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City of Santa Ana Records Retention Schedule <br />COMMUNITY DEVELOPMENT AGENCY <br />Exhibit D <br />RECORD CATEGORY <br />RECORD SERIES <br />RECORD DESCRIPTION <br />RECORD <br />START DATE <br />RETENTION <br />PERIOD <br />REMARKS <br />CUSTODIAN <br />GENERAL CDA <br />Project Files <br />Project Files including correspondence, reports, <br />Completion Date <br />3 Years <br />Code of Civil <br />CDA-Admin <br />and relevant back-up documentation. <br />Procedures Sec. <br />337 GC 34090 <br />ADMIN SVCS <br />Agreements <br />Contracts entered into by the Agency and City <br />Expiration Date <br />4 Years <br />Code of Civil <br />CDA - Admin. <br />relating to goods, services, legal settlements <br />Procedures Sec. <br />and program responsibilities; includes joint <br />337 GC 34090 <br />powers agreements. <br />CDA Reports <br />Audited Agency Financial Statements, <br />Issuance of next FY <br />10 Yrs from FY <br />Code of Civil <br />CDA - Admin. <br />Redevelopment Agency Annual Report (Report <br />Statements <br />date <br />Procedures Sec. <br />to State Controller) <br />337 GC 34090 <br />CDBG/ESG/ HPRP <br />Grant documents and all supporting documents: <br />End of Grant Year <br />4 Yrs from FY <br />GC 34090 24 CFR <br />CDA - Admin. <br />applications, reports, contracts, profect files, <br />date <br />570.502 24 CFR <br />proposals, statements, sub -recipient dockets, <br />85.42 <br />environmental review, inventory, consolidated <br />plans, CAPERS, etc. <br />CDBG/ ESG/ HPRP <br />Subrecipient binders (application, agreement, <br />Project Completion <br />5 Yrs from FY <br />Code of Civil <br />CDA - Admin. <br />backups to payment requests, correspondence, <br />date <br />date <br />Procedures Sec. <br />etc.) <br />337 GC 34090 <br />CDBG/ ESG/ HPRP <br />City project files paid with CDBG funds <br />Project Completion <br />5 Yrs from FY <br />Code of Civil <br />CDA - Admin. <br />date <br />date <br />Procedures Sec. <br />337 GC 34090 <br />Loan Files <br />Documents pertaining to the commercial rehab <br />Pay -Off Date <br />5 Years <br />Code of Civil <br />CDA - Admin. <br />loans <br />Procedures Sec. <br />337 GC 34090 <br />Action Items <br />RFCAs and staff reports to commissions, <br />Date of Action <br />2 years <br />Code of Civil <br />CDA - Admin. <br />Agency and other legal bodies (not City <br />Procedures Sec. <br />Council.) Can be imaged immediately for <br />337 GC 34090 <br />permanent retention. <br />Bonds <br />Authorization/public hearing <br />Cancellation, <br />Plus 10 years <br />CCP 336a, 337.5 <br />CDA-Admin <br />records/prospectus/proposals/certificates/notice <br />redemption or <br />s (transcripts)/registers/statements. <br />maturity <br />Grants- Unsuccessful <br />Applications not entitled <br />Date of Action <br />2 years <br />GC 34090 <br />CDA- Admin <br />Procedures Manual <br />Administrative <br />Until Superseded <br />Plus 2 Years <br />Code of Civil <br />CDA - Admin. <br />Procedures Sec. <br />337 GC 34090 <br />REDEVELOPMENT & <br />Action Items & Agenda <br />RFCAs and staff reports to commissions, <br />Date of Action <br />2 Years <br />Code of Civil <br />CDA - Admin. <br />HOUSING COMMISSION <br />Packets & Reports <br />Agency and other legal bodies (not City <br />Procedures Sec. <br />Council.) Can be imaged immediately for <br />337 GC 34090 <br />permanent retention. <br />1 of 6 <br />