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22 - Resolution No. 2013-841 Revising Records Retention ScheduleSANITq ITEM NO. 22 �gP ,Py Costa Mesa Sanitary District '�cORPORATE ...an P Independent Special District P To: Board of Directors Via: Scott Carroll, General Manager From: Noelani Middenway, Deputy Clerk of the District Date: July 31, 2013 Subject: Adopt Resolution No. 2013 -841 Amending the Records Retention Schedules Summary The District's records retention schedules have been reviewed and updated to reflect new changes in operations. The adoption of the revised retention schedules will result in efficiency gains and cost savings. Staff Recommendation That the Board of Directors adopt Resolution No. 2013 -841 amending the Records Retention Schedules. Analysis Gladwell Governmental Services, Inc., an expert in local government records, has been assisting the District on improving its records management program. The records retention schedules have been updated to reflect requests from employees, and have been reviewed and updated to reflect changes in operations since the schedules were adopted in February of 2013. The purpose of the records management program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the District. The update to the records retention schedules will further enhance the District's efficiency and cost savings. Strategic Plan Element & Goal This item continues to support Strategic Plan Element 5.0, Administrative Management and Strategic Goal No. 5.2, Enhance Records Management Program from 2011. Protecting our community's health and the environment by providing solid waste and sewer collection services. www.crosdca.gov Board of Directors July 31, 2013 Page 2 of 2 Legal Review The resolution along with the revised schedules were reviewed and approved by District Counsel. Financial Review The District has a current budget of $1,500 for offsite document storage. Adoption of the proposed resolution, ordinance, and updated records retention schedule will support the District's efforts in maintaining the status quo and not increase the budget for additional offsite storage space. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the July 31, 2013 Board of Directors regular meeting at District headquarters and on the District's website at www.crosdca.aov. Alternative Actions 1. Refer the matter back to Staff. Attachments A: Resolution No. 2013 -841 B: Amended Records Retention Schedule RESOLUTION NO. 2013 -841 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE COSTA MESA SANITARY DISTRICT AMENDING THE RECORDS RETENTION SCHEDULE WHEREAS, pursuant to Government Code Section 60200 and Costa Mesa Sanitary District Operations Code Section 1.07.030, the District has adopted a record retention and destruction resolution with retention schedules; and WHEREAS, Resolution No. 2013 -827 establishes that retention schedule; and WHEREAS, the Board of Directors does hereby determine to amend that schedule and in doing so makes the following findings; NOW, THEREFORE, the Board of Directors of the Costa Mesa Sanitary District does hereby RESOLVE as follows: Section 1. That the records to be destroyed as set forth in Exhibit A will not adversely affect any interest of the District or the public. Section 2. That the records that exceed the retention schedules set forth herein may be destroyed in accordance with Government Code Sections 60200 et seq. Section 3. That except as expressly modified herein, Resolution No. 2013 -827 shall remain in effect. PASSED AND ADOPTED by the Board of Directors of the Costa Mesa Sanitary District at a regular meeting held on the day of , 2013. AYES: Board Members- NOES: Board Members- ABSTAIN: Board Members- ABSENT: Board Members- James Ferryman President I HEREBY CERTIFY that the foregoing is a full, true, and correct copy of Resolution 2013 -841 adopted by the Board of Directors of Costa Mesa Sanitary District at its regular meeting held on 2013. Scott Carroll Clerk of the Board Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -1 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Off -site, Vital? Media 1= Import Paper after (in office) OD or Mfr) Options M =Mfr Imaged & S =Scan QC'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and /or investigations suspend normal retention periods retention resumes after settlement or completion). ADMINISTRATION / GENERAL ACCOUNTING Finance / Assessed Valuations (of Property When No Mag, Department Preference (Non - General FN -001 within the District - from the County) Longer Ppr records) Accounting Required Finance / Assessment District Financial Department Preference; Meets General FN -002 Records / CFD (Community Facilities 2 years 3 years Ppr p municipal government auditing Accounting Districts) standards; GC §60201 Audit Annual Reports / Audited Finance / Financial Statements / Mag, Mfr, Yes: After Department Preference; GC General FN -003 Comprehensive Annual Financial 5 years P OD, Ppr S/ I Annual §60201 et seq. Accounting Report (CAFR) with Audit Audit Management Letters / Audit Reports Finance / Audit Work Papers (Finals) Department Preference; GC General FN -004 5 years Mag, Ppr §60201 Accounting Includes Depreciation Schedules Finance / Department Preference; Meets General FN -005 Audits - Single Audits 5 years Mag, Ppr municipal government auditing Accounting standards; GC §60201 Finance / Superseded Department Preference; Meets Accounts FN -006 Bank Signature Cards + 5 years Mag, Ppr municipal government auditing Receivable standards; GC §60201 Finance / Bank Statements /Checking Account Department Preference; Meets General FN -007 Reconciliation 2 years 3 years Mag, Ppr municipal government auditing Accounting standards; GC §60201 Department Preference; Statute of Limitations for bonds, Fully mortgages, trust deeds, notes or Finance / Bonds / Certificates of Participation / Defeased - -. -. debentures is 6 years; Bonds General FN -008 Transcripts /Disclosure Reports / 2 years Ganee4Fat _ Yes: Until Mag, Mfr, S / I No issued by local governments are Accounting Registers /Issue Records Maturity OD, Ppr 10 years; There are specific qty + requirements for disposal of 10 years unused bonds; CCP § §336(a)(1) & (2), 337.5(2); GC §43900 et seq. GC §60201 et seq. COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -2 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Off -site, Vital? Media 1= Import Paper after (in office) OD or Mfr) Options M =Mfr Imaged & S =Scan QC'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, com laints, claims, public records act requests, audits, and /or investigations suspend normal retention periods retention resumes after settlement or completion). Finance / Yes: Mag, Mfr, Yes: After Department Preference; GC General FN -009 Budgets: Adopted 5 years P Current OD, Ppr S/ I Annual §60200 Accounting Fiscal Year Audit Finance / Budgets: Proposed, Drafts, Work When No Department Preference; General FN -010 Papers Longer Mag, Ppr Preliminary drafts; GC §60200 Accounting Required Finance / Cancelled Payroll Checks, Including General FN -011 Voided copies for Automatic Deposits 2 years 5 years Mag, Ppr GC §60201(d)(12), CCP § 337 Accounting Finance / When No Preliminary drafts (the Financial General FN -012 Equipment Inventory Longer Mag, Ppr Database is the original); GC Accounting Required §60200 Financial Reports: Journals, Finance / Ledgers, Reconciliations, Registers, When No Draft / Preliminary documents General FN -013 Reports, Transaction Histories, Longer Mag, Ppr used to produce final year -end Accounting Balance Sheets, Budget Required general ledger (financial database Adjustments, (MONTHLY OR is the original); GC §60201 PERIODIC) Finance / Financial System Database / ERP Data is interrelated; system "trusted "; General FN -014 Database Indefinite Mag qualifies as a system Accounting GC § §60201, 12168.7 Consistent with Accounts Finance / Receivable; Statute of limitations General FN -015 Fixed Assets - Auction / Disposal / 2 years 3 years Mag, Ppr is 3 years; statewide guidelines Accounting Sales / Surplused propose 2 - 4 years; published articles show 3 - 6 years; GC §60201, CCP §337 Finance / Department Preference; Meets General FN -016 Fund Transfers / Adjustments 2 years 3 years Mag, Ppr municipal government auditing Accounting standards; GC §60201 Finance / When No Preliminary drafts (the Financial General FN -017 Inventory Reports Longer Mag, Ppr Database is the original); GC Accounting Required I I 1 1 1§60200 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -3 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Off -site, Vital? Media 1= Import Paper after (in office) OD or Mfr) Options M =Mfr Imaged & S =Scan QC-d? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, com laints, claims, public records act requests, audits, and /or investigations suspend normal retention periods retention resumes after settlement or completion). Finance / Yes: Until Department Preference; GC General FN -018 Investment Files 2 years 3 years Maturity Mag, Ppr §60201 Accounting When No Finance / Investment Oversight Committee - Longer Mag, Mfr, Yes: After Department Preference; GC General FN -019 Agenda Packets Required - OD, Ppr S/ I Annual §60201 Accounting Minimum 2 Audit years Finance / Investment Oversight Committee - Mag, Mfr, Yes: After Department Preference; GC General FN -020 Minutes P OD, Ppr S/ I Annual §60201 Accounting Audit Finance / Department Preference; Statute General FN -021 Journal Vouchers / Journal Entries 2 years 3 years Mag, Ppr of Limitations is 4 years; Accounting Published articles show 6 -7 years; GC §60201, CCP §337 Finance / LAIF (Local Agency Investment Yes: Until Department Preference; GC General FN -022 Fund) 2 years 3 years Maturity Mag, Ppr §60201 Accounting Finance / Organization Charts - In Budgets and Mag, Mfr, Yes: After General FN -023 CAFRs 5 years P OD, Ppr S/ I Annual GC §60201 et seq. Accounting Audit Finance / General FN -024 SB 90 / Mandated Cost 2 years Yes: Until 3 years Mag, Ppr Department Preference; GC Accounting Reimbursement Claims Maturity §60201 Finance / District Preference; Meets General FN -025 State Controller's Report 2 years 3 years Mag, Ppr auditing standards; GC §60201 Accounting Finance / "Pink ") Upon Sale of Given to the new owner upon sale General FN -026 Vehicle Titles ( Slips the Vehicle Yes Mag, Ppr of the vehicle; GC §60201 et seq. Accounting COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -4 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Off -site, Vital? Media 1= Import Paper after (in office) OD or Mfr) Options M =Mfr Imaged & -d? S =Scan QC If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and /or investigations suspend normal retention periods retention resumes after settlement or completion). ACCOUNTS PAYABLE IRS: 4 years after tax is due or paid (longer for auditing & Finance / contractor delinquency); Ca. FTB: Accounts FN -027 1099's Issued 2 years 5 years Mag, Ppr 3 years; Published articles show Payable permanent; ; IRS Reg §31.6001 - 1(e)(2), R &T §19530, GC §60201(d)(12) Meets municipal government Accounts Payable Source Records / auditing standards; Sewage Finance / Invoices &Purchase Orders Yes: Until Sludge is required for 5 years; Accounts FN -028 2 years 5 years Paid Mag, Ppr Published articles show 3 - 7 Payable ALL years; 40 CFR 122.410)(2); WC §13263.2(b) et seq.; GC §60201(d)(12) May contain independent Finance / contractor's compensation; Accounts FN -029 Check Copies / Cancelled Checks 2 years 5 years Mag, Ppr Statute of Limitations is 4 years; Payable (on CDs) Meets municipal government auditing standards; GC §60201(d)(12), CCP § 337 The Financial Database is the Finance / When No original; Reports can be recreated Accounts FN -030 Check Register Longer Mag, Ppr on demand and are considered a Payable Required copy or preliminary draft; GC §60201 District Preference (may include Finance / records pertaining to independent Accounts FN -031 Expense Reports (Accounts Payable) 2 years 5 years Mag, Ppr contractor's compensation, or Payable expense reimbursement); Meets auditing standards; GC §60201 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -5 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Off -site, Vital? Media 1= Import Paper after (in office) OD or Mfr) Options M =Mfr Imaged & S =Scan QC-d? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, com laints, claims, public records act requests, audits, and /or investigations suspend normal retention periods retention resumes after settlement or completion). District Preference (may include Finance / Petty Cash /Reconciliation /Reports records pertaining to independent Accounts FN -032 / Vouchers 2 years 5 years Mag, Ppr contractor's compensation, or Payable expense reimbursement); Meets auditing standards; GC §60201 Finance / District preference for drinking Accounts FN -033 Refunds & Backup (Sewer Permit 2 years 5 years Mag, Ppr water regulations; CCP § §338 et Payable Processing) seq., 340 et seq., 342, GC § §945.6, GC §60201 District Preference; Related to independent contractor's Finance / compensation; IRS: 4 yrs after tax Accounts FN -034 W -9's 7 years Mag, Ppr is due or paid; Ca. FTB: 3 years; Payable Articles show 7 years; IRS Reg §31.6001- 1(e)(2), R &T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §60201 (d)(1 2 ACCOUNTS RECEIVABLE Finance / Bank Deposit Receipts /Cash Department Preference; Meets Accounts FN -035 Receipts 2 years 3 years Mag, Ppr municipal government auditing Receivable standards; GC §60201 Finance / Department Preference; Meets Accounts FN -036 Billing Records: Billing Ledgers 2 years 3 years Mag, Ppr municipal government auditing Receivable I I I I I I I I standards; GC §60201 COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -6 Office of Retention No. Records Description Retention I Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Off -site, Vital? Media 1= Import Paper after (in office) OD or Mfr) Options M =Mfr Imaged & S =Scan QC'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and /or investigations suspend normal retention periods retention resumes after settlement or completion). PAYROLL Department Preference; IRS: 7' years after tax is due or paid Finance / DE -6, DE -7, DE -9 DE -43, W -3, & DE- (longer for auditing & contractor General FN -037 166 & 941 Forms - Quarterly Payroll 5 years Mag, Ppr delinquency); Ca. FTB: 3 years; Accounting Tax Returns Published articles show permanent; ; IRS Reg §31.6001 - l(e)(2), 26 CFR §1.6001 -1, R &T §19530, GC §60201 Employee Payroll File Finance / FN -038 Includes automatic payroll deposit Separation 5 years Mag, Ppr Department preference (W -4's are required for 4 years); GC Payroll authorizations, computer loans, + 1 year §60201 et seq. deductions, voluntary deductions, W -4s, etc. Fully Finance / FN -039 Garnishments Satisfied or Mag, Ppr Department preference; GC Payroll Separated + §60201 et seq. 2 years When No Draft / Preliminary documents Finance / FN -040 Payroll Registers / Payroll Reports Longer Mag, Ppr used to produce final year -end Payroll Required general ledger (financial database is the original); GC §60201 Finance / FN -041 Time Sheets 2 years 5 years Mag, Ppr Department preference; GC Payroll §60201(d)(12) Department preference for PERS buy -back purposes; IRS: 4 yrs Finance / Mag, OD, Yes: After after tax is due or paid; Ca. FTB: Payroll FN -042 W -2's / W -2 Report 50 years Mfr, Ppr' / I Annual 3 years; Articles show 7 years; Audit IRS Reg §31.6001- 1(e)(2), R &T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §60201(d)(12) COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -7 Office of Record Retention No. Records Description Retention I Disposition Comments / Reference (OFR) Active (in office) Inactive (Off -site, Vital? OD or Mfr) Media Options Image: 1= Import M =Mfr S =Scan Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and /or investigations suspend normal retention periods retention resumes after settlement or completion). PERMIT PROCESSING Fnnn,.n / Permit �g CAS o+n /In ++non frern to n n+mm�m\ 3 yearS Ma nn„n,- +.,,on +., nFnrnnn„ /rinn„ g, and Finance / Permit Processing FN -044 Returned Checks (NSF, etc.) 5 years Yes: Until Paid Mag, Ppr Meets municipal government auditing standards; Statewide guidelines propose audit + 4 years; GC §60201 Cnnannn Rerrn+t Pfeeessing FN 046 Sewe. Peffni +n / Oecupaney Releases R Yes Mag, MfF, S" Vnn• AF nom Annual At DepaFtment PFeference; GG 1 OD, Pp Gity ef /`nvo�c.�u Mesa FN 046 When No Longer R2� V - Rpr n on COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 6.0 RECORDS RETENTION SCHEDULE: GENERAL MANAGER Page GM -1 Office of Retention No. Retention / Disposition Comments I Reference Record Inactive Image: Destroy (OFR) Active (Off -site, Vital? Media 1= Import Paper after (in office) Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and /or investigations sus end normal retention periods retention resumes after settlement or completion). Department preference; Most do not have E &O. E &O Statute of Limitations (insurance certificates Agreements & Contracts - are filed with agreement); MAINTENANCE CONTRACTS: Published Audit Standards =4 -7 General GM -001 ADMINISTRATIVE RECORDS Completion Mag, Mfr, S I Yes: After years; Statute of Limitations: Manager + 3 years OD, Ppr QC Contracts & Spec's =4 years, Correspondence, project Wrongful Death =comp. + 5 years, schedules, etc. Developers must retain their records for completion + 10 years; CCP § §336(a), 337 et. seq., GC §60201 General GM -006 Cal Trans Encroachment Permits Expiration + . . Mag, Ppr Department preference; GC Manager (for Sewer Maintenance) 2 years §60201 et seq. General Manager CAS FN 043 Customer Correspondence, 2 years 3 years Mag, Ppr Department preference (Clean F - ' _ a Ge Appeals, etc. (letters from and to Water Act actions are 5 years); PeFM+t- D r. r- 'rvc °cssrnc� customers) GC §60201 General GM -002 Historical Studies (Consolidation, P Yes Mag, Mfr, S Yes: After Department preference; GC Manager etc.) OD, Ppr QC §60201 et seq. COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 6.0 RECORDS RETENTION SCHEDULE: GENERAL MANAGER Page GM -2 Office of Retention No. Retention / Disposition Comments I Reference Record Inactive Image: Destroy (OFR) Active (Off -site, Vital? Media 1= Import Paper after (in office) Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and /or investigations sus end normal retention periods retention resumes after settlement or completion). Project Files / Job Files / CIP (Capital Improvement Project) Files - Administration File: 10 years or After Project Administration, Advertising, Funding General Certified Payrolls, Confined Space Upon Agency Yes: Until Mag, Mfr, Yes: After Manager GM -003 Entries, Complaints (project - related), Completion Audit, if Completed OD, Ppr S QC Cost of Construction, Insurance required, Certificates from Contractors, Labor whichever is Compliance, Logs, Performance Bonds /Surety, Project Security files, longer Project Schedules, Real Estate Appraisals, etc. COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 6.0 RECORDS RETENTION SCHEDULE: GENERAL MANAGER Page GM -3 Office of Retention No. Retention / Disposition Comments I Reference Record Image: Destroy Inactive Active Media 1= Import Paper after (OFR) (Off -site, Vital? (in office) Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, complaints, claims, public records act requests, audits, and /or investigations sus end normal retention periods retention resumes after settlement or completion). Project Files / Job Files / CIP (Capital Improvement Project) Files - Permanent File: Specifications, RFls /RFPs, Change Orders, Construction Photos, Correspondence, Close - Out/Acceptance, Environmental Reports / EIRs, Field Inspection Reports, Materials Testing Reports, Upon Yes: Until Mag, Mfr, Yes: After For disaster preparedness Collection GM -004 Bills of Material / Substitutions Completion P Completed OD, Ppr S QC purposes; GC §60201 et seq. Environmental Documents, Notice of Completion, Record Drawings / Large Format Drawings, Regulatory Agency Approvals, Right of Way, Shop Drawings, Soils Reports, Structural Calculations, Surveys, Temporary Encroachment Permits, Permanent Encroachment Permits, Submittals, Materials Submittals, SAMPs, SWPPP, etc. General Manager GM -008 Sewer Permits / Occupancy Mag, Mfr, Yes: After Department Preference; GC Fonanee €N 045 P Yes S/ I Annual Releases OD, Ppr 60201 Pefn*#- Audit COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011 Ver. 6.0 RECORDS RETENTION SCHEDULE: GENERAL MANAGER Page GM -4 Office of Retention No. Retention / Disposition Comments I Reference Record Image: Destroy Inactive Active Media 1= Import Paper after (OFR) (Off -site, Vital? (in office) Options M =Mfr Imaged & OD or Mfr) S =Scan C'd? If the record is not listed here, refer to the Retention for District -Wide Standards. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. Litigation, com laints, claims, public records act requests, audits, and /or investigations sus end normal retention periods retention resumes after settlement or completion). Sewer Plans (Finals / Signed off / As- Builts / Mylars / Record General Drawings) Manager GM -009 All Laterals 6" & 8 "), Manholes, ( Upon Completion Mag• Yes: After Department preference; GC When No Oestta FN 6 r: Yes P r, OD, p S Sewer Mains, Clean -outs, Private QC §60201 et seq. Non Reeerds �� Sewer Pumping Stations, Grease mesa- Longer Mfr Interceptors, Sand -Oil Separator, Required to Easements, Right -of -Ways (Includes new installations, repairs, replacement, second dwellings, etc. When No General Department preference; GC GM -005 Subject Files / Project Files Longer Yes Mag. Manager Required §60201 et seq. COSTA MESA SANITARY DISTRICT ©1995 -2010 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 05/26/2011