Get documents about "Records 20Retention 20Schedule 20 202003
Document Sample
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
Records Retention Schedule Effective Date
The Records Retention Schedule is effective on the date shown on the attached schedule. All City agencies must comply with the
retention periods as shown.
The attached retention schedule addresses all records maintained by the City of Oakland, regardless of form or characteristics. Records in
electronic form will be retained as decribed in this schedule..
Definitions
Agency Any agency, department, division, unit, board, commission, or other group within the City of Oakland; any individual
or organization authorized by the City of Oakland to conduct business with the City, perform duties for the City, or
provide services for the City.
Record All recorded information, regardless of form or characteristics, made or received and maintained by an Agency or
function of the City in pursuance of its legal obligations or in the transaction of its “official” business.
Non-Records
The following records are considered nonrecords for records retention purposes. These records are maintained by users to assist in
performance of their duties for the City and are not considered agency business records. Non-records should not be retained any longer
than they are useful.
* Chronological files are incoming or outgoing documents filed in date order.
* Reference materials include books, magazines, newspapers, and newsletters.
* Subject files are a collection of documents on a specific topic or issue for reference only.
* Duplicates of the original, drafts where a final version exists, internal memoranda intended to be of a temporary
nature, and published documents that are not created by this organization.
Note: This policy defines non-records for records retention purposes only. A non-record may still be a record for
purposes of the Public Records Act, litigation, discovery, subpoena, or government investigation purposes and,
therefore, disclosable.
Administrative Records Common to All Agencies
The following records are maintained by each agency as working files and are not considered the official record for the City of Oakland,
unless otherwise noted. Each record type includes all records related to the particular function or category.
Record Official Recordkeeper
Accounting Financial Services
Bank Statements Financial Services; individual agencies where applicable
Budget City Manager
Cash Receipts Financial Services; individual agencies where applicable
Contracts & City Clerk; individual agencies working with contractors, consultants, or businesses providing services or goods
Agreements
Expense Reports Financial Services
Grants Financial Services [original only]; individual agencies where applicable
Inventories Financial Services; individual agencies where applicable
Loans Financial Services [original only]; individual agencies where applicable
Payroll Personnel Services; Financial Services
Personnel Personnel Services
Policies & Maintained by each agency where applicable
Procedures
Purchasing & Purchasing except for items less than $5000
Supplies
11/11/2011 Office of the City Clerk, Records Management Division Page 1 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
Strategic Maintained by each agency
Planning, Goals
& Objectives
Time Sheets Maintained by each agency for its employees
Training Personnel; individual agencies where applicable
Retention Schedule Field Descriptions
Functions/File Categories
Number A unique number assigned to the record type to identify the record on all storage transmittals and box labels, and to be
referenced on all destruction order resolutions by the City Council. If a unique number has not been assigned, the
records will not be accepted at the commercial offsite storage facility.
Description Each file category listed would include all records related to the specific function and are subject to the same
retention. For example, Payroll would include all documents, reports, and forms related to the payroll function.
Retention Trigger
The retention trigger is the activity that must occur to start or “trigger” the retention period. The retention trigger key legend precedes
the schedule.
Retention Period
There are three types of retention periods for each record, as follows:
Agency This is the time period established by the Agency for operations purposes.
Legal This is the time period required by federal, state, or local government law.
Audit This is the time period established by the City Auditor for potential or required audits.
The number shown after the retention trigger key is the number of years the record is to be retained after the retention period is triggered.
For example:
DATE+5 The date of a particular event or occurrence, i.e., the date an inspection is done, the date a report is issued, are both
events. The retention of these records is 5 years from the date of the event.
With the exception of IND, PERM, and PERP, if no number follows the retention trigger key, the records are to be destroyed within one
year. For example:
TERM As soon as an employee terminates, all unofficial personnel records are destroyed, unless otherwise noted, as the
Personnel agency is the official recordkeeper for these records.
Disposition
The retention period shown is the total retention period; records are destroyed at the end of this retention period unless destruction has
been suspended due to legal or audit considerations. Records subject to a pending request by a Public Records Act request,
litigation discovery, subpoena, or government investigation may not be destroyed without specific authorization by the City
Attorney’s office.
Records that may have historical or archival value to the City at the end of the retention period are designated HIST on the schedule and
should be reviewed by the agency prior to destruction.
Citation
Most citations are from State of California, Local Government Records Management Guidelines, Attachment C;
http://www.ss.ca.gov/archives/locgov/localgovrm3.pdf
The citation shown is the justification for the Legal retention period shown on the schedule. The citation key legend precedes the
schedule.
11/11/2011 Office of the City Clerk, Records Management Division Page 2 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
Retention Trigger Key
BOND When bond matures
BUD Budget cycle
CAL Calendar year
CLS Current legislative session
COMP When complete, closed, ended, expired, resolved, or other similar
DATE Date of an event or occurrence
DEC Active until no beneficiary or active until individual affected is deceased
DISC Date of discharge
ELIM Until eliminated
EQUIP Life of the equipment
FAC Life of the facility
FY Fiscal year
GRANT End of grant
IND Indefinite; review retention period every 10 years; if retention period is changed, all records eligible under the new
retention period can be scheduled for destruction
LOAN End of loan
PERM Permanent; not to be scheduled for destruction
PERP Perpetual
SFY State of California fiscal year
SOL Statute of Limitations
SY School year
SUP Current until superseded
TERM Active until employee terminated, until a participant in a City program is terminated, or any other relationship with the
City is terminated.
TERMS Per terms of the grant or loan.
Citation Key
CPSR California Playground Safety Regulation
GC Government Code, State of California
OMC Municipal Code, City of Oakland
PC Penal Code, State of California
SOS Secretary of State, State of California, Local Government Records Management Guidelines, Attachment C
UFC Uniform Fire Code
US CRF United States Code of Federal Regulations
Laws Regarding Records That Apply to Local Governments
Ralph M. Brown Act, GC 54950 et seq
California Public Records Act, GC 6250-6277
Oakland Sunshine Ordinance, OMC Title 2, Chapter 2.20
11/11/2011 Office of the City Clerk, Records Management Division Page 3 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
ADMINISTRATIVE: SERIES 1000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
1100 Administrative
1101 Accounting FY FY FY FY FY GC 34090.7
1102 Bank Statements FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
1103 Budget BUD BUD BUD BUD BUD GC 34090.7
1104 Cash Receipts FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
1105 Contracts & Agreements [Less than $15,000] COMP COMP+2 COMP+4 COMP+5 COMP+5 CCP 337
1106 Expense Reports FY FY FY FY FY GC 34090.7
1107 Grants GRANT GRANT GRANT GRANT GRANT GC 34090.7
1108 Inventories SUP SUP SUP SUP SUP GC 34090.7
1109 Loans LOAN LOAN LOAN LOAN LOAN GC 34090.7
1110 Payroll FY FY FY FY FY GC 34090.7
1111 Personnel TERM TERM TERM TERM TERM GC 34090.7
1112 Policies & Procedures SUP SUP+2 SUP+2 SUP+5 SUP+5 GC 34090(d)
1113 Purchasing & Supplies FY FY FY FY FY GC 34090.7
1114 Agency Strategic Planning, Goals & Objectives FY FY+2 FY+2 FY+2 FY+5 GC 34090(d)
1114 Time Sheets FY FY+2 FY+6 FY+5 FY+6 SOS C-30
1115 Training TERM TERM TERM TERM TERM GC 34090.7
1200 Advisory Boards & Commissions
1201 Agendas PERM PERM PERM PERM PERM GC 34090(e)
1202 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)
1203 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)
1204 Minutes PERM PERM PERM PERM PERM GC 34090(e)
1300 Civil Service Commission
1301 Agendas PERM PERM PERM PERM PERM GC 34090(e)
1302 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)
1303 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)
1304 Minutes PERM PERM PERM PERM PERM GC 34090(e)
1400 Civilian Police Review Board
See: City Manager
1500 Oakland Base Reuse Authority
1501 Agendas PERM PERM PERM PERM PERM GC 34090(e)
1502 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)
11/11/2011 Office of the City Clerk, Records Management Division Page 4 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
ADMINISTRATIVE: SERIES 1000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
1503 Legislation PERM PERM PERM PERM PERM GC 34090(e)
1504 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)
1505 Minutes PERM PERM PERM PERM PERM GC 34090(e)
1600 Planning Commission
1601 Agendas PERM PERM PERM PERM PERM GC 34090(e)
1602 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)
1603 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)
1604 Minutes PERM PERM PERM PERM PERM GC 34090(e)
1605 Subcommittee Minutes PERM PERM PERM PERM PERM GC 34090(e)
11/11/2011 Office of the City Clerk, Records Management Division Page 5 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
CITY ATTORNEY: SERIES 2000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
2100 Claims
2101 Claims COMP COMP+5 COMP+7 COMP+5 COMP+7 US 42 CFR 1983
2200 Litigation
2201 Litigation COMP COMP+5 COMP+7 COMP+5 COMP+7 US 42 CFR 1983
2300 Legal Advice
2301 Advisory CAL CAL+5 CAL+2 CAL+5 CAL+5 GC 34090(d)
2302 Legal Issues COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
2303 Legal Opinions CAL CAL+5 CAL+2 CAL+5 CAL+5 GC 34090(d)
11/11/2011 Office of the City Clerk, Records Management Division Page 6 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
CITY AUDITOR: SERIES 3000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
3100 Audits
3101 Financial, Management & Performance Audits PERM PERM PERM PERM PERM GC 34090(a)
3102 Surveys & Special Studies PERM PERM PERM PERM PERM GC 34090(a)
11/11/2011 Office of the City Clerk, Records Management Division Page 7 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
CITY CLERK: SERIES 4000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
4100 Administrative
4101 Certificates of Destruction PERM PERM PERM PERM PERM GC 34090(e)
4102 Contracts COMP COMP+5 COMP+4 COMP+5 COMP+5 CCP 337
4103 Contracts-Capital Improvements PERM PERM PERM PERM PERM GC 34090(e)
4104 Professional Service Agreements COMP COMP+5 COMP+4 COMP+5 COMP+5 CCP 337
4105 Records Retention Schedule PERM PERM PERM PERM PERM GC 34090(e)
4106 Records Retention Advisory Committee [RRAC] IND IND IND IND IND GC 34090(e)
4200 City Council
4201 Agendas PERM PERM PERM PERM PERM GC 34090(e)
4202 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)
4203 Assessment Districts PERM PERM PERM PERM PERM GC 34090(e)
4204 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)
4205 Charter & Amendments & Measures PERM PERM PERM PERM PERM GC 34090(e)
4206 City Codes & Amendments PERM PERM PERM PERM PERM GC 34090(e)
4207 Committee Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)
4208 Committee Agendas PERM PERM PERM PERM PERM GC 34090(e)
4209 Committee Minutes PERM PERM PERM PERM PERM GC 34090(e)
4210 Minutes PERM PERM PERM PERM PERM GC 34090(e)
4211 Ordinances PERM PERM PERM PERM PERM GC 34090(e)
4212 Resolutions PERM PERM PERM PERM PERM GC 34090(e)
4300 Elections
4301 Calendar COMP COMP+2 COMP+2 COMP+2 COMP+2 GC 34090
4302 Campaign Disclosure Statements-Candidates COMP COMP+7 COMP+7 COMP+5 COMP+7 EC 81009
4303 Campaign Disclosure Statements-Committees COMP COMP+7 COMP+7 COMP+5 COMP+7 EC 81009
4304 Campaign Disclosure Statements-Officeholders PERM PERM PERM PERM PERM GC 81009(a) (g)
4305 Canvass PERM PERM PERM PERM PERM GC 22932; EC 17130
4306 Certificates of Election COMP COMP+4 COMP+4 COMP+5 COMP+5 EC 81009(a) (d)
4307 History PERM PERM PERM PERM PERM GC 34090
4308 Lobbyist Registration PERM PERM PERM PERM PERM EC 81009(b)
4309 Nomination Petitions-Elected COMP COMP+4 COMP+4 COMP+5 COMP+5 EC 17100
4310 Nomination Petitions-Not Elected COMP COMP+2 COMP+2 COMP+5 COMP+5 EC 81009(b)
4311 Notice of Election COMP COMP+2 COMP+2 COMP+5 COMP+5 GC 34090(b)
4312 Oaths of Office TERM TERM+6 TERM+6 TERM+5 TERM+6 GC 34090(e)
4313 Petitions COMP COMP+1 COMP+1 COMP+5 COMP+5 EC 17200; EC 17400
11/11/2011 Office of the City Clerk, Records Management Division Page 8 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
CITY CLERK: SERIES 4000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
4314 Statement of Economic Interests-Elected COMP COMP+7 COMP+7 COMP+5 COMP+7 EC 81009(e)
4315 Statement of Economic Interests-Not Elected COMP COMP+5 COMP+5 COMP+5 COMP+7 EC 81009(b)
4400 Oakland Redevelopment Agency
4401 Agendas PERM PERM PERM PERM PERM GC 34090(e)
4402 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)
4403 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)
4404 Minutes PERM PERM PERM PERM PERM GC 34090(e)
11/11/2011 Office of the City Clerk, Records Management Division Page 9 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
CITY MANAGER: SERIES 5000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
5100 Americans With Disability Act [ADA] Compliance
5101 Complaints COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
5150 Budget
5151 Agency Budget BUD BUD+5 BUD+2 BUD+5 BUD+5 GC 34090(d)
5152 Budget Document PERM PERM PERM PERM PERM GC 34090(e)
5200 Civilian Police Review Board
5201 Agendas PERM PERM PERM PERM PERM GC 34090(e)
5202 Agenda Materials PERM PERM PERM PERM PERM GC 34090(e)
5203 Audio & Video Tapes & Transcripts PERM PERM PERM PERM PERM GC 34090(e)
5204 Complaints COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)
5205 Minutes PERM PERM PERM PERM PERM GC 34090(e)
5206 Special Activity Permits DATE DATE+3 DATE+2 DATE+5 DATE+5 GC 34090(d)
Contract Compliance & Employment Services
5250 [CC&ES]
5251 Certifications COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
5252 Certified Payrolls COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
5253 Construction Projects COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
5254 Living Wage Records COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
5255 Professional Services Projects COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
5256 Resident Referrals [LCERP] COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
5300 Equal Employment Opportunity [EEO]
5301 EEO, ADA & FEHA Claims COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
5400 Intergovernmental Affairs
5401 Legislative Activities CLS CLS --- --- CLS ---
11/11/2011 Office of the City Clerk, Records Management Division Page 10 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
CITY MANAGER: SERIES 5000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
5450 Information Technology
5451 Hardware & Software Inventory & Configurations SUP SUP+2 SUP+2 SUP+5 SUP+5 GC 34090(d)
5453 Network Configuration & Documentation CAL CAL+4 CAL+4 CAL+5 CAL+5 GC 34090(d)
5454 Tapes SUP SUP+2 SUP+2 --- SUP+2 GC 34090(d)
5500 KTOP
5501 Master Control Log CAL CAL+2 CAL+2 CAL+5 HIST GC 34090(d)
5502 Master Tapes CAL CAL+2 CAL+2 CAL+5 HIST GC 34090(d)
5503 On Air Logs CAL CAL+2 CAL+2 CAL+5 HIST GC 34090(d)
5504 Program Guides & Logs CAL CAL+2 CAL+2 CAL+5 HIST GC 34090(d)
5505 Program Schedules CAL CAL+2 CAL+2 CAL+5 HIST GC 34090(d)
5550 Oakland Film Office
5551 Film Permits CAL CAL+5 CAL+2 CAL+5 HIST GC 34090(d)
5600 Pedestrian Safety Project
5601 OTS Quarterly Grant Reports GRANT GRANT+5 TERMS GRANT+5 TERMS
5650 Public Ethics Commission
5651 Complaint Investigations COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
5700 Risk Management
5701 Employee Occupational Medical Records TERM (1) TERM+30 TERM+5 TERM+30 US 29 CFR 1910.1020
5702 Insurance Policies PERM PERM PERM PERM PERM GC 34090(a)
5703 Workers Compensation PERM PERM PERM PERM PERM
11/11/2011 Office of the City Clerk, Records Management Division Page 11 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
COMMUNITY & ECONOMIC DEVELOPMENT AGENCY (CEDA): SERIES 6000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
6100 Building Services
6101 Building Permits PERM PERM PERM PERM PERM GC 34090(a)
6102 Building Plans PERM PERM PERM PERM PERM GC 34090(a)
6103 Certificates of Compliance PERM PERM PERM PERM PERM GC 34090(a)
6104 Clean Up/Board Up PERM PERM PERM PERM PERM GC 34090(a)
6105 Creek Protection Permits & Reports PERM PERM PERM PERM PERM GC 34090(a)
6106 Demolition PERM PERM PERM PERM PERM GC 34090(a)
6107 Easements PERM PERM PERM PERM PERM GC 34090(a)
6108 Encroachments PERM PERM PERM PERM PERM GC 34090(a)
6109 Geologic Reports PERM PERM PERM PERM PERM GC 34090(a)
6110 Grading Permits PERM PERM PERM PERM PERM GC 34090(a)
6111 Half-Scale Plans PERM PERM PERM PERM PERM GC 34090(a)
6112 Housing Advisory & Appeals Board PERM PERM PERM PERM PERM GC 34090(a)
6113 Landslide Reports & Maps PERM PERM PERM PERM PERM GC 34090(a)
6114 Maps-Parcel PERM PERM PERM PERM PERM GC 34090(a)
6115 Maps-Sanborn PERM PERM PERM PERM PERM GC 34090(a)
6116 Maps-Sewer PERM PERM PERM PERM PERM GC 34090(a)
6117 Path Vacation PERM PERM PERM PERM PERM GC 34090(a)
6118 P-Job Permits & Plans PERM PERM PERM PERM PERM GC 34090(a)
6119 Plans & Specifications PERM PERM PERM PERM PERM GC 34090(a)
6120 Public Nuisance PERM PERM PERM PERM PERM GC 34090(a)
6121 Release of Claims PERM PERM PERM PERM PERM GC 34090(a)
6122 Soils Reports PERM PERM PERM PERM PERM GC 34090(a)
6123 Surveys PERM PERM PERM PERM PERM GC 34090(a)
6124 Unreinforced Masonry PERM PERM PERM PERM PERM GC 34090(a)
6125 WPA Surveys PERM PERM PERM PERM PERM GC 34090(a)
11/11/2011 Office of the City Clerk, Records Management Division Page 12 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
COMMUNITY & ECONOMIC DEVELOPMENT AGENCY (CEDA): SERIES 6000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
6200 Economic Development
6201 Enterprise Zone Vouchers COMP COMP+5 PERM COMP+5 PERM GC 34090(a)
6202 Loans-One Stop Capital Shop LOAN LOAN+3 LOAN+2 LOAN+5 LOAN+5 GC 34090(d)
6203 Neighborhood Commercial Revitalization Contracts COMP COMP+3 COMP+4 COMP+5 COMP+5 CCP 337
6204 Projects COMP COMP+5 PERM COMP+5 PERM GC 34090(a)
6205 Workforce Investment Act Contracts COMP COMP+3 COMP+4 COMP+5 COMP+5 CCP 337
6300 Housing & Community Development
6301 Community Development Block Grants [CDBG] GRANT GRANT+5 TERMS GRANT+5 TERMS US 24 CFR 570.502(b)
6302 CDBG Contracts & Payment Requests COMP COMP+5 TERMS COMP+5 TERMS US 24 CFR 570.502(b)
6303 CDBG Program Reports & Grant Expenditures GRANT GRANT+5 TERMS GRANT TERMS US 24 CFR 570.502(b)
6304 Community Housing Services Grants GRANT GRANT+5 TERMS GRANT+5 TERMS US 24 CFR 570.502(b)
6305 Housing Development Loans LOAN LOAN+30 PERM LOAN+5 PERM GC 34090(a)
6306 Housing Development Projects COMP COMP+5 PERM COMP+5 PERM GC 34090(a)
6307 Loan Applications-Denied or Withdrawn DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)
6308 Rehabilitation Projects COMP COMP+7 PERM COMP+5 PERM GC 34090(d)
6309 Rent Adjustment 30-Day Notices CAL CAL+10 CAL+2 CAL+5 CAL+10 GC 34090(d)
6310 Rent Adjustment Appeals COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)
6311 Rent Adjustment Cases COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)
6312 Residential Loans LOAN LOAN+5 PERM LOAN+5 PERM GC 34090(a)
6400 Planning & Zoning
General Plan Amendments
6401 Bicycle Master Plan-1999 PERM PERM PERM PERM PERM GC 34090(a)
6402 Estuary Policy Plan-1999 PERM PERM PERM PERM PERM GC 34090(a)
6403 Historic Preservation-1998 PERM PERM PERM PERM PERM GC 34090(a)
6404 Housing Element-1992 PERM PERM PERM PERM PERM GC 34090(a)
6405 Lake Merritt Park Master Plan-2002 PERM PERM PERM PERM PERM GC 34090(a)
6406 Land Use & Transportation-Estuary Plan-1998 PERM PERM PERM PERM PERM GC 34090(a)
6407 Noise Element-1974 PERM PERM PERM PERM PERM GC 34090(a)
6408 Open Space Conservation & Recreation-1996 PERM PERM PERM PERM PERM GC 34090(a)
6409 Pedestrian Element-2002 PERM PERM PERM PERM PERM GC 34090(a)
6410 Safety Element-1974 PERM PERM PERM PERM PERM GC 34090(a)
Studies
6411 Mobile Vendor Program PERM PERM PERM PERM PERM GC 34090(a)
6412 Second Unit Ordinance PERM PERM PERM PERM PERM GC 34090(a)
11/11/2011 Office of the City Clerk, Records Management Division Page 13 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
COMMUNITY & ECONOMIC DEVELOPMENT AGENCY (CEDA): SERIES 6000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
6413 Sign Ordinance PERM PERM PERM PERM PERM GC 34090(a)
11/11/2011 Office of the City Clerk, Records Management Division Page 14 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
COMMUNITY & ECONOMIC DEVELOPMENT AGENCY (CEDA): SERIES 6000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
Zoning
6414 Environmental Impact Reports [EIR] PERM PERM PERM PERM PERM GC 34090(a)
6415 Engineering Bonds COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
6416 Landscape Bonds COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
6417 Maps-Track PERM PERM PERM PERM PERM GC 34090(a)
6418 Oakland Cultural Heritage PERM PERM PERM PERM PERM GC 34090(a)
6419 Parcel Map Waivers PERM PERM PERM PERM PERM GC 34090(a)
6420 Public Notification Letters PERM PERM PERM PERM PERM GC 34090(a)
6421 Zoning Cases PERM PERM PERM PERM PERM GC 34090(a)
6500 Redevelopment
6501 Real Estate
6502 In Leases COMP COMP+10 COMP+4 COMP+5 COMP+10 CCP 337
6503 Out Leases PERM PERM PERM PERM PERM GC 34090(a)
6504 Property Records PERM PERM PERM PERM PERM GC 34090(a)
Oakland Base Reuse Authority
6505 Base Reuse Plan PERM PERM PERM PERM PERM GC 34090(a)
6506 Environmental Documents PERM PERM PERM PERM PERM GC 34090(a)
6507 Land Transactions MOUs & MOAs PERM PERM PERM PERM PERM GC 34090(a)
6508 Land Transfers PERM PERM PERM PERM PERM GC 34090(a)
6509 Leases COMP COMP+7 COMP+4 COMP+5 COMP+7 CCP 337
Redevelopment
6510 Business Transactions COMP COMP+7 COMP+2 COMP+5 COMP+7 GC 34090(d)
6511 Purchase or Sale or Property PERM PERM PERM PERM PERM GC 34090(a)
6512 Redevelopment Area Plans PERM PERM PERM PERM PERM GC 34090(a)
ACRONYMS
WPA Works Progress Administration
11/11/2011 Office of the City Clerk, Records Management Division Page 15 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
FINANCE: SERIES 7000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
7100 Accounts Payable
7101 1099 MISC Forms FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)
7102 Automobile Mileage Reimbursements FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
7103 Payment Requests FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
7104 Professional Development Reimbursements FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
7105 Travel Authorizations & Vouchers FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
7106 Tuition Reimbursements FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
7200 Administration
7201 Bond Financings PERM PERM PERM PERM PERM GC 34090(a)
7202 Oakland-Alameda County JPA Collesium Bonds PERM PERM PERM PERM PERM GC 34090(a)
7300 Grant Accounting
7301 CDBG-Fiscal Monitoring GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS
7302 Cash Receipts GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS
7303 CDBG-Annual Grantee Performance Report GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS
7304 CDBG-Federal Cash Transaction Report GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS
7305 Comprehensive Annual Financial Report [CFRA] IND IND IND IND IND GC 34090(a)
7306 Grant Contracts IND IND IND IND IND GC 34090(a)
7307 JTPA-Fiscal Monitoring GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS
7308 Single Audit Report IND IND IND IND IND GC 34090(a)
7309 WIA-Fiscal Monitoring GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS
7310 WIA-Schedule of Budget, Drawdowns, GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS
Expenditures & Available Balance
7311 WtW-Schedule of Budget, Drawdowns, GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS
Expenditures & Available Balance
11/11/2011 Office of the City Clerk, Records Management Division Page 16 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
FINANCE: SERIES 7000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
7400 Parking
7401 Appeals FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
7402 Collections FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
7403 Citations CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
7404 Permits CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
7405 Refunds FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
7500 Payroll
7501 Check Runs & Reports FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
7502 Checks-Manual FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
7503 Check-Void FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
7600 Purchasing
7601 Bid Specifications SUP SUP SUP+2 SUP+5 SUP+5 GC 34090(d)
7602 Purchase Order Contracts COMP COMP+10 COMP+4 COMP+5 COMP+10 CCP 337
7603 Vendor Insurance Certifications COMP COMP COMP+2 COMP+5 COMP+5 GC 34090(d)
7604 Vendor Registration Applications TERM TERM TERM+2 TERM+5 TERM+5 GC 34090(d)
7700 Revenue
Audit
7701 Audits COMP COMP+3 COMP+3 COMP+5 COMP+5 OMC Title 5
7702 Landscape & Lighting Assessment District Refunds FY FY+IND IND FY+5 IND GC 34090(a)
7703 Lock Box Reconciliation & Error Edit Reports DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)
7704 Reconciliation of Daily Business Tax Monetary FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)
Activity
7705 Refunds CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
7706 Utility Users Tax DATE DATE+2 CAL+2 DATE+5 CAL+5 GC 34090(d)
Business Tax
7707 Batched Documents DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)
7708 Liens COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
7709 Other Taxes FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)
11/11/2011 Office of the City Clerk, Records Management Division Page 17 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
FINANCE: SERIES 7000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
Collections
7710 Completed Accounts COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
7711 Judgments DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)
7712 Write-offs DATE DATE+3 DATE+2 DATE+5 DATE+5 GC 34090(d)
Citywide Lien
11/11/2011 Office of the City Clerk, Records Management Division Page 18 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
FINANCE: SERIES 7000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
7713 Release of Liens CAL CAL+3 CAL+2 CAL+5 CAL+5 GC 34090(d)
11/11/2011 Office of the City Clerk, Records Management Division Page 19 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
FINANCE: SERIES 7000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
7800 Treasury
7801 Arbitrage Rebate Reports BOND BOND+6 BOND+10 BOND+5 BOND+10 CCP 337.5
7802 Bank Statements FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)
7803 Bond Transcripts BOND BOND+6 BOND+10 BOND+5 BOND+10 CCP 337.5
7804 Cash Receipts FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)
7805 Confirmation Notices FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
7806 Contract Payments FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)
7807 Debts BOND BOND+1 BOND+10 BOND+5 BOND+10 CCP 337.5
7808 Deposit Records FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)
7809 Journal Vouchers FY FY+4 FY+2 FY+5 FY+5 GC 34090(d)
7810 Loan Agreements LOAN LOAN+6 LOAN+4 LOAN+5 LOAN+6 CCP 337
7811 Street Bonds BOND BOND+6 BOND+10 BOND+5 BOND+10 CCP 337.5
7812 Trustee Statements FY FY+3 FY+2 FY+5 FY+5 GC34090(d)
ACRONYMS
JPA Joint Powers Authority
JTPA Job Training Partnership Act
WtW Welfare to Work
WIA Workforce Investment Act
11/11/2011 Office of the City Clerk, Records Management Division Page 20 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
FIRE SERVICES: SERIES 8000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
8100 Communications
8101 Major Incidents DATE DATE+10 DATE+2 DATE+5 HIST GC 34090(d)
8200 Emergency Medical Services [EMS]
8201 Emergency Response Medical [911] Records DATE DATE+7 DATE+2 DATE+5 DATE+7 GC 34090(d)
8202 EMS Certification TERM TERM+7 TERM+2 TERM+5 TERM+7 GC 34090(d)
8203 EMS Training TERM TERM+7 TERM+2 TERM+5 TERM+7 GC 34090(d)
8204 Medical Records Requests DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)
8205 OSHA EMS TERM TERM+5 TERM+30 TERM+5 TERM+30 US 29 CFR 1910.1020
8206 Paramedics TERM TERM+7 TERM+2 TERM+5 TERM+7 GC 34090(d)
8300 Field Operations
8301 Company Journal CAL IND CAL+2 CAL+5 HIST GC 34090(d)
8302 Company Record Book CAL IND CAL+2 CAL+5 HIST GC 34090(d)
8400 Fire Prevention
8401 Arson Investigations COMP COMP+2 COMP+3 COMP+5 COMP+5 PC 801
8402 Cabaret Permit Applications & Permits COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8403 Care Facility Inspections COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8404 Commercial Inspections COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8405 Evacuation Plans COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8406 Fire Alarm Plans COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8407 Hazardous Materials Permit Applications COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8408 Permit Applications & Drawings COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8409 Permit Inspections COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8410 R1 Inspections COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8411 Radioactive Material Permit Applications COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8412 Security Bar Inspections COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8413 Special Activity Applications & Permits COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8414 Sprinkler Plans COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
11/11/2011 Office of the City Clerk, Records Management Division Page 21 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
FIRE SERVICES: SERIES 8000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
8415 Tank Permit Applications COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8416 Vegetation Management Inspections COMP COMP+2 COMP+3 COMP+5 COMP+5 UFC 103.3.4
8500 Office of Emergency Services [OES]
8501 California Accidental Release Program Reports PERM PERM PERM PERM PERM US 40 CFR 122.21
8502 Emergency Plans IND IND IND IND IND GC 34090(a)
Hazardous Materials
8503 Hazardous Materials Plans FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)
8504 Hazardous Materials Program Billing DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)
8505 Hazardous Waste Generation FY FY+3 FY+10 FY+5 FY+10 US 40 CFR 122.21
8506 Local Oversight Programs PERM PERM PERM PERM PERM GC 34090(a)
8507 Onsite Waste Treatments FY FY+10 FY+10 FY+5 FY+10 US 40 CFR 122.21
8508 Stormwater Inspections FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)
8509 Underground Storage Tank Permits SUP SUP+5 SUP+2 SUP+5 SUP+5 GC 34090(d)
8510 Underground Storage Tanks PERM PERM PERM PERM PERM GC 34090(a)
8511 Volunteers SUP SUP SUP+2 SUP+5 SUP+5 GC 34090(d)
8600 Support Services
8601 Fire Station Equipment Maintenance Reports CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)
8602 Master Equipment Inventory Records EQUIP EQUIP+3 CAL+2 EQUIP+5 HIST GC 34090(d)
8603 State Quarterly Fuel Tax Reports CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)
8700 Training
8701 DMV Records RET RET+1 RET+2 RET+5 RET+5 GC 34090(d)
8702 Training Records RET RET+1 RET+2 RET+5 RET+5 GC 34090(d)
ACRONYMS
OSHA Occupational Safety & Health Administration
11/11/2011 Office of the City Clerk, Records Management Division Page 22 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
HUMAN SERVICES: SERIES 9000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
9100 Head Start Program
Child Care Food Program [CCFP]
9101 Center Summary Monthly Reports SFY SFY+5 TERMS SFY+5 TERMS
9102 Child Eligibility Applications SFY SFY+5 TERMS SFY+5 TERMS
9103 Child Special Nutrition Services Records TERM TERM+5 TERMS TERM+5 TERMS
9104 CIF Renewal Application-Approved SFY SFY+5 TERMS SFY+5 TERMS
9105 Claim Reimbursement Monthly Reports SFY SFY+5 TERMS SFY+5 TERMS
9106 Cycle Menus SFY SFY+5 TERMS SFY+5 TERMS
9107 Site Application Records-Approved FAC FAC+5 TERMS FAC+5 TERMS
Children
9108 1st, 2nd, & 3rd Year Children TERM TERM TERMS TERM+5 TERMS
9109 3 & 4 Years TERM TERM+5 TERMS TERM+5 TERMS
9110 5 Years-Returning Consecutive Year [After 12/2/02] TERM SY+1 TERMS SY+5 TERMS
9111 Attendance Records SY SY+1 TERMS SY+5 TERMS
Food Service
9112 Food Safety & Sanitation Records SFY SFY+5 TERMS SFY+5 TERMS
9113 Inventory Reports SFY SFY+5 TERMS SFY+5 TERMS
9114 Meal & Food Transport Records SY SY+5 TERMS SY+5 TERMS
9115 Ordering-Receiving List SFY SFY+5 TERMS SFY+5 TERMS
9116 Production Worksheets SFY SFY+5 TERMS SFY+5 TERMS
9117 Weekly Menus SY SY+5 TERMS SY+5 TERMS
General
9118 Child Outcomes SY SY+3 TERMS SY+5 TERMS
9119 Communication SY SY+3 TERMS SY+5 TERMS
9120 Community Partnership Files SY+TERM SY+5 TERMS SY+5 TERMS
9121 Facility Records, Health & Safety & Janitorial SY SY+3 TERMS SY+5 TERMS
9122 Fire Inspection Reports SY SY+3 TERMS SY+5 TERMS
9123 Head Start Center Operations SY SY+3 TERMS SY+5 TERMS
9124 In-Kind Documentation SY SY+3 TERMS SY+5 TERMS
9125 Lesson & Individualized Plans SY SY+3 TERMS SY+5 TERMS
9126 Licensing Files SY+SUP SY+3 TERMS SY+5 TERMS
9127 Meeting Minutes SY SY+3 TERMS SY+5 TERMS
9128 Memorandum of Understanding (MOU) SY SY+3 TERMS SY+5 TERMS
9129 Program Policies & Procedures SUP SUP+3 TERMS SUP+5 TERMS
9130 Quality Control Report DATE DATE+3 TERMS DATE+5 TERMS
11/11/2011 Office of the City Clerk, Records Management Division Page 23 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
HUMAN SERVICES: SERIES 9000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
9131 Self Assessment Report DATE DATE+3 TERMS DATE+5 TERMS
9132 Staff Files TERM TERM+2 TERMS TERM+5 TERMS
9133 Training Records SY+TERM SY+3 TERMS SY+5 TERMS
9200 Linkages
9201 Alameda County Area on Aging Reports FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)
9202 Clients FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)
9203 Targeted Case Management Reports FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)
9300 Multipurpose Senior Services Program [MSSP]
9301 California Department of Aging Reports FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)
9302 Clients TERM TERM+5 TERM+2 TERM+5 TERM+5 GC 34090(d)
9303 Vendors FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)
Senior Companion & Foster Grandparent
9400 Programs
9401 Clients FY FY+1 FY+2 FY+5 FY+5 GC 34090(d)
9402 Programs FY FY+1 FY+2 FY+5 FY+5 GC 34090(d)
9403 Volunteers FY FY+1 FY+2 FY+5 FY+5 GC 34090(d)
ACRONYMS
WPA Works Progress Administration
DHS Department of Human Services
OFCY Oakland Fund For Children & Youth
11/11/2011 Office of the City Clerk, Records Management Division Page 24 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
LIFE ENRICHMENT: SERIES 10000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
10100 Library
10101 Collections, Books, Donations & Exhibits --- --- --- --- HIST
10200 Museum
10201 Collections & Exhibits --- --- --- --- HIST
11/11/2011 Office of the City Clerk, Records Management Division Page 25 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
PARKS & RECREATION: SERIES 11000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
11100 Aquatics
11101 Alameda County Facility Permits & Inspections DATE DATE+3 DATE+2 DATE+5 DATE+5 GC 34090(d)
11102 Daily Pool Logs CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
11103 Program Information Forms CAL CAL+4 CAL+2 CAL+5 CAL+5 GC 34090(d)
11104 Red Cross Course Records CAL CAL+3 CAL+2 CAL+5 CAL+5 GC 34090(d)
11200 Boating
11201 American Sailing Association Certifications CAL CAL+5 CAL+2 CAL+5 CAL+5 GC 34090(d)
11202 Grants GRANT GRANT+5 TERMS GRANT+5 TERMS TERMS
11203 US Coast Guard Auxiliary Inspections DATE DATE+1 DATE+2 DATE+5 DATE+5 GC 34090(d)
11204 Vessel Charter Agreements CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)
11205 Vessel Title & DMV Registrations EQUIP EQUIP+5 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)
11300 Capital Improvements
11301 AsBuilts-Parks, Public Facilities & Landscaping PERM PERM PERM PERM PERM GC34090(a)
11400 Feather River Camp
11401 Health Histories-Parental Signatures of Minors FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)
11402 Health Services-Water Sampling Records FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)
11403 Nurses Daily Medical Log FY FY+3 FY+2 FY+5 FY+5 GC 34090(d)
11500 Park Maintenance
11501 Park & Sport Field Projects COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)
11502 Park Supervisors Daily Work Records CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)
11503 Project Site Plans & Maps DATE DATE+20 DATE+2 DATE+5 DATE+20 GC 34090(d)
11600 Recreation Centers
11601 Monthly Attendance Records FY FY+2 FY+2 FY+5 FY+5 GC 34090(d)
11602 Participant Daily Sign-In Sheets FY FY+1 FY+2 FY+5 FY+5 GC 34090(d)
11/11/2011 Office of the City Clerk, Records Management Division Page 26 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
PARKS & RECREATION: SERIES 11000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
11700 Reservations
11701 Building Use Permits DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)
11702 Facility Checklists DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)
11703 Park Use Permits DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)
11704 Restroom Checklists DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)
11705 Weekly Schedules DATE DATE+3 DATE+2 DATE+5 DATE+5 GC 34090(d)
11800 Sports Facilities
11801 Field Reservations CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
11802 Game Schedules-Youth, Middle School & Adult CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
11900 Tree Maintenance
11901 Illegal Tree Removal COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)
11902 Street Tree Reports/Filed Orders IND IND IND IND IND GC 34090(a)
11903 Tree Removal Permits COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)
11904 Tree Supervisors Daily Work Records CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)
11/11/2011 Office of the City Clerk, Records Management Division Page 27 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
PERSONNEL: SERIES 12000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
12100 Benefits
12101 Health & Welfare-Active Employees RET RET RET RET --- GC 34090(d)
12102 Health & Welfare-Retired Employees DEC DEC+7 DEC+2 DEC+5 DEC+7 GC 34090(d)
12103 Heath & Welfare-Terminated Employees TERM TERM+7 TERM+2 TERM+5 TERM+7 GC 34090(d)
12104 Retirement-OMERS DEC DEC+7 DEC+2 DEC+5 DEC+7 GC 34090(d)
12105 Retirement-PERS-Active Employees RET RET RET RET --- GC 34090(d)
12106 Retirement-PERS-Retired Employees DEC DEC+7 DEC+2 DEC+5 DEC+7 GC 34090(d)
12107 Retirement-PERS-Terminated Employees TERM TERM+7 TERM+2 TERM+5 TERM+7 GC 34090(d)
12108 Retirement-Police & Fire DEC DEC+7 DEC+2 DEC+5 DEC+7 GC 34090(d)
12200 Employee Relations
12201 Labor Organization MOUs TERM TERM+7 TERM+2 TERM+5 TERM+7 GC 34090(d)
12300 Employment & Classification
12301 Classifications ELIM ELIM+5 ELIM+2 ELIM+5 ELIM+5 GC 34090(d)
12302 Examinations DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)
12400 Human Resources Development
12401 Employee Assistance TERM TERM+5 TERM+2 TERM+5 TERM+5 GC 34090(d)
12500 Payroll
12501 Payroll Records, Reports & Registers FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)
12600 Personnel
12601 Personnel TERM TERM+5 TERM+2 TERM+5 TERM+5 GC 34090(d)
ACRONYMS
MOU Memorandum of Understanding
OMERS Oakland Municipal Employees Retirement System
PERS Public Employees Retirement System
OPRM
11/11/2011 Office of the City Clerk, Records Management Division Page 28 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
POLICE SERVICES: SERIES 13000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
13100 Animal Control
13101 Animal Control Records DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)
13102 Bite Reports DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)
13103 Dangerous & Vicious Dogs DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)
13104 Medical Records DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)
13105 Pet Licenses DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)
13106 Problem Pet Owners DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)
13150 Canine
13151 Canines TERM TERM+2 TERM+2 TERM+5 TERM+5 GC 34090(d)
13152 Handler Daily Log Books CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
13153 Handler Monthly Reports CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
13200 Communications
13201 Communications Standard Operating Procedures SUP SUP+5 SUP+2 SUP+5 SUP+5 GC 34090(d)
13202 Dispatch Cards DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)
13250 Criminalistics ---
Administrative
13251 Caseload DATE DATE+10 DATE+2 DATE+5 DATE+10 GC 34090(d)
14252 Product Proficiency Tests DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)
13253 Testimony Records COMP DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)
13254 Training TERM TERM+5 TERM+2 TERM+5 TERM+5 GC 34090(d)
Case Tracking
13255 Case Control, Case Assignment, Victim Name IND IND FY+2 IND IND GC 34090(d)
13256 Drug Destruction Log IND IND FY+2 IND IND GC 34090(d)
13257 Lab Number Log Book IND IND FY+2 IND IND GC 34090(d)
Fingerprint Evidence
13258 Ten Prints DATE DATE+20 SOL DATE+20 SOL PC 800,801,802
11/11/2011 Office of the City Clerk, Records Management Division Page 29 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
POLICE SERVICES: SERIES 13000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
Laboratory Reports
13259 Drug Report File COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)
13260 Laboratory Case File IND IND COMP+2 IND IND GC 34090(d)
13261 Latent Print Service Requests IND IND FY+2 IND IND GC 34090(d)
13262 Major Criminalistics LAB Case Notes IND IND COMP+2 IND IND GC 34090(d)
13263 OCJP Cold Hit Program IND IND IND IND IND GC 34090(d)
13264 OCJP Cold Hit Program Batch Number IND IND IND IND IND GC 34090(d)
Logs-Miscellaneous
13265 Balance QA/QC Manual PERP PERP SOL PERP PERP PC 800,801,802
13266 Blood Standard Typing PERP PERP SOL PERP PERP PC 800,801,802
13267 Chemical Batch QC Files PERP PERP SOL PERP PERP PC 800,801,802
13268 Controlled Substance Reagent Quality Control Log PERP PERP SOL PERP PERP PC 800,801,802
13269 DNA Instrument Temperature & pH Meter Log PERP PERP SOL PERP PERP PC 800,801,802
13270 DNA Kit Log Binder PERP PERP SOL PERP PERP PC 800,801,802
13271 Drug Standard Quality Control Log PERP PERP SOL PERP PERP PC 800,801,802
13272 Equipment Performance PERP PERP SOL PERP PERP PC 800,801,802
13273 Hot Shaker Log PERP PERP SOL PERP PERP PC 800,801,802
13274 Pipette Calibration Binder PERP PERP SOL PERP PERP PC 800,801,802
13275 Serology/DNA Laboratory Clean-up Log PERP PERP SOL PERP PERP PC 800,801,802
13276 Thermocycler 480 Log PERP PERP SOL PERP PERP PC 800,801,802
13277 Thermometer Calibration Reports PERP PERP SOL PERP PERP PC 800,801,802
Technician Reports
13278 Homicide COMP COMP+10 SOL COMP+5 SOL PC 800,801,802
13279 NonHomicide COMP COMP+3 SOL COMP+5 SOL PC 800,801,802
13300 Identification
13301 Applicants-Departmental CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)
13302 Applicants-NonDepartmental CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)
13303 Bookings-Superior Court CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
13304 Clearance Letters DATE DATE+2 CAL+2 DATE+5 CAL+5 GC 34090(d)
13305 CORPUS Printouts DATE DATE+29D DATE+29D DATE+29D DATE+29D
13306 Evidence Photos-Court Orders COMP COMP+2 COMP+2 COMP+5 COMP+5 GC 34090(d)
13307 Evidence Photos-Solved IND IND SOL IND SOL PC 800,801,802
13308 Evidence Photos-Unsolved IND IND SOL IND SOL PC 800,801,802
13309 Evidence Photos-Unsolved Homicides PERM PERM PERM PERM PERM PC 799
11/11/2011 Office of the City Clerk, Records Management Division Page 30 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
POLICE SERVICES: SERIES 13000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
13310 H&S 11590 Registrants [Drug] DEC DEC SOL --- DEC H&S 11590
11/11/2011 Office of the City Clerk, Records Management Division Page 31 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
POLICE SERVICES: SERIES 13000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
13311 PC 290 Registrants [Sexual Offender] DEC DEC SOL --- DEC PC 800,801,802
13312 PC 457.1 Registrants [Arson] DEC DEC DEC --- DEC PC 457.1
13313 Photo Chemical Logs & Effluent Documentation DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)
11/11/2011 Office of the City Clerk, Records Management Division Page 32 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
POLICE SERVICES: SERIES 13000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
13314 Photo Logs PERP PERP PERP PERP PERP GC 34090(d)
13315 Photographic Charts DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)
13350 Investigations
13351 After Hearing Stay Away Orders COMP COMP COMP+2 --- COMP+2 GC 34090(d)
13352 Assignment Cards-Call for Service DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)
13353 Computer Aided Dispatch (CAD) Purge Printouts DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)
13354 Field Contact (FC) Reports DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)
13355 Internal Affairs COMP COMP+5 COMP+5 COMP+5 COMP+5 PC 835.2(b)
13356 Licenses/Permits COMP COMP+2 COMP+2 COMP+5 COMP+5 GC 34090(d)
13357 Police Reports-Sealed COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)
13358 Police Reports-Solved IND IND COMP+2 COMP+5 IND GC 34090(d)
13359 Police Reports-Unsolved IND IND COMP+2 COMP+5 IND GC 34090(d)
13360 Police Reports-Unsolved Homicides PERM PERM PERM PERM PERM PC 799
13361 Stolen Vehicle Lists (Hot Sheets) DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)
13362 Temporary Restraining Orders COMP COMP COMP+2 --- COMP+2 GC 34090(d)
13363 Tow Reports DATE DATE+2 DATE+2 DATE+5 DATE+5 GC 34090(d)
13364 Warrants COMP COMP DATE+2 --- DATE+2 GC 34090(d)
13400 Jail
13401 Arrest Log CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
13402 Booking Cards CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
13403 Inmate Medical PreScreen Records DISC DISC+1 CAL+2 DISC+5 DISC+5 GC 34090(d)
13404 Long Term Inmate Observation Log CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
13405 Nurses Treatment Log DISC DISC+1 DISC+2 DISC+5 DISC+5 GC 34090(d)
13406 Property Inspection Log & Property Receipts CAL CAL+1 CAL+2 CAL+5 CAL+5 GC 34090(d)
13407 Staff Log CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
---
13500 Special Duty
13501 Special Duty Unit (SDU) Statistic Sheets CAL CAL+2 CAL+2 CAL+5 CAL+5 GC 34090(d)
13550 Traffic
13551 Traffic Collisions-Fatal PERM PERM PERM PERM PERM SOS C-39
13552 Traffic Collisions-NonFatal DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)
13600 Training
11/11/2011 Office of the City Clerk, Records Management Division Page 33 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
POLICE SERVICES: SERIES 13000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
13601 In Service-Curriculum Records SUP SUP+10 SUP+7 SUP+5 SUP+10 GC 34090
13602 Police Academy-Master Examination Roster COMP COMP+10 COMP+7 COMP+5 COMP+10 GC 34090
13603 Police Academy-Master Training Sites & Events COMP COMP+10 COMP+7 COMP+5 COMP+10 GC 34090
13604 Police Academy-Officer Training COMP COMP+10 COMP+7 COMP+5 COMP+10 GC 34090
13650 Vice/Narcotics
13651 Arrest Photos COMP COMP+3 COMP+2 --- COMP+5 GC 34090(d)
13652 Asset Forfeitures COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)
13653 Informants TERM TERM+10 TERM+10 TERM+5 TERM+10 SOS C-34
13700 Youth Services
13701 CLASS-Felony IND IND IND IND IND WIC 826(b)
13702 CLASS-Misdemeanor IND IND IND IND IND WIC 826(b)
13703 Juveniles IND IND IND IND IND WIC 826(b)
ACRONYMS
OCJP Office of Criminal Justice Planning State of California
CLASS Campus Life & School Safety
11/11/2011 Office of the City Clerk, Records Management Division Page 34 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
PUBLIC WORKS: SERIES 14000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
14100 Construction & Field Services
14101 Benchmark Records PERM PERM PERM PERM PERM GC 34090(a)
14102 CIP Construction Management Projects COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d}
14103 Materials Testing Reports COMP COMP COMP+2 COMP+5 COMP+5 GC 34090(d)
14104 Monuments PERM PERM PERM PERM PERM GC 34090(a)
14105 Nuclear Gauge Records PERM PERM PERM PERM PERM GC 34090(a)
14106 Project Surveys COMP COMP COMP+2 COMP+5 COMP+5 GC 34090(d)
14107 Survey Field Book PERM PERM PERM PERM PERM GC 34090(a)
14150 Electrical Services
14501 Electrical Maintenance Records DATE DATE+5 DATE+2 DATE+5 DATE+5 GC 34090(d)
14502 Maps & Drawings SUP SUP +2 SUP+2 --- SUP+2 GC 34090(d)
14503 Project Files COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)
14200 Engineering Design
14201 Complaint Investigations COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)
14202 Contract Plans & Specifications COMP PERM PERM PERM PERM GC 34090(a)
14203 Design Policies & Procedures SUP SUP+2 SUP+2 SUP+5 SUP+5 GC 34090(d)
14204 Maps PERM PERM PERM PERM PERM GC 34090(a)
14205 Master Plans COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)
14206 Projects COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)
14250 Environmental Services
14251 Asbestos Surveys-City Buildings PERM PERM PERM PERM PERM GC 34090(a)
14252 Asbestos Surveys-Code Compiance Demos PERM PERM PERM PERM PERM GC 34090(a)
14253 Contracts/Franchise Agreements COMP COMP+2 COMP+4 COMP+5 COMP+5 CCP 337
14254 CWP Inspection Reports PERM PERM PERM PERM PERM GC 34090(a)
14255 Environmental Site Investigative Reports PERM PERM PERM PERM PERM GC 34090(a)
14256 Hazardous Waste Disposal Records PERM PERM PERM PERM PERM GC 34090(a)
14257 NPDES Permits PERM PERM PERM PERM PERM GC 34090(a)
11/11/2011 Office of the City Clerk, Records Management Division Page 35 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
PUBLIC WORKS: SERIES 14000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
14258 Requests for Proposals [RFP] FY FY+1 FY+2 FY+5 FY+5 GC 34090(d)
11/11/2011 Office of the City Clerk, Records Management Division Page 36 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
PUBLIC WORKS: SERIES 14000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
14300 Equipment Services
14301 Automotive & Equiipment Parts Inventory FY FY+5 FY+2 FY+5 FY+5 GC 34090(d)
14302 Shop Equipment & Tools EQUIP EQUIP+5 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)
14303 Vehicle Inventory Records EQUIP EQUIP+5 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)
14304 Vehicle Maintenance Records EQUIP EQUIP+5 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)
14400 Facilities Management & Maintenance
14401 Backflow Device Certifications SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)
14402 BiWeekly Tailgate Safety Meeting Notes IND IND IND IND IND GC 34090(a)
14403 Blueprints FAC FAC+1 FAC+2 FAC+5 FAC+5 GC 34090(d)
14404 Boiler & Air Tank Permits SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)
14405 Building Machinery & Equipment FAC FAC+1 FAC+2 FAC+5 FAC+5 GC 34090(d)
14406 CFC Air Conditioning Use Reports EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)
14407 CNG Permits SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)
14408 Diesel Generator Air Quality Permits SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)
14409 Diesel Generator Tests SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)
14410 Elevator Inspections & Permits SUP SUP+1 SUP+2 EQUIP+5 SUP+5 GC 34090(d)
14411 Facility Access Card Requests DATE DATE+1 DATE+2 DATE+5 DATE+5 GC 34090(d)
14412 Gasoline Fueling Station Permits SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)
14413 HVAC Mechanical Inspections EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)
14414 Incident Reports DATE DATE+1 DATE+2 DATE+5 DATE+5 GC 34090(d)
14415 Kitchen Range Hood Fire System Inspections EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)
14416 Maintenance & Repair Permits & Closeout FAC FAC+1 FAC+2 FAC+5 FAC+5 GC 34090(d)
14417 Documents
14418 Maintenance Records-Miscellaneous COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)
14419 Portable Fire Extinguisher Inspections EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)
14419 Safety Training Certifications SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)
14419 Security Logs DATE DATE+1 DATE+2 DATE+5 DATE+5 GC 34090(d)
14419 Service Requests COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)
14419 Tool Operating Manuals EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)
14419 Tot Lot-Initial Audits SUP SUP+1 SUP+2 SUP+5 SUP+5 GC 34090(d)
11/11/2011 Office of the City Clerk, Records Management Division Page 37 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
PUBLIC WORKS: SERIES 14000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
14419 Tot Lot-Maintenance Records COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
11/11/2011 Office of the City Clerk, Records Management Division Page 38 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
PUBLIC WORKS: SERIES 14000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
14419 UPS Battery Tests & Inspections EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)
14419 UPS Load Tests EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)
14419 Wet & Dry Stand Pipe Flow Inspections EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)
14419 Wet Stand Pipe Inspections EQUIP EQUIP+1 EQUIP+2 EQUIP+5 EQUIP+5 GC 34090(d)
14419 Workmanship Warranties COMP COMP+1 COMP+2 COMP+5 COMP+5 GC 34090(d)
14500 Project Management & Facilities Planning
14501 Projects COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
14600 Sewer Maintenance & Utility Inspection
14601 City Contracted Sewer Abatements COMP COMP+4 COMP+2 COMP+5 COMP+5 GC 34090(d)
14602 Drainage Facilities PERM PERM PERM PERM PERM GC 34090(a)
14603 Drainage Maintenance & Operations COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
14604 Flood Control-Storm Drains PERM PERM PERM PERM PERM GC 34090(a)
14605 Permits COMP COMP+4 COMP+2 COMP+5 COMP+5 GC 34090(d)
14606 Safety Certifications & Designations COMP COMP+2 COMP+2 COMP+5 COMP+5 GC 34090(d)
14607 Sewer Abatements COMP COMP+4 COMP+2 COMP+5 COMP+5 GC 34090(d)
14608 Sewer Maintenance & Operations COMP COMP+5 COMP+2 COMP+5 COMP+5 GC 34090(d)
14700 Street & Sidewalk Maintenance
14701 Asphalt Tests FY FY+3 FY+2 FY+5 FY+5 GC 45090(d)
14702 Daily Assignment Sheets FY FY+2 FY+2 FY+5 FY+5 GC 45090(d)
14703 Diaries & Journals-Miscellaneous FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)
14704 Five Year Moratorium Lists FY FY+2 FY+2 FY+5 FY+5 GC 45090(d)
14705 Information Packets-City Attorney FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)
14706 Inspectors Daily Reports FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)
14707 Notices to Repair FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)
14708 Preliminary Repair Log FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)
14709 Street/Sidewalk Maintenance Complaints FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)
14710 Street/Sidewalks Maintenance FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)
11/11/2011 Office of the City Clerk, Records Management Division Page 39 of 40
CITY OF OAKLAND
RECORDS RETENTION SCHEDULE
PUBLIC WORKS: SERIES 14000
FUNCTION/FILE CATEGORIES RETENTION PERIOD
Record Retention
Number Description Trigger Agency Legal Audit Disposition Citation
14800 Street Cleaning & Graffiti Abatement
14801 Daily Worksheets & Diaries FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)
14802 Illegal Dumping Complaints & Issues FY FY+2 FY+2 FY+5 FY+5 GC 45090(d)
14803 Litter Enforcement FY FY+5 FY+2 FY+5 FY+5 GC 45090(d)
14804 Street Sweeping Complaints & Issues FY FY+2 FY+2 FY+5 FY+5 GC 45090(d)
`
14900 Transportation Services
14901 Accidents CY CY+10 CY+2 CY+5 CY+10 GC 34090(d)
14902 Investigations COMP COMP+10 COMP+2 COMP+5 COMP+10 GC 34090(d)
14903 Projects COMP COMP+3 COMP+2 COMP+5 COMP+5 GC 34090(d)
14904 Project Requests for Proposals & Proposals COMP COMP+3 COMP+2 COMP+5 COMP+5 GC 34090(d)
14905 PS&E & As Builts PERM PERM PERM PERM PERM GC 34090(a)
14906 Traffic Signal Design & Timing Plans PERM PERM PERM PERM PERM GC 34090(a)
ACRONYMS
CWP Clean Water Program
CIP Construction Improvement Projects
NPDES National Pollutant Discharge Elimination System
PS&E
11/11/2011 Office of the City Clerk, Records Management Division Page 40 of 40
