HomeMy WebLinkAboutRES NO 051-16RESOLUTION NO.
051- 16
ICJ
A RESOLUTION APPROVING A RECORDS
RETENTION SCHEDULE FOR ALL DEPARMENTS
OF THE CITY OF BAKERSFIELD
WHEREAS, Section 34090 of the California Government Code authorizes
the destruction of City records with approval of a legislative body and written
consent of the City Attorney; and
WHEREAS, many departments and divisions of the City of Bakersfield
maintain Council approved retention schedules which give them authority to
destroy records; and
WHEREAS, the purpose of this resolution is to include each department's
retention schedule in one resolution so that it is easy to find and navigate, and
WHEREAS, City Council has enacted resolutions in the past which give
authority to each department within the City to destroy records, including but
not limited to Resolution Nos. 172- 95(2), 170. 94(3), 143-00, 078 -09, 94 -90, 154 -98,
105-01(l), 078 -14, 063 -13, 40-99(l), 115 -00, and 031 -02 for the following
departments, respectively: City Attorney, City Clerk, Community Development
Department, Finance, Fire, Human Resources, Bakersfield Police Department,
Public Works, Recreation and Parks, Division of Risk Management, and Wafer
Resources Department; and
WHEREAS, the City and all of its departments hereby request that City
Council repeal the previously approved resolutions mentioned above and
replace them with the attached Exhibits "A -K" and authorize the destruction of
records after the specified periods identified in Exhibits "A -K "; and
WHEREAS, the records maintained by each department in the City of
Bakersfield, unless otherwise specified in the attached retention schedules, may
be destroyed two years after their creation with the approval of the City Council
and written consent of the City Attorney; and
WHEREAS, the City Attorney has reviewed all Exhibits and determined that
the retention periods listed are in compliance with state law and City policy.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Bakersfield
as follows:
40AK�c'9
- Page 1 of 3 Pages - o
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❑AIQINAI.
4
1. The above recitals are true and correct and are incorporated
herein by reference.
2. All previous retention schedules for departments and divisions of the
City of Bakersfield, regardless if approved by City Council, are hereby repealed
in their entirety.
3. The record retention schedules of departments and divisions for the
City of Bakersfield, attached hereto as Exhibits "A -K" and incorporated herein by
reference, are hereby approved.
4. Each department or division may destroy items listed throughout
Exhibits "A -K" upon written approval of the Department /Division Head, the City
Attorney, and in accordance with the provisions of Section 34090 of the
California Government Code:
A. City Attorney
B. City Clerk
C. Community Development Department
D. Finance
E. Fire
F. Human Resources
G. Bakersfield Police Department
H. Public Works
I. Recreation and Parks
J. Risk Management
K. Water Resources Department
• el
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s
- Page 2 of 3 Pages - m
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ORIGINAL.
Q
HEREBY CERTIFY that the foregoing Resolution was passed and adopted
by the Council of the City of Bakersfield at a regular meeting thereof held on
APR 2 0 2016 , by the following vote:
COUNCIL MEMBER RIVERA, MAXWELL, WEIR, SMITH. HANSON. PAR IL ER
NOES: COUNCIL MEMBER "Pr-a_
COUNCIL MEMBER
ABSENT• COUNCIL MEMBER
ROBERTA GAFFORD, C
CITY CLERK and Ex Officio Clerk of
the Council of the City of Bakersfield
APPROVED
APR 202016
By--+i
Harold Hons6n
Vice -Mayor
APPROVED AS TO FORM:
VIRGINIA GENNARO
City Attor y
By .
VIRIDIANA ALLARDG -KING
Associate City Attorney
VGK:isc
5' \COl1NCIL \Resos\ 15- 16 \RecordsRefent5ched.AI Depls.docx
- Page 3 of 3 Pages -
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ORIQIN4
RECORDS RETENTION SCHEDULE
CITY ATTORNEY'S OFFICE
• City Attorney Departmental Employee Files
• City Departmental and Municipal Files
(Correspondence, notes; reports, miscellaneous)
Five Yeats:
• Code Enforcement Files — statutory requirement
• Pfthm Motions — statutory requirement
• Litigafion .Files, except water litigation matters
• Investigation Files relating to litigation matters
• Original signed time cards for payroll
• Budgetary files
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1-
FINANCE RECORD RETENTION SCHEDULE
ACCOUNTING AND BUDGET CONTROL DIVISION
(Updated July 2, 2015)
ACCOUNTS PAYABLE
RETENTION
Permanent Accounts Payable Voucher Register
Permanent Accounts Payable Check Register
5 years Accounts Payable Claim Vouchers
PAYROLL DOCUMENTS
Permanent
Electronic Payroll Register (5 years paper)
Permanent
Electronic Expenditure Distribution (Include w/check register)
Permanent
Electronic P.E.R.S Report
10 years
Hours Proof /Time cards/Daily Roster
5 years
Electronic Registers (excluding Payroll)
I year
Paper registers (excluding Payroll)
5 years
W-2's & W-2P's and 1099's
RECEIVABLES
5 years
Broadview, Suburban, Special Services & Other Accounts Receivable Registers
REPORTS
Permanent Expenditure & Revenue Ledger
Permanent Project Report and Annual Summary Reports
5 years Labor and Overhead 28-day Summary
5 years Fuel Usage 28-day Summary
FINANCIAL DOCUMENTS
RETENTION
Permanent Annual Financial Statements
Permanent Annual Budget
EXHIBIT
2 years
Preliminary Budget
Permanent
State Controllers Reports
Term of Bond +3 yrs
Bond Issue Official Statement
Permanent
Accounting Groups
5 years -past
Federal and State Grants and Entitlements
completion
PURCHASING DIVISION
5 years
Report of Monies Collected
Permanent
Annual and Departmental Audit Reports (CAFR)
5 years
Cash Receipt Books
3 years
Bank Reconciliations & Statements
PROPERTY MANAGEMENT
5 years Real Property Appraisal
5 years Escrow Files
S: W ccountingWminl Records DestructionV?ECORD RETENTION SCHED ULE.doc
TREASURER DIVISION
5 years
Daily Treasurer's Report
5 years
Monthly Investment Report
5 years
Business Licenses
10 years
TOT Records
PURCHASING DIVISION
5 years
Electronic Purchase Orders
7 years
Formal Bids
2 years
Annual Contracts
2 years
Requisitions
PROPERTY MANAGEMENT
5 years Real Property Appraisal
5 years Escrow Files
S: W ccountingWminl Records DestructionV?ECORD RETENTION SCHED ULE.doc
RECORDS RETENTION SCHEDULE - ..
FIRE DEPARTMENT
L Retsin.two yemw
claim 1. waudlers
2. Purchase s
3. 11�iemaeJ'ccxmespoxndence
4. Payroll bouts proof
S. Receipt books
b. False, aheemq CiWans
7. Rye Soar time tilt'
B. Budget wocdcpspers
IL Retain fmc ymm
1. Fee caloxdMiva worksheets
2 Ad Hoc Cammittjee nrinuca
3. Arm ads
4. Inepection records
S. Tiailft nP, r,
6. RethWorpostempkiyee So
HL Retwo ties years:
T. A6onothly consolidated reports
2: Daily
3. Emploryee lime sheets
4. Fine Repamrts
5: Abaide nt reports (non- workers comp)
N. Retain i ndeffi ely:
1. Arson case files
7- Gwent emplayee files
3. Certified Unified Program Agency files
All records, doemne nts, instruments, books and papers not mentioned in Sections I through IV
sball be retained' a minimum of two years. Duplicates of M reports may be destroyed at any
time when the duplicates are no bonger needed. Any of the above may be retained for a lonW
period if Ca Kim so Warrant.
EXHIBIT" t - "
HUMAN RESOURCES DIVISION
RECORDS RETENTION SCHEDULE
LEGEND
CL = Closed/Completion
CU = Current Year
D = Deceased
FD = Filing Date
T = Termination
TITLE
GENERAL DESCRIPTION
RETENTION
Active Retiree Insurance File
May include retiree insurance forms, PERS enrollment forms,
D + 5 YRS
benefit enrollment forms, Life insurance forms, LTD, etc.
Files may include: Arbitration, grievances, union requests,
Administrative Files
sexual harassment and Civil Rights, complaints, disciplinary
T + 5 YRS
actions, DFEH/EEOC claims, etc.
Benefit Plan Information
Insurance plans and documents
CL + 3 YRS
Benefit Runs/Invoices
Payroll runs/invoices for health benefits
CL + 2 YRS
Civil Service Board
Misc. Civil Service meetings and hearing information
CU + 7 YRS
(minutes, decisions, etc.)
Motor vehicle pull notices, DMV letters, medical examiner
DOT File
certificates, DMV medical report receipt, CVO status report,
T + 5 YRS
etc.
Employee Benefits File
May include PERS enrollment forms, benefit enrollment
T + 5 YRS
forms, Life insurance forms, LTD, etc.
Files may include: Release authorizations, certifications,
reassignments, outside employment, commendations,
Employee Personnel Files
disciplinary actions, terminations, Oaths of Office,
T + 5 YRS
performance evaluations, employee medical files,
identification cards.
Form 1-9
Employment Eligibility Verification
T + 3 YRS
Negotiation
Minutes, correspondence, copies of contracts and
CL + 5 YRS
Memorandums of Agreements
Applications (not hired), resumes, alternate lists/logs, indices,
Recruitment
ethnicity disclosures, examination materials, examination
CL + 3 YRS
answer sheets, job bulletins, eligibility, electronic database,
correspondence
RFP's/Contracts/Agreements
Healthcare consultants, temporary agencies, medical firms,
CL + 5 YRS
vendors, etc.
State New Hire Reports
Payroll generated reports for State of California data
FD + 2 YR
Temporary Employee Files
Applications, resumes, work permits and notices, etc.
T + 3 YRS
Temporary Recruitment
Applications, resumes, work permits, etc. for applicants not
CL + 2 YRS
Applications (Inactive)
hired
Unemployment Claims
EDD claims, reports, Ul notices, etc.
FD + 3 YRS
NOTE: If the City is involved in an employment-related dispute with a terminated employee that has not yet been reconciled.
Documents must be retained relating to the employee until reconciliation or a retention period has expired, whichever is later.
EXHIBIT ;;__ Ez
9 Bakersfield P(}|'Ce Department Records Retention Schedule 0
This document serves asa guide illustrating the time period documents must be retained before they
can be destroyed. All original records may be destroyed two years after their creation with the approval
of the city council and written consent of the city attorney. Although not specifically mentioned inthe
retention schedule, drafts and copies can be destroyed at any time without approval.
DEFINITIONS
Record: any information kept, held, filed, produced by, with the City of Bakersfield or Bakersfield Police Deportment, hnany
physical form whatsoever including, but not limited to, reports, statements, examinations, memoranda, opinions, folders,
files, books, manuals, pamphlets, forms, papers, designs, drawings, mops, photos, letters, microfilms, computer tapes or
discs, rules, regulations orcodes.
Cloaedoninvestigotion that is closed pending further leads.
The records are categorized in the following table are kept by the Bakersfield Police Department. If the
record does not fit within the specified topics, please contact the police records manager or city
attorney for guidance.
Record Series
Description
Retention
A[[OUNTNG/F|NANCE Purchase authorization Creation +2
Activity reports by division, Council referrals,
ADW1|NREPORTS/REQUESTS Citizens requests for patrol presence, Creation +2
Research project files
INTERNAL AFFAIRS Complaint files 5
Grievance files Oosed+J
MANUALS
General orders, Policies, Procedures
Permanent
PERSONNEL
Department roster, Schedules, Timekeeping
Supeoeded+2
Personnel files (sworn)
Permanent
Peoonne|0es(civiUan)
Termination of
employment +7
Background (non-hired)
Closed +2
Termination of
Volunteers
employment +2
PRESS RELEASES
Creation +2
PROGRAK4��EVENTS
Crime Prevention, Speaker Event
' '
Creation +2
files, Brochures
TRAINING
Bulletins
Permanent
Lesson plans
Closed +15
Officer training record
Termination of
emp|nyment+7
�
E���� U K��� " � "
ALARM RECORDS
Creation+2
CHEMICAL EMISSIONS
Creation +2
EQUIPMENT RECORDS
Inventory, Equipment list with assignment,
Range inventory records, Vehicle
Superseded +2
Radar calibration
Life of radar +2
Weapons database
Permanent
LOGS
Arrest resume
Creation+2
Juvenile detention processing per CYA/CD[R
Creation+2
Property Room
Creation +2
PAWN RECORDS (S|ips)
Creatiun+3
PERK4|T5&L([EN5ES
Concealed weapon, Bicycle, Bingo, Massage,
Cabaret, Special event, Pawnbroker, Alcohol
P[N
Creation+2
PROPERTY DESTRUCTION
Guns, Narcotics
Permanent
RECORDINGS
Telephone and radio communications
[reation+180 Days
REGISTRANT FILES
Court ordered sex,arson,drug,gang
offender records
Life ofregistrant
RESTRAINING ORDERS
Active
STATISTICAL REPORTS
Creation+2
SUBPOENA FILES
Creation+2
SURVEYS
Responses,Correspondence vvithother
agencies
Creation+2
CHECKPOINT
Investigations
ASSET FORFEITURE
Documentation from checkpoints
Investigation case file, Notifications
Creation +4
C|osed+2
EVIDENCE
Included but not limited to: Photos,
Audio/Video recordings
Same retention as
associated report
INVESTIGATOR'S FILE
Detective case books
Same retention es
associated re rt
FINGERPRINTS
Persons suspected ofa crime, taken for
comparison no arrest
Same retention as
associated re rt
Latent prints
Same retention ms
associatedneoort
9 Bakersfield Police Department Records Retention Schedule
CRIME
Felony -General
Closed +6
Felony ' Child abuse (unyubstartiaLed)
Closed +10
Felony -Homicide, Assault on peace officer,
Child Abuse
Permanent
Misdemeanor/infraction
Closed +2
OFFICER INVOLVED SHOOTING
Fatal
Permanent
Non-fatal
Closed +25
INCIDENTS
Until cleared, recovered,
or closed +2
TRAFFIC
Injury accidents
Oosed+lO
Fatal accidents
Permanent
Arrest/Citation Records
Field Arrest Data Sheets
Noninjuryaccidents
Oosed+2
2
Citations — Misdemeanor
2
[itations — |nkactions
90 days
Sealed Arrests
3
Page 3
February 16, 2016 G Drive:Records Supervisor
Public Woft .Wrtment
Retenflon Schedule
Updated August 2015
Y,
EXHIBIT " I �'
Public Works Department
Relentton Schedule
TABLE Of CONTENTS
Purposeof Document ........................................ N ................. N.....................................................
Retention Schedules:
Depart.. fen I'T7ide ....N...... N ................................ w.............. N. N.............. N. r. ...............N............... 2-4
Constructsm / Surveying ............................................:............... N................ ............................... 5
Designengineering / TRIP ................. N....... N.................. i.........:................................................... 6
Equipment...................................................................... N.......... N.................. ............................... 7
General Services .......... : 8'
M... N.N..N.N..N. N....NN.NNN.NNNi. • INN... NNN...• NN... N.. ..NN.N.....�Y....N......•r.N...
SolidWaste . N.. NN. N. N. N.. NN. N......NN ......................................................... NNN..NN........NN............ 9
Streets................................ N..N.NN.NN..N.. NN. N....N. NN. N... N......... N.....N NN.......................f............ 10
SubdNislons.............................. ......................:............. N.................................. .............................11
Traffic.................. .. .... ................................................. N ...................... . .......................... N.............. 12
Wastewater................ . ................................................ .. ....................... .. ................................. 13 - 14
Other:
Authorization to Destroy Obsolete Records ............................................ ............................... 15
Purpose of Document
This document provides direction to Pubic Works staff regarding record retention pok les for the
department Resokrtion No. 031-02 provides clirecfion to staff on. the City =wide Pokcy on Document
Imaging Retention.
Any suggestions .or questions regarding the Public Works Department's Record Schedule should be
directed to the Department's AdminWration Divrsion.
E.l
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14
A - on to Destroy Obsolete Public Works Records Fonn
In accordance with Resolution # . and upon consent of the Public Works Director and City
Attomey, the records listed below will be properly destroyed: Attach additional pages if necessary.
-711
6-L7-.07077,61 1 4 - -
r 70 1 F 0 =.
17 0
City Attorney.' Date:
Destruction completed by.
Signature: Date:
t 4.4 L
15
RECREATION AND PARKS DEPARTMENT RETENTION SCHEDULE
I. RETAIN TWO (2) YEARS
1 Accident Reports (property, equipment damage, industrial, first aid,
and stolen property)
2. Accounts Payable vouchers, worksheets, and corresponding reports
(i.e., utility and water bills)
3. Accrual Reports
4. Budget Worksheets
5. CIP Monthly Tracking Schedules
6. Clock and Time Cards; Staff Sign-in Sheets
7. Correspondence (memos/letters) (incoming and outgoing)
8. Donation Requests and Correspondence
9. Facility Reservations and Supporting Documents
10. Former Employee Files
11. Pool Closures
12. Receipt Books
13. Report of Monies Collected
14. Revenue analysis
15. Signature Sheets for Paycheck Pickup
16. Temporary Employee Files
17. Reconciliation Statements
18. After School Program Registration Packets
19. Day Camp Registration Packets
20. Medical Forms signed by Doctor for Participants in After School or
Day Camp Programs
21. Class Registrations and Waivers, and Rental Receipts
22. AED Monthly Inspection Log
23. DOJ Livescan Results
Ill. RETAIN FIVE (5) YEARS
1. Chemical Usage, Location Reports; Chlorine and Oxygen Logs
2. Monthly Pesticide Use Report (for Kern County Agricultural Commission)
3. State and Federal Grants, Bonds, and Agreements
4. Safety Training Files (sign-in sheets)
5. Slide Inspections/Staff Inspection Forms (Parks)
6. Participants - Incidents and Accident Reports/ Aquatic and Water Rescue
Reports
7. AED Daily Checklist
8. Safety Training Files (sign-in sheets, in-service agendas)
9. Slide inspection (Aquatics)
10. Daily Slide inspection (Aquatics)
EXHIBIT " / "
IV. RETAIN INDEFINITELY
1. Safety Data Sheets
All records, documents, instruments, books and papers not mentioned in Sections 11
through IV shall be retained a minimum of two (2) years.
Duplicates of all reports may be destroyed at any time when the duplicates are no
longer needed.
Any of the above may be retained for a longer period if circumstances so-warrant.
RISK MANAGEMENT RETENTION SCHEDULE
I. RETAIN T_ W-0 (2)YEARS:
1. General Correspondence (includes inter-departmental. memorandums)
2. Accounting/Budget Worksheets and Corresponding Reports
3. Account Payable Vouchers
4. Time Cards
II. RETAIN FIVE (5) YEARS:
1 Safety Commiff6e Items, including the following:
a. Agendas
b. Minutes
C. CPR/First Aid Training/Sign in Sheets
111111. RETAIN UNTIL CASE IS CLOSED PLUS FIVE (5) YEARS:
1. Liability Claims (Paid and Denied)
2. Risk Management Reports (includes Federal OSHA forms, Loss-Run
Analysis and Actuarial Studies)
IV. RETAIN UNTIL CASE IS CLOSED PLUS SEVEN (7) YEARS:
1 Supervisor Accident Investigation Reports Incident Reports (includes FirstAid
reports)
2. Property Damage Claims
V. RETAIN UNTIL TERMINATION OF EMPLOYEE STATUS PLUS SEVEN (7)
YEARS: in
Employee Information:
1. Hearing Exams
EXHIBIT " J '"
LTA 0:ff-1 I'MUL I 11-AilU N 1=1
1. Insurance
2. ACCEL Joint Powers Agreements
3. Insurance Certificates (Liability/Property/Worker's Compensation)
4. Workers Compensation—Claim Files, including medical only, indemnity and
denied claims
5. Disability Retirement Files
• All records, documents, instruments, books and papers not mentioned in
Sections I through V shall be retained a minimum of two (2) years.
• Duplicates may be destroyed at any time.
• Any of the above may be retained for a longer period if circumstances so
warrant.
WATER RESOURCES DEPARTMENT RETENTION SCHEDULE
This document serves as a guide illustrating the time period documents must be retained before they
can be destroyed. All original records may be destroyed two years after their creation with the
approval of the City Council and written consent of the City Attorney. Although not specifically
mentioned in the retention schedule, drafts and copies can be destroyed at any time without
approval, and any document may be retained for a longer period if circumstances so warrant.
1. RETAIN TWO (21 YEARS:
1. General Correspondence (includes inter - departmental memorandums)
2. Accounting /Budget Worksheets and Corresponding Reports and memos
3. Accounts Payable Vouchers
4. Council Referrals
5. Grant Applications
6. Time Cards
7. Work Orders
8. Kern River Operations Daily Flow Sheets
9. Irrigation Delivery Cards
II. RETAIN FIVE (5) YEARS:
1. Reports of Monies Collected
2. Escrow Files
3. Water Rates and Fees
4. Monthly, Quarterly and Other Billings
5. Vesting Tentative Tract Maps
6. Vesting Parcel Tract Maps
111. RETAIN UNTIL COMPLETION PLUS FIVE (5) YEARS:
1. Grant Project Administration Records (unless grant requires longer)
IV. RETAIN UNTIL COMPLETION PLUS TEN (101 YEARS:
1. Construction Files
V. RETAIN INDEFINITELY:
1. Capital Improvement Project Files
2. All Water Plans
3. Water Studies
4. Water Main Documents
5. Kern River Dispatcher's Records
EXHIBIT" K
Authorization to Destroy Obsolete Water Resources Records Form
In accordance with Resolution #___,, and upon consent of the Water Resources Manager and City
Attorney, the records listed below will be properly destroyed. Attach additional pages if necessary.
Document ID # Description of Document I Date of Records From [ Date of Records To
Division:
Prepared by:
Approval to destroy above - listed records:
Department Head:
City Attorney:
Destruction completed by:
Signature:
Instructions: Send copy to Water Resources Secretary
Date:
Date:
Date:
Date:
5: \FORMS\Authorization to Destroy Obsolete Water Resources Records Forrn.dm