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HomeMy WebLinkAboutRES NO 051-16(2)RESOLUTION NO. 051-16 (2) AMENDMENT NO.2 TO RESOLUTION NO. 051- 16 RELATING TO THE RECORDS RETENTION SCHEDULE FOR DEPARTMENTS 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 Wafer Resources; and WHEREAS, on August 15, 2018, Amendment No. 1 to Resolution 051-16 was approved, allowing for changes to the retention schedules for Development Services, Finance, Fire, Police and Public Works; and WHEREAS, this amendment is necessary and will serve three purposes: to incorporate the retention schedules of the City Manager's Office, Economic and Community Development and Technology Services, to update the retention schedules of all City departments/divisions, and to clarify that the destruction of a paper record that has been converted into an electronic record must be done in compliance with Section 34090.5 of the California Government Code; and WHEREAS, the incorporation of the retention schedule of the City Manager's Office, Economic and Community Development and Technology Services will cause Exhibits "A-K" to be replaced and renumbered with the attached Exhibits "A-N"; 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: The above recitals are true and correct and are incorporated herein OPKF� o - Page I of 3 Pages - m ` 0RONAL by reference. 2. The previous Exhibits "A-K" are hereby repealed in their entirety. 3. The record retention schedules of departments/divisions for the City of Bakersfield are attached hereto as Exhibits "A-N" and incorporated herein by reference, and are hereby approved. A. City Attorney B. City Clerk C. City Manager D. Development Services E. Economic and Community Development F. Finance G. Fire H. Human Resources I. Police J. Public Works K. Recreation and Parks L. Risk Management M. Technology Services N. Water Resources 4. Each department/division may destroy items listed in Exhibits "A-N" 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. 5. All records, documents, books and papers not specifically referenced herein may be destroyed two years after creation, unless otherwise specified in state law. 6. Upon the passage of this Resolution, City Council authorizes that each department/division may, without the further approval of City Council or the written consent of the City Attorney, destroy a paper record that has been converted into an electronic record as long as it is in compliance with the provisions of Section 34090.5 of the California Government Code. 7. Upon the passage of this Resolution, City Council authorizes the automatic destruction of electronic mail (email) two years after creation. This Resolution shall constitute approval of the legislative body and of the City Attorney as may be required by state law. gAK``9 Page 2 of 3 Pages - 8. Upon the passage of this Resolution, City Council authorizes the automatic destruction of routine video monitoring recordings in accordance with state law, as may be amended from time to time. This Resolution shall constitute approval of the legislative body and of the City Attorney as may be required by state law. 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 FEB 2 2 2023 by the following vote: AYES: COUNCILMEMBER, ARIAS, GONZALES, WEIR, SMITH, FREEMAN, GRAY, KAUR NOES: COUNCILMEMBER ABSTAIN: COUNCILMEMBER ABSENT: COUNCILMEMBER J IE DRIMAKIS, CI%C,AMC CITY CLERK and EX OFFICIO CLERK of the Council of the City of Bakersfield APPROVED F-13 2 2 L023 By KAREN GOH Mayor APPROVED AS TO FORM: VIRGINIA ENNARO City Aft ey By c VIRGINIA GENII City Attorney VG/EV:em Attachments 5 \COUNCIL\Resos\P2 23\AmendIoRecordsRetenscheQAI Depts tlocx o�gAKF� s Page 3 of 3 Pages - J RECORDS RETENTION SCHEDULE CITY ATTORNEY'S OFFICE Two Years: • Municipal Files (correspondence, research, notes, reports, miscellaneous, committee binders) Five Years: • Pitchess Motions -statutory requirement • Litigation Files, except water litigation matters Seven Years: Budget Files (payroll material, worksheets, expense sheets, general accounting) Closed Session Minutes Updated J.rw.W 19, 2023 EXHIBIT "�FaNKF� ORIGINAL 0 O d � c O j � N c C C O C � E E r m r m r 0 0 0 N d N d n d d N N a) Q o] Q m Q m U D w N N c O c _O O O ° c 6 41 N"OO Em O. C N E .u- U N m Oox O N V a 'j c c ao oa) p � c c 00 w E om°d E Q EE u mrn U mo imEm 5V UW ( z 0 °oo°oaoo°�c a o' E u E u c ° O o o V_ u oc-o`o `om�mc m aI Q> O a D mooQ) c_ .0 a j p 0.9 j E o u°=- =oo�� Ur��UVo UUxxa o=Q�Q�QE £ Q m Q m >EQmUOw aa,— O p] O p 0 U U O m 3 0 0 b h P O P LZ O O O O O N Cl R In 0 0 0 0 d 0 0 0 0 0 0 o o c C � p U F a c c C O c c 0 > O Q C� U LL a M- C a E o � d c p c O O ' pr v ^ d> N O -Dui N Q mU N ai 2 � O N 0 O, U C O N a U Up O a) O O c 0— O O O. E O O 0 0 .` -O U 3U �U E N >-c w 3 0)-EU wo U U UO a�—oE �sN a�c..Uu OI U U N E C a UT°� c `oa�a°U2 O U E LLO 'o o m o E .' o uLL2 Uc, -o „w o aoo-6a"'E 45mU U U O 6- U V 9 U) O E .o U W= N iL U a 0 U U vOi 0 0 of U 6 0 N a o LL 0 0 ^ 0 cs 0 0 0 0 O O O N Cl b ^ W m 6 c � c O � � U � U j ° o > � . O � d d O a O w C C N N C d m Q U � — O � O C O U C N C U m O p O O w E Q 0 OU U m N N � o o � v O V C N N N K CITY MANAGER'S OFFICE RECORD RETENTION SCHEDULE File Code I Records Retention Period ADMINISTRATIVE RECORDS CMOI City Manager's Office Correspondence (Includes miscellaneous correspondence, memorandums, Flyers, etc.) 2 Years CM02 Fleet Los 2 Years CM03 Friday Letter Packets 2 Years CM04 City Manager's Office Standard Operating Procedures 2 Years CM05 Press Releases/Media Content 2 Years CM06 Referrals - City Council 2 Years CM07 Municipal Issue Files Records pertaining to specific projects or issues, including but not limited to correspondence, emails, memos, reports, plans, notes, and reference materials. 2 Years CM08 Real Property Files 2 Years CM09 Grant Program Files 2 Years CM010 City Manager's Office Financial Files Records related to budget issues, requests, justification, analysis, and additional generated back up for budget decisions 2 Years CMOI I Annual Budget 25 Years 0PKF9 EXHIBIT "C" mB^ _ s f ss_e = _ s _ 5 F x E 8 _ � 5 E a c _ - 5x $ i Y$ fr Si$b P fr b E=e £Y "" fr9` at 2` aE" 5E ➢ aLE 8i fr€, - — s€ a s Y Y Y LLii E�' E S L L b� - iEry _Li $�� k "�;.[.`ai[ ao �"r[�eE � "s� $ si:�o: o E ooE• 3 E :"�& a oa"c" oS e oa - - aSo- s " a SS fr � k e a a € o {\ } \) !!i{! ! ! I E - 2�- §. ; § �` - --- - - - - - - - z� \ \ \ \\ \{\\{\ / \\\\)_ - ---_ - -<rr- - - - - $. - ( § §d 6 »- \ 0 ` �- t „ ) - _ _ ©� 2 2- E % 4 j ACCOUNTING AND BUDGET CONTROL DIVISION (Updated January 13, 2023) ACCOUNTSPAYABLE RETENTION 5 years Accounts Payable Voucher Register 5 years Electronic Accounts Payable Check Register 5 years Accounts Payable Invoices & Claims / Vendor 1099s PAYROLL DOCUMENTS 25 years Electronic Payroll Register 25 years Electronic Expenditure Distribution (Include w/check register) 25 years Electronic P.E.R.S Report 10 years Hours Proof/Employee time records/Daily Roster 25 years Employee W-Ts RECEIVABLES 5 years Utilities & Other Accounts Receivable Registers REPORTS 25 years Expenditure & Revenue Ledger 25 years Project Report and Annual Summary Reports RETENTION 25 years Annual Financial Statements 10 years State Controllers Reports Term of Bond+3 yrs Bond Issue Official Statement 5 years Electronic Journal Entries 5 years -past Federal and State Grants and Entitlements completion a PHC� ORIGINAL k� oob,2m�wn,2ma wdn�tw�a.l.da� Mlla—aood.],-23fias— EXHIBIT rrFrr 5 years Report of Monies Collected 5 years Cash Receipt Books 5 years Bank Reconciliations & Statements 5 years Daily Treasurer's Report 5 years Monthly Investment Report 5 years Business License Applications 10 years TOT Records 5 years Electronic Purchase Orders 7 years Formal Bids/Annoal Contracts 5 years Electronic Requisitions c\dehMoaNcmtmnon\rztendoneddbllrdn9e(,p&t, Mnle)\firel—Wnbi\e2023\fimmcemmtlon-hM1dWe]M3fineld.- �aAKEJ 3OBIGINAL FIRE DEPARTMENT I. Retain two years: 1. Requests for time off/Travel requests 2. Budget work papers 3. Memos/correspondence 4. Receipt books 5. Citations and associated billing II. Retain five years: 1. Fee calculation worksheets 2. Inspection records 3. Training records 4. Cal DES billing and deployment documentation 5. Report of monies collected (deposits) 6. Purchase orders 7. Requisitions 8. Arson case files III. Retain seven years: 1. Federal Grant documents IV. Retain ten years: 1. Daily rosters/Employee time sheets 2. Incident reports 3. Accident reports (non -worker's comp) V. Retain indefinitely 1. Current employee files 2. Certified Unified Program Agency (CUPA) files 3. Fire Department building plans for fire sprinklers and alarms All records, documents, instruments, books, and papers not mentioned in Sections I through V shall be retained for a minimum of two 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. of a Ke 3ORIGINAI0_ EXHIBIT "G" HUMAN RESOURCES DEPARTMENT RECORDS RETENTION SCHEDULE (Updated January 30, 2023) BENEFITS LEGEND CL=❑osea/Completion D=Deceased ro=aims Date r=termination H=Hire Date Retention Title Descriotion D+5 Years Active Retiree Retiree Insurance forms, PERS enrollment forms, benefit Insurance File enrollment forms, life insurance forms, long term disability forms, etc. T+5 Years Employee Insurance forms, PERS enrollment forms, benefit enrollment Benefits File forms, life insurance forms, long term disability forms, etc. CL+3 Years Benefit Plan Insurance plans and documents Information CL+2 Years Benefit Payroll runs/invoices for health benefits Runs/Invoices EMPLOYMENT Retention Tide Description T+5 Years Employee Files may include: Release authorizations, certifications, Personnel Files reassignments, outside employment, commendations, disciplinary actions, terminations, Oaths of Office, performance evaluations, employee medical files, identification cards. T+3 Years Temporary Applications, resumes, work permits, and Oath of Office. Employee Files CL+3 Years Recruitment Examination materials (schedules, candidate information sheets, questions, and rating sheets). T+5 years DOT File Motor vehicle pull notices, DMV letters, medical examiner certificates, DMV medical report receipt, CVO status report, Clearinghouse registration, etc. T+q Years Form 1-9 Employment Eligibility Verification DEPARTMENTAL FILES Retention Title Description CL+5 Years Investigative Files Files may include: Arbitration, grievances, union requests, sexual harassment and Civil Rights, complaints sustained and non -sustained, DFEH/EEOC claims, etc. CL+2 Years Negotiation Minutes, correspondence, copies of contracts and Memorandum of Agreements. 2 Years Administrative Files RFP's, Contracts, Agreements, Budget and Fiscal Reports, General Correspondence, Healthcare consultants, medical firms, vendors, etc. FD+3 Years I Unemployment Claims EDD claims, reports, UI notices, etc. EXHIBIT rr HtWJa!CINAL' BAKERSFIELD POLICE DEPARTMENT RECORDS RETENTION SCHEDULE Administrative ACCOUNTING/FINANCE Purchase authorization Creation+2 ADMIN REPORTS/REQUESTS Activity reports by division including statistical reports, council referrals, citizens requests for patrol presence, research project files, general correspondence, etc. Creation+2 INTERNAL AFFAIRS Complaint files (Sustained) 15 Complaint files (not sustained) 5 Grievance files Closed+2 MANUALS General orders, policies 10 Procedures Superseded+2 PERSONNEL Department roster, schedules, timekeeping Superseded+2 Personnel files (sworn) Separation +15 Personnel files (civilian) Separation +7 Background (non -hired) Closed+2 Volunteers Separation+2 PRESS RELEASES Creation+2 PROGRAMS/EVENTS Crime Prevention, speaker requests, event files, brochures Creation+2 TRAINING Bulletins 7 years Lesson plans 7 years Officer training record Separation+15 Range Schedules, roster, course materials Creation+2 General ALARM RECORDS Creation+2 EQUIPMENT RECORDS Inventory, equipment list with assignment, range inventory records, vehicle assignment Superseded+2 Radar calibration Life of radar+2 Weapons database Permanent LOGS Arrest resume Creation+2 Juvenile detention processing per CYA/CDCR Creation+2 Property Room Creation+2 PERMITS & LICENSES Concealed weapon, bicycle, bingo, massage, cabaret, special event, pawnbroker, alcohol PCN Expiration+2 DISPOSED PROPERTY INVENTORY RECORDS Guns, narcotics Guns -Permanent Narcotics-7 years RECORDINGS Telephone and radio communications Creation+180 Days Body worn camera video Same retention as associated report and no less than 60 days SUBPOENA FILES Creation+2 CHECKPOINT Documentation from checkpoints Creation+4 EXHIBIT BAKERSFIELD POLICE DEPARTMENT RECORDS RETENTION SCHEDULE Investigations ASSET FORFEITURE Investigation case file, notifications Closed+2 EVIDENCE Including but not limited to: photos, audio/video recordings Same retention as associated report FINGERPRINTS Persons suspected of a crime, taken for comparison — no arrest Same retention as associated report Latent prints Same retention as associated report INFORMANT FILES Termination+10 WARRANTS Felony 10 WARRANTS Murder/Escape Permanent WARRANTS Misdemeanor 5 Reports CRIME Felony -General Closed+G Felony - Child abuse (unsubstantiated( Closed+10 Felony- Homicide, child abuse (substantiated) Permanent Misdemeanor/infraction Closed+2 OFFICER INVOLVED SHOOTING Fatal Permanent Non -Fatal Closed+15 INCIDENTS Until cleared, recovered, or closed+2 TRAFFIC Injury accidents I Closed+l0 Fatal accidents Permanent Non -injury accidents 5 years Arrest/Citation Records FIELD ARREST DATA RECORDS 2 years CITATIONS- MISDEMEANOR 2 years CITATIONS- INFRACTIONS 2 years SEALED ARRESTS 3 years OPKFJ o s^ r �o 0OFI0INAI- 3 C 0 a N in Y O 3 V d "s L a eaD a> odd O Oat 0 o c_`o o� .V a m a ffi .a o=E c 5 a > > E 0 o o N = `o O O c L O 0 c °� 0 m _ m �U mo'm ¢E r -`c c- Oo c ° a, nT� m`mc -m� m u - n' E `0 s d4m 5 -�°�0n a°U 00 U m6L zp 0 c N c D c '" o c 3 O o 7 d 41 o m U LO aE �amo �Eo `c_d� x� E'En cw a E,a0 E >o iz 0 3 p-9 nEa 0a0 QEd V D°o N`0 c u g '- E Vi a 3 0➢ z v m .E E> o doo o E o D a ao °' a z i o o °➢ E E E c _a _oao pv �= Too nw.o: m ems` x ma om .� EpOo =a rYEE � n6o°° E O OO °u EUEU0 ° Oo`m I 0 D n O E o c o o rn 9 Em iDo Daa°° n,o-oo E3 0 oa o O mQ o'u< o O ,U(tLjE° D N U ^0 co o ¢ _ .cc6 vou SO o.Nz2 o3a mO �°W nT E oo c o _ Z 'oE °0n't OPO Od „dvp0 zDa j mm E O E__ V i 'u D O w o_ o O 2 a V ° 'p n V t `O C D O 2— w O z on U 0 E U Z_ 0 F O U� Q 0 E D O N V L— c j 2 O 6 2 E O E U D i O W °� � a> 0 °c m�zi.— m o O 0 a -o 0 y 0 u m c= o c W z E 4 a m W o 3 U LL O °� O°°' c za `\ m i = r c° U E° o �`- cc w W_ 0 O Z s N t F o z N O O D 6 O O z O W N E 0 L 0 o 0 ru N"O 0 Q N o n Q O rn D O O d co° .� E D -Euo O c D v Z do NEn UmoE <°' o ao 'm ua'Oo E NF °w�� a�En°u u �,'o_ U° a cda nn ° oaaon° U O o 0 o o N n < 07 0 6 d o 0 o d d o d d co co 0 a o 0 0 0 0 0 0 0 0 C d d d o c \} \ \ \ E �\\ 15 is \ /\\ \B136 \\ /\\ \\ }/ e �0_� - 3 _- is U- ) | § -[/\` :. _ - §}\K§ ( §\ -4 - ~ \§)§{ §__ §|§! 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L N U `o° U o E n' 9 6 i v E'c o 3 3 Z N O Q a V a'O T o °a°m f F w `a a o� W a ao U nE Uo E n Ulu U U U C d E o a ° a O E � 0 o _ m k 08 LU � & k k � £ § \ \\ \\ cc \z \ \ { 0, —ao ;« { \0-, 6 _ \ )/ \E \\ \ z_ u.\o : N u §! |0c § §;! —:0z §1|;} §\ `|{|4w :� t, \;§ (} k k §§ (}�§\)\)\\}§)| Q \ \ \) )\ \ ) \ \ ` ? ) {\\ — _- )f/\ ! _ \\\\\ \ \ \ 0 9 2\ �# )k\}/ /73: 0� a- cc {!a / ~ - s0 \ _i ( �))§� § _ §{\§� : _ /0 77 §� §§{\ - - ® `° 15 ( - o -_ - \/\))\uv \■:f )\))\\(\ ! ) ■ \ \\ \ \ }\ }\ \\ o o \}\\\\.\ jE02=u \ //\/}}}/\\}\}\\\\{ z 5; a \Vw �)§§ §§ 0000 \\ 0 2 2 \\\{) \ \ })\}\\))\ \ \{ \ \ \ \\\ \\ \ \0 \� \ : \) }\\\: \\{ \ \ f\ a\ \ \\ o \_ /§E § \{\ )\\{[) §({ \\) 0 0 ) )\ )}) ) 0 ) ) { u k \ \ \ \\ \ \ \ 0 \ \\ / a �\ i: ! §\ i§/ ( § w !(/ ( (�§§| ) )|§ ) » 2 a o }\\\ \\ \1� \} \\ Ei \ }\\ �2 \\\} \\\\ \\\\ \\ \\\ \ \\\\ -� - 0r= - Zr \>5 \\�\\\ S | 2 .\{\\ zCc � - ;[l,:�» =t§r§;B/! | - o } - - §[(/\§\(§�j{|\§{/ §\_ _ `■0z �!!!§4e\) :- _ |[\|24frz/;;■;E�,-_ _ ;\\{ \§\\{ |)\■)§/\§ff;i{§{}{{§ \\\\ \\\\\\ \\ )\ \ cc \ -1 = \ 0`- §{{ f -\ - §_ 7- _ }_ _ §\/ E (2:§} 0 ° §- ` - ;E K _ 2 050 \I_! _-: }\\ \ j\\\ �\\\}\}/\}\\ �\\\\\\/\ k ■ § � \))15 \ \ \\ \ \\ \\\\ \\_\\ \ � | i5 U ){({ )k/( a UG__' \\\\\\0'ZU :;l:[:let!■:{\)| ({)§((§{) §{}]\■ §� : , , : !: 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 Tracking Schedules 6. Clock and Time -Cards; Staff Sign -in Sheets 7. Correspondence (memos/letters) (incoming and outgoing) 8. Facility Reservations and Supporting Documents 9. Former Employee Files 10. Pool Closures 11. Receipt Books 12. Report of Monies Collected 13. Temporary Employee Files 14. After School Program Registration Packets 15. Day Camp Registration Packets 16. Medical Forms signed by Doctor for Participants in After School or Day Camp Programs 17. Class Registrations and Waivers, and Rental Receipts 18. AED Monthly Inspection Log 19. AED Daily Checklist If. RETAIN FIVE f5l 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. Safety Training Files (sign -in sheets, in-service agendas) 8. Slide inspection (Aquatics)/Daily Slide inspection (Aquatics) EXHIBIT Uaoi.Gk,"-LC III. RETAIN INDEFINITELY Safety Data Sheets All records, documents, instruments, books and papers not mentioned in Sections II through III 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. S:ACI£RK\RemtlSRelen�Iw�Relen�$cM1etlRe[6Pohctlov oeOPK`a ILVA V. RISK MANAGEMENT RETENTION SCHEDULE RETAIN TWO (2) YEARS: 1. General Correspondence (includes inter -departmental memorandums) 2. Accounting/Budget Worksheets and Corresponding Reports 3. Account Payable Vouchers RETAIN FIVE (5) YEARS: 1. Safety Committee Items, including the following: a. Agendas b. Minutes c. CPR/ First Aid Training/Sign in Sheets RETAIN UNTIL CASE IS CLOSED PLUS FIVE 15) YEARS 1. Liability Claims (Paid and Denied) 2. Risk Management Reports (includes Federal OSHA forms, Loss -Run Analysis and Actuarial Studies) RETAIN UNTIL CASE IS CLOSED PLUS SEVEN (7) YEARS: 1. Supervisor Accident Investigation Reports Incident Reports (includes First Aid reports) 2. Property Damage Claims RETAIN UNTIL TERMINATION OF EMPLOYEE STATUS: Employee Information: 1. Hearing Exams VI. RETAIN INDEFINITELY: 1. City Insurance Policies 2. Insurance Certificates (Liability/Property/Worker's Compensation) 3. Workers Compensation- Claim Files, including medical only, indemnity and denied claims 4. Disability Retirement Files o OAKF,� s EXHIBIT "L`-t, All records, documents, instruments, books, and papers not mentioned in Sections I through VI 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. o``aAKEa; RECORDS RETENTION SCHEDULE TECHNOLOGY SERVICES DEPARTMENT Two Years: • Department Files (correspondence, research, notes, reports) • Requests for Proposals • Requests for Quotations • Budget Files (payroll material, worksheets, expense sheets) eAK<<a EXHIBIT U C WATER RESOURCES DEPARTMENT RETENTION SCHEDULE This document serves as a guide illustrating the time period documents must be retained before they can be destroyed. 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. RETAIN TWO (2)YEARS 1. General Correspondence 2. Budget & Finance Documents 3. Time Cards 4. Cal Water Work Orders 5. City Kern River Levee District Inspection Reports 6. Request for Proposal and Qualifications Submittals 7. Water Board Materials. Agendas, Admin Reports, packets, and recordings. II. RETAIN FIVE (5) YEARS: 1. Domestic Water Rates and Fees (includes Studies and associated State Requirements) 2. Monthly, Quarterly and Other Billings (excludes Hydrographic Div.) 3. Fire Hydrant Flow Tests III. RETAIN UNTIL COMPLETION PLUS FIVE (5) YEARS: 1. Grant Project Administration Records (unless grant requires longer) 2. Mainline Extension Agreements IV. RETAIN UNTIL COMPLETION PLUS TEN (10) YEARS: Capital Improvements Construction Files Development Construction Files V. RETAIN INDEFINITELY: 1. Construction Submittals, Asbuilts, and Record Drawings 2. Kern River Water Rights Reports, Studies and Agreements 3. Kern River Dispatch and Operational Records 4. Kern River Levee District Reports and Certifications (I.E. FEMA, Army Corp) �gPKEa e s. c EXHIBIT