Resolution Number 85-8-6-6RESOLUTION NO. 85-8-6-6,1�
ADOPTION OF RECORDS RETENTION SCHEDULES
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SAN JUAN CAPISTRANO, CALIFORNIA, ADOPTING
RECORDS RETENTION SCHEDULES AND AUTHORIZING
THE DESTRUCTION OF CERTAIN CITY RECORDS AS
PROVIDED BY SECTION 34090 ET SEQ OF THE
GOVERNMENT CODE OF THE STATE OF CALIFORNIA
WHEREAS, the keeping of numerous records is not
necessary after a certain period of time for the effective and
efficient operation of the government of the City of San Juan
Capistrano; and,
WHEREAS, Records Retention Schedules have been
developed to provide for retention and/or destruction of the
City's records through an orderly process in compliance with
legal requirements; and,
WHEREAS, Section 34090 et seq 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 may
be destroyed, and the destruction of said records will not
interfere with the services and functions of the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of
the City of San Juan Capistrano as follows:
SECTION 1.
The Description of Permanent Records as set forth in
Exhibit "A" is approved.
SECTION 2.
The Records Retention Schedule and Administrative
Records Inventory set forth in Exhibits "B" and "C,"
respectively, are approved and adopted.
SECTION 3.
Certain records of the City of San Juan Capistrano as
set forth in groups on Exhibits "B" and "C," are hereby
authorized to be destroyed'as provided by Section 34090 et seq of
the Government Code of the State of California and in accordance
with the provisions of the Records Retention Schedules upon
written request of the Department Head to the City Clerk and with
the consent in writing of the City Attorney, without further
action by the City Council of the City of San Juan Capistrano.
SECTION 4.
The provisions of Section 1 above do not authorize the
destruction of:
(a) Records affecting the title to real property or
liens thereon.
-1-
STATE OF CALIFORNIA 1
COUNTY OF ORANGE ) ss. AFFIDAVIT OF POSTING
CITY OF SAN JUAN CAPISTRANO )
MARY ANN HANOVER, being first duly sworn, deposes
and says:
That she is the duly appointed and qualified City Clerk
of the City of San Juan Capistrano;
That in compliance with State laws of the State
California and in further compliance with City Resolution
No. 83-12-20-3 and on the 8th day of August ,
she caused to be posted:
RESOLUTION NO. 85-8-6-6
being: ADOPTION OF RECORDS RETENTION SCHEDULES
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SAN JUAN CAPISTRANO, CALIFORNIA, ADOPTING
RECORDS RETENTION SCHEDULES AND AUTHORIZING
THE DESTRUCTION OF CERTAIN CITY RECORDS AS
PROVIDED BY SECTION 34090 ET SEQ OF THE
GOVERNMENT CODE OF THE STATE OF CALIFORNIA
of
1985 ,
in three (3) public places in the City of San Juan Capistrano,
to wit: City Hall; Old Fire Station Recreation Complex; Orange
County Public Library.
c_ -
MARY ANN N El;(, CITY CLERK
San Juan Capistrano, California
-4-
"N
181
DESCRIPTICN OF PEF&DWENT RECORDS
GROUP I
Records Affecting Property
Title or Liens:
Building Permits
Cablevision
Capital Improvements
Maps
Plans
Streets
Drawings
Lights
Checks & Inspections
Trees
Easements
Signals
Deeds
Signs
Street Names & Numbers
Curbs
Utility Undergrounding
Gutters
Assessment Districts
Bikeways
General Plan Amend.
Condemnations
OSi•
Soil Erosion
Hydrology
Parks
Landscaping
Right -of -Way
Parking
Weed Abatement
Liens
Housing
Drainage
Flood Control
Records Required by Statute, such as Articles of Incorporation,
annexations, final audits, certain contracts and leases, etc.
Minutes, ordinances, and Resolutions of City Council or Boards and
Commissions
Notice of special meetings, Affidavits, Supporting Exhibits
Docuuents with lasting administrative, legal, fiscal, historical, or
research value
Personnel cumulative records, Reviews, Promotions, Time Records, Leave,
CETA, Policy and Procedures, OSHA Inspections, Affirmative Action
Program, and like above
Fiscal: Audit - Annual and Semi-annual, Budget Allocations,
Appropriations, Expenditures, Encumbrances, Journals and Ledgers,
inventory, Payroll, Check Register, Capital Property, Schedules, Grants,
Bonds, Trust Funds, Revenue Sharing, Treasurer's Register
Exhibit "A"
Page 1 of 2
Description of Permanent Records: (Continued)
Historical - City organization Charts, City Flower/Tree/Motto,
Bicentennial Year, Recreation Centers, Press Releases, Reports and
Statistical Analyses, Policies and Procedures.
GROUP V
through XIII
Pertain to duplicate copies of the above listings, reference files,
transitory files, and fiscal daily transaction documents; i.e.,
Receipts, Collections, Cash, Business Licenses, Fees.
GROUPS XIV,
XV, and XVI
Include items which can be destroyed departmentally upon supersession on
obsolescence.
Exhibit "A"
Page 2 of 2
RECORD
CENTER
(in yrs.) DESTROY
0
Q
W
W
If Micro. Any
item can be
destroyed if there
are 2 copies on
microfilm, with
one in safe
storage.
(Destruction years
only apply if not
on film.)
If Micro. Any
item can be
destroyed if there
are 2 copies on
microfilm, with
one in safe
storage.
(Destruction years
only apply if not
on film.)
Original Council
minutes,
ordinances,
resolutions, and
official bonds
will not be
destroyed even if
microfilmed.
Any item can be
destroyed if there
are 2 copies on
microfilm, with
one in safe
storage.
(Destruction years
only apply if not
on film.)
Regardless of
Office Retention
period as listed,
earlier transfer
to the Records
Center is
authorized.
Exhibit "B"
Page 1 of 5
TITLE OR
OFFICE
GROUP
DESCRIPTION
ORIG
DUP (in yrs.)
I
Records
X
2
affecting title
to real
property or
lines thereon.
II
Records
X
2
required to be
kept
permanently by
statute.
III
Minutes,
X
2
ordinances, and
resolutions of
the City
Council or
Boards and
Commissions.
IV
Documents with
X
2
lasting
historical,
administrative,
legal, fiscal,
or research
value and
record copy of
City
publications.
RECORD
CENTER
(in yrs.) DESTROY
0
Q
W
W
If Micro. Any
item can be
destroyed if there
are 2 copies on
microfilm, with
one in safe
storage.
(Destruction years
only apply if not
on film.)
If Micro. Any
item can be
destroyed if there
are 2 copies on
microfilm, with
one in safe
storage.
(Destruction years
only apply if not
on film.)
Original Council
minutes,
ordinances,
resolutions, and
official bonds
will not be
destroyed even if
microfilmed.
Any item can be
destroyed if there
are 2 copies on
microfilm, with
one in safe
storage.
(Destruction years
only apply if not
on film.)
Regardless of
Office Retention
period as listed,
earlier transfer
to the Records
Center is
authorized.
Exhibit "B"
Page 1 of 5
184
•8 63 114 &V 1.4 20 V 2 010•. M 171.
Exhibit "B"
Page 2 of 5
RETENTION PERIODS
RECORD
TITLE OR
OFFICE CENTER
GROUP
DESCRIPTION
ORIG DUP (in yrs.) (in yrs.)
DESTROY
V
Correspondence,
X 2 3
5
operational
Regardless of
reports, and
Office Retention
information
period as listed,
upon which City
earlier transfer
policy has been
to the Records
established.
Center is
authorized.
Destroy upon
Supersession or
obsolescence.
Annual Fiscal
reports must be
retained
permanently
Fiscal records
X 2 5
7
pertaining to
Annual Fiscal
daily
reports must be
transactions.
retained
permanently.
VI
Duplicates of V
X 2
2
above, when
retention is
necessary for
reference.
VII
Records
X 2 3
5
requiring
Regardless of
retention for
Office Retention
more than two
period as listed,
years by
earlier transfer
statute or
to the Records
administrative
Center is
value.
authorized.
VIII
Duplicates
X 2 0
2
needed for
Destroy upon
administrative
Supersession or
purposes for
obsolescence.
two years.
Exhibit "B"
Page 2 of 5
Exhibit "B"
Page 3 of 5
RETENTION PERIODS
RECORD
TITLE OR
OFFICE CENTER
GROUP DESCRIPTION ORIG
DUP (in yrs.) (in yrs.)
DESTROY
IX All other X
2 0
3
original City
Regardless of
records or
Office Retention
instruments,
period as listed,
books, or
earlier transfer
papers that are
to the Records
considered
Center is
public
authorized.
documents not
included in
Groups I
through VIII.
X Duplicates and X
X 2 0
2
other documents
Destroy upon
not public
Supersession or
records
obsolescence.
required to be
maintained for
administrative
purposes.
XI Duplicate
X 2
3
records
Any item not on
requiring
microfilm and
retention for
subject to
administrative
destruction will
purpose such as
not be destroyed
reference
without written
material for
permission of the
making up
department head
budgets, for
and the City
planning, and
Attorney.
programming.
Exhibit "B"
Page 3 of 5
i;o. •;• v «i�p
114 DO a QNA 1A • •01• ••�
RECORD
TITLE OR OFTICE CENTER
GROUP DESCRIPTION ORIG DUP (in yrs.) (in yrs.) DESTROY
XII Reference X 3 months 3 months
files. (Copies
of documents
which duplicate
the record
copies filed
elsewhere in
the City;
documents which
require no
action and are
non -record;
rough drafts,
notes; feeder
reports and
similar working
papers
accumulated in
preparation of
a
camrnmication,
study, or other
document; and
cards,
listings,
indexes, and
other papers
used for
controlling
work).
XIII Transitory X X 3 months 3 months
files,
including
letters of
transmittal
(when not a
public record)
suspense copies
when reply has
been received,
routine request
for information
and
publication,
tracer letters,
feeder reports,
and other
duplicate
copies no Exhibit "B"
longer needed. Paqe 4 of 5
18'7
RECORDS RETENTION SCHEDULE
RETENTION PERIODS
RECORD
TITLE OR OFFICE CENTER
GROUP DESCRIPTION ORIG DUP (in yrs.) (in yrs.) DESTROY
XIV Original X 2 3 5
doctmients Destroy upon
disposable upon Supersession or
occurrence of an obsolescence.
event or an
action (i.e.,
audit
completion, job
ccepletion,
completion of
contract, etc.)
or upon
obsolescence,
supersession,
revocation.
XV Department
policy files
and reference
sets of
publications.
XVI Duplicates of
non -record
documents
required for
administrative
needs which can
be destroyed on
occurrence of
an event or an
action.
XVII Stenographic X
notes, magnetic
and paper tapes
of meetings
used as
stenographic
aids.
X Indef. Indef.
Destroy upon
Supersession or
obsolescence.
X Indef. Indef.
Destroy upon
Supersession or
obsolescence.
Indef. Destroy upon
approval of
meeting Minutes
Exhibit "B"
Page 5 of 5
Computerized Administrative Records Inventory with Retention and Destruction
Notations:
PF Permanent File
PH Permanent Historical
PL Permanent Library
PM Permanent Microfilm
DD Destroy Documents (duplicate file)
IN Indefinite
00 Number of years required to be maintained prior to
destruction
Exhibit "C"
Page 1 of 1