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HomeMy WebLinkAboutAgenda Packet - Finance & Human Resources Committee - 03/12/2019F IN A N C E A N D HUMA N RES O URC ES C O MMIT T EE March 12, 2019 - 3:30 P M 31111 Greenspot Road, Highland, C A 92346 AGE N D A C A LL TO O RD ER PLED G E O F A LLEG IA N C E PUBLIC C O MMEN T S N E W B U SI N E SS 1.Review Board of Directors Handbook and Policies 2.Review Records Retention Policy AD J O U RN P LEAS E NO T E: P urs uant to G overnment C ode S ec tion 54954.2(a), any reques t for a dis ability-related modification or ac commodation, including auxiliary aids or services, that is s ought in order to partic ipate in the above- agendized public meeting should be direc ted to the District C lerk at (909) 885-4900 at least 72 hours prior to said meeting. S TAF F R E P ORT Agenda Item #1. Meeting Date: Marc h 12, 2019 Disc ussion Item To: F I NANC E AND HUMAN R ES O UR C ES C O MMI T T EE F rom: G eneral Manager/C EO Subject: R eview Board of Directors Handbook and P olicies R E C OMME N D AT ION: S taff rec o mmends the F inanc e and Human R es ources S tanding C o mmittee review the attac hed Bo ard of Direc tors Handbook and P olic ies . B AC KG R OUN D / AN ALYS IS: T he Board o f Direc tor ’s Hand b o o k was ad o p ted o n O c tober 8, 2014, to p ro vide d irectio n and clarity fo r the Board to maintain a high level o f s trategic s uc cess through the incorporatio n of best p ractices. T he Handbook contains pertinent Dis tric t informatio n, c o ntro lling legis lation, rules and regulatio ns, as well as loc al policies enac ted b y the Bo ard . T he doc ument serves as a res ourc e for direc tors , s taff and memb ers o f the p ublic in determining the manner in whic h matters of Dis tric t busines s are to be c onducted. R egularly the District c ompletes c omprehens ive reviews of adminis trative polic ies and p ro grams to d etermine if revisions are need ed for imp ro ved effec tivenes s o r c larity. O ne o f the Board’s fis cal year 2018-19 G oals & O bjec tives determined the need to review the following: Board of Direc tors Handbook O rdinanc e 388 Board of Direc tors R eimbursement P olicy Expens e Activity S heet AG E N C Y G O ALS AN D O B J E C T IVE S : G oal and O bjectives I I - Maintain a C ommitment to S ustainability, Transparency, and Acc ountability a) P rac tic e Trans parent and Acc ountable F is cal Management F IS C AL IMPAC T T here is no fisc al impac t as s ociated with this agenda item. ATTAC H M EN TS: Description Type Board of Directors Handbook Backup Material Board Reimbursement P olicy Backup Material Expense Activity Sheet Backup Material Ordinance 388 Ordinance S TAF F R E P ORT Agenda Item #2. Meeting Date: Marc h 12, 2019 Dis c ussion Item To: F I N ANC E AND HUMAN R ES O UR C ES C O MMI T T E E F rom: G eneral Manager/C EO Subject: R eview R ec o rd s R etention P olicy R E C O MME N D AT IO N: S taff rec ommend s that the C ommittee review the updated R ecords R etentio n R es o lution, P o licy and S c hedules. B AC KGR O UN D / AN ALYS IS : In 2010, the G overning Bo ard adop ted R es olution 2010.08 ap p roving a R ec o rd s R etention P olicy whic h authorized the d estruc tion and d is posing o f Dis tric t rec o rd s in acc o rdance with G o vernment C o d e S ectio ns 60200-60204. In 2017, the Dis tric t retained the servic es o f G lad well G overnmental S ervices , Inc . to revise the records retention s ched ules . T his effo rt was nec es s ary to ensure retention perio d s reflected changes in law, reduc e current and future rec o rd s sto rage c o s ts, eliminate dup lic ation of effort, inc rease efficienc y and take ad vantage of current tec hno lo gy. T he up d ate of the c urrent rec o rd s retention s c hed ules are driven by many fac tors , inc luding: Very limited s pace s torage s p ace at the Dis tric t Multip le departments are filing and s toring copies of the s ame rec o rd s East Valley Water Distric t p ro d uc es and manages many permanent rec ord s Es c alating rec ord s sto rage exp ens es Technology advanc ements C hanges in law p ertaining to s p ecial d istrict rec o rds S everal meetings were held with staff from eac h d epartment res ulting in the develo p ment o f new retentio n s ched ules . T he updated sc hedules provid e c lear, s p ec ific rec o rd s desc rip tions and retentio n periods , and ap p ly current law to the management of the Distric t's records . By id entifying whic h department is res p o ns ib le for maintaining the original rec o rd , and by es tablis hing clear retentio n periods for d ifferent catego ries of rec o rd s . Eas t Valley Water Dis trict will realize signific ant s avings in labor and s to rage cos ts , reduced need for o ffic e s p ace and enhanced operatio nal effic ienc ies . O nce approved , s taff will pro vide training and vario us implementatio n proc ed ures to ens ure employees are fully trained on the proper utilizatio n of the sc hedules. AG E N C Y G O ALS AN D OB J E C T IVE S : R ecommended b y: Justine Hend ricks en Dis tric t C lerk AG E N C Y G O ALS AN D OB J E C T IVE S : G o al and O bjec tives I I - Maintain a C ommitment to S us tainab ility, Transparenc y, and Ac c o untability a) P rac tice Trans parent and Ac countab le F is cal Management R E VIE W B Y O T HE R S : T his agenda item has been reviewed by the Ad minis tratio n Dep artment. F IS C AL IMPAC T T he ad o p tion of thes e revis ed retention sc hedules will result in efficienc y gains and cos t savings both in lab o r and s to rage exp ens es . ATTACH M E N TS: Description Type Reco rds Retentio n P olicy Backup Material Draft Re solution 2 01 9.03 Resolutio n Letter Exhibit A Exhibit EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Records Retention Policy Original Approval Date: Last Revised: Policy No: Page 1 of 2 Purpose This purpose of this policy is to provide guidelines to staff regarding the retention or destruction of records of the East Valley Water District (the “District”). Background Pursuant to the resolution adopted by the Board of Directors, except where a record is expressly required to be preserved according to State law, the District may approve the destruction of any original document with retaining a copy of the document as long as the retention and destruction of the document complies with the retention schedule as set forth in this policy. The District will comply with guidelines provided by the Secretary of State pursuant to Section 12236, that classifies all District records by category, and establishes a standard protocol for destruction and disposition of records and may be updated from time to time. Policy The District Clerk is authorized by the Board of Directors to interpret and implement this policy, and to cause to be destroyed any or all such records papers and documents that meet the qualifications governing the retention and disposal of records, specified in Attachment “A” Records Retention Schedule. The records retention schedule shall be used by all departments throughout the District, and applied to all document types, including hard copies, original copies, and scanned or imaged copies archived and managed in an electronic document management system. The Records Coordinator, designated by the District Clerk, shall assist with the administration of this policy and shall support all District personnel to comply with the provisions of this policy and with the Records Retention Schedule, set forth in Attachment “A”. Procedure A. The employee completes and signs a “Request for Destruction of Obsolete Records” form, listing the date and description of each document to be destroyed. The employee submits the form to the Records Coordinator. B. The Records Coordinator checks the documents listed on the submitted form to confirm that each document is: (1) not required to be permanently retained, or (2) has been retained for the legally required period of time. The Records Coordinator also confirms EAST VALLEY WATER DISTRICT Administrative Policies & Programs Policy Title: Records Retention Policy Original Approval Date: Last Revised: Policy No: Page 2 of 2 that any applicable reproductions requirements (i.e., imaging, etc.) for each document are complete. C. The Records Coordinator submits the form to the District Clerk who reviews and signs the form and then returns the signed form to the Records Coordinator. D. After receiving the signed form from the District Clerk, the Records Coordinator oversees the destruction of the documents, indicates the method of destruction on the form, signs the form and returns the original to the District Clerk. E. The original document destruction form shall be retained permanently by the District Clerk for record disposition verification. F. No District official or employee has, by virtue of his or her position, any personal rights to District records even though he or she may have created or compiled them. The unauthorized destruction, removal, or use of such records is prohibited. East Valley Water District Resolution 2019.03 Page 1 of 3 RESOLUTION NO. 2019.03 A RESOLUTION OF THE BOARD OF DIRECTORS OF EAST VALLEY WATER DISTRICT ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN DISTRICT RECORDS AND RECINDING RESOLUTION NO. 2010.08 WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the East Valley Water District; and WHEREAS, Section 60200 of the Government Code of the State of California provides that the legislative body of a special district may authorize at any time the destruction or disposition of any duplicate record, paper, or document, the original or a permanent photographic record of which is in the files of any officer or department of the district; and WHEREAS, Section 60201 of the Government Code of the State of California is amended effective January 1, 2005 to provide that district records which have served their purpose, which are not expressly required by law to be filed and persevered, and which will not adversely affect any interest of the district or public may be destroyed; and WHEREAS, The Board of Directors Previously adopted Resolution 2010.08 establishing a records retention schedule; and WHEREAS, the General Manager/CEO has developed policies and procedures relating to records management, including the requirement of the approval of a list of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category; East Valley Water District Resolution 2019.03 Page 2 of 3 NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE EAST VALLEY WATER DISTRICT DOES RESOLVE AS FOLLOWS: Section 1. Repeal of Previous Resolutions. Resolution 2010.08 establishing records retention schedules and designating responsibilities are hereby repealed and superseded in their entirety; Section 2. Destruction of Records in Compliance with Exhibit A will not Adversely Affect Any Interest of the District. The Board of Directors finds that the destruction or disposition of the records series that have exceeded the retention periods as set forth in the Records Retention Schedule Exhibit A will not adversely affect any interest of the District or the public. Section 3. Authorization to Destroy Records in Compliance with Exhibit A. The records of the East Valley Water District, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 60201 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule in accordance with District policies and procedures, without further action by the Board of Directors of the East Valley Water District. Section 4. Authorization for Future Updates to Exhibit A. With the consent of the District Counsel and General Manager/CEO, updates are hereby authorized to be made to the Records Retention Schedules without further action by the Board of Directors of the East Valley Water District. Section 5. Definition of Records. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. East Valley Water District Resolution 2019.03 Page 3 of 3 ADOPTED this 27 day of March 2019. AYES: NOES: ABSTAIN: ABSENT: _____________________________ Chris Carrillo Board President March 27, 2019 I HEREBY CERTIFY that the foregoing is a full, true and correct copy of Resolution No. 2019.03 adopted by the Board of Directors of East Valley Water District at its Regular Meeting held March 27, 2019. ATTEST: _____________________________ John Mura Board Secretary Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Risk Manage.DW-001 Accident or Damage Reports Copies - When No Longer Required Copies - When No Longer Required Yes: Until Settled Mag, Ppr GC §60200 Finance / Accounts Payable DW-002 Accounts Payable (Invoices, Travel Expense Reimbursements, etc.) Copies - When No Longer Required Copies - When No Longer Required Yes: Until Paid Mag, Ppr Also see Grants. copies; GC §60200 Admin / District Clerk DW-003 Agendas, Agenda Packets & Action Summaries (Board of Directors) Copies - When No Longer Required Copies - When No Longer Required Yes Mag, Ppr District Clerk maintains originals; GC §60200 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Exhibit "A" Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Lead Dept.DW-004 Agreements & Contracts - INFRASTRUCTURE - Architectural, Engineering, JPAs, etc. Agreement or Contract, Insurance Certificates & Notices of Completion. Agreement or Contract includes all contractual obligations (e.g. RFP, Specifications, Successful Proposal / Scope of Work, Certificates of Insurance, and amendments) Examples of Infrastructure: Architects, Treatment Plants, Lines, Buildings, etc. Completion P P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; All infrastructure, JPAs, & Mutual Aid contracts are permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §60201 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Lead Dept.DW-005 Agreements & Contracts - NON INFRASTRUCTURE - Equipment Purchases, Consulting Services, Leases, Vehicle Purchases, etc. Agreement or Contract, Insurance Certificates & Notices of Completion. Agreement or Contract includes all contractual obligations (e.g. RFP, Specifications, Successful Proposal / Scope of Work, Certificate of Insurance, and amendments) Examples of Non-Infrastructure: Consultants, Painting, Maintenance, Franchise Agreements, etc. Completion 10 years Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §60201 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Lead Department DW-006 Agreements & Contracts - ALL: ADMINISTRATIVE RECORDS (Correspondence, project schedules, copies of invoices, backup, insurance certificates etc.) Also see grant retention, if applicable.C18 Completion + 10 years Completion + 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Also see Grants. Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers must retain their records for completion + 10 years; CCP §§336(a), 337 et. seq., GC §60201 Lead Department DW-007 Agreements & Contracts: Unsuccessful Bids or Unsuccessful Proposals Bid Opening + 2 years Bid Opening + 2 years Mag, Ppr Special Districts are required to keep public works unaccepted bids for 2 years; GC §60201(d)(11) DW-008 Association Records (external associations - e.g., ACWA, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-records; GC §60201 et seq. DW-009 Bids: See Agreements Mag, Ppr DW-010 Brochures: See Reference Materials Mag, Ppr Finance DW-011 Travel Authorizations / Travel Reimbursements (Accounts Payable) Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §60200 Finance DW-012 Budgets - Finals, Drafts, Reports, Worksheets Copies - When No Longer Required Copies - When No Longer Required Yes: Current Fiscal Year Mag, Ppr GC §§60200, 53901 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Risk Manage.DW-013 Claims / Litigation Copies - When No Longer Required Copies - When No Longer Required Yes: Before Settlement Mag, Ppr GC §§60200, 60201 et seq. Lead Dept.DW-014 Clippings / Newspaper Clippings When No Longer Required When No Longer Required Mag, Ppr Non-records; GC §60201 et seq. Lead Dept.DW-015 Committees or Task Forces: Internal (e.g. Records Management Committee, etc.) When No Longer Required When No Longer Required Mag, Ppr GC §60201 Lead Dept.DW-016 Committees, Task Forces, Associations, Commissions, & Boards: External Organizations (e.g. Association of California Water Agencies, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-records DW-017 Contracts: See Agreements Mag, Ppr DW-018 Copies or duplicates of any record Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §60200 Lead Dept.DW-019 Correspondence - Regulatory Agencies When No Longer Required - Minimum 10 years When No Longer Required - Minimum 10 years Yes: While Active Issues Mag, Ppr District preference; some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Dept. that Authors Document or Receives the District's Original Document DW-020 Correspondence - Routine (e .g. Administrative, Chronological, Communications, General Files, Letters, Memorandums, Miscellaneous Reports, Reading Files, Working Files, etc. Does NOT include Regulatory Agency Correspondence) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Ppr Department preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Dept. that Authors Document or Receives the District's Original Document DW-021 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e- mail or social media posting, instant messaging, inventories, invitations, logs, mailing lists, meeting room registrations, speaker slips, supply inventories, telephone messages, text messages. transmittal letters, thank yous, requests from other cities, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required When No Longer Required Mag, Ppr Electronic and paper records are categorized, filed and retained based upon the CONTENT of the record. Records where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by placing them in an electronic or paper (project) file folder and retained for the applicable retention period. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§60201, 6252, 6254(a); 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Lead Dept.DW-022 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". GC §60201, GC §6254 Lead Dept.DW-023 Grants (SUCCESSFUL - all records, including FEMA claims) 2 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr District Preference (may include records pertaining to independent contractor's compensation, or expense reimbursement); Meets auditing standards; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.33; 7 CFR 3016.42; 221 CFR 1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490, & 570.502(a&b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-110 & A-133; GC §34090 Lead Dept.DW-024 Grants: UNSUCCESSFUL (Applications, Correspondence, etc.) 2 years 2 years Mag, Ppr Department Preference; GC §60201 DW-025 Invoices - see Accounts Payable Mag, Ppr EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Lead Dept.DW-026 Index to Inactive Records / Records Stored in Records Center / Inventory of Records in Records Center Indefinite Indefinite Mag, Ppr Department Preference; GC §60201 Admin / District Clerk DW-028 Ordinances Copies - When No Longer Required Copies - When No Longer Required Yes Mag, Ppr GC §60201 Human Resources DW-029 Personnel Files - Department- level Copies Send to Human Resources Upon Separation or Transfer Send to Human Resources Upon Separation or Transfer Before Separation Mag, Ppr Ensure records kept in Department files comply with District policy; Originals are maintained by Personnel. Supervisors notes should be maintained in a separate folder and be incorporated in the employee's annual performance review; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 60201 Human Resources DW-030 Personnel Files - Department- level Supervisor's Notes When No Longer Required When No Longer Required Before Separation Mag, Ppr Preliminary Drafts; Supervisors notes should maintained in a separate folder and be incorporated in the employee's annual performance review; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-10 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Finance / Cash Manage. DW-031 Petty Cash Copies - When No Longer Required Copies - When No Longer Required Yes: Until Paid Mag, Ppr Also see Grants. copies; GC §60200 Lead Dept.DW-032 Photographs When No Longer Required When No Longer Required Mag, Ppr GC §60201 DW-033 Policies & Procedures - See Reference Manuals Mag, Ppr Admin / District Clerk DW-034 Public Records Act Requests Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Copies; GC §60200 Admin. / Records Manage. DW-035 Records Destruction Lists Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Copies; GC §60200 Authoring Dept.DW-036 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters, & Reports: Produced by YOUR Department When No Longer Required - Minimum of Superseded + 2 years When No Longer Required - Minimum of Superseded + 2 years Mag, Ppr Documents of historical significance should be retained longer; GC §60201 Lead Dept.DW-037 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters, & Reports: Produced by OTHER Departments When No Longer Required When No Longer Required Mag, Ppr Copies; GC §60200 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-11 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Lead Dept.DW-038 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters, & Reports: Produced by OUTSIDE ORGANIZATIONS When No Longer Required When No Longer Required Mag, Ppr Non-Records Lead Dept.DW-039 Reports and Studies - White Papers, Issue Papers, Position Papers, Scientific Studies (other than Annual Reports) Minimum 2 years Minimum 2 years Mag, Ppr GC §60201 Admin / District Clerk DW-040 Resolutions Copies - When No Longer Required Copies - When No Longer Required Yes, depending upon subject Mag, Ppr copies; GC §60200 Lead Dept.DW-041 Subpoenas 2 years 2 years Mag, Ppr GC §60201(d)(5) Lead Dept.DW-042 Surveys / Questionnaires (that the District issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed when no longer required. 2 years 2 years Mag, Ppr GC §§60200, 60201 Finance / Payroll DW-043 Time Sheets Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 3.0 RECORDS RETENTION SCHEDULE: DISTRICT-WIDE STANDARDS Page DW-12 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR) or the "Lead Department". If you are the OFR, refer to your department retention schedule. 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). Human Resources or Safety DW-044 Training: ALL COURSE RECORDS / SYLLABUS, AND ROSTER OF ATTENDEES Includes Safety Training & Tailgate Training Meetings (except for Information Technology / Software) 2 years 3 years 5 years Mag, Ppr Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 - 3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946, 60201, 53235.2(b) Lead Dept.DW-045 Tyler Database / ERP Database Indefinite Indefinite Mag Data is interrelated; system qualifies as a "trusted system"; GC §§60201, 12168.7 Lead Dept.DW-046 Visitor Logs / Registers When No Longer Required When No Longer Required Mag, Ppr Department preference; GC §60201 et. seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page GM&BS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Admin / District Clerk AD-001 Agendas & Agenda Packets - District Board of Directors, Subcommittees of the Board (Includes Agenda Staff Reports) 2 years P P Yes: Before Meeting Date Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Admin / District Clerk AD-002 Appointments / Resignations to the Board of Directors 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Admin / District Clerk AD-003 Association Records (external associations - e.g., ACWA, etc.) When No Longer Required When No Longer Required Mag, Ppr Non-records; GC §60201 et seq. Admin / District Clerk AD-004 Board Member's "Personnel File" (Benefits, Oaths of Office, Ethics Training Certificates, etc.) Transfer to Human Resources Upon Separation Transfer to Human Resources Upon Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§60201, 53235.2(b) Admin / District Clerk AD-005 Director's Handbook (Policy)When Superseded When Superseded Mag, Ppr Department preference; GC §60201 Admin / District Clerk AD-006 Directors Historical Biographical Data When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §60201 Admin / District Clerk AD-007 North Fork Water Company Stock Certificates 2 years P P Mag, Mfr, OD, Ppr S / I No Department preference; GC §60201 Admin / District Clerk AD-008 District Formation Records, Acquisition of other Districts 2 years P P Mag, Mfr, OD, Ppr S / I No Department preference (historical purposes); GC §60201 Admin / District Clerk AD-009 Elections - Historical (Sample Ballot, Election Results)2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (historical purposes); GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page GM&BS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Admin / District Clerk AD-010 Elections: Correspondence, Public Notices / Advertising, Notifications & Publications, Certificate of Election, etc. 2 years 2 years Mag, Ppr Department preference (historical purposes); GC §60201 Admin / District Clerk AD-011 FPPC 700 Series Forms (Statement of Economic Interests): DESIGNATED EMPLOYEES & CONSULTANTS (specified in the District's Conflict of Interest code) 7 years 7 years Mag, Ppr District maintains original statements; GC §81009(e)&(g) Admin / District Clerk AD-012 FPPC 700 Series Forms (Statement of Economic Interests): PUBLIC OFFICIALS (elected & not elected. Includes District Board Members, General Manager) 7 years 7 years Mag, Ppr Department preference (only required for 4 years); GC §81009(f)&(g) Admin / District Clerk AD-013 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Mag, Ppr Must post on website; 2 CCR 18944(c)(3)(G); GC §81009(e) Admin / District Clerk AD-014 FPPC Form 802 (Tickets Provided by Agency Report)7 years 7 years Mag, Ppr Must post on website for 4 years; GC §81009€ Admin / District Clerk AD-015 FPPC Form 803 (Behested Payment Report)7 years 7 years Mag, Ppr GC §81009e Admin / District Clerk AD-016 FPPC Form 804 (Agency Report of New Positions)P P Mag, Ppr FPPC Regulation 18734(c); GC §81009e; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page GM&BS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Admin / District Clerk AD-017 FPPC Form 805 (Agency Report of Consultants)P P Mag, Ppr FPPC Regulation 18734(c); GC §81009e; GC §60201 Admin / District Clerk AD-018 Real Property: Deeds & Title Reports (Easements and Rights of Way are maintained in Engineering) P P Mag, Ppr FPPC Regulation 18734(c); GC §81009e; GC §60201 Admin / District Clerk AD-019 FPPC Form 806 (Agency Report of Public Official Appointments)7 years 7 years Mag, Ppr Must post on website; 2 CCR 18705.5; GC §60201, 81009e Admin / District Clerk AD-020 Historical List of Board Members P P Mag, Mfr, OD, Ppr S / I No District Secretary Determines Historical Significance; GC §60201 Admin / District Clerk AD-021 Historical Records P P Mag, Mfr, OD, Ppr S / I No District Secretary Determines Historical Significance; GC §60201 Admin / District Clerk AD-022 Lawsuits / Litigation Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) Admin / District Clerk AD-023 Memoranda of Understanding (MOUs), Confirmation of Understanding (COUs) 2 years P P Yes: Before Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; §60200 et seq. Admin / District Clerk AD-024 Minutes: Board of Directors & Subcommittees of the Board 2 years P P Yes (all)Mag, Mfr, OD, Ppr S / I No GC §60201(d)(3) Admin / District Clerk AD-025 Notices: Affidavits of Postings and Publications 2 years 2 years Mag, Ppr Brown Act challenges must be filed within 30 or 90 days of action; GC §§60201, 54960.1(c)(1) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 5.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION Page GM&BS-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Admin / District Clerk AD-026 Ordinances 2 years P P Yes (all)Mag, Mfr, OD, Ppr S / I No GC §60201 et. seq. Admin / District Clerk AD-027 Prop. 218 Ballots and/or Protest Letters 2 years 2 years Mag, Ppr GC §53753(e)(2) Admin / District Clerk AD-028 Public Records Act Requests 2 years 2 years Mag, Ppr Department Preference; GC §60201 Admin / District Clerk AD-029 Records Destruction Authorization Forms 10 years 10 years Mag, Ppr Department Preference; GC §60201(b)(1)(B) Admin / District Clerk AD-030 Records Retention Schedules; Approvals to Modify Records Retention Schedules P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 et seq. Admin / District Clerk AD-031 Resolutions 2 years P P Yes (all)Mag, Mfr, OD, Ppr S / I No GC §60201 et. seq. Admin / District Clerk AD-032 Tapes & Recordings (Audio) 30 days, or After Minutes are Approved, whichever is longer 30 days, or After Minutes are Approved, whichever is longer Mag Department Preference; legally required for 30 days (or adoption of the minutes); GC §54953.5(b) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 8.0 RECORDS RETENTION SCHEDULE: CONSERVATION Page PA-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Conserv- ation CON-001 Conservation Incentives / Rebates (Toilets, Turf Removal, Washers, etc.) 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department preference; GC §60201 Conserv- ation CON-002 Conservation Plans, Studies, Reports P P Mag, Mfr, OD, Ppr S Yes: After QC Department preference; GC §60201 Conserv- ation CON-003 Conservation Violation Notices 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department preference; meets municipal government auditing requirements, and may have grant funding; GC §60201 Conserv- ation CON-004 Projects, Outreach, Special Events, Water Education Programs, Publications: Brochures, Programs, When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S Yes: After QC Department preference; GC §60201 Conserv- ation CON-005 Site Audits, Evaluations, Surveys (Conservation Inspection Results, Evaluations, Landscape, etc.) After Entry Into ERP Database After Entry Into ERP Database Mag, Ppr Department preference; GC §60201 Conserv- ation CON-006 State Monthly Production Conservation Reports 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department preference; meets municipal government auditing requirements, and may have grant funding; GC §60201 Conserv- ation CON-007 Water Use Efficiency Projects Audit Requirement - Minimum 5 years Audit Requirement - Minimum 5 years Mag, Mfr, OD, Ppr S Yes: After QC Department preference (funded by DWR); GC §60201 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC & OD? 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). GENERAL ENGINEERING Engineering ENG-001 Aerials 2 years P P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §60201 Engineering ENG-002 Agreements & Contracts - Engineering (General)2 years P P Yes: Before Superseded Mag, Mfr, OD, Ppr S / I No Department Preference; CCP §337 et seq.; GC §60201 Engineering ENG-003 CEQA / NEPA Documents: Prepared by others for NON- District Projects (District comments) (Environmental Impact Reports (EIRs), Environmental Assessments, Negative Declarations, etc) When No Longer Required When No Longer Required Mag, Ppr Non-records; GC §60200 Engineering ENG-004 CEQA / NEPA Documents: Prepared for District Purposes (Environmental Impact Reports (EIRs), Environmental Assessments, Negative Declarations, etc) 2 years P P Yes: Until Project Completed Mag, Mfr, OD, Ppr S / I No Usually filed in Project File; GC §60201 Engineering ENG-005 Correspondence with Regulatory Agencies When No Longer Required - Minimum 10 years When No Longer Required - Minimum 10 years Yes: While Active Issues Mag, Mfr, OD, Ppr S Yes: After QC & OD District preference; some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC & OD? 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). Engineering ENG-006 De Minimis / Water Loss / Incidents / Unauthorized Discharges: Main Breaks, Spills, Investigations and Corrective Actions, Notice to Comply - ALL Last Action + 5 years Last Action + 5 years Yes: Before Resolution Mag, Ppr Department Preference; Code of Federal Regulations requires 3 years; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b)(2); 22 CCR §64470 Engineering ENG-007 Geographic Information System (GIS)Indefinite Indefinite Yes Mag Data is interrelated; GC §60200, 60201 et seq. Engineering ENG-008 Improvement Districts / Assessment Districts / CFDs Upon Completion P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §60201 et seq. Engineering ENG-009 Master Plans 2 years P P Yes Mag, Mfr, OD, Ppr S No Department Preference (updated every 5 years); GC §60201 et seq. Engineering ENG-010 NPDES Monitoring Minimum 3 years Minimum 3 years Yes Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; NPDES Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 Engineering ENG-011 NPDES Permits Superseded + 3 years Superseded + 3 years Yes Mag, Mfr, OD, Ppr S Yes: After QC Department Preference; NPDES Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 Engineering ENG-012 Operating Permits (SWRQCB, etc.) Expiration + 5 years Expiration + 5 years Mag, Ppr Department Preference; GC §60201 Engineering ENG-013 Reports & Studies (Soils Report, Water Availability, etc.) 2 years P P Yes Mag, Mfr, OD, Ppr S No Department Preference; GC §60201 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC & OD? 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). CAPITAL IMPROVEMENT PROJECTS Engineering ENG-014 Job Files - CIP (Capital Improvement Projects): Large Format Drawings Design Drawings (finals), Final Record Drawings ("As Builts") Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S No For Disaster Recovery Purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §60201 et seq. Engineering ENG-015 Job Files - CIP (Capital Improvement Projects): Permanent File Agreements / Contracts, Bid Package (Winning), Bid Summary, Bonds, Agenda Staff Reports (copy), Change Orders, Consultant Proposals (Successful), Environmental, Inspection Pictures, Inspection Reports, Material Testing, Operations & Maintenance Manuals, Permits (Design, Environmental), Preliminary Design Report, Rights of Way / Easements, Soils, Geotechnical Reports, Specifications, Submittals, Surveys, CAD files, Engineer's Calculation Files (Send Original Deeds to District Clerk) Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: Complet. + 10 years Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC & OD? 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). Engineering ENG-016 Job Files - CIP (Capital Improvement Projects): Administration - 10 year file Project Administration, Certified Payroll, Grant Documents, Errors & Omissions, Insurance Certificates, Notifications, Progress Payments, Punch Lists, Videos Post-Construction & Pre-Construction, Bid Bonds (returned), Correspondence (Transitory / Preliminary Drafts), Engineer's Estimates, Memoranda, NPDES, Permits (Construction & Street Opening), Preliminary Notices, Printed E-mails, Project Manager's Notes, Project Schedules, Requests for Information, Stop Notices - Claims, Transmittal Letters, USAs Completion + 3 years 7 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §60201 Engineering ENG-017 Job Files - CIP (Capital Improvement Projects): Unsuccessful Proposals / Unsuccessful Bids 2 years 2 years Mag, Ppr Department preference; GC §60201 Operations / Admin. & Engineering ENG-018 Encroachment Permits (Road / Street Cuts - Temporary) Completion + 2 years Completion + 2 years Mag, Ppr Department preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC & OD? 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). PRIVATE DEVELOPMENT Engineering ENG-019 Annexations / Boundary Changes Index, Maps, Documents Upon Completion P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §60201 et seq. Engineering ENG-020 Comment Letters: No Comment, Non-Interference Letters to City or County 2 years 2 years Mag, Ppr Department preference; GC §60201 Engineering ENG-021 Developer Trust Accounts / Developer Deposit Accounts Closed + 5 years Closed + 5 years Mag, Ppr Department preference (meets municipal government auditing standards); GC §60201 Engineering ENG-022 Easements, Encroachments, Rights of Way While active P P Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 Engineering ENG-023 Engineering Estimates / Water Service Cost Worksheets 2 years 2 years Mag, Ppr Department preference; GC §60201 Engineering ENG-024 Fire Flow Test Results - Hydrants (at Developer's request) 2 years P P Mag, Ppr Department Preference; GC §60201 et seq. Engineering ENG-025 Job Files - Private Development - Large Format Drawings Design Drawings (finals), Record Drawings ("As Builts") of Infrastructure Maintained by the District Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S Yes: After QC & OD For Disaster Recovery Purposes; GC §60201 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC & OD? 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). Engineering ENG-026 Job Files - Private Development - Permanent File Dedications, Drainage, Easements, Encroachments, Rights of Way, Soils Reports, etc. Upon Completion P P Yes: Until Completed Mag, Mfr, OD, Ppr S Yes: After QC & OD For disaster preparedness purposes; GC §60201 et seq. Engineering ENG-027 Job Files - Private Development: Administration - 10 year file Addendum, Insurance & Bonding, Construction Inspections, Construction Bonds, Indemnity Bonds, Photos, Private Lab Verifications, Notices / Notice of Completion, Testing Lab Final Reports Completion + 3 years 7 years or After Funding Agency Audit, if required, whichever is longer Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Ppr Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §60201 Operations / Water Dist. & Engineering ENG-028 Manuals: Operations & Maintenance / Project Manuals (O&M Manuals) Life of the Building or Equipment Life of the Building or Equipment Yes: Until Superseded Mag, Ppr Department preference; Maintain copies as long as the infrastructure is in the field ; GC §60201 Engineering ENG-029 Water Supply Assessments 2 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (updated every 5 years); GC §60201 et seq. Engineering ENG-030 Will-Serve Letters / Availability Letters, Engineering Feasibility Letters 2 years P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). ADMINISTRATION / GENERAL ACCOUNTING Finance / General Accounting FN-001 Audit Annual Reports / Audited Financial Statements / Comprehensive Annual Financial Report (CAFR) with Audit Management Letters / Audit Reports 5 years P P Mag, Mfr, OD, Ppr S/ I Yes: After Annual Audit Department Preference; GC §60201 et seq. Finance / General Accounting FN-002 Audit Work Papers (Finals) Includes Depreciation Schedules 5 years 5 years Mag, Ppr Department Preference; GC §60201 Finance / General Accounting FN-003 Audits - Single Audits 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / General Accounting FN-004 Bank Statements / Checking Account Reconciliation / Fiscal Agent Statements, Trustee Statements, Investment Account Statements, etc. 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / General Accounting FN-005 Bond Registers 2 years Fully Defeased + 10 years Fully Defeased + 10 years Yes: Until Maturity Mag, Mfr, OD, Ppr S / I No Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. , 337.5(a); GC §43900 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Finance / General Accounting FN-006 Bonds / Certificates of Participation / Transcripts / Disclosure Reports 2 years Fully Defeased + 10 years Fully Defeased + 10 years Yes: Until Maturity Mag, Mfr, OD, Ppr S / I No Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336(a)(1) & (2), 337.5(2); GC §43900 et seq. GC §60201 et seq. Finance / General Accounting FN-007 Budgets: Adopted 5 years P P Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/ I Yes: After Annual Audit Department Preference; GC §60200 Finance / General Accounting FN-008 Budgets: Proposed When No Longer Required When No Longer Required Mag, Ppr Department Preference; Preliminary drafts; GC §60200 Finance / General Accounting FN-009 Budgets: Work Papers, Drafts, etc. When No Longer Required When No Longer Required Mag, Ppr Department Preference; Preliminary drafts; GC §60200 Finance / General Accounting FN-010 Cash Reconciliation 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / General Accounting FN-011 Equipment Inventory When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts (the Financial Database is the original); GC §60200 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Finance / General Accounting FN-012 Financial Reports: Journals, Ledgers, Reconciliations, Registers, Reports, Transaction Histories, Balance Sheets, Budget Adjustments, Billing Registers for New Financial System, Edit Lists, (MONTHLY OR PERIODIC) When No Longer Required When No Longer Required Mag, Ppr Draft / Preliminary documents used to produce final year-end general ledger (financial database is the original); GC §60201 Finance / General Accounting FN-013 Financial System Database / ERP Database (Tyler)Indefinite Indefinite Mag Data is interrelated; system qualifies as a "trusted system"; GC §§60201, 12168.7 Finance / General Accounting FN-014 Fixed Assets - Auction / Disposal / Sales / Surplused 2 years 3 years 5 years Mag, Ppr Consistent with Accounts Receivable; Statute of limitations is 3 years; statewide guidelines propose 2 - 4 years; published articles show 3 - 6 years; GC §60201, CCP §337 Finance / General Accounting FN-015 Fund Transfers / Wire Transfers / Adjustments 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / General Accounting FN-016 Inventory Reports When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts (the Financial Database is the original); GC §60200 Finance / General Accounting FN-017 Investment Files 2 years 3 years 5 years Yes: Until Maturity Mag, Ppr Department Preference; GC §60201 Finance / General Accounting FN-018 Journal Vouchers / Journal Entries 2 years 3 years 5 years Mag, Ppr Department Preference; Statute of Limitations is 4 years; Published articles show 6-7 years; GC §60201, CCP §337 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Finance / General Accounting FN-019 LAIF (Local Agency Investment Fund)2 years 3 years 5 years Yes: Until Maturity Mag, Ppr Department Preference; GC §60201 Finance / General Accounting FN-020 Organization Charts - In Budgets and CAFRs 5 years P P Mag, Mfr, OD, Ppr S/ I Yes: After Annual Audit GC §60201 et seq. Board Services / GM FN-021 Rate Schedules When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts; GC §60200 Finance / General Accounting FN-022 Water Rate Studies / Wastewater Rate Studies 5 years 5 years Mag, Ppr Department Preference; GC §60201 Finance / General Accounting FN-023 State Reports: State Controllers Report 2 years 3 years 5 years Mag, Ppr District Preference; Meets auditing standards; GC §60201 Finance / General Accounting FN-024 Vehicle Titles ("Pink Slips")Upon Sale of the Vehicle Upon Sale of the Vehicle Yes Mag, Ppr Given to the new owner upon sale of the vehicle; GC §60201 et seq. ACCOUNTS PAYABLE Finance / Accounts Payable FN-025 1099's or 1096’s 2 years 5 years 7 years Mag, Ppr IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; Published articles show permanent; ; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §60201(d)(12) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Finance / Accounts Payable FN-026 Accounts Payable Source Records / Invoices & Receivers / Credit Card Statements / Customer Refunds ALL 2 years 5 years 7 years Yes: Until Paid Mag, Ppr Meets municipal government auditing standards; Sewage Sludge is required for 5 years; Published articles show 3 - 7 years; 40 CFR 122.41(j)(2); WC §13263.2(b) et seq.; GC §60201(d)(12) Finance / Accounts Payable FN-027 Check Copies / Cancelled Checks 2 years 5 years 7 years Mag, Ppr May contain independent contractor's compensation; Statute of Limitations is 4 years; Meets municipal government auditing standards; GC §60201(d)(12), CCP § 337 Finance / Accounts Payable FN-028 Check Register When No Longer Required When No Longer Required Mag, Ppr The Financial Database is the original; Reports can be recreated on demand and are considered a copy or preliminary draft; GC §60201 Finance / Accounts Payable FN-029 Expense Reports (Accounts Payable)2 years 5 years 7 years Mag, Ppr District Preference (may include records pertaining to independent contractor's compensation, or expense reimbursement); Meets auditing standards; GC §60201 ACCOUNTS RECEIVABLE (MISCELLANEOUS) Finance / Accounts Receivable FN -030 Bank Signature Cards Superseded + 5 years Superseded + 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Finance / Accounts Receivable FN -031 Billing: COBRA and Retiree Medical Termination of Service 7 years Termination of Service + 7 years Yes: During Service Mag, Ppr Retained to cover auditing standards; General rule under ERISA (Employee Retirement Income Security Act) is 7 years; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §60201 Finance / Accounts Receivable FN -032 Petty Cash / Reconciliation / Reports / Vouchers 2 years 5 years 7 years Mag, Ppr District Preference (may include records pertaining to independent contractor's compensation, or expense reimbursement); Meets auditing standards; GC §60201 CUSTOMER SERVICE Finance / Customer Service FN -033 Bank Deposit Receipts 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -034 Bankruptcies (Where District does NOT pursue a claim)5 years 5 years Mag, Ppr Department preference; GC §60201 Finance / Customer Service FN -035 Bill Calculations / Registers 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -036 Cash Transfer Report 2 years 3 years 5 years Mag, Ppr Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -037 Collections 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -038 Customer Correspondence 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Operations / Customer Service FN -039 Customer Information Software - All Information Entered in CMMS Database When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts (the database is the original); GC §60201 Operations / Customer Service FN -040 Customer Information Software CMMS DATABASE (Computerized Work Management System) Indefinite Indefinite Mag Data is interrelated; GC §60201 Finance / Customer Service FN -041 Daily Receipts / Deposits Slips / Revenue / Journals / Credit Cards 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -042 Liens / Water Liens 10 years 10 years Mag, Ppr Liens are good for 10 years from recording date, and may be extended by re-recording lien; WC 36729; 37212(b), Finance / Customer Service FN -043 Lock List When No Longer Required When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". GC §60201, GC §6254 Operations / Customer Service FN -044 Payment Stubs (mailed) / Utility Receipts (when payment is made at the counter) When No Longer Required When No Longer Required Mag, Ppr Department preference; Transitory records not retained in the ordinary course of business; GC §60201 Finance / Customer Service FN -045 Registers / Bill Adjustments 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -046 Returned Credit Cards / Returned Checks 2 years 3 years 5 years Mag, Ppr Department Preference; Meets municipal government auditing standards; GC §60201 Finance / Customer Service FN -047 Service File Applications 2 years P P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). PURCHASING Finance / Purchasing FN -048 Purchase Orders 2 years 3 years 5 years Mag, Ppr Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions doesn't apply; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §60201 Finance / Purchasing FN -049 W-9's 2 years 3 years 5 years Mag, Ppr District Preference; Related to independent contractor's compensation; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §60201(d)(12) PAYROLL Finance / Payroll FN -050 1095-c (Employer-Provided Health Insurance Offer and Coverage) 7 years 7 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §60201 Finance / Payroll FN -051 Cancelled Payroll Checks, Including Voided copies for Automatic Deposits 7 years 7 years Mag, Ppr GC §60201(d)(12), CCP § 337 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Finance / Payroll FN -052 DE-6 & 941 Forms DE-6 & 941 Forms, DE-7, DE-9 DE-43, W-3, & DE-166, IRS 5500 Forms (Employee Benefit Plans) - Quarterly Payroll Tax Returns 7 years 7 years Mag, Ppr Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; Published articles show permanent; ; IRS Reg §31.6001- 1(e)(2), 26 CFR §1.6001-1, R&T §19530, GC §60201 Finance / Payroll FN -053 Garnishments Upon Completion of Garnishment Send to Human Resources Upon Separation Send to Human Resources Upon Separation Mag, Ppr Department preference; GC §60201 et seq. Finance / Payroll FN -054 Payroll Batch / Payroll Registers / Payroll Reports Includes Automatic Payroll Deposit Authorization, Changes to W-4s, Deferred Compensation Reports, PERS reports, 401A, etc. 2 years 5 years 7 years Mag, Ppr Department preference (Meets Municipal Government auditing Standards); GC §60201(d)(12) Finance / Payroll FN -055 Payroll Checks 2 years 5 years 7 years Mag, Ppr GC §60201(d)(12), CCP § 337 Finance / Payroll FN -056 Timesheets 2 years 5 years 7 years Mag, Ppr Department preference; GC §60201(d)(12); 29 CFR 516; 8 CCR 11040.7(c) Finance / Payroll FN -057 W-2's 2 years 5 years 7 years Mag, OD, Mfr, Ppr S / I Yes: After Annual Audit Department preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §60201(d)(12) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Human Resources HR-001 Affirmative Action Complaints - Department of Fair Employment & Housing (DFEH) or Equal Opportunity Commission (EEOC) Separation + 3 years Separation + 3 years Mag, Ppr Department preference (same as the Personnel File); All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; 2 CCR 11013(c); GC §§12946, 60201 Human Resources HR-002 Applications for Employment / Recruitment Files: Solicited (Not Hired) (Includes Applications (Unsuccessful), Advertisements, Interview Notes, Job Brochures, Test Data, Rating Sheets, Questions, Eligibility Lists, Reference Checks, etc.) 1 year After Hiring Decision 2 years 3 years After Hiring Decision Mag, Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14 et seq ., 2 CCR 11013(c) GC §§12946, 60201 Human Resources HR-003 Applications for Employment, Interest Cards or Resumes: Non-Solicited / Unsolicited / No open position (not hired) When No Longer Required When No Longer Required Mag, Ppr No positions open; therefore not deemed part of District recruitment practices; considered a transitory record not materially impacting the conduct of the public's business; GC §60201 Human Resources HR-004 Cal-OSHA Log 200, 300, 300A, 301, etc.5 years 5 years Mag, Ppr Department Preference; Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33(a); 29 CFR 1904.33, 29 CFR 1904.44; GC §60201 et seq.; LC §6429c Human Resources HR-005 Classification and Compensation Studies / Surveys / Salary Surveys When No Longer Required When No Longer Required Mag, Ppr Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Human Resources HR-006 Deferred Compensation Carriers File (457) - Merrill Lynch, etc Copies - When No Longer Required Copies - When No Longer Required Mag, Ppr Department preference; GC §60200 Human Resources HR-007 Deferred Compensation Statements / Transactions / Balances - From Carriers (Binders) 7 years 7 years Mag, OD, Mfr, Ppr S / I Yes: After Annual Audit Department preference (Meets Municipal Government auditing Standards); GC §60201 et seq. Human Resources HR-008 District Benefit Contracts & Benefit Plans / Insurance Policies (Health, Dental, Deferred Compensation, Pension, etc.) Plan Termination + 1 year 1 year Plan Termination + 2 years Mag, Ppr EEOC / ADEA (Age) requires 1 year after benefit plan termination; State Law requires 2 years after action; 9 CFR 1627.3(b)(2); 29 USC 1027; 11 CCR 560; 28 CCR 1300.85.1; GC §60201 Human Resources HR-009 DMV Pull Notices (Class A & B Only)3 years 3 years Mag, Ppr District preference (DMV record that the District considers a non- record used for reference); DMV audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §60201 Human Resources HR-010 DMV Pull Notices (Class C Only)When Superseded When Superseded Mag, Ppr District preference (DMV record that the District considers a non- record used for reference) GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Human Resources HR-011 Drug and Alcohol Testing / D.O.T files (ALL Files - Random, Post- Accident & Reasonable Suspicion Tests, refusals, annual summaries, etc.) 5 years 5 years Mag, Ppr Department preference; D.O.T. Requires 5 years for positive tests, refusals, annual summaries, etc, 1 year for negative tests; EEOC / FLSA / ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 229 CFR 1627.3(b)(1)(v), GC §§12946, 60201, 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Human Resources HR-012 EEO-4 Reports and records required to generate EEO-4 report (Self- Identification Form, etc.) 1 year 2 years 3 years Mag, Ppr 29 CFR 1602.30 Human Resources HR-013 General Manager Contracts P P Mag, Mfr, OD, Ppr S No Department preference; GC §60201 Human Resources HR-014 Grievances Separation + 1 year 5 years Separation + 6 years Mag, Ppr Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 229 CFR 1602.31 & 1627.3(b)(1);, GC §§12946, 12960, 60201; 29 USC 1113, LC 1174 Human Resources HR-015 Human Resources Database / ERP Database Indefinite Indefinite Yes Mag, Ppr Data Fields / Records are interrelated; GC §60201 Human Resources HR-016 I-9s Separation + 3 years Separation + 3 years Mag, Ppr 8 CFR 274a.2; 29 CFR 1627.3(b)(i); GC §§12946, 34090; INA 274A(b)(3); INS Rule 274a.1(b)(2) Human Resources HR-017 Job Descriptions Superseded + 1 years 2 years Superseded + 3 years Yes: Before Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Human Resources HR-018 Labor Negotiations 10 years 10 years Mag, Ppr Department preference; §60200 et seq. Human Resources HR-019 Lawsuits / Litigation (Employee- Related) Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) Human Resources HR-020 Local Government Compensation Report 2 years 3 years 5 years Mag, Ppr District Preference; Meets auditing standards; GC §60201 Human Resources HR-021 Loss Runs - State Fund, Workers Compensation, etc.2 years 3 years 5 years Mag, Ppr Department Preference (actuary wants 10 years of data); GC §60201 et seq. Human Resources HR-022 Personnel Files - Medical File (Includes pre-employment physicals, hazmat exposure records, hearing tests, pulmonary tests, Class A&B medicals, medical leaves, Respiratory Fit Tests, Workers Compensation Claims, etc.) Separation + 1 year 29 years Separation + 30 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 60201 Human Resources HR-023 Personnel Files - Official Personnel file (Includes Application, Awards, Backgrounds, Benefit Enrollments, DMV Reports, Disciplinary Actions, Employee Action Form. Certifications, Commendations, Disaster Service Workers Oaths, Evaluations, Licenses, Personnel Action Forms, Policy acknowledgements, W-4, etc. - Excludes Medical Records) Separation + 1 year 5 years Separation + 6 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(ii); GC §§12946, 60201; 29 USC 1113; GC §3105 Human Resources HR-024 Unemployment Claims Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Information Technology IT-001 Backups - Daily When No Longer Required When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §60200 et seq. Information Technology IT-002 Backups - Weekly or Monthly When No Longer Required When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; stored off-site; GC §60200 et seq. Information Technology IT-003 Network Configuration Maps & Plans When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S/ I Yes: After QC Preliminary documents not retained in the ordinary course of business; GC §60201 et seq. Information Technology IT-004 Projects, Strategic Plans, etc. When No Longer Required When No Longer Required Mag, Mfr, OD, Ppr S/ I Yes: After QC Preliminary documents not retained in the ordinary course of business; GC §60201 et seq. Information Technology IT-005 Software Licenses, Warrantees, Installation Media When No Longer Used When No Longer Used Mag, Mfr, OD, Ppr S/ I Yes: After QC Department preference; GC §60201 et seq. Information Technology IT-006 Video - Employee Areas (cashier operations, etc.)1 year 1 year Mag Records regular and ongoing operations; GC §§53160, 60201 et seq. Information Technology IT-007 Video - Public Areas (entrance, hallways, lobby, parking lots, etc.) When No Longer Required When No Longer Required Mag Does not record regular and ongoing operations; GC §§53160, 60201 et seq. Information Technology IT-008 WORM / DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes P P OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); GC 60200, 12168.7, EVC 1550, CCR 22620 et seq. EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). FLEET Operations / Fleet OP-001 AQMD Monitoring 5 years 5 years Mag, Ppr Department Preference; 40 CFR 70.6; GC §60201 Operations / Fleet OP-002 AQMD Permit Superseded + 5 years Superseded + 5 years Mag, Ppr Department preference; 40 CFR 70.6; GC §60201 Operations / Fleet OP-003 Bit Inspection (CHP Commercial Vehicle Inspection) Life of the Vehicle + 2 years Life of the Vehicle + 2 years Mag, Ppr 49 CFR 396.11 et seq.; GC §60201 Operations / Fleet OP-004 Pre-Starts / Safety Checks / Commercial Vehicle Prestarts and Forklift Inspections 3 months 3 months Mag, Ppr Department preference (not a motor carrier); If a motor carrier, required for 3 and 14 months; 13 CCR 1234(e); 49 CFR 396.11 et seq.; 49 CFR 396.21(b)(1); GC §60201 Operations / Fleet OP-005 Smog Check Inspection Certificate Current + 1 Previous Current + 1 Previous Mag, Ppr Department preference; GC §60201 Operations / Fleet OP-006 Vehicle & Equipment Database Indefinite Indefinite Mag Data is interrelated; GC §60201 Operations / Fleet OP-007 Vehicle and Equipment Folders: Includes Maintenance History, Inspections, etc. Disposal of Vehicle or Equipment + 1 year Disposal of Vehicle or Equipment + 1 year Mag, Ppr Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §60201 MAINTENANCE / FACILITIES EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Operations / Maint. & Facilities OP-008 AQMD Monitoring 5 years 5 years Mag, Ppr Department Preference; 40 CFR 70.6; GC §60201 Operations / Maint. & Facilities OP-009 Business Plans - Hazardous Materials Inventory / Disclosures 5 years 5 years Mag, Ppr Department Preference (this is performed annually); GC §60201 Operations / Maint. & Facilities OP-010 Computerized Maintenance Management Software - All Information Entered in CMMS Database When No Longer Required When No Longer Required Mag, Ppr Preliminary drafts (the database is the original); GC §60201 Operations / Maint. & Facilities OP-011 Computerized Maintenance Management Software - CMMS DATABASE (Computerized Work Management System) Indefinite Indefinite Mag Data is interrelated; GC §60201 Operations / Maint. & Facilities OP-012 Computerized Maintenance Management Software - NOT entered in CMMS Database (or partial information entered into CWMS Database 2 years Minimum 3 years Minimum 5 years Mag, Ppr District Preference - Clean Water Act Actions can go back 5 years; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §60201 Operations / Maint. & Facilities OP-013 Confined Space Entries / Hot Work Permits (Permitted entries into confined spaces such as sewers and storm drains in order to comply with regulations) 2 years 2 years Mag, Ppr 8 CCR 5157(c)(6); GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-3 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Operations / Production / Water Dist and Maint. & Facilities OP-014 MSDS / SDS Masters (Material Safety Data Sheets / Safety Data Sheets) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) Superseded + 2 years 28 years Superseded + 30 years Mag, Mfr, OD, Ppr S Yes: When Inactive Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 910.1020(d)(1)(ii)(B), GC §60201 Operations / Maint. & Facilities OP-015 Underground Service Alerts (USA's) 3 years 3 years Mag, Ppr Required for 3 years; GC §§4216.2(d) & 4216.3(d), 60201 PRODUCTION / WATER DISTRIBUTION (DRINKING WATER / POTABLE WATER) Operations / Production / Water Dist. OP-016 Cathodic Testing 7 years 7 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 et seq. Operations / Production / Water Dist. OP-017 Corrosion Control / Cathodic Protection 2 years P P Yes: Before Superseded Mag, Mfr, OD, Ppr S / I No Department Preference; GC §60201 Operations / Production / Water Dist. OP-018 Daily Log Sheets (Treatment Plant)2 years 2 years Mag, Ppr Department preference; Meets California Department of Health requirements; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-4 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Operations / Production / Water Dist. OP-019 Facility Tests / Meter Tests (Not in Work Order System)10 years 10 years Mag, Ppr Department Preference (5 years is required in State and Federal law for any complaints); 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470 Operations / Production / Water Dist. OP-020 Flow Meter Reading 5 years 5 years Mag, Ppr Department preference; GC §60201 Operations / Production / Water Dist. OP-021 Hazardous Waste Manifests / Disposal 5 years P P Yes: Before Resolution Mag, Mfr, OD, Ppr S Yes: After QC'd Department preference (District has "cradle to grave" liability); only 3 years is mandated; 22 CCR 66262.40; GC §60201 Operations / Production / Water Dist. OP-022 Manuals: Operations & Maintenance / Project Manuals (O&M Manuals) Life of the Building or Equipment Life of the Building or Equipment Yes: Until Superseded Mag, Ppr Department preference; Maintain copies as long as the infrastructure is in the field ; GC §60201 Operations / Production / Water Dist. OP-023 Meter Changes / Pump Meter Changes (Spreadsheet)Indefinite Indefinite Mag, Mfr, OD, Ppr S/I Yes: After QC'd Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-5 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Operations / Production / Water Dist and Maint. & Facilities OP-024 MSDS / SDS Masters (Material Safety Data Sheets / Safety Data Sheets) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) Superseded + 2 years 28 years Superseded + 30 years Mag, Mfr, OD, Ppr S Yes: When Inactive Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 910.1020(d)(1)(ii)(B), GC §60201 Operations / Production / Water Dist. OP-025 Pump Pressure Tests / Leak Detection (If not in Work Order System) 5 years 5 years Mag, Ppr Department preference; GC §60201 Operations / Production / Water Dist. OP-026 Reservoir Maintenance / Tank Maintenance (includes dive and tank inspection reports, other inspection reports, etc.) 2 years Life of Tank Life of Tank Mag, Mfr, OD, Ppr S/I Yes: After QC'd Infrastructure; GC §60201 Operations / Production / Water Dist. OP-027 SCADA Alarm & Status Printouts / Charts When No Longer Required When No Longer Required Mag, Ppr Database is original, printouts are drafts / copies. Data is interrelated; system qualifies as a "trusted system"; GC §§60200, 12168.7 Operations / Production / Water Dist. OP-028 SCADA Database (Supervisory Control and Data Acquisition)Indefinite Indefinite Yes Mag, Ppr Department preference; Data is interrelated; system qualifies as a "trusted system"; GC §§60201, 12168.7 WASTEWATER EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-6 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Operations / Wastewater OP-029 CCTV Inspection Tapes / Video Inspections / Video Tapes or Digital Recordings - Maintenance / Assessment 5 years 5 years Mag, Ppr Department preference; GC §60201 Operations / Wastewater OP-030 Diaries, Daily Route Records - Wastewater 2 years 3 years 5 years Mag, Ppr Department preference; GC §60201 Operations / Wastewater OP-031 FOG Reports (Fat, Oil & Grease) / Pre-treatment - Interceptors, Clarifiers, Inspections 5 years 5 years Mag, Ppr Department Preference (3 years is required; 40 CFR 403.12; GC §60201 et seq. Operations / Wastewater OP-032 Lift Station Log Sheets 5 years 5 years Mag, Ppr Department Preference; GC §60201 Operations / Wastewater OP-033 Pre-Treatment Monitoring / Industrial Waste 3 years 3 years Mag, Ppr NPDES Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 Operations / Wastewater OP-034 Pre-Treatment Permits / Connection Permits While Active P P Yes Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §60201 et seq. Operations / Wastewater OP-035 Sanitary Sewer Overflows (SSOs)5 years 5 years Yes: Before Resolution Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR 122.41(j)(2); GC §60201 Operations / Wastewater OP-036 Sewer Line Cleaning Record / Hot Spots / Siphon and Flume Cleaning Record 5 years 5 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-7 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Operations / Wastewater OP-037 Sewer System Management Plans (SSMP) and Audits 5 years 5 years Mag, Ppr Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR 122.41(j)(2); GC §60201 Operations / Wastewater OP-038 Wastewater - Monthly Report to RWQCB 5 years 5 years Mag, Ppr Department preference; NPDES Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 WATER QUALITY Operations / Water Quality OP-039 Backflow Testing / Cross Connection 5 years 5 years Mag, Ppr Department Preference; Meets California Department of Health requirements; GC §60201; 17 CCR 7605(f) Operations / Wastewater OP-040 Chains of Custody / Water Analysis & Sampling: Wastewater 2 years 10 years 12 years Mag, Ppr Department preference; NPDES Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 Operations / Water Quality OP-041 Chains of Custody / Potable Water Analysis & Sampling: ALL 2 years 10 years 12 years Mag, Ppr Department Preference; Lead and Copper are required for 12 years or 2 compliance cycles (compliance cycle is 3 years); 40 CFR 141.33(a) and (b)(1); 22 CCR §64470; 22 CCR 64400.20; 22 CCR 64690.80 Operations / Water Quality OP-042 Customer Concerns:/ Customer Complaints: Odor / Taste / Visual Complaints 5 years 5 years Mag, Ppr 5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 4.0 RECORDS RETENTION SCHEDULE: OPERATIONS Page OPS-8 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Operations / Water Quality OP-043 Regulatory Agency Reports / Compliance Reports - Monthly and Quarterly Reports 10 years 10 years Mag, Ppr Department preference; Hazmat discharge records are required for 3-5 years; 40 CFR 122.411(j)(2) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: 10/11/2016 Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC AFFAIRS Page PA-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Public Affairs PA-001 Annual Water Quality Report / Consumer Confidence Report P P Mag, Mfr, OD, Ppr S / I No Department preference; State law requires 12 years, federal 10 years; 40 CFR 141.33(a); 22 CCR §64470 Public Affairs PA-002 Disaster Preparedness Plans When Superseded When Superseded Mag, Ppr Department preference; GC §60201 Public Affairs PA-003 Displays & Exhibits When No Longer Required When No Longer Required Mag, Ppr Non-records; GC §60201 et seq. Public Affairs PA-004 Emergency Exercises / Drills / After Action Reports 5 years 5 years Mag, Mfr, OD, Ppr S/I Yes: After QC'd Department preference; GC §60201 Public Affairs PA-005 Facility Rental Applications & Insurance Certificates 2 years 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC'd Department preference; GC §60201 Public Affairs PA-006 Press Releases When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC'd Department preference; GC §60201 Public Affairs PA-007 Projects, Outreach, Special Events, Tours, Water Education Programs, Publications: Brochures, Programs, Annual Reports (Published by the District) When No Longer Required - Minimum 2 years When No Longer Required - Minimum 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC'd Department preference; GC §60201 Public Affairs PA-008 Prop. 218 Mailing Lists 2 years 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC'd GC §53753(e)(2) Public Affairs PA-009 Prop. 218 Notices P P Mag, Mfr, OD, Ppr S/I Yes: After QC'd Department preference; GC §60201; GC §53753(e)(2) Public Affairs PA-010 Prop. 218 Undeliverable Notices 90 days 90 days Ppr Department Preference; GC §60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 6.0 RECORDS RETENTION SCHEDULE: PUBLIC AFFAIRS Page PA-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Public Affairs PA-011 Two-Way Radio Licensing and Information Expiration + 2 years Expiration + 2 years Yes: Until Expired Mag, Mfr, OD, Ppr S/I Yes: After QC'd Covers statute of limitations for written contracts (4 years); Statewide guidelines propose Permanent; CCP § 337 et. Seq.; GC § 60201 EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: SAFETY & RISK MANAGEMENT Page S&RM-1 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). RISK MANAGEMENT Risk Manage.S&RM-001 Accident / Incident Reports - Public - That Doesn't Result in a Claim Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) Risk Manage.S&RM-002 Claims Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) Risk Manage.S&RM-003 Insurance Policies - General Liability, etc. Expiration + 2 years P P Yes Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) Risk Manage.S&RM-004 Insurance Policies - Property, Fire, Theft, etc. Expiration + 2 years Expiration + 2 years Yes: Until Expired Mag, Ppr Department Preference; GC §60201 Risk Manage.S&RM-005 Insurance Policies - Workers Compensation Insurance Policy / Plan Policy Termination + 10 years Policy Termination + 10 years Yes: Before Expiration Mag, Ppr Department preference to be consistent with District-wide standards; EEOC / ADEA (Age) requires 1 year after benefit plan termination; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); GC §§12946, 60201 Risk Manage.S&RM-006 Lawsuits / Litigation (Not Employee Related) Final Resolution 5 years Final Resolution + 5 years Yes: Until Resolution Mag, Ppr Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 945.6, 60201(d)(4) EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: Ver. 2.0 RECORDS RETENTION SCHEDULE: SAFETY & RISK MANAGEMENT Page S&RM-2 Office of Record Retention No.Records Description Retention / Disposition Comments / Reference (OFR)Active (in office) Inactive (Off-site, OD or Mfr) Total Retention Vital?Media Options Image: I=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). Risk Manage.S&RM-007 Vulnerability Assessment When Superseded - Minimum 2 years When Superseded - Minimum 2 years Mag, Ppr Confidential; GC §60201 SAFETY Safety S&RM-008 Cal-OSHA Inspections & Citations 5 years 5 years Mag, Ppr Department Preference; Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33(a); 29 CFR 1904.33, 29 CFR 1904.44; GC §60201 et seq.; LC §6429c Safety S&RM-009 Illness and Injury Prevention Program Minimum of Superseded + 2 years Minimum of Superseded + 2 years Mag, Ppr Consistent with District-wide standards; GC §60201 Safety S&RM-010 Safety Committee / Safety Steering Committee 5 years 5 years Mag, Ppr Department preference; 8 CCR §3203 et seq.; GC §60201 et seq. Safety S&RM-011 Safety Inspections 5 years 5 years Mag, Ppr Department Preference; Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33(a); 29 CFR 1904.33, 29 CFR 1904.44; GC §60201 et seq.; LC §6429c EAST VALLEY WATER DISTRICT / NORTH FORK WATER CO. ©1995-2016 Gladwell Governmental Services Inc. all rights reserved Do not duplicate or distribute without prior written consent 909.337.3516 Adopted: