Resolution 16232CITY OF ALAMEDA RESOLUTION NO. 16232
APPROVING THE RECORDS RETENTION SCHEDULE
WHEREAS, the destruction of certain public records is authorized by State law
under Government Code section 34090, et seq. with the approval of the City Council by
resolution and the written consent of the City Attorney; and
WHEREAS, the City Council believes there are benefits of ease of administration
to adopting a Records Retention Schedule governing the disposition and destruction of
official City records in accordance with state and federal laws, and records management
best practices; and
WHEREAS, on February 19, 2013, and March 20, 2018, the City Council adopted
a records retention schedule for all documents; and
WHEREAS, on December 2, 2024, the Open Government Commission reviewed
a revised records retention schedule and recommended the City Council adopt the
revised schedule.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Alameda, California as follows:
SECTION 1. The Records Retention Schedule, attached hereto as Exhibit A and
incorporated as part of the Resolution, is hereby adopted.
SECTION 2. The Department Head of each department is authorized to maintain and
destroy records in accordance with the respective department Retention Schedules,
subject to written approval of the City Manager and the City Attorney prior to any proposed
destruction as required by Government Code section 34090.
SECTION 3. Any changes to City of Alameda Records Retention Schedule shall be
approved by the City Council.
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INVENTORYLquipment and supplies
DEPUTY CHIEF - OPERATIONS
FIRE PREVENTION
FIRE ORDINANCES, RESOLUTIONS, AND INTERPRETATIONS
City, County, State
FIRE PREVENTION OPERATIONAL REPORTS
Minutes of meetings, bulletins, memos, and budget
FIRE PREVENTON OCCUPANCY FJI.ES FIRE INSPECTION REPORTS
Notification of inspection on property/premises and related reports; alarm and sprinkler systems: window bar,
hazardous materials report, vegetation inspections, permits, plan reviews, incident reports, tank removal.s, and
other preverition efforts
CITATIONS
Notice to appear in court for FEMIS vioa1ion
WEED ABATEMENT
Reports, hearings, assessments, resolutions, and documentation
CITIZEN COMPLAINTS (FIRE)
FIRE PREVENTION MONTHLY AND ANNUAL REPORTS
FIRE DEPARTMENT REFERRALS
Responses to Cty Manager, City Councfl, and the pubc
SUPPRESSION AND RESCUE SERVICES
FIRE INVESTIGATION REPORTS
INCIDENT REPORTS
Dispatch and daily logs
HAZARDOUS WASTE DISPOSAL
Documentation regarding handiing and disposal of hazardous waste
AA: After Audit
AE = After Expiration
AT = After Termination
[L=Close/Completion
EL=Election
FYE = Fiscal Year End
US Unt;J Superseded
RetentionCodes
ACT = Active
AP = After Payoff
AS=After Settlement
AV Administrative Value
CYE = Current Year End
PERM =Permanent
ATTY City Attorney
CLK = City Clerk
HN = Finance
LBR=Library
|T=Intormat�n
PARK = Recreation & Parks
PWKS 7, Public Works
CYE+5 GC 3409C
PERM Dept.PpUcu
6 Dept. Policy
PERM 2U1UCFC 104.6
PERM Dept. Policy
PERM Dept. Policy
[L+5 Dept. Policy
5 O�� U
CYE+S Depe�tPoiicPqycy
CL+5 GC34O9D,CCP 338
CYE+10 CAL OSHA, 40CFR122.21
Department Codes
CD=Community Development
CM = City Manager
FIRE = Fire &EMS
HRD = Human Resources
MYR=Mayor &Council
TRAINING AND EMERGENCY MED#CAL
PERSONNEL FILES
Probationary employees (JAC — Joint Apprenticeship Committee)
CERTIFICATE OF COURSE COMPLETION
See Personnel Files — Current
ERVICES
CL+5
AT+S
GC 12946
Dept, Policy
RECORDS RETENTION SCHEDULE - HOUSING AND HUMAN SERVICES
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY
PERM
CL+15
CYE+5
PERM
HOUSING DEVELOPMENT PROJECT FILES (HOUSING TRUST FUND)
Deed of trust, promissory note, project summary sheet, relocation files if applicable, monitoring
reports and environmental reviews, disposition agreements, loan and grant agreements
HOUSING DEVELOPMENT PROJECT FILES (HOUSING TRUST FUND) - CONSTRUCTION FILE
Site acquisition, feasibility analysis, construction documents, consultant contracts, and
correspondence
HOUSING DEVELOPMENT PROJECT FILES (HOUSING TRUST FUND)
Applications of projects not funded
INCLUSIONARY FILES
Agreements and monitoring files
HOUSING REHABILITATION PROGRAMS — RENTAL REHAB ROGRAM
Client's Financial Folder Finance documents, notes, environmental reviews and deeds of grant; PERM
retained in office until construction is completed
AA After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL =Election
FYE = Fiscal Year End
US = Until Superseded
Retention Codes
ACT = Active
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
A i fY = City Attorney
CLK = City Clerk
FIN = Finance
LBR = Library
IT = Information Technology
PARK = Recreation & Parks
PWKS = Public Works
STATUTORY REFERENCE
Dept. Policy, HUD (CDBG and/or HOME)
and State Redevelopment Law
Dept. Policy
Dept. Policy
Dept. Policy
OMB Circular
A-110, 2 CFR
215.53, 24 CFR
570.490
Department Codes
CD = Community Developmen
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Council
PD = Police
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
DESTROY
HOUSING REHABILITATION LOAN PROGRAMS - SINGLE FAMILY
Client's Master/Field Folder, Housing rehabilitation contract documents, promissory note, deed of PERM
trust, summary sheet, contract with owner (scope of work), and environmental review
HOUSING REHABILITATION LOAN PROGRAMS - SINGLE FAMILY
Field Folder, Housing rehabilitation construction documents
COMMUNITY SERVICES
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
Applications/Allocations
COMMUNITY AGENCY CONTRACTS (CDBG AND OTHER FUNDS)
Contract files, monitoring reports, environmental reviews, and correspondence
C1.+7
5
AT+5
COMMUNITY SERVICES BLOCK GRANT (CSBG) FILES
State assistance to low income persons, line item budget cost categories, budget and expenditure AT+5
plan, enrollment/termination placement plan
FEDERAL CONTRACTS/GRANTS (CDBG; ESG AND HOME)
PROGRAMS RECORDS
CDBG projects
RECORDS RETENTION SCHEDULE - HUMAN RESOURCES
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IFAPPLICABLE
AA = After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election
FYE = Fiscal Year End
uS Until Superseded
Retention Codes
AClActive
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
ADMINISTRATION
ATTY = City Attorney
CLK = City Clerk
FIN = Finance
LBR = Library
11' = Information Technology
PARK = Recreation & Parks
PWKS , Public Works
5
7
STATUTORY REFERENCE
OMB Circular
A-110, 2 CFR
215.53, 24 CFR
570.490
OMB Circular
A 110, 2 CFR
215"53, 24 CFR
570.490
A-110, 2 CFR
215.53, 24 CFR
570.490
A-110, 2 CFR
215.53, 24 CFR
570.490
A410, 2 CFR
215.53, 24 CFR
570.490
Dept, Policy
A-1.10, 2CFR 215.53, 24 CFR 570.490
DESTROY
STATUTORY REFERENCE
Department Codes
CD - Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Counci1
PD = Police
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
DEPARTMENT OF TRANSPORTATION (DOT) DRUG & ALCOHOL TESTING
Records documenting testing program administration, test results, and return -to -duty process
administration.
NEGOTIATIONS
Notes, correspondence, contracts, and Memorandums of Understanding regarding labor negotiations between
City and unions. Access is restricted to Human Resource Staff, and City Attorney for HR.
MOTOR VEHICLE PULLS (DMV)
SALARY SCHEDULE
Public salary schedule.
ADA: REASONABLE ACCOMMODATION ACTIONS
EQUAL EMPLOYMENT OPPORTINUITY (EEO) RECORDS/REPORTS
EEO 4 reports, analyses, or statistical data compiled from source documents used to complete EEO reports.
EQUAL EMPLOYMENT OPPORTINUITY (EEO) RECORDS/REPORTS
Case files relating to discrimination complaints, including complaints, legal and investigative documents,
exhibits, related correspondence, withdrawal notices, and decisions or judgments
EMPLOYEE BENEFITS
EMPLOYEE BENEFITS RECORDS
Employee benefit plans such as life and deferred compensation plans, including amendments
--AA= After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election
FYE = Fiscal Year End
US = Until Superseded
Retention Codes
ACT = Active
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
RECRUITMENT XAMI N ATI ON
ATTY = City Attorney
(LK = City Clerk
FIN = Finance
E� R = Library
yr = Information Technology
PARK = Recreation & Parks
DWKS = Public Works
DESTROY
CL+5
PERM
CL+7
Minimum.
CYE t5
7
CL+3
CL+5
PERM
STATUTORY REFERENCE
DOT
49 CFR § 382.401
49 CFR § 390.31
Dept. Policy
GC 12946
Dept. Policy
CaIPERS
CCR tit 2, §§ 570.5
29 CFR 1602.31
29 CFR 1602.30
29 CFR 1602,32
29 CFR 1602.30
29 CFR 1602.31
GC 6250 et seq,
OMB A-129,
29 CFR 1602.30,
29 CFP 1602.32,
Lab Rel §1174
Department Codes
CD = Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Counci'
PD = Police
RECORD SERIES TITLE SUBTITLE AND DESCRIPTION IF APPLICABLE
EMPLOYMENT APPLICATIONS
Access is restricted to Human Resources staff and authorized department users only
ELIGIBILITY LISTS
Access is restricted to Human Resources staff and authorized department lasers nrrly
CLASSIFICATION SPECIFICATIONS FILES
Documentation concerning development and analysis of job descriptions and classification specifications
EMPLOYMENT ANNOUNCEMENTS
Postings related to job openings and promotions
APPLICANT EXAMINATIONS
Records relating to tests required of job applicants or of current personnel to qualify for promotion. Access is
restricted to Human Resources staff and authorized departments only.
AA - After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election
FYE = Fiscal Year End
US = Until Superseded
Retention Codes
ACT = ActiveM.....�.,,..�..-...,�.�.
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
ATTY = City Attorney
CLK = City Clerk
f'N = Finance
LBR = Library
IT = Information Technology
PARK = Recreation & Parks
PWKS = Public Works
DESTROY
CL+4
CL+4
PERM
CL+4
CL+4
STATUTORY REFERENCE
GC 12946,
GC 6250 et seq,
29 CFR 1602 et seq,
29 CFR 1607,
29 CFR 1627.30
GC 12946;
GC 6250 et seq;
29 CFR 1602 et seq,
29 CFR 1607;
29 CFR 1627.3
GC 12946,
GC 34090,
29 CFR 516.6(2),
29 CFR 1602.14
GC 12946;
GC 6250 et seq;
29 CFR 1602 et seq,
29 CFR 1607,
29 CFR 1627.3
GC 12946,
GC 6250 et seq,
29 CFR 1602 et seq,
29 CFR 1607,
29 CFR 1627.3
Department Codes __
CD = Community Development w.,
CM = City Manager
FIRE Fire & EMS
HRD = Human Resources
MYR = Mayor & Council
PD =Police
RECORD SERIES TITLE/SUBT1TLE AND DESCRIPTION IF APPLICABLE
TESTS
DESTROY STATUTORY REFERENCE
Minimum
TEST PAPERS OF PERSONS TAKNG TESTS
EIV1PLOYEE RELATIONS
GRIEVANCE RECORDS
Records relating to the review of employee grievances against personnel policies, working conditions, etc.
Access is restricted to the Human Resource Director, Human Resources HR Analyst and City Attorney assigned
to HR.
DISCIPLINARY AND ADVERSE ACTION RECORDS
Records created by CM Service Board or by Human Resources or supervisory officein considering or
reconsidering an appea, an adverse action against an empoyee (e.g.. dernotion, probation, termination,
suspension, leave without pay). Due process prior to disciplinary action. Access is restricted to: Human
Resources Analyst, City Attorney for Human Resources, Human Resources Director, and other staff as may be
designated by the HR Manager.
TRANSACTIONS
EKHPLOYEE1-98ECORDS
Completed Form -9, and documents used to cornpete the Form I-9,
A4=After Audit
A[=A�erE Expiration
AT = After Termination
CL = Close/Completion
EL=Election
FYE=Fiscal Year End
U5=Until Superseded
Retention Code
ACT Active
AP = After Payoff
AS After
AV = Administrative Value
CYE Current Year End
PERM = Permanent
CL+$
AS+12
AT+3
GC 12946,
GC 6250 et seq,
29 CFR 160Ze1seq,
29 CFR 1607,
29CFR 1G27.3
GC 12946,
GC 6250 et seq,
29 CFR 1602 et seq,
29 CFR 1607,
29 CFR 1627.3
Dept. Policy
29 CFR 1602.30,
29 CFR 1602.31,
29CFR 16U7.4,
ZgCFR 1627.2\
6CG2B]etseq,
GC 12946,
GC 34090,
O[R8I174
USCIS
8 CFR 274a.2(b)(3)
ATTv=City Attorney
[LK=City Clerk
]
LBR = Libray
|T=Information Technology
PARK = Recreation & Parks
PWKS = Public Works
Department Codes _
CD Comrnunity Development
CM = City Manager
FIRE = Fire &EMS
HRD = Human Resources
MYp= Mayor & Council
PD = Police
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
EMPLOYEE SERVICE RECORD
"Employee Kardex File" - Employment history summary for each employee. Contains: name; date of birth;
social security number; positions held, with dates of hire, promotion, transfer, or demotion; wage or salary
rate for each position held, including step or merit increases within grades; and date of separation. Access is
restricted to Human Resources Staff,
MEDICAL LEAVE RECORDS
May include family leave records, certifications, notices and disputes
EMPLOYEE MEDICAL FILES
Access is restricted to Human Recourses Manager and Human Resources Staff
EMPLOYEE PERSONNEL FILES
Includes Personnel Action/Information forms used to create/change information in the personnel records of
individual employees regarding hiring, termination, transfer, performance evaluations, pay grade, position/job
title, leaves of absence, name changes, and similar actions except those noted elsewhere in this schedule.
Access is restricted to the individual employee, Human Resources Staff.
RECORDS RETENTION SCHEDULE ® INFORMATION TECHNOLOGY
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
BACKUPS
Production data from all operational systems required for business continuity in the event of accidental data
loss, equipment failure, or disaster. User files from network drives such as spreadsheets and documents. System
logs and operating system settings.
RFPS/PURCHASING DOCUMENTS
Retention Codes
AA _ After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election
EYE = Fiscal Year End
US = Until Superseded
ACT Active
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
ATTY = City Attorney
CLK = City Clerk
' IN = Finance _....
LBR = Library
iT = Informat'on Technology
PARK = Recreation & Parks
PWKS = Public Works
DESTROY STATUTORY REFERENCE
PERM
CL+3
AT+15
AT 15
DESTROY
Up to 7 years
AE+5
29 CFR 1627.3,
29 CFR 1602.30,
29 CFR 1602.32,
GC 6250 et seq,
GC 12946,
GC 34090,
CCR § 1174
['MLA 1993.
29 CFR 1910.20
29 CFR 1910.30
29 CFR 1910.32
GC 34090,
GC 6250
GC34090,
GC6250,
STATUTORY REFERENCE
Dept. Policy (Length of
storage depends upon
legal and operational
requirements.
Dept. Policy
Department Codes
CD = Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Council
PD = Police
TECHNICAL DOCUMENTATION
Documentation, procedures, policies, network diagrams and other relatedreference materials needed to
maintain and support all enterprise systems and/or resume necessary business activities in response to a
disaster.
SECURITY AND SYSTEM ACTIVITY DOCUMENTATION
Security configurations, log files, user account information and other information related to security AE Dept. Policy
administration and system monitoring.
US Dept. Policy
RECORDS RETENTION SCHEDULE - LIBRARY
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
BORROW REGISTRATION RECORDS
Records documenting the registration of authorized borrowers.
CASH RECEIPTS
(for daily deposit of monies from Library)
CIRCULATION RECORDS
Records documenting the circulation of the library materials to individual borrowers
CIRCULATION STATISTICAL REPORTS
LIBRARY CATALOG
LOST AND PAID RECEIPTS
Copies of receipts issued when patron pays for a lost book
OVERDUE RECORDS
Library Fines Information
PURCHASE ORDERS
AA = After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election
FYE = Fiscal Year End
US Until Superseded
Retention Codes
ACT Active
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
ATTY = City Attorney
CLK = City Clerk
FIN = Finance
LBR = Library
IT = Information Technology
PARK = Recreation & Parks
PWKS = Public Works
DESTROY
US
5
US
STATUTORY REFERENCE
Gov. Code 7928 10
Dept. Policy
Gov. Code 7928.10
5 Dept, Policy
US Dept. Policy
5
5
Department Codes
Dept. Policy
Dept. Policy
Dept, Policy
CD = Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Council
PD = Police
RECORDS RETENTION SCHEDULE - PLANNING, BUILDING AND TRANSPORTATION
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
ADMINISTRATION
PLANNING DIRECTOR'S FILES
Working files on active problems; reference files.
CURRENT PLANNING
ADMINISTRATIVE USE PERMITS
Chronological record ofAUPs
ENVIRONMENTAL REVIEW PROJECT FILES
Project files by address; traffic/hazardous materials/groundwater/soil studies
ZONING CERTIFICATES FOR: HOME OCCUPATION PERMITS, BUSINESS LICENSES, BUILDING PERMITS, ETC. PERM Dept. Policy
One time issue permit, no renewal required
HISTORIC ADVISORY BOARD — PROJECT FILES BY ADDRESS AND CORRESPONDENCE PERM Dept. Policy
HISTORIC ADVISORY BOARD — NOTICES OR DECISION OF LANDMARK DESIGNATION OF PROPERTY PERM Dept. Policy
HISTORIC ADVISORY BOARD — UST OF HISTORIC SITES PERM Dept. Policy
US Dept. Policy
DESTROY STATUTORY REFERENCE
US
GC 34090
PERM Dept. Policy
PERM Dept. Policy
MASTER BOOK
Masters of current planning handouts, updated/purged as needed by the department
SUBDIVISION FILES
Lot splits/condo conversions
USE PERMITS
VARIANCE
ZONING ADMINSTRAT)VE HEARING — NOTICES OF DECISION
AA = After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election
FYE = Fiscal Year End
US -- Until Superseded
Retention Codes
ACT - Active
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
T�—ATIY = City Attorney MMmm�
CLK = City Clerk
HN = finance
LBR = Library
IT = information Technology
PARK W Recreation & Parks
''WKS:.- Public Works
PERM
PERM
PERM
PERM
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Department Codes
CD - Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Council
PD = Police
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
ZONING ORDINANCE
Changes in the Zoning
dnance
PERMIT HISTORY
Complete zoning files by address, including UP, AUP, LPC, DRC, variance, subdivisions, condo conversions, etc.
GENERAL PLAN AND OTHER AREA PLANS
Special and/or long-range program planning for coordination of services and strategic planning for the City
BUILDING AND SAFETY
INSPECTION RECORD FOR ISSUED PERMITS
PERMITS AND ASSOCIATED DOCUMENTS
PLANS — BUILDING (CONSTRUCTION PLANS)
AU buildings of any construction type, excluding schools, hospitals
REPORTS WITH HOUSING DATA
Census Bureau — report of new privately -owned residential buildings or zoning permits issued. State Dept. of Finance
— Housing Unit Change form.
PERMIT CENTER RECEIPTS
Cash receipt reports and credit card slips
RECORDS RETENTION SCHEDULE - POLICE
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
PROFESSIONAL STANDARDS DIVISION
ALAMEDA POLICE - TRAINING AND INFORMATION BULLETINS
AA = After Audit
AE = After Expiration
AT = After Termination.
CL = Close/Completion
EL = Election
FYE = Fiscal Year End
US = Until Superseded
Retention Codes
ACT = Active
AP =After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
ATTY = City Attorney
CLK = City Clerk
FIN = Finance
LL3R = Library
IT = Information Technology
PARK = Recreation & Parks
PWKS = Public. Works
DESTROY STATUTORY REFERENCE
PERM
PERM
PERM
5
PERM
PERM
PERM
DESTROY
PERM
Dept. Policy
Dept. Policy
GC 34090,
GC 65103,
GC 50110,
Dept. Policy
Dept. Policy
H&S 19850 et seq and Dept.
Policy
H&S 19850 et seq and Dept.
Policy
Dept, Policy
Dept. Policy
STATUTORY REFERENCE
Dept, Policy
Department Codes
CD = Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Council
PD = Police
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
GENERAL ORDERS
PERSONAL FILES
OFFICE OF THE CHIEF
INTERNAL AFFAIRS INVESTIGATIONS
INTERNAL AFFAIRS COMPLAINT FILE
INVESTIGATIONS DIVISION - SPECIAL ENFORCEMENT
CONFIDENTIAL INVESTIGATIONS
SUPPORT SERVICES
CALL HISTORY LOG
File log of every police call for service
FINGERPRINT FILE
Original fingerprint cards and inked palm cards
POLICE REPORT FILES
Official criminal offense investigative reports, accident reports, non -crirnina', and miscellaneous
RECORD SEALING - NON-FACTUAL INNOCENCE
Arrest records and narrative reports
RECORD SEALING - INNOCENT BY TRIAL
SUPPORT SERVICES - COMMUNICATIONS CENTER
TOWED VEHICLE FILES
Notification letters, receipt of release for towed/stored vehicles
AA = After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election
FYE = Fiscal Year End
US = Until Superseded
Retention Codes
ACT - Active
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
ATTY - City Attorney
CLK = City Clerk
HN = Finance
LBR = Library
IT = Information Technology
PARK = Recreation & Parks
PWKS = Public Works
DESTROY STATUTORY REFERENCE
PERM Dept Policy
AT+5 GC 12946, PC 832.5(b)
CL+7 PC 832.5(b)
CL+9 PC 832.5(b),
PC832.7, PC832.8
CYE+5
PERM
PERM
PERM
Dept. Policy
Dept Policy
Dept. Policy
CYE+5
(except
major cases
which are Dept. Policy
kept
permanently)
CYE+5
CYE+5
CYE -+5
Dept. Policy
PC 851.8
GC 34090, GC 14755(a) &
(b)
Department Codes
CD = Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Council'
PD = Police
RECORD SERIES TITLE SUBTITLE AND DESCRIPTION IF APPLICABLE
REGISTRANT FORMS
Sex, arson, drugs, gangs
INVEST
ATIONS - DETECTIVE BUREAUf CRIT IIE SCENE UNIT
CRIME REPORTS
All crime reports, including all attachments and photographs, are kept for CYE+5 except major cases (e.g.
homicides, sexual assaults, etc.)
CRIME REPORTS — MAJOR CASES
PHOTOGRAPHS AND PHOTOGRAPHIC NEGATIVES — NON CASE -RELATED
Public relations, promotions, events, ceremonies, staff photos
SUPPORT SERVICES - WARRANT DETAIL
WARRANT FILES
Copies of original warrants, warrant service cards, and warrant tracking information
CONSOLIDATED ARREST REPORTS — CAR'S
INVESTIGATIONS - SPECIAL VICTIMS
JUVENILE FIRST OFFENDER RECORDS
Record of juveniles who have committed one misdemeanor offense and are tracked for a two -yea
other offenses are committed within the two-year period, their record is purged.
SEALED JUVENILE RECORDS
Prior arrest record sealed by court order
ACCIDENT RECORDS
CITATION — MONTHLY SUMMARY
Recap of number of tickets issued in a particular month
AA = After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election
FYE = Fiscal Year End
US = Until Superseded
Retention Codes
ACT =Active
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
INVESTIGATIONS TRAFFIC/PARKING
eriod. If no
ATTY = City Attorney
CLK = City Clerk
FIN = Finance
LBR = Library
IT = information Technology
PARK = Recreation & Parks
PWKS = Public Works
DESTROY
PERM
CYE+5
PERM
PERM
CYE+7
CYE+5
(unless major
case)
CYE+5
CYE+5
CYE+5
Department Codes
STATUTORY REFERENCE
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Court Order
GC 34090
GC 34090
CD Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Council
PD = Police
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
CITATIONS — VOID
Parking tickets issued in error or incorrectly
TICKET COUNTER SHEET
Used to record start/end number of tickets used
OPERATIONS - COMMUNITY SERVICES
CITIZEN VISITS
Record of citizens participating in a Ride -A - Long program and other visitation
NEIGHBORHOOD WATCH
Records of neighborhood watch groups, containing names, addresses, and particular concerns
SECURITY CHECKS
Record receipt of homes and businesses surveyed to indicate areas to improve or repair to prevent burglaries
and other crime
ANIMAL COMPLAINT RECORDS
Citizen's complaints on animals and the shelter's response
BITE REPORT
Monthly Bite Report
CITATIONS
DAILY LOGS ® ANIMAL CONTROL OFFICER
Daily log of calls
SPAY AND NEUTER REFUNDS
IMPOUND RECORDS
Retention Codes
AA -After Audit ACT =Active
AE = After Expiration AP = After Payoff
AT = After Termination AS = After Settlement
CL = Close/Completion AV = Administrative Value
EL = Election CYE = Current Year End
FYE = Fiscal Year End PERM = Permanent
US = Until Sonerser:
ANIMAL CONTROL
ATTY - City Attorney
CLK = City Clerk
FIN = Finance
LBR = Library
IT = Information Technology
PARK = Recreation & Parks
PWKS = Public Works
DESTROY
CYE+5
STATUTORY REFERENCE
Dept. Policy
GC 34090
GC 34090
Dept. Policy
5 Dept. Policy
CYEt 5 GC 34090
Dept. Policy
5 Dept, Policy
5 Dept. Policy
5 Dept. Policy
5 Dept. Policy
5 Dept. Policy
5 Dept. Policy
Department Codes
CD = Community Development__
CM = City Manager
FIRE = Fire & EMS
iiRD = Human Resources
MYR = Mayor & Council
PD = Police
RECORDS RETENTION SCHEDULE - PUBLIC WORKS
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
BUDGET WORK PAPERS
Budget information for past projected budgets
COMPLAINT FILES
Requests to remedy infrastructure problems
HISTORICAL FILES
Studies and reports relating to the City's infrastructure.
VEHICLE REPLACEMENT
PRE -TRIP REPORTS
Transfer Station vehicles
MATERIAL SAFETY DATA SHEETS
DESTROY STATUTORY REFERENCE
ADMINISTRATION
CAPITAL IMPROVEMEiNTS
CAPITAL IMPROVEMENTS - PROJECT FILES
Documents that support process and progress of project to completion; including bidders list, specifications,
reports, plans, work orders, schedules, ordinances and resolutions, board and commission minutes, weekly
project minutes, etc.
CAPITAL IMPROVEMENTS — CONSTRUCTION FILES
Planning, design, construction, conversion or modification of City -owned facilities, structures and systems
CAPITAL IMPORVEMENTS — AGREEMENTS
CAPITAL IMPROVEMENT PROGRAM FILES
Major construction projects — streets, buildings, sewers, irrigations, storm drains
ENGINEERING
AA = After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election
FYE = Fiscal Year End
US = Until Superseded
Retention Codes
ACT � Active
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
ATTY= City Attorney
CLK = City Clerk
FIN = Finance
LBR = Library
IT = Information Technology
PARK = Recreation & Parks
PWKS = Public Works
5
PERM
5
PERM
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Cal OSHA
PERM CCP 337.15
PERM
PERM
5
GC 34090, GC 4004, H&S
19850
GC 34090, GC 4004, H&S
19850
Dept. Policy
Department Codes
CD = Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Council
PD = Police
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
ANNUAL ENGINEER'S REPORTS
Street lighting, landscaping and park maintenance and streetlight underground assessment districts
REVOCABLE PERMITS - ENCROACHMENT PERMITS
Request to encroach into public right-ot-way (fences, banners, etc.)
UTILITY AND TRANSPORTATION FILES
Franchise agreements and correspondence dealing with utility and transportation issues and agencies
SEWER LATERAL CERTIFICATE
FUEL MASTER
EMERGENCY GENERATOR TEST
Marina lift stations, lift station test log book
RADIO MAINTENANCE RECORDS
Maintenance records of mobile and dash -mounted radios
SAFETY TAILGATE DOCUMENTS
Signatures of crew and safety subjects
ELEVATOR CERTIFICATIONS
FIRE SUPPRESSION SYSTEMS
REPAIR AND MAINTENANCE OF FIRE EXTINGUISHERS
LEASES
APPRAISALS
PROJECT FILES
AA = After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election
FYE = Fiscal Year End
US Until Superseded
Retention Codes
ACT =Active ._�.mm -�� • � .
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
EQUIPMENT MAINTENANCE
FACILITIES ELECTRICAL
FAC TIES MAINTENANCE
PROPERTY MANAGEMENT
ATTY = City Attorney
CLK = City Clerk
FIN = Finance
LBR = Library
1r = Information Technology
PARK = Recreation & Parks
PW KS = Public Works
DESTROY STATUTORY REFERENCE
PERM
PERM
PERM
PERM
5
5
PERM
US
US
US
PERM
PERM
PERM
Dept. Policy
Dept. Policy
Dept, Policy
Dept. Policy
[)ept. Policy
BAAQM D
Regulation
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Department Codes
rnp CD =Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Council
PD = Police
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
MAINTENANCE REQUEST
CLAIMS FILES
Includes documents that are not in City Attorney files
COMPLAINT FILES
Requests to remedy infrastructure problems — sewers, sidewalks, storm drains
CLEAN CITIES
Includes mechanical sweeper record
DESTROY STATUTORY REFERENCE
8
5
Dept. Paficy, GC 12946
Dept. Policy
Dept. Policy
SEWER MAINTENANCE REPORTS PERM Dept. Policy
STREET MAINTENANCE
SIDEWALK AND POTHOLE REPAIR
Requests for sidewalk repair and work orders
STORM MAINTENANCE
TRAFFIC MAINTENANCE WORK ORDERS
Generated by Traffic Engineering or public
METER MAINTENANCE
AREA PLANS
TRANSPORTATION
TRAFFIC ENGINEER WORK ORDERS
CURB PAINTING
Location and specifications of parking restrictions
PAVEMENT MARKINGS
Location and specifications for traffic control striping and legends
AA = After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election.
FYE = Fiscal Year End
US = Until Superseded
Retention Codes
ACT -Active
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
ATTY = City Attorney
CLK = City Clerk
I"IN = Finance
LBR = Library
iT =Information Technology
PARK = Recreation & Parks
PWKS = Public Works
10 Dept. Policy
5 Dept. Policy
5 Dept. Policy
5 Dept. Policy
5 Dept. Policy
GC 34090,
PERM GC 65103,
GC 50110
PERM Dept. Policy
PERM Dept. Policy
Department Codes
CD = Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Council
PD = Police
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
SIGN LOCATION FILES
Location and specifications of traffic signs
RED CURB PERMITS
Legacy files of permits that were issued to homeowners
SIGNAL PRIORITY RATING
Numerical rating of City street intersections
SPEED STUDIES
Radar speed studies
TRAFFIC VOLUME COUNTS
Traffic count on City streets
AREA TRAFFIC MANAGEMENT
Studies, reports, surveys (Neighborhood Traffic Management Plans)
GARAGE ACTIVITY REPORTS
Daily reconciliation reports, ticket batches, accounting of money City -owned garages recover on a daily basis
ENVIRONMENTAL COMPLIANCE
NON POINT DISCHARGE EUIVIINATION
SYSTEM PERMIT/STORMWATER Sampling, records, compliance, monthly inspections
Prevention Plan and updates
BAY AREA AIR QUALITY MANAGEMENT DISTRICT (BAAQMD)
Permit to operate
EAST BAY MUNICIPAL UTILITY DISTRICT (EBMUD)
Permits, monitoring, discharge reports, relevant correspondence
AA = After Audit F _.
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election
FYE = Fiscal Year End
LiS = Until Superseded
Retention Codes
ACT
ACT -• Active
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
m
= City Attorney
ater Pollution
CLK = City Clerk
i IN = Finance
LBR = Library
IT = Information Technology
PARK = Recreation & Parks
PWKS =. Public Works
DESTROY STATUTORY REFERENCE
PERM
PERM
20
5
15
10
US+5
US+5
Department Codes
CIS Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Council
PO = Police
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Dept, Policy
State Water
Resource
Control Board Order 97-03-
DWQ
BAAQMD Regulation 8 Rule
7
EBMUC) Ordinance No.
31.1A-03
RECORDS RETENTION SCHEDULE -RECREATION & PARKS
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE
PLANS, PROPOSED -UNBUILT
Expansion and future site; studies and plans
CAPITAL IMPROVEMENT PROJECT FILES
Park construction projects
HISTORICAL FILE -BY PARK
Includes newspapers, news releases, and photos
PLANNING STUDIES
PARK EVALUATIONS AND ASSESSMENTS
Safety and accessibility
ADMINISTRATION
DESTROY
STATUTORY REFERENCE
5
PERM
PERM
10
10
PARKS (FACILITIES MAINTENANCE, FORESTRY, LANDSCAPE MAINTENANCE)
PARKS INSPECTION CHECK LISTS
Quarterly park inspection sheets completed by landscape maintenance crews
LANDSCAPE MAINTENANCE — WORK MANAGEMENT TIME SHEETS
Daily, Weekly, monthly reports
MAPS AND BLUEPRINTS
As -built plans: irrigation, etc.
PHOTOGRAPHS
SCHEDULES, CLASSES AND EVENTS
Enrollment, liability releases, evaluations, attendance, flyers, etc.
INVENTORIES, EQUIPMENT
Includes warranties, purchase orders, etc.
AA = After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election
FYE = Fiscal Year End
US = Until Superseded
Retention Codes
ACT =Active
AP = After Payoff
AS = After Settlement
AV = Administrative Value
CYE = Current Year End
PERM = Permanent
ATTY = City Attorney
10
PERM
5
5
5
CLK = City Clerk
FIN = Finance
LI3R = Library
IT = Information Technology
PARK = Recreation & Parks
PWKS = Public Works
GC 34090
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
GC 34090
GC 34090
GC 34090
GC 34090
Department Codes
.Mµµµ CD = Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Council
PD = Police
RECORD SERIES TITLE/SUBTITLE AND DESCRIPTION IF APPLICABLE DESTROY STATUTORY REFERENCE
5 GC 34090
MAINTENANCE OPERATION FILES
Work orders, inspections, repairs, cleaning, reports and complaints
RECREATION
DAILY ATTENDANCE FORMS 5
rection centers 5
5
5
DROP-IN WAIVER
Adventure playground, pools, re
HEALTH HISTORY FORMS
LIABILITY RELEASE FORMS
Volunteers and participants
LOG BOOKS
Log of operation forms, maintenance records and check -offs
PARK USE PERMITS/FACILITY USE PERMITS
REGISTRATION FORM
Camps, classes, programs, special events, sports leagues. May include scholarship application.
URBAN PARK AND RECREATION RECOVERY PROGRAM (UPARR)
Park management plans
YOUTH WITH SPECIAL NEEDS
Purchase of services authorization, evaluation, and intake screening reports
AA = After Audit
AE = After Expiration
AT = After Termination
CL = Close/Completion
EL = Election
FYE = Fiscal Year End
US UntiJ Superseded
Retention Codes
ACT = Active ATTY = City Attorney
AP = After Payoff € CLK = City Clerk
AS = After Settlement FIN = Finance
AV = Administrative Value I LBR = Library
CYE = Current Year End I f = Information Technology
PERM = Permanent PARK = Recreation & Parks
PWKS = Public Works
Dept. Policy
Dept. Policy
Dept. Policy
Dept. Policy
PERM Dept. Policy
5 Dept. Policy
5 Dept. Policy
Dept. Policy
PERM
5
Dept. Policy
Department Codes
_.•.. CD = Community Development
CM = City Manager
FIRE = Fire & EMS
HRD = Human Resources
MYR = Mayor & Council
PD = Police
I, the undersigned, hereby certify that the foregoing Resolution was duly and
regularly adopted and passed by the Council of the City of Alameda in a special
meeting assembled on the 17th day of December 2024, by the following vote to wit:
AYES: Councilmembers Daysog, Herrera Spencer, Jensen, Vella
and Mayor Ezzy Ashcraft — 5.
NOES: None.
ABSENT: None.
ABSTENTIONS: None.
IN WITNESS, WHEREOF, I have hereunto set my hand and affixed the seal of
said City this 18th day of December 2024.
Approved as to Form:
/r
•i ,1?7, Attorney
City of - . meds
Lara Weisiger, City Clerk
City of Alameda