the State 0007 7030 Finance Tax: General Tax Records and AU+4Y GC34090 Administration and information. 0007 8010 Finance Grant Records & Documents related to AU+6Y 24 CFR 850 77:48 Agreements Files: awarded grants including Quality Children's Services, CFR 4 703 General applications, agreements, Grant Financial Files - CDC, progress & financial reports Grant Files: Community and compliance paperwork. Development Block Grants, Community Applications, Grant Files: Proposals Not Funded, Grant Files: State & Federal Grants. 0007 8020 Finance Grant Records & Documents related to grants PERM GC 34458-60 Agreements: City awarded for property 24CFR880.603- Property Acquisition acquisition including ACT+3 applications, progress & financial reports and compliance paperwork, Acquisitions including land use restrictions 0008 1020 CDBG Audits: HUD Working papers related to HUD, CDBG Audits CL+4Y 17 CFR 210'2-06 operational auditing activities Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 30 City of Menifee Records Retention Pollcti Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0009 102U Community Specific Plans PERM GC34000 Development 0009 1030 Community Environmental Impact Document, reports and Water Quality AssurancefWater PERM GC34090d Development Studies, Site studies summarizing Quality Control, Environmental Analyses, Auditing, environmental impact of Impact Reports Negative Reports Monitoring proposals and plans Declarations, Air Quality, Records, and Testing Technical studies (AQ, Noise, Worksheets Records used to prepare the Elio, Ect) Instrument Reading, draft and final EIR published Testing Records, Information by the City's responses to Collection Request, Chemical comments, mitigating Emissions. TIAs, Noise Studies, declarations, addendum, and Paleo Reports, Tech Studies. notices of determination filed with the state/county clerk. Records documenting compliance with established auditing procedures and environmental pollution requirements, as well as records monitoring environmental activities and testing records Includes records submitted to government agencies to document the environmental test results. 0009 1040 Community Land Use Files that document the PERM GC-34090 Development development and use of public and private property within the City Includes: 0009 1050 Community Drawings, Project Does not include those CU+2Y GC34090d Development Plan usually filed with case or project 0009 1060 Community Land Uses, Building or site usage which PERM GC34090a Development Nonconforming/ does not conform to Zoning Letters current standards. Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 31 City of Menifee Records Retention Poticv Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0009 1070 Community Site Plans PERM Development 0009 1080 Community Development Mitigation measures, filed PERM GC34090 Development Conditions with case riles 0009 1090 Community Annexation Case and Reports, agreements, public PERM GC34090 Development Sphere of Influence notices Files 0009 2010 Community Projects, Not Files and plans that were CL+2Y GC34090 File closes 6 Development Completed or Denied denied or never finalled months from the last date of activity 0010 2010 Building & Safety Building Permits Construction, signs PERM GC34909a, H&S 19850; 4003.4004 0010 2020 Building & Safety Inspection Correspondence, fees, CL+2Y GC34090d appeal requests reports 0010 2030 Building & Safety Certificates of LOS GC34090 Retain during Iiie— Occupancy of structure 0010 3010 Building & Safety Drawings / Blueprints Records detailing the design Improvement plans, plan checks, LOS+10Y 6CRF29.8 HSC ! Plans: Commercial / of structures within the City paper maps, parcel maps, parcel 19850 City Facilities & limits. Includes Originals, as. maps, plant plans, traffic plans, Infrastructure builts, notated drawin s Authorization to Modify ATM). 0010 3020 Building & Safety Drawings / Blueprints Records detailing the design Includes Plan ID files, 90 Days GC34090a; / Plans: Residential of City residences Includes specification originals, drawings. H&S19850: Originals, as-builts and Also includes property 4003; 4004 notated improvement plans, plan checks, parcel maps, plot maps Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination. AS= After Settled; E= Election: LOA= Life of Asset Page 32 City of Menifee Records Retention Policy Department Code Record 0 Office of Records Department Record Series Name Description Examples Total Retention Legal Requirement(s) (See Legal Reference Workbook for Other Legal Considerations) Comments 0010 4010 Building E Safety Abandonment Buildings. Condemnalion. GC34090a Demolition 0015 '070 rr AnnualFfles Annual:,ies •'1.•?v ;r3dfi90 Legend CL-Close: CY=Current Year. SV=Superseded, PERM=Permanent; Y- Year: All= Audit; Tc Term of Employment; AT= After Termination: AS= After Settled. E= Election; LOA= Life of Asset City of Menifee Records Retention Policv Department Code Record # Office of Record/ Department Record Series Name Description Examples Total Retention Legal Requirement(s) (See Legal Reference Workbook for Other Legal Considerations) Comments 0015 1060 Fire Applications Fire applications GL+2Y GC34090 0015 1050 Fire Violations Fire Code violations. CL+ZY GC34090 Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS=After Settled; E= Election; LOA= Life of Asset Page 34 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirements) (See Department Legal Reference Workbook for Other Legal Considerations) 0015 1040 Fire Projects, Not Permits, blueprints, sprinkler Permits, blueprints, sprinkler CL+2y GC34090d Completed or Denied plans, and files that were plans, and files that were denied, denied, expired, or never expired, or never finalled finalled 0015 1030 Fire Drawings Records detaikng the design As-builts, notated drawings, LOA+10Y 6CRF29.8 HSC of structures within the City sprinkler plans 19850 Jaws 0010 4020 Building & Safety Projects, Not Permits, blueprints and files CL+2Y GC34090d File closes 6 Completed or Denied that were denied, expired, or months from the never finalled. last date of activity Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS=After Settled; E= Election; LOA= Life of Asset Page 35 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Recordl Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0011 1010 Code Code Case Files Records related to building, Complaint case files, including PERM GC34090d Enforcement housing and mobile home inspections; public nuisance code violations, foreclosed rubbish and weed abatement, properties, and vacant vehicle abatement, homes citations Citations, Notice of Fees, Demand Payoff, Foreclosed Property Receipts, Foreclosed Property Registrations, Deregistrations for Foreclosed and Vacant Homes, related Certified Mail and Receipts 0011 1020 Code Abatement Records Abatement Files, Weed Complaints CL+2Y GC34090d Enforcement Abatement Files, Abandoned Vehicle abatements 0011 1030 Code Citations Municipal Code Citations CL+2 GC34090 Enforcement 0011 1040 Code Violations, Building, Supporting code CL+2Y GC34090d Enforcement ProDertv & Zonine enforcement activity 0011 1050 Code Vehicle Code CL+2Y GC34090 Enforcement Citations 0011 2010 Code Regulations Includes rules. SU+2Y GC34090d Enforcement 0011 2020 Code Reports, Federal and Code enforcement statistics; PERM GC34090a Enforcement State may contain records affecting title to real property or liens thereon 0011 2030 Code Information DMV INF 2115 Form CY+2Y Required to be Enforcement Requester Log Form kept for 2 years per the CA DMV 0011 Code Recordations All records recorded by Please see Enforcement Rivers de County related to recordation Code Enforcement records under the City Clerk's department for all other retardations Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 36 City of Menifee Records Retention Pollcv Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0012 1010 Engineering Benchmark Data Horizontal, vertical & control CY+2Y GC34090d 0012 1020 Engineering Maps and Plats, Engineering & field notes PERM GC34090a Drawings and profiles; cross-section of roads, streets, dghtof-way, bridges: may include annexations, parks' hardscape, tracks, block, stone drains, water easements, benchmarks, trees, grading, landfill, fire hydrants, base maps, tenant maps, GIS data. monuments 0012 1030 Engineering Construction Assesses value of real PERM Trackina. Dailv property 0012 1040 Engineering Asbestos Documents abatement PERM GC34090a proiects, public buildings. 0012 1050 Engineering Pest Control Pesticide applications, CY+2Y GC34090d inspections & sampling, documents 0012 1060 Engineering Projects, Not Permits and plans that were CL+2Y GC34090 File closes 6 Completed or Denied denied or never finalled. months from the last date of activity 0012 2010 Engineering Grading Permits PERM GC34909a: H&S 19850. 4003:4004 0012 2020 Engineering Encroachment CL+2Y Permits GC34090d 0012 2030 Engineering Street Names and Street dedications, closings, PERM GC34090a Copy kept for House Numbers address reference in assignmentichanges Building Dept 0012 3010 Engineering Surveys Engineering and Traffic CY+2Y GC34090 Surveys per CA Vehicle Code, Radar Surveys, and other surveys to benchmark existing conditions Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 37 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0012 3020 Engineering Studies, Special Engineenng, joint powers, CL+2Y Projects & Areas noise, transportation GC34090d 0012 3030 Engineering Drawings, Traffic Signs, signing & striping, PERM GC34090a Control Plan road construction. 0012 3040 Engineering Special Districts Supporting documents re: PERM GC34090a improvement, lighting, underground utility; bonds, taxes & construction. 0012 3050 Engineering Street/Alley Relinquishment of rights and CL+2Y GC34090d (Abandonment) fee title Vacation 0012 3060 Engineering Traffic Signals Counts, collisions, accidents CL+2Y GC34090d 0012 3070 Engineering Congestion Ride sharing, trip reduction. CY+2Y GC34090d Management 0012 4010 Engineering Storm Damage Files Files documenting storm AUD+6Y 6 CFR1 P 29 damages and backup material submitted to outside agencies for reimbursement 0012 4020 Engineering Flood Control Storm Drains CL+2Y GC34090d 0012 5010 Engineering Capital Improvement Supporting documents CL+10Y CC337 15 Projects including bidders list, specifications, reports, plans, work orders, schedules, etc. Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 38 City of Menifee Records Retention Policy Department Record # Office of Record Serie,: Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0012 6010 Engineering Participants/voucher logs, CU+7Y CCP Total Daily Mileage Survey 338(k); (TDM); various local GC34090 authorities; Commute Air Quality (AQMD) Alternative 0012 6020 Engineering California Exemptions, Environmental PERM GC34090a Environmental Impact Report, Mitigation + CEQA Quality monitoring, negative Guidelines Act (CEQA) declaration, notices of completion and determination, comments, statements of overriding considerations 0012 6030 Engineering Environmental Correspondence. CL+2Y GC34090d Review consultants, issues, conservation 0012 6040 Engineering Soil Analysis, construction CL+2Y GC34090d recommendations_ 0012 6060 Engineering Soil Reports Soil Reports PERM 0013 1020 Public Works Development Landscape mediums, PERM Standards parkway landscape development, public works construction GC34090a 0013 1030 Public Works Flood Records CY+2Y GC34090 0013 1040 Public Works Easements Contracts permitting one PERM CCP 337 party to enter onto a portion of the property of another for a stated purpose. Includes irrevocable offers to dedicate 0013 2010 Public Works Maintenance: Service requests, supporting Field Operations, Pool Cleaning, CY+2Y GC34090 Equipment documentation for Daily Operations Stations - equipment Harbor Maintenance, Respiratory Testing Kits, Traffic/Elecbical Footage, Elevators, Radar Calibration Records Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 39 City of Menifee Records Retention Policy Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0013 2030 Public Works Maintenance: Requests, supporting Roof maintenance, street CL+3Y GC34090 Facilities and documentation for structures maintenance, structure painting, Infrastructure or infrastructure; buildings, infrastructure maintenance, pest waterlines, water pipe and control, graffiti removal sewer lines, streets, etc 0013 2040 Public Works Maintenance: Motor Records documenting the Fleet, Vehicle Maintenance CY+SY GC34090 Vehicles maintenance performed on Records, Inventory of Vehicles & CA 900-0020-00 190 motor vehicles Assignments, Speedometer Calibration Certificates, Apparatus 0014 1020 Community Waiver Release Forms: Library Projects that become programs CY+3Y GC34090 Services donor release forms, use of or an asset after close of project photograph, Liability Release will take on the retention of the Forms, and other areas that program or asset, I.E. Public Art, require use, damage or Street, etc. injury waiver release forms 0014 1030 Community Waivers for Minors Waivers signed by minors CY+20Y GC34090 Services and/or minors parent/guardian- 0014 2010 Community Events Informational materials Special events such as sports, CL+2Y GC34090 Services related to City activities and summer camps, educational special events materials, flyers and press releases 0014 2020 Community Community Events & Records related to Community Activities CL+2Y GC34090 Services Programs participation or promotion of community activities, civic organizations, etc 0015 1020 Fire Inspections Alarm/sprinkler systems, CL+3Y UFC 103 34 prevention efforts 0015 1010 Fire Permits CL+2Y GC34090 Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election: LOA= Life of Asset Page 40 City of Menifee Records Retention Schedule Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0016 1010 Police Carry Concealed Permits which are approved, CCW paperwork that were CY+2Y GC § 34090 Administration Weapon (CCW) denied, or for a retired submitted by a Menifee City emp)oyee resident or a refired Menifee Police employee 0016 1020 Police Internal Affairs: Not Complaints made by citizens Includes written complaints, CL+5Y State requires for at Administration Sustained, and/or police personnel internal investigation paperwork, least 5 years; other Unfounded, against a Menifee Police and personnel information. State & Federal laws Exonerated employee. Upon completion require retention until of investigation these final disposition of complaints are found to be formal complaint: Not sustained, Unfounded, state requires 2 years or Exonerated. after action taken: GC §§ 12946, 34090, PC §§ 801 5, 803(c) , VC § 2547 0016 1030 Police Internal Affairs: Complaints made by citizens Includes written complaints, CL+15 Y PC § 832.5 Administration Sustained and/or police personnel intemal investigation paperwork, made against a Menifee and personnel information Police employee Upon completion of investigation these complaints are found to be sustained 0016 1040 Police Policies & All policies and procedures Policies and Procedures for each PERM Department Administration Procedures / that pertain to Menifee division of the police department, Preference, GC § Operation Directives / Police Department as well as operational and 34090 General Directives general memos and training (Department Policies bulletins. and Procedures) 0016 1050 Police Temporary Holding Working logs of all Logs 3Y GC § 34090.7 Administration Facility Logs individuals brought and temporarily held in the police holding facility Legend: CL=Close: CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT=After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 41 City of Menifee Records Retention Schedule Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0016 1060 Police Use of Force Investigative files pertaining Files 6Y+AT GC §§ 12946, 34090; Administration Supervisory Review to incidents involving a use PC §§ 801 5, 803 (C) of force (no death) by police personne 0016 1070 Police Use of Force (with a Investigative files pertaining Files PERM GC § 34090; PC §§ Administration death) Supervisory to incidents involving a use 799-805 Review of force with a death by police personnel. 0016 2010 Police Detective Criminal Intelligence Files containing criminal Investigative files containing CL+5Y 28 CFR §§ 20, Misleading, Bureau and Confidential intelligence information criminal intelligence and/or 23 20(h); GC § 34090 obsolete, or Informant Files concerning an individual only confidential informant unreliable if there is reasonable information information is suspicion that the individual required to be is involved in criminal destroyed, conduct or activity and the remaining information is relevant to that records must be criminal conduct or activity. retained longer than 5 years. 0016 2020 Police Detective Filed Investigation Information that reflects who 3 x 5 cards 2Y GC 34090 Preliminary Bureau Cards (Fls) an officer contacts, where, documents and when 0016 2030 Police Detective Asset Forfeiture Files containing information Files 2Yafter court GC § 34090 Department Bureau Notification and File on asset forfeiture disposition preference information and notifications made 0016 2040 Police Detective Gang Files Information pertaining to Files housed solely in the 2Y when no GC § 34090 Department Bureau known gang members and Detective Bureau longer Preference gang associates required Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 42 City of Menifee Records Retention Schedule Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirements) (See Department Legal Reference Workbook for Other Legal Considerations) 0016 2050 Police Detective Informant Files Files containing informant Information on informants 2Y when no GG § 34090 Department Bureau information; does not contain longer Preference criminal intelligence required information concerning individuals 0016 2060 Police Detective Registrants: Arson ! Files on adults who have Written and Electronic files PERM or Pursuant to PC 457 t Department Bureau Adults been designated as arson Death of required for life; if Preference registrants by the Courts and registrant released from CYA who live within the records are destroyed jurisdiction of the Menifee after age 25 or Police Department sea ing pursuant to W&1 781; GC 34090 7 0016 2070 Police Detective Registrants: Arson / Files on juveniles who have Written and Electronic files Age 25 or Pursuant to PC § Bureau Juveniles released been designated as arson Sealing Date 457.1 required to from California Youth registrants by the Courts and plus 5Y register for life; if Authority who Irve within the released from CYA jurisdiction of the Menifee records are destroyed Police Department. after age 25 or sealing pursuant to W&I § 761; GC § 340907 0016 2080 Police Detective Registrants: Sex Files on adults.dto have Written and Electronic files PERM or PC 290 Department Bureau Offender / Adults been designated as sex Death of Preference; offenders by the Courts and registrant After 2021 who live within the Offenders can jurisdiction of the Menifee petition Court for Police Department. removal 10 or 20 years after offense, provided there are no subsequent offenses 0016 2090 Police Detective Registrants: Sex Files on juveniles that have Written and Electronic files PERM or PC § 290 Department Bureau Offender / Juveniles been designated as sex Sealing Date Preference; offenders by the courts and + 5Y (or After 2021 who live within the Court order), Offenders can Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 43 City of Menifee Records Retention Schedule Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0016 2100 Police Detective Plans/Policies/Proced Includes directives, disaster Standard Operating Procedures SO+SY GC § 34090(d) Bureau ures: Internal Policies recovery plans, emergency (SDP's), Retention Schedules, & Procedures, action plans, policy Administrative Directives, Departmental statements, procedure Administrative Manuals, Disaster manuals, and table of Plans, Affirmative Action Plans, organization, Council Employee Manuals, Performance Policies. Standards, Procedures Manuals, Policy Manuals, General Orders, Rules & Regulations 0016 3010 Police Patrol Officer Recordings Body worn camera logs of Logs PERM PC § 832 18(b)(5)(E), access or deletion of data GC § 34090 (audit trail) 0016 3020 Police Patrol Officer Recordings: Body worn camera Recordings Follows PC § 832 18(b)(5)(E), evidence, Officer recordings retention for GC § 34090 Involved shootings / Evidence, Detention of OR Arrest/Complaints minimum of 2Y 0016 3030 Police Patrol Officer Recordings, Recordings of interactions Recordings 1 Y PC § 832 18(b)(5)(A); Department not evidence that are not considered GC § 34090 6 Preference (law evidence in any crime or recommends 90 incident days) 0016 4010 Police Property Crime Report Photos Photographs depicting Digital photographs 1Y GC § 34090 Department & Evidence evidence in a trim Preference 0016 4020 Police Property Property & Evidence Digital database housing Digital database PERM GC § 34090 Department & Evidence Database information on property and Preference (data evidence is interrelated) 0016 4030 Police Property Property & Evidence Logs containing information Logs 5Y GC § 34090 & Evidence Access Logs on who accessed property & evidence information Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 44 City of Menifee Records Retention Schedule Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0016 4040 Police Property Disposal Records Records containing Logs 5Y GC § 34090 & Evidence information on what property was disposed of and when 0016 4050 Police Property Firearm destruction Information on which Logs PERM GC § 34090 Department & Evidence Records firearms where destroyed Preference and when. 0016 5010 Police Records Audio Telephone and radio Recordings 1Y + 1 day GC § 34090.6 Department Communications communications Preference (law recommends 100 days) 0016 5020 Police Records Citations Citations for parking, traffic, Paper and digital copies of 2Y GC § 34090 marijuana/cannabis citations Includes requests for dismissal, cancellations, and appeals 0016 5030 Police Records Citation Logs - Digital logs containing Logs 2Y GC § 34090 Parkingr-raffic information on when and who a citation book was signed out to. 0016 5040 Police Records Crime Reports: Lost Reports containing Digital and paper reports Until Found GC § 34090, PC § property, firearms information on lost property or 11108.2(b) entered into CLETS or information on firearms Recovered (if not permanent that were entered into retention) CLETS Legend: CL=Close: CY=Current Year; SU=Superseded; PER M=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 45 City of Menifee Records Retention Schedule Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0016 5050 Police Records Crime Reports: ALL Reports related to any crime Digital and paper reports PERM PC §§ 803(h), 11169, Department capital crimes, that involves juveniles, 11170(a); WIC § Preference, DOJ homicides, juvenile, capital crimes, homicides, 707(b) retains CACI child abuse substantiated child abuse, (Child Abuse (substantiated), & sexual assaults that are Central Index) sexual assault (rape), considered rape. information for and the use adults 100 specifically years; most mentioned in this have no schedule limitations on commencement of action; PC261,286, 288,288a, 0016 5060 Police Records Crime Reports; Reports that contain Digital and paper reports 10Y PC §§ 800 & 290 Department Except those information that does not fall Preference: specifically into any of the other does not include mentioned in the categories of crime report. outstanding schedule warrants, unrecovered identifiable property/items, criminal deaths, not historically significant, and it is not classified under PC800 & 290 0016 5070 Police Records Crime Reports: Reports containing Digital and paper reports CL + 10Y if PC §§ 11169(c), Unsubstantiated or information on child abuse no further 11170(a)(3) inconclusive child and/or neglect which, after reported abuse/neglect investigation, are determined suspected to be unsubstantiated or abuse inconclusive Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 46 City of Menifee Records Retention Schedule Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0016 5080 Police Records Crime Reports: Records on crimes of H&S § Digital and paper reports Conviction H&S § 11361.5 Misdemeanor or 11357(b)(c)(d)(e) or H&S § or Arrest (if (Courts and other Infraction on Adults 11360(b) with procedure in no agencies "Shall' for H&S § 11361 5 -except conviction) destroy) marijuana/cannabis those with outstanding stolen +2Y property, including firearms or lost firearms 0016 5090 Police Records Crime Reports: Records on crimes of H&S § Digital and paper reports 2Y or 18 H&S § 11361.5, if no Misdemeanor or 11357(E), except those with years old subsequent Infraction on outstanding stolen property, conviction ("Shall' Juveniles for including firearms or lost destroy) mariivana/cannabis firearms 0016 5100 Police Records Crime Reports: Records on crimes of H&S § Digital and paper reports Offender is H&S § 11361 5, Misdemeanor or 11357(d)(e) juveniles with 18 years old 11357(E); (Courts infraction on marijuana/cannabis on and other agencies Juveniles for school grounds (with "Shag' destroy) Marijuana/cannabis procedure in H&S § on school grounds 11361 5) 0016 5110 Police Records Crime Reports: Records of individuals who Digital and paper reports PERM (If GC § 34090 Department Missing persons if nol are reported to have gone found/return Preference found missing and have not been ed/follows located the retention for the Crime Report) 0016 5120 Police Records Crime Reports: Records pertaining to Capital Digital and paper reports PERM No limitations on Department Capital crimes, serious felonies, commencement of Preference Crimes/serious major crimes, sex crimes A action, Courts keep felonies, major Capital crime is a crime permanently PC §§ crimes, sex crimes which is subject to the death 187, 261, 286, 288, penalty. 288a, 288.5, 289. 289.5. 290, and 799 Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 47 City of Menifee Records Retention Schedule Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0016 5130 Police Records Crime Reports: Records that are sealed Digital and paper reports Date of GC § 34090; PC § Individual Factually Innocent pending destruction - except Arrest+ 3Y 851,8(a) petitions District Petition accepted those with outstanding stolen Attorney; Sheriff records property, including firearms or Chief concurs and lost firearms that person is factually innocent, then record is sealed. 0016 5140 Police Records Crime Records on juveniles or Digital and paper reports Sealing date CCP § 340 1, GC § Statute of Reports/Sealed wards of the Court, that have + 5 years (or 34090, W 81 §§ limitations runs Records: Sealed been sealed, except those date 389(a), 781(d) up to the age of Juvenile and Ward m1h child abuse or severe specified on majority +8 Cases neglect (substantiated), court order) years; sealed outstanding stolen property, records for including firearms and lost juveniles and firearms wards of the Court must be destroyed 5 years after sealing date Unless otherwise determined by the court 0016 5150 Police Records Crime Reports: Records containing Digital and paper reports 10Y (if not GC § 34090 Department Stolen vehicle reports information on vehicles that recovered Preference (CHP 180) have been stolen retention is P) 0016 5160 Police Records Criminal History Logs of who accessed Logs 2Y GC § 34090 Search Logs criminal history information on individuals 0016 5170 Police Records Crossroads Database Information on traffic Digital and paper reports PERM GC § 34090 Department collision reports Preference Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 48 City of Menifee Records Retention Schedule Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Recordl Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0016 5180 Police Records Restraining Orders Restraining orders from the Digital and paper records Expiration of GC § 34090 court and those issued by order + 2Y the police department (EPO): these include Orders After Hearing (OAH), Temporary Restraining Orders (TRO), Emergency Protective Orders (EPO), and all other restraining orders 0016 5190 Police Records Patrol Ride Along Internal forms which include Paper form 2Y GC § 34090 Waiver Form information on the person requesting the ride along 0016 5200 Police Records Pawn Slips Information on pawned items Digital and paper records 2Y GC § 34090, B&P § Department from pawn shops within the 21633 Preference City of Menifee (Dealers are required to keep for 3 years); Non records used for investigation; originals entered into the State Automated Property System, most agencies retain for 2 years Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 49 City of Menifee Records Retention Schedule Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0016 5210 Police Records Press Releases Information bulletins made Digital bulletins 2Y GG § 34090 available to the public regarding certain incidents and/or crimes that have occurred. 0016 5220 Police Records Records of Documents and certificates Certificates and documents 2Y GC § 34090 Final Certificate destruction / of the destruction of Police of Destruction certificates of Records Only (contains no sent to City Records destruction privileged information) Clerk 0016 5230 Police Records Narcotic Registrant Documents containing Paper Records 5Y GC § 34090, H&S §§ Department information on Narcotics 11590, 11594(a) Preference, registrants within the Registration is jurisdiction of the Menifee required for 5 Police Department years 0016 5240 Police Records RMS database Digital Records Management Digital PERM GC § 34090 Data database system fields/records are interrelated 0016 5250 Police Records Subpoenas All subpoenas; subpoenas Digital and paper subpoenas 2Y GC § 34090 for officer appearances and subpoenas for documents and/or evidence Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 50 City of Menifee Records Retention Schedule Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0016 5260 Police Records Traffic Collision / Records containing Digital and paper records 10y GC § 34090 Department Accident reports information on any traffic (non -fatal); preference (fatal collision that occurred within PERM (fatal) collisions are the City of Menifee retained by CHP jurisdiction for 5 years) 0016 6010 Police Traffic PAS/ Device Logs which contain Digital logs 2Y GC § 34090 calibration logs information on and/all PAS devices retained by the Menifee Police Department 0016 6020 Police Traffic Validity Hearing Records containing Digital and paper records 2Y GC § 34090 Fortes are given forms: not approved information on a validity to Records to be for release hearing that was not scanned in with approved for release the case 0016 6030 Police Traffic Validity Hearing Documents containing Digital and paper records 7Y from the GC § 34090, CVC § (Stipulated vehicle information on vehicles that beginning of 1806.1 release forms): were approved for release the date approved release signed 0016 7010 Police Training Background files - Backgrounds files that Digital and paper records Date of 29 CFR § Department successful applicants contain personal information separation + 1672 3(b)(i), 29 CFR Preference: on applicants who have SY § 1602-14; GC §§ EEOC / FLSA / successfully passed a 12946, 34090 ADEA (age) background requires 3 years for promotion, demotion, transfer, selection, or discharge; State law requires 2 - 3 years 0016 7020 Police Training Background files • Background files that contain Digital and paper records 3Y 29 CFR § Department unsuccessful personal information on 1672.3(b)(i), 29 CFR Preference, applicants applicants who did not § 1602.14; GC §§ State law successful pass a 12946, 34090 requires 2 - 3 background ears Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 51 City of Menifee Records Retention Schedule Department Record # Office of Record Series Name Description Examples Total Legal Comments Code Record/ Retention Requirement(s) (See Department Legal Reference Workbook for Other Legal Considerations) 0016 7030 Police Training Personnel Training Records on Officer Training, Digital and paper records Date of 8 CCR § 3203, 29 OSHA requires File - Officer Training which include range separation + CFR § 1602.31; LC § safety training 5 By Employee (POST qualifications, retiree fire 5Y 6429(c); GC §§ years; EEOC / printouts) arson qualifications 12946, 34090, FLSA / ADEA 53235.2(b) (age requires 3 years promotion, demotion, transfer, selection, or discharge, State requires 2 - 3 years 0016 7040 Police Training training Department Records containing Digital and paper records 5Y minimum 8 CUR § 3203, 29 Rosters are sent Records - Course information on attendance, CFR § 1602 31, LC § to POST; OSHA Records outlines and materials, 6429(c); GC §§ requires safety includes use of force 12946, 34090, training 5 years: training, safety training, etc 53235.2(b) EEOC / FLSA 7 ADEA (age) requires 3 years promotion, demotion, transfer, selection, or discharge, state law requires 2 - 3 years Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 52 G��r,r of VE-NIFEIE. t / STATE OF CALIFORNIA ) COUNTY OF RIVERSIDE ) ss CITY OF MENIFEE ) I, Stephanie Roseen, Acting City Clerk of the City of Menifee, do hereby certify that the foregoing City Council Resolution No. 24-1459 was duly adopted by the City Council of the City of Menifee at a meeting thereof held on the 17th Day of July 2024 by the following vote: Ayes: Estrada, Deines, Karwin, Sobek, Zimmerman Noes: None Absent: None Abstain None C�t hanie Roseen, Acting City Clerk