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Home My WebLink AboutRES NO 051-16(1)RESOLUTION NO. 051-16G) AMENDMENT NO. 1 TO RESOLUTION NO. 051-16 RELATING TO THE RECORDS RETENTION SCHEDULE FOR DEPARMENTS OF THE CITY OF BAKERSFIELD WHEREAS, Section 34090 of the California Government Code authorizes the destruction of City records with approval of a resolution by the legislative body and written consent of the City Attorney; and WHEREAS, Resolution 051-16 is a Council approved retention schedule for the following departments/divisions respectively: City Attorney, City Clerk, Development Services, Finance, Fire, Human Resources, Police, Public Works, Recreation and Parks, Risk Management, and Water Resources; and WHEREAS, this amendment is necessary to make changes to the retention schedules for Development Services, Finance, Fire, Police and Public Works. All other department schedules remain the same; 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; 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: 1. The above recitals are true and correct and are incorporated herein by reference. 2. Resolution 051-16 and its Exhibits "A -K" attached hereto and incorporated by reference herein is hereby amended. ..rr.. > m Page 1 of 2 Pages - o ORIGINAL 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 AUf1 15 2010 by the following vote: d ✓ ✓ ✓ ✓ ✓ ✓ YES' COUNCIL MEMBER RIVERA, GONZALES, WEIR, SMITH, FREEMAN, SULLIVAN. EARLIER NOES: COUNCIL MEMBER Nahv ABSTAIN: COUNCIL MEMBER NIC-. ABSENT: COUNCIL MEMBER NKNIL. V `a;t� CHRISTOPHER GURRY ACTING CITY CLERK and Ex Officio Clerk of the Council of the City of Bakersfield APPROVED AUG 15 2018 By 1i 0 KAREN GOH Mayor APPROVED AS TO FORM: VIRGINIA GENNARO City Attorney VIRIDIAMA GALLARDO-KIN Associate City Attorney VGK:vlg Attachments S\COUNCIL\Resor\1619\AmendtoRe,.,d,RelenlS.h.dAlID.,[, d.lx OK g AK,eq ti m - Page 2 of 2 Pages - o 0 ORIGINAL RECORDS RETENTION SCHEDULE CITY ATTORNEY'S OFFICE • City Attorney Departmental Employee Files • City Departmental and Municipal Files (Correspondence, notes, reports, miscellaneous) Five Years: • Code Enforcement Files - statutory requirement • PitchessMotions- statutoryrequirement • Litigation Files, except water litigation matters • Investigation Files relating to litigation matters • Original signed time cards for payroll • Budget files S:\CLERK\RecudsRetention\RecordsRetenflon-CAOAd x �gAKf9 o sT EXHIBIT" —1" o ORIGINAL l� J c 2 pQ0AkF9 T m U b ORIGINAL c g N y �jQ a GyV Y g _L p j g U € 6 � 0 !!S OF » i i d9 did m dddidNUG.-dd °rcs a�S R 23 N i5 A t3 df pp q c u u u u 0 c` c 2 pQ0AkF9 T m U b ORIGINAL 0 o``0pKF9S T ti m ORIGINAL � B € � A s m`g <0 <mu <:U a:UO <: 6:U <md o N <mU Qs 3 EE8 3 � gg D g0 yp V< RS p4 02 ,fir ggOd O a d:u Ua d: tie $a: T$:J 4d:J z tbdm� 1.0 a o _ _ wU o``0pKF9S T ti m ORIGINAL � : ORIGINAL `_}# ! »| ! z! k�� ! f <.6u <§e | | | .! � � ! |� 11 offc | ! | l .9 E�)� �•� ! � | | �� !|� 2 f! 2|f , _ \ � 4 �! | , ■ � �!, || ��< �/t ' �!f! ! | tkf{ � | | ` !! « �� z ■ |{� �; ■t|! !|` | | � | !7 !! !|�U |;:; § ■ | z ! |§� . |{! §<� � s« ■ § §! » §;§!!,N ■!§ ; \\- /.!$ // k§�)� \\\ !I |§422;� ._. Ag in I ORIGINAL : d� < ORIGINAL | � ■! { � 2 | §) 2 | #■ !� | §f a 10 ! { |•� !� !|t | �■|�.�/!� ! • ,!! ! d� < ORIGINAL t ° A 8�.& m ro� U 5 g ■ 9 M$ E S� � � S E d �� g -.;Ili 3gga 8aI z° 15Fm 6J 11 1 e88-u�� c S4U aUg. u yuA� U�u V U � U U c�lry O�rv�UU CSl. O (g� U O F V U U 6 U U F V 2l g g U 99 F- (l U [,J U U U 1H lu 4 U L U V 3 a x zppw m 6 666 66 a ja U 19 AAA F ug uu3i gu 88 Nu u,u z o� Ua u J6 U6 UU N4 U U mUU6a.U6 Y�I y x y� zs WN 3 E 1 g az° a � s s a 55 =€ m ri Qry U 5 5 rU (J rv� O 5 E Ju Vdi Uu Uv,i 6 u U 6 + + + + + ry + + + + V 6 V U U W L u U U U U 6 6 5 N { Q ua uSysSg s"a h�'a u�u.��., ¢ �ry ma n mn f 5 c � a e °w saw EEE 8 E."EEE 8 8 J E - H m y E E i s f {6 p p E m ._ E eo t 2 $ ¢ V p ♦Q - C� m a D✓ m� $�jyym V� � �.. Q QQS U$ p F y S m _ o _ o _ E 3u U 0 s N E o m E n n n aw '' Gk�7" o m c m qAff � o Zm m mp ichi E ufl.R I Ma. ¢`, 1211� — $ n b = FINANCE RECORD RETENTION SCHEDULE ACCOUNTING AND BUDGET CONTROL DIVISION (Updated Apid 24.2019) ACCOUNTSPAYABLE RETENTION PAYROLL DOCUMENTS Permanent Accounts Payable Voucher Register Permanent Accounts Payable Check Register 5 years Accounts Payable Claim Vouchers FINANCIAL DOCUMENTS RETENTION Permanent Annual Financial Statements Permanent Annual Budget ��epKf9�; EXHIBIT"� o IRIGINAL PAYROLL DOCUMENTS Permanent Electronic Payroll Register (5 years paper) Permanent Electronic Expenditure Distribution (Include w/check register) Permanent Electronic P.E.R.$ Report 10 years Homs ProofYlime cardMDidly Roster 5 years Electronic Registers (excluding Payroll) 1 year Paper registers (excluding Payroll) 5 years W -2's & W-2P's and 1099's RECEIVABLES 5 years Utilities & Other Accounts Receivable Registers FINANCIAL DOCUMENTS RETENTION Permanent Annual Financial Statements Permanent Annual Budget ��epKf9�; EXHIBIT"� o IRIGINAL 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 ��epKf9�; EXHIBIT"� o IRIGINAL 2 years Preliminary Budget Permanent State Controllers Reports Term of Bond +3 yrs Bond Issue Official Statement Permanent Accounting Croups 5 years -past Federal and State Grants and Entitlements completion Electronic Purchase Orders 5 years Report of Monies Collected Permanent Annual and Departmental Audit Reports (CAFR) 5 years Cash Receipt Books 3 years Bank Reconciliations & Statements 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 5 years Annual Contracts 5 years Requisitions PROPERTY MANAGEMENT 5 years Real Property Appraisal 5 years Escrow Files o��pKF9,� s � m U O ORIGINAL RECORDS RETENTION SCHEDULE FIRE DEPARTMENT I. Retain two years: 1. Claim Vouchers 2. Purchase orders 3. Memos/correspondence 4. Payroll hours proof 5. Receipt books 6. False alarm citations 7. Requests for time off 8. Budget work papers It. Retain five years: 1. Fee calculation worksheets 2. Fire Civil Service Board meeting agenda and minutes 3. Agreements 4. Inspection records 5. Training records 6. Retired or past employee files III. Retain ten years: 1. Monthly consolidated reports 2. Daily rosters 3. Employee time sheets 4. Fire Reports 5. Accident reports (non -workers' comp) IV. Retain indefinitely: 1. Arson case files 2. Current employee files 3. Certified Unified Program Agency files All records, documents, instruments, books and papers not mentioned in Sections I through IV shall be retained a minimum of two years. Duplicates of all reports may be destroyed at any time when the duplicates are no longer OPKF needed. Any of the above may be retained for a longer period if circumstances of am so warrant.m ORIGINAL EXHIBIT" E ui_ ��• :t �- �_�: !moi 1 TtfLE GgMERALDESCRurflDN RETENTION Active Rafree Innaarrce File Mayinmkide �a D+5 YRS Floe may hrddw Arbih�on, gdwAnos, anion requaw, Admhdab�a Flea amoal haraee rm. and C?d Iifghts, oorr�lahrle, dledplisp T+ 5 YR3 sdkaa, DFEN EEOC dolma, elc.. Barelf Plan Inkinna ion Inaaace plan sod dom mems C,+ 3 YRS Benefit Rundlmo�es Payroll narMvoioss for hasMr hardb CL+2YRS Cid Service Board Mho: Cid Sarvios rsafiglevidleath hlix.ra n CU + 7 YRS (minutes, deddorm old.) Mdor vetdde put rmtlas, DMV kdbm me6cal srarrirer DOT File oardfk - DMV rtredrti report mosp, CVD steun report T+ 5 YRS aim Bnployee Berrdlb Flo May holude PERS eraaire lama, betnlf a mallow T+ 5 YRS tams, Lfe kaaanoe forme, LTD, eir: Flas may hrirdm Rel®s eLAp6elbrn, aaMlr�lora, Em, !es Perso and Files reaesigrarafs; arddds arpbymed, donsrrmrdatlora, dhrJpiray adiar, irmhretlars, Dafa orOMoe, T+ 5 YRS pwb.,-ma sesMmorm employes medal files, NarrlMcatlorr ®ds. Farm 1-9 Enployrsrd 8ofily VxMWOM T+ 3 YRS NsgoWbm Wailes, mrawondmma, copies of caaacls end CL+ 5 YRS LIWW KkxmofAWemnrda Ap Mania re (not hired), rewre s, attemels listefape, irrdloee, Racn*r exit efI^Idlydiarlowns siounkotlon rrreleriak erarrrtatlon CL+3YRS answer I lab belle ft eilg6My, electronic delabas, mrrsporramce RFPWCmb=WAgreenanb Heefhrare mraAleMs, temporary agerrde, medical firms, CL + 5 YRS vendors, slo. Shda New Hire Reports Payroll Wmaled reports for Stale of California dale FD + 2 YR Temporary Employee Files Appkdlors, rewmes, work permits and mics, aid. T + 3 YRS Temporary Reau6nmd Appilcetlorm, regimes, work pemlls, alc for so' not CL + 2 YRS AppliallifibrM Inactive hired Unemploymard Claims EDD dalms UI mtkxs at. FD + 3 YRS NOTE: If the Cky is imedved lo an employment -misled disputa with a l aminend employee that has not yet been reconciled. Documents must be retained relating to the employee until MoormliWon or a rafemion period has exphed, whichever Is leer. o�epKe9'JT m EXHIBIT" ORIGINAL Am TWO Bakersfield Police Department Records Retention Schedule This document serves as a guide illustrating the time period documents must be retained before they an 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 an be destroyed at anytime without approval. DEWTIONS Record: any information kept held, filed, produced by, with the City of Bakersfield or Bakersfeld Police Department in any physical form whatsoever including, but not limited to, reports, statements, examinations, memoranda, opinions, joIdea, files, books, manuals, pamphlets, forms, papers, designs, drawings, maps photos, letters, microfilms, computer tapes or dish Nies regulations or codes. Closed: an investigation that a 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 ACCOUNTING/FINANCE Purchase authorization Creation +2 Activity reports by division, council referrals, ADMIN REPORTS/REQUESTS citizens requests for patrol presence, Creation+2 research project files INTERNAL AFFAIRS Complaint files 5 Grievance files Closed+2 MANUALS General orders, policies, procedures Permanent PERSONNEL Department roster, schedules, timekeeping Superseded+2 Personnel files (sworn) Permanent Termination of Personnel files (civilian) employment+7 Background (non -hired) Closed+2 Termination of Volunteers employment+2 PRESS RELEASES Creation +2 PROGRAMS/EVENTS Crime Prevention, speaker requests, event Creation +2 files, brochures TRAINING Bulletins Permanent Lesson plans Closed +15 Termination of Officer training record emolovment+7 pAehKF9J.� EXHIBIT"Com° U � nrnt;INAI_ ai Bakersfield Police Department Records Retention Schedule to Record Series Description Retention Range schedules, rosters, course materials Creation +2 ALARM RECORDS Same retention as Creation +2 CHEMICAL EMISSIONS INVESTIGATOR'S FILE Detective case books Creation +2 EQUIPMENT RECORDS Inventory, equipment list with assignment, range inventory records, vehicle assignment, Superseded+2 Same retention as Radar olibmtion Life of radar+2 Latent prints Weapons database Permanent LOGS Arrest resume Creation +2 Juvenile detention processing per CYA/CDCR Creation +2 Property Room Creation +2 PAWN RECORDS (Slips) Creation+3 PERMITS & LICENSES Concealed weapon, bicycle, bingo, massage, cabaret, special event, pawnbroker, alcohol PCN Creation+2 PROPERTY DESTRUCTION Guns, narcotics Permanent RECORDINGS Telephone and radia communications Creation+180 Days Body wom camera video Same retention as associated report and no less than 60 days RESTRAINING ORDERS Active STATISTICAL REPORTS Creation+2 SUBPOENA FILES Creation+2 SURVEYS Responses, correspondence with other agencies Creation+2 CHECKPOINT Documentation from checkpoints Creation +4 ASSET FORFEITURE Investigation case tile, notmcations Uoseo+t EVIDENCE Included but not limited to: photos, Same retention as audio/video recordings associated report INVESTIGATOR'S FILE Detective case books Same retention as associated report FINGERPRINTS Persons suspected of a crime, taken for Same retention as comparison — no arrest associated report Latent prints Same retention as associated report �gAKR9 o sT m Page 2 July 10,1019/G nrive: Records Supervisor U p ORIGINAL wh Bakersfield Police Department Records Retention Schedule 40 Record Series Description Retention INFORMANT FILES Termination +30 WARRANTS Felony 10 WARRANTS Murder/Escape Permanent WARRANTS Misdemeanor 5 o�epKF9,� s m Page 3 I„rr 10, 2018/c nave: Records supervisor o 0 ORIGINAL CRIME Felony -General Closed+6 Felony- Child abuse (unsubstantiated) Closed+10 Felony- Homicide, assault on peace officer, child abuse (substantiated) Permanent Misdemeanor/Infraction Closed+2 OFFICER INVOLVED SHOOTING Fatal Permanent Non-fatal Closed +25 INCIDENTS Until cleared, recovered, or closed +2 TRAFFIC Injury accidents Closed+10 Fatal accidents Permanent Arrest/Citation Records Non -injury accidents Closed+2 M Field Arrest Data Sheets 2 Citations — Misdemeanor 2 Citations — Infractions 90 days Sealed Arrests 3 o�epKF9,� s m Page 3 I„rr 10, 2018/c nave: Records supervisor o 0 ORIGINAL j Pldl�e UIM�Is o``eAKF9� EXHIBIT" I ORIGINAL d 3 wC• W v CL ri x 0 o��pKF9.o s � r U O ORIGINAL o „ `o o``@d L j U TL N U { C 3 r m ^c > o m r » AWE Y T C } } T } Y C p O 52 0 T N N N O m m U p m o m W U dm "'„ O1 p o , o c E m W p o o„ g m J - W._ u n C J 0 LL m u C o Z O O mO m J i j 0 a m o c c °E 0-m moo5my rc p F 0 H m EEa V— p csgo K 00 V m 5 m t o$ 5 L E 3 E m p ` E o W ; o 6 u < c 6 m m v d 'c E n m a 0 d E `o° bmom°u5»m W -pzm m ma o`m aE 5.ac- Eo o o n aop 2 E D aO 0 Z E O o p� O 2 — mO bo C N6tE O a=pg00 q m tj U UTmm o2- au cu n 0 0 O 00 p WUJ R D E —E O 0=U F D u CCO Cm pCiuzmE> m? 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E r -0 bmo .O, `m=maE$o mm;i e:mm$m_o. oso ,.00 po ° E `o o CEO' m 6D o o° OE Z �Ecg °o0 momnE m E 62o u n _°u�D°.m n rc E$ m$ u c E u �o0 4=Dg Uuom F ezE'Bmao i �m $2mc E m �� F -° m m 3 0 ° W2c 'Ob'om m oEo `g buu� m g 0 D= o °o m u 2 0 .o c= �. _2 v °Eb9�� V m m° Er AD 63m -:c@D Sv n9e u o coE$3 E r E u R n n n o°° 3 3 3 3 3 3 1 3 3 3 3 3 c L ->L E E E E ; 'o 'o `o g 'm 'm 'm v v @ m m m m o``0AKF9N ti m v � nRIGINAl t�uAitae P1�paatl bye Doti: J 9 "wl • . J -1.. ];JI I- Accident Reports (Pqmty, equWwt damage, Industrial, first old, and slow property) 3. Accrual Reports 4. Budget Waksheets 5. w• 6. Clock 8. Donation Requals; and Correspondence 9. Facility Reservations and Supporting Docurnents 10. HIM an*999 FIN 11. Pool Closuree 12. Receipt Books 13. Report of Monlee Cojected 14. Reverm analysis 15. %nature Shwb for Paycheck Pickup Packets16. TerworaryErsplovessi'lles; 19. D. «, d Medical Form signed by Doctor for Participants in Affer School Or Day Camp ftograrne 21. Closs Regbirallm and Waivers, and Rental Receipts i AED Monthly Inspection Log RI. RETAIN RYE M YEARS 1. Chemical Usage, Location Reports, Chlorine and Oxygen Logs 2 Monthly Pesticide Use Report (for Kem County Agricultural Commission) 3. State and Federal Grants, Bonds, and Agreements 4. Safety Training Files (Agn4n sheets) 5. Sade Inspeciions/Staff Inspection Forms (Forks) 6. Participants - Incidents and Accident Reports/ Aquatic and Water Rescue Reports 7. AED Daly Checklist 8. Safety Training Flies (signin sheets, In-service agendas) 9. Slide inspection (Aquatics) 10. Daly Me inspection(Aquatics) oeaAKF9J T EXHIBIT" " IV. 1. Safety Data Sheen M records, documents, Instruments, books and papers not mentioned in Sections II through IV shall be retained a minimum of two (7j yeas. 1 - oQ0NKF9 T ORIGINAL RISK MANAGEMENT REIEKnoN scHEnuLE I. Gw w cwawmdsrmmdudseldx-deperbnenlelmamo n&=) 2�P�O RWO W6rlalreets and & Aomwd payable Veudrers 4. line Cantle L RETAIN FIVE (4) YEARS: 1. Safety QM*69 MIM it k ft the tbwk6 L Ap nbs b. M Am G CPRIFkd Aid Tmk ftMp In Shaeb ` IL RETASIIR MCASENICL.OSEDPL ISFNEMYEARL I. UdAly 0d= (Paid wd Dwied) 2. Risk Nrrpenrer' Repab Mdudw Fedaal OSMA fame, L.aoRm MryebmWAdmW Sb6w) N. RETAIN tWM CASE IS CLOSED PLUS SEVEN (I') YEARS: 1. &*erviwAodderd InvadjWdon Report Inddard Reports(ndudas FirstAld IBM 2. Propedy Damapa Cbkw V RETAIN tMML TMINATION OF EMPLOYEE STATUS PLUS SEVEN (7) YEARS: Enployealrrforr Mm: 1. fleakpFanrI -J oFOAK`�9 T EXHIBIT J ORIGINAL V. RETAIN INDEFM TEM 1. Insmaance 2. ACCEL .bink Powers Apmeernank 9. kwxmm CertlOmm (Liebftfi oparVyybrlmesCompensdon) 4. Wolkm denied daknaCmpensadon--Ckdm FUS, bdbg udmadical only, indemnity and 5. MuNly Retkament Flies All scads, doaarients, kwhm b, boobs and papas not mentioned in Swim I Rough V *M be m WkW a mrkmum of two (2) ymmms. MOcates may be dadmyed atany*m. • Any of the above may be mebkmed for a bnper period N cimaamabncss so wanark. o``8AKF9s F m J O ORIGINAL WATER RESOURCES DEPARTMENT RETENTION SCHEDUIE 4. Cound Rob, c. 7. Work Ordw KwRlV0r0pS1`Qfl=D*ftwSlmh Deliveryloballon 1. Reports of Monies Collected 2. EMM ties 3. Water Rales and Fees . 4. Mord* Qumia* and Other gangs 5. Vesting Twk&e Tract Maps 11. Ves ft Parcel Tract Mops L 1. Grant Project Administration Records (urdess grant reww bnI N.WAN tKK COM NARL 1. Construction Flea V. RETAIN INDEANDH.T: t. Cq*d Improvement Project Flies 2. Al Water Plans 3. Water$tudes �OnKea 4. Water Main Documents EXHIBIT" k sm 5. Kem River Dispatcher's Records o ORIGINAL nAutliaiatim to Destroy obsolete Wow Resowees Records Farm In aucoadmwe wrm Res*dmf. and upon comeor of me Wster item mxes U=qW and city Atesm y eherecordsde6edbdowwmbepmpal9deeurp& ANadeadmuonapillearammumary. Prepared br• Approval todeabwabove4aboll mc, I oepvnnent Hdd: cpAtmmey: ogee: o�epKF9T s m SV1 A%A0dvKh1ft W Db W OW*W WSOeradosm a®rdc PodnAm U O ORIGINAL