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City of Santa Ana Records Retention Schedule <br />GENERAL RECORDS <br />Exhibit A-1 <br />RECORD CATEGORY <br />RECORD SERIES <br />RECORD DESCRIPTION <br />RECORD <br />START DATE <br />RETENTION <br />PERIOD <br />REMARKS <br />CUSTODIAN <br />AGREEMENTS <br />Agency/Dept. Head -approved <br />Contracts entered into by the city relating to goods, services, <br />Expiration Date <br />4 Years <br />Code of Civil <br />Originating Dept. <br />legal settlements and program <br />Procedures Sec. <br />337.2; GC 34090 <br />BUDGET <br />Budget Backup Documentation <br />Color -coded budget forms and other support documents <br />Budget Year <br />2 Years <br />GC 34090 <br />Originating Dept. <br />Fees Documentation <br />Budget forms used to justify setting or increasing City fees <br />CITY BOARDS & <br />Agenda <br />Meeting Agenda <br />Meeting Date <br />2 Years <br />GC 34090 (d); <br />Originating Dept. <br />COMMISSIONS <br />34090.5 <br />Minutes <br />Meeting Minutes <br />Meeting Date <br />Permanent <br />GC 34090 (e); <br />CORRESPONDENCE <br />Council Requests <br />Forms used by the Mayor and Councilmembers to request <br />Response Date <br />2 Years <br />GC 34090 <br />City Manager <br />information and/or certain staff actions <br />Incoming General Correspondence <br />"Loose" correspondence that cannot be legitimately attachec <br />Receipt Date <br />2 Years <br />GC 34090 (d) <br />Receiving Dept. <br />to some major record series such as AGREEMENT or <br />PROJECT <br />Originating Dept. <br />Outgoing General Correspondence <br />Transaction Date <br />EMAILS <br />City emails saved on server <br />All email communication saved on server <br />2 years (starting <br />2 Years <br />GC 34090 <br />Finance <br />April 1, 2013) <br />PAYROLL <br />Exception Sheets <br />Forms to charge labor expenditures to applicable Fund and <br />Date Prepared <br />3 Years <br />Originating Dept. <br />Activity other than home account. <br />Leave of Absence (Except Medical <br />Pay Period Date <br />2 Years <br />GC 34090 (d) <br />Originating Dept. <br />Leaves; see Personnel Services <br />Schedule) <br />PROJECTS <br />General Project File <br />Project files including correspondence, reports, and relevant <br />Folder Year Date <br />3 Years <br />Originating Dept. <br />back-up documentation <br />LOGS <br />General Logs Books or Files <br />Log of documents detailing <br />Folder Year Date <br />3 Years <br />City Attorney or <br />Department <br />Specified in the <br />SAMC <br />RECORDINGS OF <br />Audio Recordings <br />Routine daily taping and recording of telephone <br />Date of Recording <br />Six (6) Months <br />GC 34090.6 (a) <br />Originating Dept. <br />TELEPHONE AND RADIO <br />communications and all radio communications relating to the <br />COMMUNICATIONS <br />operations of the departments <br />REPORTS <br />Travel Request Reports, Payroll, <br />Original copies in Finance; Duplicate copies in respective <br />Date Prepared <br />2 years <br />GC 34090 <br />Finance <br />Accounts Payable <br />departments <br />ROUTINE VIDEO MONITORING <br />Video Recordings <br />Video or electronic imaging system designed to record the <br />Date of Recording <br />1 Year <br />GC 34090.6 (a) <br />Originating Dept. <br />regular and ongoing operations of the departments, <br />including in -car video systems, jail observation and <br />monitoring systems, and building security taping systems <br />1 of 1 <br />