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City of Santa Ana Records Retention Schedule <br />FINANCE & MANAGEMENT SERVICES AGENCY <br />Exhibit E <br />RECORD CATEGORY <br />RECORD SERIES <br />RECORD DESCRIPTION <br />RECORD <br />START DATE <br />RETENTION <br />PERIOD <br />REMARKS <br />CUSTODIAN <br />PERSONNEL HEALTH <br />Oxygen Respirator, Lead <br />Personnel Quarterly Training Records <br />Life of Asset + 2 <br />US EPA, <br />Building <br />AND SAFETY <br />Respirator, Pulmonary <br />SCAQMD, State of <br />Maintenance <br />COMPLIANCE <br />Tests, Material Safety Data <br />CA <br />Sheets, Hygiene Complaints <br />COPIES <br />Copy Counts <br />Copier Summaries <br />Date of Copy Count <br />Life of Asset +2 <br />Central Services <br />years <br />ISSUE SLIPS <br />Issue Slips <br />Issue of Paper Supplies, or Inserting or Folding <br />Issue Slip Date <br />2 years <br />Central Services <br />Services <br />DUPLICATION REQUESTS <br />Forms <br />Date of Request <br />2 years <br />Central Services <br />LIGHT AND HEAVY <br />Fleet Maintenance <br />Work Order, Requisitions, Accident Reports, <br />Generation Date <br />Active + 5 years <br />Fleet <br />VEHICLES, EQUIPMENT <br />Logs, <br />CHP BIT Records Program <br />Driver Inspections <br />Generation Date <br />Active + 3 <br />Fleet <br />months <br />Driver Time Sheets <br />Generation Date <br />Active + 6 <br />Fleet <br />months <br />LIGHT AND HEAVY <br />Driver Proficiency <br />Generation Date <br />Life + 1 year <br />Fleet <br />VEHICLES, EQUIPMENT <br />(Cont'd.) <br />BIT EQU Inspections <br />Generation Date <br />1 year <br />Fleet <br />CITY YARD <br />Operating Permits <br />AQMD UST Permits, Hazardous Waste Permits <br />Generation Date <br />Active <br />Fleet <br />AQMD UST Annual Renewal <br />Generation Date <br />1 year <br />Fleet <br />Inspections & Reports <br />AQMD UST Monthly Insp., KPEDS Monthly <br />Generation Date <br />1 year <br />Fleet <br />Insp., Haz-mat Generator Fee report <br />PAYROLL <br />Accrual Records <br />Reports to indicate YTD balances, Prior yr. <br />Date Prepared <br />3 years <br />Payroll <br />DOCUMENTATION <br />Owing, current yr. Entitlements, time taken, <br />Attendance Reports <br />Daily attendance positings (IPPH) <br />Date Prepared <br />10 years <br />Payroll <br />Retirement Reports <br />Employee Reportable Earnings/Contribution <br />Date Prepared <br />10 years <br />Payroll <br />Reports <br />Employee Earnings W-2 <br />YTD W2 Earnings (ER copies of W2) <br />Date Prepared <br />4 years <br />Payroll <br />Earnings Check Registers <br />Pay Period employee earnings <br />Date Prepared <br />10 years <br />Payroll <br />3of7 <br />