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City of Santa Ana Records Retention Schedule <br />CLERK OF THE COUNCIL <br />Exhibit B <br />RECORD CATEGORY <br />RECORD SERIES <br />RECORD DESCRIPTION <br />RECORD START DATE <br />RETENTION <br />PERIOD <br />REMARKS <br />CUSTODIAN <br />FAIR POLITICAL <br />Campaign Statements for other than <br />Original statements of all other persons and committees; <br />Election <br />7 years (can <br />GC 81009(c), (e) <br />PRACTICES (FPPC) <br />Mayor, City Council; other campaign <br />other original reports and statements <br />image after 2 <br />GC 81009(g) <br />(Cont.) <br />reports (originals) <br />years) <br />Campaign Statements/Reports Copies <br />Copies of reports/statements (if filing officer is not required <br />Election <br />4 years (can <br />GC 81009(f) GC <br />of <br />to keep more than one copy) <br />image after 2 <br />81009(g) <br />years) <br />Conflict of Interest Code <br />Conflict of Interest Code — required under Political Reform <br />Permanent - <br />GC 87300 et seq. <br />Act; (positions) must be reviewed by July 1st of every even- <br />Resolution <br />numbered year and amended if necessary <br />Ethics Training Records (AB 1234; <br />Records required to be kept under Gov. Code section <br />Filing Year <br />Hardcopy - 5 <br />GC 53235.2 <br />effective 1/1/06) <br />53235.2 (effective 1/1/06). Records must show dates that <br />years after <br />local officials satisfied the training requirements and the <br />receipt of <br />entity that provided the training. Applys to boards, <br />training; <br />commissions, and elected officials. <br />LaserFiche - <br />permanent. <br />Statements of Economic Interest - <br />Copies of original statements of elected officials forwarded <br />Filing Year <br />4 years (can <br />GC 81009(f), (g) <br />Form 700 (copies) (elected officials) <br />to Fair Political Practices Commission. <br />image after 2 <br />years) <br />Statements of Economic Interest - <br />Originals of statements of designated employees <br />Filing Year <br />7 years (can <br />GC 81009(e), (g) <br />Form 700 (originals) (non -elected) <br />image after 2 <br />years) <br />Gift to Agency Receipt - Form 801 <br />Filing Year <br />4 years (can <br />GC 81009(f), (g) <br />(elected officials) <br />image after 2 <br />years) <br />Agency Report of Ceremonial Role <br />Filing Year <br />4 years (can <br />GC 81009(f), (g) <br />Events and Ticke/Pass Distributions - <br />image after 2 <br />Form 802 (elected officials) <br />years) <br />Behested Payment Report - Form 803 <br />Filing Year <br />4 years (can <br />GC 81009(f), (g) <br />image after 2 <br />years) <br />Agency Report of New Positions - <br />Filing Year <br />4 years (can <br />GC 81009(f), (g) <br />Form 804 <br />image after 2 <br />Agency Report of Consultants - Form <br />Filing Year <br />4 years (can <br />GC 81009(f), (g) <br />805 <br />image after 2 <br />Public Official Appointments - Form <br />Filing Year <br />4 years (can <br />GC 81009(f), (g) <br />806 <br />image after 2 <br />Contractors / Service Providers <br />Certificates of insurance or surety bonds required for <br />Date of agreement /project <br />Termination of <br />GC 34090; <br />individuals and companies on contract with the City. <br />agreement/proj <br />Original insurance <br />ect + 4 Years <br />certificates are <br />part of <br />appropriate <br />agreement or <br />project filed in <br />respective folder <br />in the Clerk's <br />office. <br />6 of 7 <br />