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City of Santa Ana Records Retention Schedule <br />PLANNING AND BUILDING AGENCY Exhibit I <br />RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD RETENTION REMARKS I CUSTODIAN <br />START DATE PERIOD 11 <br />CITATIONS AND CASE <br />Min. 2-years; <br />FILES <br />Notice of Violations: <br />For vehicle only in front yard parking vehicle for <br />Issuance Date <br />permanent if records <br />GC 34090 <br />PBA <br />Infractions <br />sale <br />affect title or lien <br />Notice to appear in court on Santa Ana <br />Min. 2-years; <br />Notice -To Appear <br />Municipal Code violations, Code violations, <br />Closure Date <br />permanent if records <br />GC 34090 <br />PBA <br />inspection records <br />affect title or lien <br />COMPLAINT <br />Min. 2-years; <br />Criminal <br />Referral to City Attorney for action <br />Issuance Date <br />permanent if records <br />GC 34090 <br />PBA <br />affect title or lien <br />COVENANTS & <br />10-years after <br />AGREEMENTS <br />Access & Parking <br />Common access/parking between two or more <br />Approval Date <br />termination/ <br />CCP 337.15 <br />PBA <br />properties <br />completion <br />Covenants & Termination of <br />10-years after <br />Covenants <br />Legal description of parcel land <br />Approval Date <br />termination/ <br />CCP 337.15 <br />PBA <br />completion <br />DETERMINATION OF <br />NONCONFORMING <br />By Property <br />A legal determination of a use or building on a <br />Approval Date <br />Permanent <br />PBA <br />STATUS <br />site which does not conform to current standards <br />FINDING OF FACT <br />Written finding which shall specify all facts relied <br />Planning Commission/ <br />upon by City Council, Planning Commission, or <br />Approval Date <br />Permanent <br />GC 34090(e) <br />PBA <br />Zoning Administrator <br />Zoning Administrator in rendering its decision <br />and in attaching conditions and safeguards <br />INSPECTION <br />Business License Certificate <br />of Occupancy <br />Inspection for Finance &Planning Divisions <br />Issuance Date <br />Permanent <br />GC 34090 <br />PBA <br />Notice of Violation <br />Corrections and/or violations to be resolved prior <br />Issuance Date <br />2 Years <br />GC 34090 <br />PBA <br />to final approval <br />Reinspection <br />For additional inspections above the normal <br />Issuance Date <br />2 Years <br />GC 34090 <br />PBA <br />requirement <br />Report: fire Damage <br />Examination of the extent of the damage <br />Issuance Date <br />2 Years <br />GC 34090 <br />PBA <br />INVESTIGATION NOTICE <br />Special Investigation and or <br />Request by Fire Department <br />Issuance Date <br />2 Years <br />GC 34090 <br />PBA <br />complaint <br />Notice & order of <br />Repairs or demolitions to buildings or structures <br />Closure Date <br />Until Settled + 2 <br />GC 34090 <br />PBA <br />Substandard <br />Years <br />Violations <br />Noncompliance with City codes <br />Closure Date <br />Until Settled + 2 <br />GC 34090 <br />PBA <br />Years <br />4 of 6 <br />