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04/09/2012 RECORDS RETENTION SCHEDULE LEGEND ©1995-2012 Gladwe/Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission OFR(Office of Record): The department that keeps the original or"record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records), Transitory Records not retained in the ordinary course of business: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a"trusted system", etc. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P= Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? =Those records that are needed for basic operations in the event of a disaster. Media Options (guideline)—the form of the record: Mag= Computer Magnetic Media (hard drive, disks, tapes, etc.) Mfr= Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr= Paper OD = Optical Disk, CD, DVD or other media which does not allow changes Scan/Import(guideline): "5" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record should be microfilmed Destroy Paper after Imaged &QC'd (guideline, if record is imaged): QC'd=Quality Checked. "Yes" indicates the paper version may be destroyed if the document has been imaged (microfilmed, scanned or imported onto Optical Disk—CD-R, WORM or DVD-R), and both the images and indexing Quality Checked ("QC'd"). Legend for legal citations (§: Section) B&P: Business&Professions Code(CA) CBC: California Building Code CC: Civil Code(CA) CCP: Code of Civil Procedure(CA) CCR: California Code of Regulations(CA) CFC: California Fire Code CFR: Code of Federal Regulations(US) EC: Elections Code(CA) EVC: Evidence Code(CA) FA: Food&Agriculture Code FC: Family Code(CA) FTB: Franchise Tax Board (CA) GC: Government Code(CA) H&S: Health&Safety Code(CA) HUD: Housing&Urban Develop. (US) LC: Labor Code(CA) Ops.Atty. Gen.: Attorney General Opinions (CA) PC: Penal Code (CA) R&T: Revenue &Taxation Code(CA) UAC: Uniform Administrative Code UBC: Uniform Building Code UFC: Uniform Fire Code UPC: Uniform Plumbing Code USC: United States Code(US) VC: Vehicle Code(CA) W&I: Welfare&Institutions Code(CA) RESO.#15182 MUFF 208