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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 />Budget documents <br />All documents related to HUD budget process <br />Document Date <br />Permanent <br />Housing Authority <br />ECONOMIC <br />Enterprise Zone Hiring <br />EZ Hiring Credit Vouchers, Applications and <br />Date Voucher Issued <br />Permanent <br />Econ. Dev. -- EZ <br />DEVELOPMENT <br />Credit Vouchers <br />supporting documents <br />Business Outreach Files <br />Business Outreach Information and surveys <br />Initial Outreach <br />5 Years <br />Econ. Dev. -- EZ <br />obtained through various activities <br />Marketing, Promotional <br />Brochures, Announcements <br />Initial Outreach <br />2 Years <br />GC 34090 <br />Econ Dev <br />Economic Development <br />Administrative records/Staff reports/Project files <br />Document Date <br />2 Years <br />GC 34090 <br />Econ Deb <br />Projects <br />Workforce Investment Act <br />W IA Forms (enrollment and various participation <br />Date of Application / <br />6 Years <br />29CFR, Part <br />Work Center <br />(WIA) & Special Projects <br />forms) <br />Form <br />97.42(bX2) <br />Offices <br />Participant payroll records (timecards, <br />Date of Payroll <br />6 Years <br />29CFR, Part <br />Work Center <br />participant profiles, payroll printouts) <br />97.42(bX2) <br />Offices <br />Original Procurement Documents (Proposals, <br />Date of Document <br />6 Years <br />29CFR, Part <br />Work Center <br />RFPs, Rating Sheets) <br />97.42(bX2) <br />Offices <br />Contracts and other backup data for processing <br />Date of Document <br />6 Years <br />29CFR, Part <br />Work Center <br />invoices <br />97.42(bX2) <br />Offices <br />Oversight and monitoring reports including <br />Date of Document <br />6 Years <br />29CFR, Part <br />Work Center <br />backup data and program operator audit reports <br />97.42(bX2) <br />Offices <br />Workforce Investment <br />Meeting Records (agenda packets and minutes) <br />Date of Document <br />Permanent <br />29CFR, Part <br />WIB Office <br />Board (WIB) <br />97.42(bX2) <br />Procurement records and RFPs <br />Date of Document <br />6 Years <br />29CFR, Part <br />WIB Office <br />97.42(bX2) <br />Subgrantee agreements, plans, participant and <br />Date of Document <br />6 Years <br />29CFR, Part <br />WIB Office <br />fiscal reports <br />97.42(bX2) <br />Federal Empowerment Zone <br />Original Procurement Documents (Proposals, <br />Date of Grant Close <br />5 years <br />Econ Dev <br />Grant <br />RFPs, Rating Sheets) <br />Out Ltr from HUD <br />Contracts and other backup data for processing <br />Date of Grant Close <br />5 years <br />Econ Dev <br />invoices <br />Out Ltr from HUD <br />Oversight and monitoring reports including <br />Date of Grant Close <br />5 years <br />Econ Dev <br />backup data and program operator audit reports <br />Out Ltr from HUD <br />IDB Bonds <br />Cancellation, <br />Plus 10 years <br />Econ Dev <br />redemption or <br />SA Empowerment <br />Meeting Records (agenda packets and minutes) <br />Date of Grant Close <br />Permanent <br />Econ Dev <br />Corporation (SAEC) <br />Out Ltr from HUD <br />5of6 <br />