Inactive (Off-Site) Total Retention. Media

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1 Ver.11.5 Schedule: COUNTY-WIDE C1 County Counsel Human Resources or CAO ACCIDENT (INVOLVING COUNTY VEHICLES) REPTS ACCIDENT AND INJURY REPTS - EMPLOYEES (employee injuries, not including County property, e.g. workers compensation) County Counsel and Sheriff (if appropriate) maintain originals; GC CAO maintains first aid, Human Resources maintains workers compensation; GC Treasurer - Central Collections ACCOUNTS RECEIVABLE Treasurer maintain originals; GC CAO ADMINISTRATIVE RULES & REGULATIONS When Superseded When Superseded CAO maintains originals; GC Clerk of the BOS AGREEMENTS - OVER $25,000 (Includes Successful Bid and RFP) Upon Upon Agreements over $25,000 (except Public Works) must be approved by the BOS. Statute of Limitations for all contracts are 4 years; CCP 337, 337.1(a), GC 26202, Contractor has retention requirements in 48 CFR 4.703

2 Ver.11.5 Schedule: COUNTY-WIDE C2 Public Works AGREEMENTS - PUBLIC WKS UNDER $100,000 (Includes RFP / RFQ, Successful Bid, and Change Orders) See Public Works Schedule See Public Works Schedule Public Works can authorize contracts less than $100,000 without BOS approval CAO AGREEMENTS - UNDER $25,000 - DELEGATED AGREEMENTS (Temporary, Special Hire or Contract Employees, Professional Services) + 2 years 8 years + 10 years The CAO can approve agreements under $25,000. Statute of Limitations for all contracts are 4 years; CCP 337, 337.1(a), GC 26202, Contractor has retention requirements in 48 CFR Supervis. AGREEMENTS: ADMINISTRATION RECDS (Correspondence, payments, etc.) AUDITS: All others (Special Districts, Trust Funds, etc.) AUDITS: Annual County + 10 years + 10 years 2 years P P Published Audit Standards = 7 years; Statute of Limitations: Contracts & Design Spec's = 4 years, Wrongful Death = comp. +5 years, Developers = comp. +10 years; CCP 336(a), 337 et seq., GC 26202, Contractor has retention in 48 CFR The department supervising the audit (lead department) maintains the original permanently; GC maintains originals; GC

3 Ver.11.5 Schedule: COUNTY-WIDE C3 Purchasing or Lead BIDS, RFPs, RFQs, & CHANGE DERS: SUCCESSFUL - INFRASTRUCTURE: Buildings, highways, sewers, sidewalks, street & alleys. EXCEPTIONS: Demolitions, landscaping, street paving (10 years) + 2 years P P Considered part of the contract (Clerk of the Board does not keep bids, RFPs, RFQs or Change orders); Statute of Limitations for all contracts are 4 years; CCP 337, 337.1(a), GC Purchasing or Lead BIDS, RFPs, RFQs, & CHANGE DERS: SUCCESSFUL - NON- INFRASTRUCTURE: Consultants, Franchises, Landscaping, Painting, Paving, Tree Trimming, Leases, Personnel, Professional Services, (Not Infrastructure projects) +2 years 8 years + 10 years Considered part of the contract (Clerk of the Board does not keep bids, RFPs, RFQs or Change orders); Statute of Limitations for all contracts are 4 years; CCP 337, 337.1(a), GC 26202

4 Ver.11.5 Schedule: COUNTY-WIDE C4 BIDS: UNSUCCESSFUL - INFRASTRUCTURE Bid Opening + 5 years Bid Opening + 5 years Ppr Unaccepted infrastructure bids are required for 5 years; County records are a minimum of 2 years; Special Districts are required to keep public works unaccepted bids for 2 years; GC 26202, Staffing Staffing BIDS: UNSUCCESSFUL - NON-INFRASTRUCTURE BOARD OF SUPERVISS SUBCOMMITTEES (AD- HOC): (Minutes or Annotated Agendas) BOARD OF SUPERVISS SUBCOMMITTEES: (Agendas, Notices, Correspondence, etc.) BROCHURES: See Reference Manuals BUDGET (COUNTY) - Annual Adopted, Final, Drafts, Preliminary, Monthly Financial Statements, Reports Bid Opening + 2 years Bid Opening + 2 years 10 years 10 years Ppr 2 years 2 years S Yes: after 2 years County records are a minimum of 2 years; Special Districts are required to keep public works unaccepted bids for 2 years; GC 26202, All recommendations are given to full Board for action; Brown Act challenges must be filed within 30 or 90 days of action; GC (c)(1) Brown Act challenges must be filed within 30 or 90 days of action; GC (c)(1) maintains originals; Final must be filed with County ; GC, 53901

5 Ver.11.5 Schedule: COUNTY-WIDE C5 BUDGET (COUNTY) - Change Transactions (BCTs) BUDGET (COUNTY) - Financial Statements, Reports Mag maintains originals; GC maintains originals; GC Applicable District / Authority BUDGET (DISTRICT / AUTHITY e.g. MCERA, Transit District, Housing Authority, Open Space, etc.) - Drafts, Preliminary 2 years 2 years Statewide guidelines propose complete + 2 years; GC Applicable District / Authority BUDGET (DISTRICT / AUTHITY e.g. MCERA, Transit District, Housing Authority, Open Space, etc.) - Financial Statements, Reports BUDGET (DISTRICT AUTHITY e.g. MCERA, Transit District, Housing Authority, Open Space, etc.) - Annual Adopted / Final 2 years P P maintains originals; GC Statewide guidelines propose final + 2 years; GC 26202

6 Ver.11.5 Schedule: COUNTY-WIDE C6 & CASH RECEIPTS (CRQ) Current + 1 years (2 years) 4 years Current + 5 years (6 years) Originating department maintains receipt with all backup information; is required to maintain for 5 years; Consistent with Accounts Receivable; Published articles show 3-6 years; GC 26202, County Counsel Staffing CLAIMS or LAWSUITS COMMISSIONS, COMMITTEES & BOARDS: Citizens Advisory Formed by County Administrator or Department Head - e.g. Task Force (all records) COMMISSIONS, COMMITTEES & BOARDS: External Organizations 2 years 2 years GC County Counsel keeps for 10 years; GC Non-records

7 Ver.11.5 Schedule: COUNTY-WIDE C7 Staffing COMMISSIONS, COMMITTEES & BOARDS: HISTICAL RECDS for Citizens Advisory Formed by the Board of Supervisors e.g. Planning Commission (APPOINTMENTS, BYLAWS, MINUTES, RESIGNATIONS, RESOLUTIONS) 2 years P P S Yes: after 2 years GC COMMISSIONS, COMMITTEES & BOARDS: Internal - e.g. Safety Committee 2 years 2 years GC Staffing COMMISSIONS, COMMITTEES & BOARDS: TRANSITY RECDS for Citizens Advisory Formed by the Board of Supervisors e.g. Planning Commission (AGENDAS, NOTICES, PROOF OF PUBLICATION, CRESPONDENCE, etc.) 2 years 2 years Brown Act challenges must be filed within 30 or 90 days of action; GC (c)(1)

8 Ver.11.5 Schedule: COUNTY-WIDE C8 Staffing COMMISSIONS, COMMITTEES & BOARDS: VIDEO RECDINGS of meetings (all) COMMISSIONS, COMMITTEES & BOARDS: AUDIO RECDINGS of meetings 3 months 3 months Tape (Mag) 2 years 2 years Tape (Mag) Video tapes are 90 days; GC County preference; State law allows tapes to be destroyed after 30 days; GC (b) COMPLAINTS (Written from Citizens): Operational or County Personnel Final Disposition + 5 years Final Disposition + 5 years Statute of Limitations for personal property, fraud, etc. is 3 years; wrongful death during construction is 5 years; Statute of Limitations for public official misconduct is discovery of offense + 4 years; claims must be filed in 6 months; State and Federal laws indicate until final disposition of formal complaint; State requires 2 years after action; CCP 338 et seq., 340 et seq., 342; EVC 1045, GC , 12946, 26202; PC 801.5, 803(c), VC 2547 CONTRACTS: See Agreements

9 Ver.11.5 Schedule: COUNTY-WIDE C9 CAO Clerk of the BOS various various COPIES or duplicates of any record CRESPONDENCE - ESTABLISHING POLICY (documents formation of policies or decision making process) CRESPONDENCE - ROUTINE (e.g. Administrative, Chronological, General Files, Letters, Memoranda, Miscellaneous Reports, Reading Files, Working Files, etc.) CRESPONDENCE - TRANSITY (e.g. Transmittal letters, thank yous, meeting notices, etc.) See comments. COUNTY CODE P P Ppr GC 2 years 2 years S Yes: After 1 year CAO retains master file of all County policies; GC Clerk of the Board is OFR for documents presented at a BOS meeting; GC Provided they are not retained in the "regular course of business" (treated as preliminary records); GC Originals maintained by the Clerk of the BOS permanently; GC

10 Ver.11.5 Schedule: COUNTY-WIDE C10 DRAFTS & NOTES: Drafts that are revised (retain the final version), notes, etc. See comments. FINANCIAL REPTS Mag, OD I As long as the drafts and notes are not retained in the "Regular Course of Business." Refer to County Counsel to determine if a record is considered a draft. GC 26201, 6252 is OFR; GC GRANTS: SUCCESSFUL (FUNDED) Applications, Reports, and Financial Information 2 years 4 years 6 years Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; HUD requires 3 years; statewide guidelines propose 4 years; 21 CFR & (b); 24 CFR 85.42, (h), & (b), 29 CFR 97.42; GC 26202; Grant issuer has requirements under various CFRs GRANTS: UNSUCCESSFUL (NOT FUNDED) All s 2 years 2 years GC 26202

11 Ver.11.5 Schedule: COUNTY-WIDE C11 INSURANCE CERTIFICATES (From contractors doing business with the County; submitted with their contract or agreement as proof of insurance) 11 years 11 years Usually filed with the project file; Covers various Statute of Limitations, including errors & omissions; CCP 336(a), 337 et. seq., GC County Counsel Clerk of the BOS Human Resources INVOICES JOURNAL VOUCHERS MINUTES: See Commissions, Committees and Boards OPINIONS, COUNTY COUNSEL DINANCES PAYMENT VOUCHERS (PVQs) PERSONNEL ACTION FMS maintains originals; Financial records are audited annually; GC maintains originals; Financial records are audited annually; GC Originals are maintained by County Counsel; GC Originals maintained by the Clerk of the BOS permanently; GC maintains originals; Financial records are audited annually; GC Originals maintained by the Human Resources; GC

12 Ver.11.5 Schedule: COUNTY-WIDE C12 PERSONNEL FILES: Departmental s & Files Duration of Employment Upon Termination POLICIES & PROCEDURES - See Reference Manuals PRESS RELEASES 2 years 2 years GC Human Resources is OFR for official personnel files; Departments are to maintain and destroy departmental files pursuant to policy issued by the Human Resources Department; GC Staffing PROOF OF PUBLICATION 2 years 2 years Brown Act challenges must be filed within 30 or 90 days of action; GC (c)(1) PROPERTY: Equipment Inventory, Specifications REFERENCE MATERIALS: Brochures, Manuals, Newsletters, Policies, Procedures & Reports: produced by OTHER Departments 2 years 8 years 10 years When Superseded When Superseded All departments are required to file inventories with Clerk or, which must be retained for 5 years; GC 24051, Copies; GC

13 Ver.11.5 Schedule: COUNTY-WIDE C13 Clerk of the BOS REFERENCE MATERIALS; Brochures, Manuals, Newsletters, Policies, Procedures & Reports: produced by OUTSIDE GANIZATIONS (Chamber of Commerce, etc.) REFERENCE MATERIALS: Brochures, Manuals, Newsletters, Policies, Procedures & Reports: produced by YOUR Department Reference or Working Files: See Correspondence REPTS & STUDIES (other than Annual Reports) RESOLUTIONS - BOS SPECIAL DISTRICTS (AGENDAS) Non- s- Minimum of 2 years Non- s Minimum of 2 years 10 years 10 years Ppr Superseded Yes: After 2 years Non-s GC years 2 years GC Information is outdated after 10 years; GC Originals maintained by the Clerk of the BOS permanently; GC

14 Ver.11.5 Schedule: COUNTY-WIDE C14 SPECIAL DISTRICTS (MINUTES, RESOLUTIONS, DINANCES) P P GC SPECIAL EVENTS 4 years 4 years Statute of Limitations any " liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC CCP 337, 343 SURVEYS / QUESTIONNAIRES: Summaries TAPES: See Commissions, Committees & Boards 2 years 2 years Source documents are considered Transitory records and can be destroyed when no longer required; GC TELEPHONE MESSAGES 2 years 2 years Ppr Per County Counsel Memorandum 11/5/1999; GC TIME SHEETS / TIME CARDS 2 years 2 years 4 years Data is submitted electronically to ; IRS requires 4 years; Ca. requires 2 yr. min.; FTB keeps 3 years; Calif. Dept of Fairs requires 4 years; Published articles show 7-10 years; IRS Reg (e)(2), R&T 19530; LC 1174(d); GC 26202

15 Ver.11.5 Schedule: COUNTY-WIDE C15 Providing Service / Work TRAVEL AUTHIZATIONS WK DERS / Work Requests (Department providing service retains originals; department requesting service is considered a copy) VIDEO TAPES: See Commissions, Committees & Boards 2 years 2 years maintains originals; Financial records are audited annually; GC Public Works is the OFR for most work orders; CCP 340 et seq., 342, GC 945.6, GC 26202