Loading...
HomeMy WebLinkAbout2021 - Records Retention Schedule ApprovedTRES HERMANOS CONSERVATION AUTHORITY RECORDS RETENTION SCHEDULE Authority Approval Date: Page 1 of 5 RECORD/TITLE TOTAL RETENTION REMARKS LEGISLATIVE Agendas, posting affidavits, staff reports Permanent Authority preference GC §34090 Agenda notification requests Expiration +2 yrs. GC §34090 Affidavits of Publication (hearings, etc.) Permanent Statute of Limitations for mailings for annexations, special districts, bonds is 60 days; Municipal Government actions is 3-6 months; CCP §§337 et seq, 349.4; GC §34090; Maintained with agenda packet Bylaws Permanent Authority preference GC §34090 Resolutions, (Official) Permanent GC §34090(e) et. Seq. Minutes, (Official) Permanent GC §34090(e) et. Seq. FINANCE Accounts Payable After Audit + 7 yrs. Authority preference; Statewide guidelines propose audit + 4 yrs.; Published articles show 3-7 yrs.; other cities show 7-10 yrs.; GC §34090 Accounts Receivable After Audit + 7 yrs. Authority Preference; Statewide guidelines propose audit + 4 yrs.; Published articles show 3 - 7 yrs.; other cities show 7 -10 yrs.; GC §34090 Audits After Audit + 7 yrs. Authority Preference; Longer than 2 yrs. for auditing; GC §34090.7; Annual Audits maintained permanently with Agenda packet. Bank Statements After Audit + 7 yrs. Authority Preference; For auditing purposes; Published articles show 3 - 4 yrs.; Other cities show 7 - 10 yrs.; GC §34090, 26 CFR 31.6001-1 June 16, 2021 Page 2 of 5 RECORD/TITLE TOTAL RETENTION REMARKS FINANCE (continued) Bond (Treasurer) Permanent Part of Blanket Crime Insurance GC §34090 Bonds / Certificates of Participation (Issued by the Authority) Cancellation, Redemption or Maturity + 10 yrs. Statute of Limitation for bonds, mortgages, trust deeds, notes or debentures is 6 yrs,; Bonds issued by local governments are 10 yrs.; There are specific requirements for unused bonds; CCP §§336(a) & (b), 337.5(b); GC §§ 43900, et. Seq.; 34090 Budget (Adopted) Permanent Authority Preference; maintained as part of the Agenda packet; Statewide guidelines propose complete + 2 yrs.; GC §34090 Budget (Amendments) Permanent Authority Preference; maintained as part of the Agenda packet; GC §34090.7 Budget (proposed and reviews) 2 yrs. GC §34090 Purchasing Policy Superseded + 2 yrs. Statewide guidelines propose superseded + 2 or 5 yrs.; GC §34090 Requisitions, Purchase Orders After Audit + 7 yrs. Authority Preference; Published articles show 3 yrs.; Statute of Limitations is 4 yrs.; GC §34090, CCP §337 Warrant Registers (Includes Cancelled Warrants, Cancelled / Voided Checks, etc.) After Audit + 7 yrs. Authority Preference; Statute of Limitations is 4 yrs.; statewide guidelines propose Audit + 2 yrs.; GC §34090, CCP § 337 PROPERTY Easements Permanent GC §34090 Deeds - Property owned by Authority Permanent GC §34090(a) Deeds/Easements/Recorded Documents relating / involving the Authority Permanent Authority Preference; GC §34090 Page 3 of 5 RECORD/TITLE TOTAL RETENTION REMARKS FAIR POLITICAL PRACTICES (FPPC) Conflict of Interest Code Permanent Adopted by Resolution. Authority Preference. Filing Officer maintains original statements; GC §§ 891009(e)(g); 34090 Form 804 & 805 (Agency Report of New Positions & Consultants Permanent FPPC Regulation 18734(c); GC §§ 81009(e); 34090 Statement of Economic Interest filers - Appointed Officials (includes Board Members, Executive Directors, Treasurer) Permanent Authority preference; Filing Officer maintains copies only; original statements are filed with FPPC; GC §§ 81009(f)(g); 34090 Statement of Economic Interest filers - Designated employees and Consultants (original) 7 yrs. Filing Officer maintains original statement GC §§ 81009(e)(g); 34090 RISK MANAGEMENT Certificates of Insurance (filed with agreement) Permanent Conforms with Agreement retention; longest statute of limitations is 10 yrs.; statewide guidelines propose permanent; CCP §337 et. Seq; GC §34090 Claims and Litigation files Resolution + 5 yrs. Claim must be filed within 2 yrs.; Statute of Limitations for contracts is 4 yrs.; wrongful death for construction is completion + 5 yrs.; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b) Authority Owned Insurance Policies Permanent For protection from litigation; GC §34090 Miscellaneous Certificates of Insurance (not tied to an agreement) Expiration + 10 yrs. Authority Preference for policies that do not involve liability - GC §34090 Page 4 of 5 RECORD/TITLE TOTAL RETENTION REMARKS RISK MANAGEMENT (continued) Workers Compensation Claims (Employee Accident Reports) Close or Settlement + 30 yrs. or Termination of Benefits + 5 yrs. Whichever is Longer Claims can be made for 30 yrs. for toxic subst. exposure; Claims are req'd for 5 yrs. After the end of comp or injury, whichever is longer; the Workers Comp Appeals Board may destroy records after 5 yrs.; EEOC/FLSA/ADEA(Age) reqs 3 yrs. for promotion, demotion, transfer, selection, or discharge; State Law reqs 2-3 yrs.; 8 CCR 15400.2, 8 CCR 15400.2, 8 CCR §3204(d)(1) et. Seq.; 29 CFR 1910.1020, GC §§12946, 60201, 34090; CCP §337 et seq. MISCELLANEOUS Agreements and Contracts Permanent Authority preference; Statute of Limitations is 4 yrs.; 10 yrs. for Errors & Omissions; CCP §§ 337, 337.1(a), 337.15, 343; GC §34090; Contractor has retention requirements in 48 CFR 4.703 Electronic Mail: Email defined as a Public Record 2 yrs. Unless retention required for legal hold GC §34090 Formal Bids Permanent Maintained with contract files GC §34090 Unsuccessful Bids/RFPs/RFQs Bid opening or Award date + 2 yrs. GC §34090 Environmental Documents Permanent Includes EIR, Comment letters, etc. GC §34090 General Correspondence 2 yrs. GC §34090 Press Releases, Photographs, etc. (Excludes Historical) 2 yrs. GC §34090 Records Management (Destruction / Retention schedules) Permanent Authority Preference, GC §34090 et. Seq. Requests for Public Records 2 yrs. GC §34090 Page 5 of 5 RECORD/TITLE TOTAL RETENTION REMARKS MISCELLANEOUS (continued) Rosters (Internal) Until replaced Secretary of State filings (Notices of Agreement/ Amendment (Form NPSF- 404A & 404B); Registry of Public Agency (Form SF-405) Permanent Requirement to file shown in GC §§6503.5,53051, 34090 Subpoenas 2 yrs. GC §34090 Historical records (All) - Formation, photographs of historical significance, etc. Permanent Executive Director determines historical significance. GC §34090