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HomeMy WebLinkAbout05 - Amendments to the Records Retention Schedule and City Council Policy A-11 (Recording of Open Meetings) - PowerPoint (Public)Ver 4.0 RECORDS RETENTION SCHEDULE: LIQUID WASTE Page LW -3 Office of I Retention No. Records Description Retention / Disposition Comments I Reference Record Destroy - - - - Image: Inactive Paper OFR) Active Off - Total Vitals Media 1 =Import after O - site, in office) Mfr) Retention Options M =Mfr Imaged & S =Scan If the record is not listed here refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 ears since destruction is normally performed by file folder. Liti ation, complaints, claims public records act requests, and /or investigations suspend normal retention eriods retention begins after settlement or completion). Required for a minimum of 5 years; 40 CFR 122.41(1)(2): Liquid LW -009.1 Sanitary Sewer Overflows (SSOs) 5 years 55 years Yes: Before Resolution Mag, Ppr SWRCB Order 2006 -03: 40 CFRWaste 122.41(1)(2): GC §60201 Considered a copy and can be destroyed when no longer Liquid LW -010 SCADA Backup Tapes Less Than Less Than Mag required; retention based on Waste 30 Days 30 Days administrative value; recycle tapes; GC §60200 et seq. Data is interrelated; system Liquid LW -011 SCADA: Supervisory Control and Indefinite Indefinite Yes Mag qualifies as a "trusted system "; Waste Data Acquisition Database GC § §60201, 1216_8.7 When No When No Liquid Sewer System Committee - Longer Longer Mag , Yes: After Department Preference; GC Waste LW -012 Agenda Packets Required - Required - Mfr, OD, S/ I Annual 60201 Minimum 2 Minimum 2 Ppr Audit years years Liquid Sewer System Committee - Mag, Yes: Department Preference; GC Waste LW -013 Minutes P P Mfr, OD, S/ I After 60201 Ppr Mag, Annual TV Collection Line Inspection Tapes District preference to cover two Liquid LW -014 Video Inspections / Video 6 years 6 years 12 years Mfr, OD, Yes: S / I complete system cycles; GC Waste Tapes or Digital Recordings - Ppr After QC 60201 LW -015 Regular Inspections 5 years Mag, Ppr Liquid Underground Service Alerts 5 years Department preference; GC Waste USA): Utility Cuts, etc. Sale of 60201 Sale of Liquid LW -016 Vehicle & Equipment - Vehicle or Vehicle or Mag Ppr District preference; GC §60201 Waste Maintenance (Collections Only) Equipment + Equipment + 1 year 1 Vear COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Adopted: 05/26/2011 Do not duplicate or distribute without prior written consent 909.337.3516 Rev: April 12, 2016 Item No. 5 Resolution 2014-35 EXHIBIT 1 RECORDS RETENTION SCHEDULE Not attached. Contents protected by copyright laws. Available for viewing in the City Clerk's Office 2016 Records Retention Schedule Update - Proposed Substantive Changes Department/Division Current OFR Current Classification No. Records Description Specific Request / Comments / Reference / Information/Reasoning / Clarification Needed A = Amend D = Delete AN = Add New A D AN (City Wide (CW) can be included 1 X CCO CCO CC-007 Audio Recordings of Council meetings, and all Boards and Commission and Committees Except Planning Commission and City Council Retention requirements remain the same 2 X FIRE FR FR-017 Training Database Fire never had and/or maintained such database 3 X Library Services Lead Dept LS-022 Leave Request No longer part of Library Services business process 4 X Library Services Lead Dept LS-032 Work Schedules No longer part of Library Services business process 5 X MOD MOD MOD-003; MOD- 024 Daily Division Work Diaries ("Red Books") Active Retention 2 10 years; Inactive Retention 5 20 years; Total Retention 7 30 years; Comments/References Department Preference - some incidents could involve an exposure to toxic substances; 8 CCR §3204(d)(1) et seq., CCP §§337 et seq., GC §34090 6 X MOD MOD MOD-006 DMV ETP Renewal Application and Renewals No longer part of Municipal Operations business process 7 X PD PD PD-031 Back up Tapes - Daily - Network, all files on Shared Drives (Autochangers) No longer part of Police Department business process 8 X RS RS RS-010 School District Facility Use Forms No longer part of Recreation Services business process Action Requested Exhibit 1 5-6