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City of Santa Ana Records Retention Schedule
<br />CLERK OF THE COUNCIL
<br />Exhibit B
<br />RECORD CATEGORY
<br />RECORD SERIES
<br />RECORD DESCRIPTION
<br />RECORD START DATE
<br />RETENTION
<br />PERIOD
<br />REMARKS
<br />CUSTODIAN
<br />ABATEMENTS
<br />Abatement of various undesirable
<br />Files on Dangerous Buildings, Garbage, Trash, & Weed
<br />Folder Year Date
<br />Hardcopy - 2
<br />GC Sec. 34090;
<br />COTC
<br />conditions
<br />Abatement, Public Nuisance and other related Council
<br />years,
<br />34090.5; See
<br />actions including correspondence and Requests for Council
<br />LaserFiche
<br />Agenda.
<br />Action (RFCA)
<br />Imaging -
<br />Permanent
<br />AGREEMENT (AGMT)
<br />City Council - Approved (A -Series)
<br />Original contracts and agreements and back-up materials.
<br />Agreement Date
<br />T + 4 Years
<br />CCP 337.2, 343;
<br />COTC
<br />Includes leases, equipment, services, licenses or supplies,
<br />GC 34090
<br />services/maintenence, medical, dental and long-term
<br />disability contracts ; may contain attachments such as
<br />deeds, insurance certificates, and RFCAs
<br />Collective Bargaining Agreements
<br />Includes amendments, side letters, and Memorandum of
<br />Permanent
<br />City policy
<br />Understandings (MOU)
<br />Development Agreements
<br />Infrastructure contracts, franchises. Original maintained for
<br />Permanent
<br />CCP 337, 337.1,
<br />seven years.
<br />337.15; GC
<br />34090; 48 CFR
<br />Employment Agreements — At -Will
<br />Original agreements/contracts for at -will employees or
<br />Length of
<br />CCP 337, CCP
<br />Employees; Temporary Employees
<br />temporary employees
<br />employment +
<br />343
<br />4 years
<br />Insurance, Joint Powers Agreement
<br />Accreditation, MOU, agreements and agendas
<br />Current + 2
<br />GC 34090
<br />years
<br />City Manager - Approved (N-Series)
<br />Up to $25, 000 - Original contracts and agreements and
<br />Agreement Date
<br />T + 4 Years
<br />CCP 337.2, 343;
<br />back-up materials. Includes leases, equipment, services,
<br />GC 34090
<br />licenses or supplies, services/maintenence, medical, dental
<br />and long-term disability contracts ; may contain
<br />attachments such as deeds, insurance certificates, and
<br />RFCAs
<br />Real Property
<br />Original contracts/agreements regarding the development
<br />10 years after
<br />CCP 337.15
<br />of real property, design, specifications, surveying, planning,
<br />termination /
<br />supervision, testing, or observation of construction or
<br />completion
<br />improvement to real property
<br />Projects
<br />Winning bids (originals) for Council -approved contracts for
<br />Project Approval Date
<br />C + 4 Years ;
<br />CCP Sec. 337
<br />construction, improvement, maintenance, rehabilitation of
<br />See
<br />public facilities including change orders; contains RFCAs,
<br />aggreements.
<br />contingency increases, Bid Bond/Bond for Faithful
<br />Performance, insurance certificates,
<br />BOARDS &
<br />Applications for Boards &
<br />Applications for B&C positions received during a calendar
<br />Folder Year Date
<br />2 Years
<br />GC 34090
<br />COTC
<br />COMMISSIONS (B&C)
<br />Commissions Committees - Not
<br />year and not acted upon by the Council
<br />Selected
<br />Boards and Commissions Board
<br />Biannual Attendance reports from City Boards, Committees
<br />Council Meeting Date
<br />2 Years
<br />GC 34090
<br />Attendance Reports
<br />and Commissions; includes RFCA's; Applications and
<br />supporting correspondence re current members; Reference
<br />file for names, addresses and other data on incumbent
<br />Board/Commission members
<br />Records of Past Commissioners &
<br />Board members who are no longer active including terms
<br />Termination
<br />Permanent
<br />Board Member
<br />served
<br />1 of 7
<br />
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