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Home My WebLink AboutOCSD 06-08 (REPEALED)RESOLUTION NO. OCSD 06-08 ADOPTING THE UPDATED RECORDS RETENTION SCHEDULE AND RECORD SERIES DEFINITIONS FOR THE DISTRICT'S RECORDS MANAGEMENT PROGRAM. AND AUTHORIZING DESTRUCTION OF OBSOLETE RECORDS A RESOLUTION OF THE BOARD OF DIRECTORS OF ORANGE COUNTY SANITATION DISTRICT ADOPTING THE UPDATED RECORDS RETENTION SCHEDULE AND RECORD SERIES DEFINITIONS, AND AUTHORIZING DESTRUCTION OF OBSOLETE RECORDS, AND REPEALING RESOLUTION NO. OCSD 05-08 WHEREAS, it is necessary to establish a policy to maintain a Records Management Program ("Program") that provides for the identification, access, and protection of all records generated or received by the District; and WHEREAS, said Program ensures that all District records are created, received, maintained, and destroyed in a cost-effective manner, in accordance with operating requirements for District business and applicable statutes and regulations; and WHEREAS, the Board of Directors of District is authorized, by the provisions of California Government Code Sections 60200 through 60204, inclusive to destroy records under certain conditions; and WHEREAS, it is desirable and appropriate to authorize the destruction of records on a routine basis that have been retained for a certain period of time, that are copies of originals on file with the District, or that have been preserved in conformance with all applicable statutes. NOW, THEREFORE, the Board of Directors of Orange County Sanitation District, DOES HEREBY RESOLVE, DETERMINE, AND ORDER: Section 1: Adoption of Updated Records Retention Schedule and Definitions of Record Series. The Board of Directors of District hereby adopts changes to the Records Retention Schedule, set forth in Exhibits "A" and "B" attached hereto and incorporated herein by reference. Section 2: Authorization for Destruction of Records. The destruction of certain records, papers, and documents is hereby authorized, pursuant to REPEALED BY OCSD 07-08 .. California Government Code Sections 60200 et seq., after such records have been retained for the minimum time set forth on the Records Retention Schedule. Section 3: Destruction of Records After Preservation. Any record not expressly required by law to be filed and preserved, may be destroyed at any time after it is preserved in conformance with the requirements of California Government Code Section 60203. Section 4: Destruction of Duplicates. Pursuant to California Government Code Section 60200, any duplicate record, paper, or document, the original or a permanent photographic copy of which is in the files of any office or Department of the District, may be destroyed after confirmation with Records Management that such original or permanent photographic copy remains on file in the District. Section 5: Retention of Records Not Mentioned. All records, papers, and documents not mentioned in this Resolution shall be retained indefinitely. Section 6: Resolution No. OCSD 05-08 is hereby repealed. l,~ 'v r \.,.~ '. PASSED AND ADOPTED at a regular meeting held. Ap~il 2-6, ,2dp~>' ..J . . ·., .~-{'(. ...· ~ /.hik_,:; ~·.. ' Chair , ~;. _ , ~ ,-. ,, -../1./ ,.... . .f r'/t , ' ..... ~...1 :v· ;. :J \ ~ .... -· ·-·~ ,... ORANGE COUNTY SANITATION DISTRICT Date Issued: 1111712000 RECORDS MANAGEMENT PROCEDURE MANUAL Revision 6 Exhibit A Revised 412612006 Subject: Records Retention Schedule 1.1 Introduction It is the policy of the Orange County Sanitation District (OCSD) to maintain a records and information management program that provides for the identification, access and protection of all records generated or received by OCSD in the cond 100 Abandonment Secretary to Board Paper LO 2 CAGC x of Directors 60203 101 Accident Records Safety & Health Paper 6 CL 102 Accounting Reports Accounting Paper-FIS-2 H:/220 103 Accounts Payable Files Accounting Paper-FIS- H:/220 7 AB474 104 Accounts Receivable Accounting Paper-FIS-6 1 x Files H:/220 105 Administrative Records Originating Division Paper 3 x Electronic 106 Agenda Reports Secretary to Board EDMS Paper LO 3 x x of Directors Internet 107 Air Quality Files Environmental Paper 5 Compliance (ECS) 108 Annexation Files A -Board Secretary 8-Paper LO x x Eng Planning Electronic 109 Annual Report, Accounting Paper-FIS-LO 1 x Financial H:/220 110 Annual Report, Originating Division Paper 20 AR CAGC x Operational 60203 111 Association Files Originating Division Paper SU SU 112 Audit Records, Environmental Paper LO 5 Environmental Compliance (ECS) 113 Audit Records, Financial Accounting Paper-FIS- H:/220 CL+6 CL AB474 x 114 Audit Records, Internal Originating Division Paper 3 115 Banking Records Accounting Paper-FIS-6 H:/220 116 Bids, Awards, Sole Contracts, Purchasing & H:ldept 230 CL+6 Sources Materials Mgmt internet 117 Bids, Board Review Secretary to Board Paper CL+6 Required, Awarded of Directors 118 Bids, Board Review Secretary to Board H:ldept 230 CL+6 1 CAGC Required, Unawarded of Directors internet 60201(d) Bids, Unawarded Contracts, Purchasing & Paper CL+6 CAGC 119 Materials Mgmt 60201(d) Page 1of7 120 Environmental Paper Elect 5 40CFR Assessment (EAD) H: & N: Drive 503.17 121 Board Administration Secretary to Board Paper 2 Files of Directors 122 Bonds, Revenue Accounting Paper EX+2 EX x x 123 Budget Files, Approved Accounting Paper-FIS-6 H:/220 124 Budget Files, Accounting Paper-FIS-1 Preliminary H:/220 125 Cash Receipts Accounting Paper-FIS-4 H:/220 126 Certificate of Insurance Contracts, Purchasing & Paper EX+2 x Materials Mgmt 127 Certificate of Insurance, Secretary to Board Paper EX+2 x Board Approved of Directors 128 Chain of Custody Environmental Paper 10 Records, Laboratory Sciences Lab 129 Chain of Custody, Source Control Paper CL+3 Source Control 130 Check Registers Accounting Paper-FIS-7 AB474 H:/220 131 Check Requests Accounting Paper 4 132 Checks, Cancelled Accounting Paper 2 133 Checks, Copies Accounting Paper 2 134 Chemical Inventory Originating Division Paper 2 Records 251 City/County Utility Engineering Paper 15 Requests Planning 135 Claim Files Accounting/Risk Paper-FIS-CL+6 CAGC x x Management H:/220 60201(d) 136 Complaint Files Originating Division Electronic 2 137 Compliance Records Originating Division Paper 5 Electronic 138 Computer Maintenance Information Paper 2 Tapes Technology Electronic 139 Computer System Information Paper 2 Administration Records Technology Electronic 140 Confined Space Safety & Health Paper 3 8CCR Records 5156-5159 CAEC 141 Conflict of Interest Secretary to Board Paper 4 4 17001, CA Filings of Directors GC 81000(e) 142 Contracts/ Agreements Purchasing Paper CL+6 CL x Originating Div 143 Contracts/ Agreements, Secretary to Board Paper CL+6 x x Board Approval of Directors Page 2 of 7 Crane Inspection 8CCR 144 Records Originating Division Paper 4 5022(d), 8 CCR 5031 145 Deferred Compensation Workforce Support Paper LO x Records Services 146 Delegation of Authority Originating Division Paper 10 x Records Electronic 147 Delivery Receipts Contracts, Purchasing & Paper 4 Materials Mgmt 252 DOT Random Drug & Safety & Health Paper 5 49CFR x Alcohol Test Records 382 148 Drawings, Field Markup Engineering Paper CL+6 RE x x (As Built) Planning 150 Drawings, Bid Set Engineering Paper CL+6 RE x Planning 248 Drawings, Conformed Engineering EDMS SS RE x x Planning Pa er 249 Drawings, Record Engineering EDMS LO RE x x Planning Pa er 151 Drawings, Shop Engineering Paper LO RE x Planning 254 E-mail Backup Tapes Information Electronic 3 weeks RE Technology 152 Easements Secretary to Board Paper LO x x of Directors 153 Employee Benefit Plans Workforce Support Paper TE+7 and Program Files Services 154 Environmental Impact A -Board Secretary Paper LO x Report 8 -Eng Planning EDMS 259 Environmental Reports Engineering Paper 15 AR Planning 155 EOC Activation Records Safety & Health Paper CL+2 CL x 156 Equipment Maintenance Originating Division Paper LE Records 157 Equipment Ownership Mechanical Main!. & Paper, EDMS, LO 1 O&M Library CD ROM 158 Expense Reports Accounting Paper-FIS-7 AB474 H:/220 159 Financial Planning Accounting Paper-FIS· 2 Records H:/220 160 Financial Statements Accounting Paper-FIS-10 H:/220 161 Fixed Asset Records Accounting Paper-FIS-10 x H:/220 162 Flow Records Originating Division Paper LO 2 163 Formation Files Secretary to Board Paper LO 1 CAGC x x of Directors 4700 164 General Ledger Accounting Paper-FIS-LO x H:/220 165 Grant Records and TS/ADMIN/L&G Paper CL+A 1 x Agreements Page 3 of 7 166 Grievances/Complaints Employee & Labor Paper CL+2 CL x Records Relations 167 Hazardous Waste Safety & Health Paper 3 22 CCR Records Electronic 66262 168 Historical Subject Files Public Information Paper LO x Office 169 1-9 Forms Workforce Support Paper TE+3 TE 8 USC Services 1234A 29CFR 170 Incident Records Originating Division Paper CL+7 CL 1904.2, 29 CFR 1904.6 171 Industrial Hygiene Files Safety & Health Paper TE+30 3 172 Inspection Records, Engineering & Paper CL+6 1 Construction Daily Construction Ex edition 173 lnpection records, Engineering & Paper LO Construction Specialty Construction 174 Inspection Reports, Collection Facilities CMMS 10 Manhole Maintenance 175 Insurance Policies Accounting Paper LO EX 176 Investment Records Accounting Paper-FIS-SA+6 SA H:/220 246 IT Backup Tapes Information Electronic 3 SU x Technology 177 Job Descriptions Workforce Support Paper Intranet CL+10 CL Services Internet 178 Journal Entries Accounting FIS-H:/220 6 179 Laboratory Records Environmental Paper 10 2 Sciences Lab 253 Laboratory Data Backup Environmental Electronic 10 SU Dates Sciences Lab L/MS/Ta e 180 Legislation Files TA/Admin/L&A Paper 3 1 Electronic H:Dr 243 Line Maintenance Files Collection Facilities Electronic LO AR Maintenance H:/Dr 181 Litigation Files Records Paper CL+6 CL CAGC x Management 60201(d) 182 Logs (Diaries) Originating Division Paper CL+6 CL+2 183 Logs, Control Center Operations -Plant 1 Paper CL+30 Cl x &2 184 Master Plans/Strategic Secretary to Board Paper SU+10 OCSD x Plans of Directors RES 98-16 185 Material Safety Data Safety & Health Paper TE+30 x Sheets Electronic 29CFR 186 Medical Files Safety & Health Paper TE+30 1910.1001, x 8CCR 3204 187 Meeting Minutes, Originating Division Paper-lntemet-2 x x Administrative Electronic Page 4 of 7 188 Meeting Minutes, Board Secretary to Board Paper-Internet· LO CAGC x x of Directors Electronic 60201(d) 189 Meeting Minutes, Board Secretary to Board Paper-Internet LO CAGC Committees of Directors Electronic 60201(d) 190 Monthly Reports Originating Division Paper-Intranet 2 AR Electronic 191 Operating Journals Originating Division Paper 2 192 Operating Records Originating Division Paper 5 AR Electronic 193 Opinions Secretary to Board Paper LO x of Directors 194 Ordinances Secretary to Board Paper LO SU CAH&S x x of Directors 6491.3 195 OSHA Compliance Safety & Health Paper SU SU x Records 196 Payroll Records Accounting Paper-FIS-7 1 29 CFR, x H:/220 516.5 197 Permits Originating Division Paper EX+1 1 198 Permits, AQMD Environmental Paper EX 1 x Compliance (ECS) 199 Permits, Building and Originating Division Paper LO CL+6 CAH&S Construction 19850, 258 Permits, Encroachment Engineering Paper CL+6 Planning 200 Permits, NPDES Secretary to Board Paper 10 SU 40CFR x of Directors 125.30(h) 201 Permittees Files Source Control Paper CL+3 1 202 Personnel Files Workforce Support Paper JDE TE+7 TE 29CFR x Services 1627.3 203 Petty Cash Records Accounting Paper 4 204 Policies/Procedures Secretary to Paper SU+10 SU x Administrative General Manager Intranet 205 Policies/Procedures, Manuals, Mechanical Maint. & Paper SU+10 SU x SOP-O&M O&M Library 247 Problem Reports for Collection Facilities Paper 6 AR Collection Systems Main!. O&M Library 206 Project Files Originating Division PaperEDMS CL+6 CL x Electronic H:Dr 207 Proof of Publication, Secretary to Board Paper LO Ordinances of Directors 245 Public Comment Files Originating Division Paper 2 CL 250 Public Record Requests Records Paper LO CL x Management 208 Public Relations Public Information Paper SU Records Office 209 Publications Public Information Paper SU x Office 210 Purchase Order Files Contracts, Purchasing & JOE CL+6 CL (OA and OB) Materials Mgmt 256 Purchase Order Files Contracts, Purchasing & JDE CL+2 CL (OP and OS) Materials Mgmt a e 5 of7 211 Purchase Requisition Contracts, Purchasing & Paper CK+6 CL Files (OA and OB) Materials Mgmt 257 Purcahse Requisition Contracts, Purchasing & Paper CL+2 CL Files (OP and OS) Materials Mgmt 212 Rate Advisory Secretary to Board Paper 3 Committee Records of Directors 213 Real Estate Records Secretary to Board Paper SU x of Directors 214 Recorded Documents Secretary to Board Paper LO 1 x x of Directors 215 Records Destruction Records Paper LO Certificates Management 216 Records Management Records Paper 3 Files Management Ima e2000 217 Records Retention Records Paper SU+10 x Schedules Management lnranet 218 Recruitment Records Workforce Support Paper Intranet CL+2 CL 29CFR Services CIVICA 1627.3 219 Reference Files Originating Division Paper SU SU Electronic 220 Reports, Financial Accounting Paper, FIS-4 H:/220 221 Reports, General Originating Division Paper 3 Electronic 222 Reports, Technical Originating Division Paper SU Electronic 244 Research/Reference Originating Division Paper AR AR x Materials Electronic 223 Resolutions, Board Secretary to Board Paper Internet LO SU x x of Directors Electronic 224 Risk Management Accounting/Risk Paper-FIS-CL+5 1 Reports Management H:/220 225 Salary Deduction Workforce Support Paper TE+? x Records for Benefits Services 226 Security Clearance Information Technology I Electronic TE+3 Records, Computer Human Resources Pa er 227 Sewer Line Records Engineering Paper SU SU x Planning & Design Electronic Video 228 Software Application Information Paper LO Files Technology Electronic 229 Specifications Secretary to Board Paper LO of Directors 230 Speeches/Presentation Originating Division Electronic 3 1 x H:Dr 231 Subject Files Originating Division Paper AR AR 232 Submittals/Design Engineering Paper SU SU Planning EDMS 233 Tax Records, Employee Accounting Paper-FIS-CL+4 29CFR x H:/220 516.5 Page 6 of 7 235 Training Records Emp. Development Paper 3 CL Safety and Health Electronic 234 Tax Records, Vendor Accounting Paper-FIS-CL+6 26CFR H:/220 1.6041.1 235 Tranining Records Emp. Development Paper 3 CL Safety and Health Electronic 237 Travel Records Originating Division Paper 7 AB474 238 Trial Balance Records Accounting Paper-FIS-3 H:/220 239 Underground Storage ECS Paper LO 23CCR Tanks Files 2772 255 Video Surveillance Information Electronic SU+3 SU Tapes Technology Video months 240 Warehouse Records Contracts Purchasing & Paper CL+2 Materials Mgmt 241 Wastehauler Files O&M & Source Paper 3 1 Control 242 Work Orders Originating Division Electronic CL+10 CL CMMS 252 Workers Compensation Safety & Health Paper TE+30 CL x Files RETENTION PERIOD EVENT Code: All retention periods are listed in years (unless otherwise specified) and are in addition to the current year. Life of LO Organization, Closed, LP Plant, Sale, AR Annual Review CL Completed LE Equipment SA Disposition SU Superseded Closed Plus Terms of the C/+A Agreement SettlemenUP AU After Audit EX Expired RE Revised ST/PD aid TE Termination V Vital H Historical C Confidential Page 7 of 7 Record Series with Definitions ORANGE COUNTY SANITATION DISTRICT RECORDS MANAGEMENT • PROCEDURE MANUAL ·Exhibit 8 . Subject: Record Series with Definitions 1.1 INTRODUCTION :! !Appendix B !Date Issued: 11/17/2000 :!Revision: 6 ! Revised: 04/26/2006 It is the policy of the Orange County Sanitation District (OCSD) to maintain a records and information management program that provides for the identification, access and protection of all records generated or received by OCSD in the conduct of OCSD business. RECORD SERIES WITH DEFINITIONS ·.1100 •!Abandonment • ,...IR_e_c_o_rd_s_r_e-ga_r_d-in_g_a_b_a_n_d_on-m-en_t_, -co_n_d_e_m_n_a-ti-o-n,---- 'idemolition, or relocation . ........ ......... ....... : .... .... . ...........•......•...... ...........•... ... ....... ....... . ................................................................. -~······ 1101 .: ... ,Accident Record. s !Records related to accidents during which OCSD property is !damaged. Does not include records on employee injury. ·ffo?.:· 1~c:-~~un·1i~~·-~~eo~s·.:· ······-··~ .. •· r~~e~~-~ .. ~~~~~i~~69_~~~~~!!~1i-!r~~s,~_~ii~~~:_:~-~-.::::~·-···:~-~~:::~::.~· •1103 .. ; Accounffi Payabl: Files-·l~~~~~i. ~~s~~li~~;:ri-~~~:i~~~~~~£~;~:~~~~~y . 1104 .: Accounts Receivable Files Records related to accounting for money owed to the ,organization includes user fees. · r1a5 ···; Acimini5i~aii~·0·Recorci5 ... _ ....... ,Recorci .. 5oi-a··90·f10r:ai··;;-811Jr:0··inci1Jciif19·c:e>pi-esotmem~s-:-·--····· I lietters, chronological files, calendars, day timers, phone I :1~c~~~t~;:~~~t~·u\~;~_ ~~~;~n~~i;~~~ral administrative ....... ___ _ 1106 renda Repo~ ! Records related to information provided to an official Board ! of Directors or board committee for consideration and action at official proceedings of the board committee including 1 l?o_ard ~gendas. !Records related to South Coast Air Quality Management !District (AQMD) regulations, emissions monitoring and r Air Quality Files rs Annexation Files .. J".'!olatiol'ls. I J. r 'An_n_u_a_l _R_e_p_o_rt_s,-F_i_n_a-nc-ial !Records regarding the annexation of property to the jorganization. I A) Final with Board approval · iReCO. ;d~ relating ~\h~:~~l'i.s~~f;::::~~~n~ial ;eP~riS'."-1 !describing the financial status ()f the organization. . ~ H:\dept\hr\Public Affairs\320\BS\Resolutions\2006\06-08.Retention Schedule-att b.doc /skillman Page I 4/25/2006 1 Record Series with Definitions •.r 1 ·110 ·~·:,fonp .. ne. ur.aati 1 .. 0 Rneap 1 orts, Records relating to the pubiish~d ~~~~~l·t~~hnical and II operational status and performance reports of the . organization. ·11·1·1····-Associ.ation-F=iie5 ···· ·······················--·: ~~~~~~f~~eiia~~~~~~~;~=~~~(~~f~~:~~a~~~~~ef~~t--···----·-·---·- 1 1 1 I . ... . ... . . . 'organization is a me_mber or ~as a busin~ss intE~r~~t. • 1 1112 ; Audit Records, Records documenting the review of compliance activities II Environmental with established environmental quality standards. ·:.ll1. 1. 3 ........ : Aud .. it .. R .. e··c···ord .. s. Fi .. n. a. n···c-·i·a· I ·Records relating to the review and monitoring of any II.II' · accounting or financial records to ensure compliance with · G~~-~!~~d~~~~_an_d th~~-r9~!1iza_t~on's _e_roc;~d~~~s. r · .. 4.. • .. •.r-A.-u-d .. -it-.R-.. e.-.. c-o-rd_s_,-ln_t_e_rn_a_I __ : Records related to internal reviews of OCSD activities to . ensure compliance with procedures and standards. Does I • not include financial or environment audit records. 1 -------.. . ... .... ... ..... .. I ·.~.115 .tanking Records : Records related to bank transactions including deposit of I I . funds, bank statements, bank reconciliation's, and wire fund I : . j transfers. . ... I :·--··· ................... , ....................................................... -............... -... -.... ··-----·--------~---------·-·--·-------·-·--·---···---·---------------····--------·······-···-------------.... -............................................ -...... ------------··---------------------------..! 116 ' Bids, and Sole Sources, : The successful proposals submitted by vendors to obtain I Awarded 1 contracts with OCSD, where OCSD selects that bid or I c._··-·-: propo_~al. Includes bid pac;kages and sole source~. . 1 17 fBids, and sole sources, . The successful proposals requiring board approval, I Board Review Required, , submitted by vendors to obtain contracts with OCSD, where Awarded : OCSD selects that bid or proposal. Includes bid packages I _ _ _ . and sole sources.'" ____ . __ ... .. .. __ _ _ I :r-18 . Bids, Board Review Proposals, requiring board approval, submitted by vendors II •Required, Unawarded ; to obtain contracts with OCSD, where OCSD does not ., : (Rejected) award that bid or proposal. Includes bid packages. I , 1 -1.··19-----8i-ci5 .. · un. a.·-;arci·e· -.ci··------.-.-. --·------;~~~:r.~~~~i~~~~~~P~~=.~.~ ~~~~i~~~ ~~:~~~o;.~ :~ao.t bta.--.. 1r1-- 1 l~endor. Includes bid packages. 1 11·20 : l~~~~~~ciss-Mana9.ement · ' '[~~~~~~:rela"iecii~t>iC>.50iidsh~li11-9:'lJ5e~-anciEM5~~'---''''--I F. . Board Administrative Files ; Records relating t~ board ~~~bers, .. ~pp.oint~ents to th~. board/ directors list. ... -... .. ... . . , ~ , ... ,,,,. ..... .. "-· ,, , ""' ··~·· ......... , ... --~ .. ···· r--r 22 : Bonds, Revenue I Bonds, revenue records relating to interest bearing 'certificates (negotiable instruments) issued by OCSD to raise revenues, including certificates of participation and , any non-discharg13d debt. ,-----~--~--~ r123 i Budget Files, Approved I , Records relating to internal planning and financial management. Includes budge vs. cost reports, summaries, ·worksheets, goals and objective~ and milestones. ·1124--8~ci9et-i=ffes,Preiiminary--, Records-reiateci--tcl"iJ"ro]ecteciinc"C>meanci record'Sth-ai-are-···· .. "working copies" preliminary worksheets and drafts ' developed in preparation of a budget of authorized expenditures. _ j125 Jcash Receipts ·---;I Records relate~ to ccish payment. rec;eiyed . . 1126. · Certificate of Insurance Proof of insurance coverage, such as board forms, required ' by OCSD for OCSD vendors providing certain goods or 1 J ________ ~---~----·----·---·-··--'-· ·-" ---~;i~!~-~;;~_£;;_~~~~~~~~~~~~~-:~~'.~~--~-~:~~:~~~~~~l:J H:\dept\hr\Public Affairs\320\BS\Resolutions\2006\06-08.Retention Schedule-alt b.doc /skillman Page2 4/25/2006 2 Record Series with Definitions .,f 34 m.·.· ;.;:;CR:..:.eh_;_;ec::;;;;om=rdi;;;.;;csa;;.;;i.;;;.1·:.:..;~·v::;;;;·~;;.:;."~::;.;.t::..~r.:...y;;;.;;· ·:.:.:;· "~.:..;,.;.;;,;·' R~c;d~ ·r~i~t;d ··1~-~h-~~ic~,d~l·i~~~y' ·~h~~i~~I tr-;~·sf~;;:··-.... lJ.~c:!Q~ •. rna11ifests 'IJ()~~~h~~t~ c:!ll~ i11ye11t()ryl()Q~'. ....... . ·~··_ .... _ ... ·-. ,;;.;;.;;_;...;........==C-.........;;;;_;_'-=~_c;_-_;;;;;;,, ,;;.;;.;;__----.........._........_ _____ ~;.:;......c;c.;;,;,;_~--'---------'----- . City/County Utility Utility requests from cities, the County of Orange, 251 ' Requests Consulting Engineers and General Correspondence with cities & counties. ". . . . ..... ................... ,,_._, .................................................................................. ---·-------------.. ---.. -------·--...... _, ____ .. ___ ,_, __ , . 135 : Claim Files . Records regarding claims of wrongdoing by the ; organization or its employees. Claims generally request .. : C::C>rnee .. nsa~io"!._f.o..r _darn_c:!g~Er .. !os~: ,-------····-···-·-···-···'·,~···-- ;! ~3~--i l~~:plai-~~ Fil~~ ..... _ .. ... .. . ; ~;~;;:;~;:t~;~-~~o~;;~~~;t~;~:~i~iri!~e ... ~-~b'..i~-~.~~ .. ar~ing .. :·1137 • .. ·Compliance Records ! Records relating to monitoring the environment and I ensuring compliance with pertinent regulations. Includes : compliance, monitoring, QA, QC, spill and mitigation .I ; reports. . .. . . •r1-~0-··: f ~~;;~.~e~-M~int.~ .. ~.8~;9---······'j l~;~p~et~~~.t;;int~.in.~d .for .. ~.isaste~-R;;c.overy. ~f t~·e·. '[139 :j~~~~~~fj~~i~'t~~~~;~-:.. 'j~;~f~~!J~:I~l~~~w~j~~~~~!~5~~~~~~1:~~aa~~t~:~~~::- l 1. 4. 0 ..... Co .. n···fi····1ned .. Sp·a····c··e Records : Records related to procedures, permits and entry into . ; confine~ spac;es . . r-..... C_o_n_fl_ic_t_of-ln-te_r_e-st_F_i_lin_g_s_' ~~~r~~t~r~~~t;~g~;~~;~~~ta~~n~;~~;~:!:~;~~l;~~~~-~nd 1142 · contracts/ Agreements . Recorcis .. re'i'aiin9.too'bii9ati"C;r;5·ci-0firi0ci i-n-coniractsan-ci ·· I , agreements not requiring board approval. Includes Specs •1 ' and Plans, Scope of Work, promissory agreements, .. contracts and pending contracts for services, leases and • .. I .. : software licenses authorized by the General Manager, Legal j ~cm~sel or Board CorT1111ittee'. . ~;___;___~~'--"'---:.;,;_;_;,: . ;-1143-Contracts/ Agreements, Records relating to obligations defined in contracts and Board Approval Required agreements requiring board approval. Includes promissory agreements, contracts and pending contracts for services, __ I --·-"---·-· ___ . _. -·----· -""'--""'. "'--""le=· .. a~s_e""s_a....;.n~d-"-so""f"". tw'-'-a_r"'~=· -'"1.ic"-e=·ll..;_s~e~s=: .. '-.. "~~~-~-'-'--"'-"-"""""~~ H:\dept\hr\Public Affairs\320\BS\Resolutions\2006\06-08.Retention Schedule-alt b.doc /skillman Page 3 4/25/2006 3 Record Series with Definitions ·_·.1144!.Cnme Inspection Re~~~s •. R~~~;d~ related to periodic inspection·,--·a~~~al ~ertifications,·11 . l quadrennial proof load test reports, and permit to operate •i·145··········1oei~rreci.compen.sation ....... · ...... · .. :r~!~:r:~Z~i'·~~r~i~~:~·~c;~tr:i·b•ution~'~r1ci'ocs'o"Pay~~'~t~':-·-··-I ·1'146 ~ Deleg~tion of Authority ! Records ~~ecif;ing th~-p~r~~n(s) having th.e t~~porary .. . I Records ' authority to approve specified activities or documents during j I ' . the absence of the individual normally authorized to perform i • . the activities or approve documents. ! .. .. . . . ... .... ..... ................. ...... I _,147 i Delivery Receipts 1 Records documenting receipt of shipped items. May j : include delivery shipment receipts and registered mail I i receipts which may be filed with Purchase Orders. i F 52 • ~=;::~::::~:::P (As-1 R~~rds that gr~pM~llydep~cts:~ifi~~tions ::py-:f-··· 1 ' Built) : conformed drawings marked up by contractors and/or i inspectors during construction to show how facility or : component is actually constructed. '"'"""""'"""''"'"'''"'"""'"'"""""""'"''"""''"""'""'""""""""""'"""'""' ----'"""''''''''"""""""""""'-'""'' """""'"""""""""'-'""""""'"""-""'""""""'"'""'""'"' ____ ,,,,,,_,, __ """"'""'""""'''''" ' 150 , Drawings, Bid Set Documents usually including advertisement or invitation to bidders, instructions to bidders, bid form, form of contract, : forms of bonds, conditions of contract, specifications, : drawings, addenda and any other information necessary to : completely describe the work by which candidate i constructors can adequately prepare proposals or bids for i consideration. ~~---~~~-"'--'-~'-.;,;...:,:;:_;___;__:;;;;;.;__;___;___;___;___;__::.;;;.;;__;___;__;;;:;;;.:;;;_;___;___;___;___;__;:;_;;,;__;_;;_~·-- Drawings, Conformed Set ! All the written and graphic documents concerning execution i of a particular construction contract. These include the agreement between the owner and the contractor, all conditions of the contract including general and supplementary conditions, the specifications and drawings, . any changes to the specifications and drawings, any ; changes to the original contract and any other items j specifically itemized as being part of the contract : documents . ...... .... )... .. .... ... . ··-······· -·. ........................................... .... . ............... ········ .... . ....... ···--------.. -·-····-······--.. ··--·-·-·-·-···------------------·········-·----·-·~···· .. -·-···-···---------·-----·-·-·-·-··-··-·---· .. -------- 249 . Drawings, Record ' Construction documents updated to show the progress of ~ the work, usually based on data furnished by the contractor , l to the designer. Record Drawings shall be stamped by a I .r ' 151 Drawings, Shop '~r~~:i:~:11::~:~~n::~ ~~~t~~ctor, subcontr~ctor, ~~~d~~, ~1 manufacturer, or other entity that illustrate construction, I ) materials, dimensions, installation an other pertinent I information for the incorporation of an element or item into , ! the c~nstruction. _ .. __ .. 1254 IE-mail Back up Tapes IE-mail messages on the Exchange Server · 115·2 .. ··-. f E~~~·: .. ~~t-~ ....... -.. ·----··---·· ..... ·-·--: [~t~;~!rr~~~~~:dt~}~;e~~=;.:~f···-~-~~~ss~t-~-.-a_n_d-..... -:~i~te~a~ce - f 153. '. [j_!~i>~r~~~:S:~fi~~r'1ans-···· ...... ; -~-~-~o-~~~·~_e_;~.·~~td_~~~~~~~~h.P\~~--~~:~.-~~--~f-~ft~_ ~~e_s;~~~rse:_:~~~-1 J .. · . . .. i thrift plans, beneficiaryde.~igna!ions, eligibility. . ... . ... . I H:\dept\hr\Public Affairs\320\BS\Resolutions\2006\06-08.Retention Schedule-alt b.doc /skillman Page4 4/25/2006 4 Record Series with Definitions 1154. , E~~ironmental lmpa~t· Records, used to prepare the draft and final EIR·p~bli;h~d I Report by the District e.g. response to comments, mitigating 1 1 • A -Final Documents declarations, addendum, and notices of determination filed ; B -Back up Information with state/county clerk .... ... .. .. ........ I ~ IEOC Activation Records ilR. e .. cord·s .. rela. ted to do .. c. um. e. n. ti.ng a. c .. ti·v· ities of emergency 1 1 I I :!operations center (EOC) during a declared emergency . . 1 1 ~-,f :~~nce~J[~~~~;§f ~;~¥;~g~~~i1f~~i -I 157 Equipment Ownership Records related to ownership of equipment including -I · correspondence, drawings, operating instructions, ; warranties and registrations. 158 ExpeOSeROPO~ -'f~~~~f ~~~;~~E~~:~~~~~lr~f~~~i~~~~~:~ 1... .!~hen conducting the organizations business. . ·r1·5.···.·9 .••. · 11=_-_i'n_a_--n_····_e:. 1_a1_··. F>_ 1_8.nni_n_9_····-··_·····_···. ···:IRe .. co.rd. ;;_r-_ 0i-_8ieci··1c;-1·tie1J.uci99iin·9-8n_·ci··;;ianllill9-C>i-iil_ e-·-· .. .. . • orQa11izc:i_ti~l1~ r.~.v.e.111:1.e..s_a,11d ~~pen.s.e.s. _ .......... . • ~,'"'F-in_a_n_c-ia_l_S_t_a-te_m_e-nt-s---~ Recor_ds ~tating the financial position and condition of the I ; organization. •11·~1···· f ~edAss~t Records-·:-~··:-1::~~~--.~-;-.. ~-!1-;-~0-n~-~o-s!~~~~~~~isi~ion,. depre~i~tion_a~~.. . ----··-· :1162 ··; fi=io;-Re~o~cis·-··-·-· ·· ··········--· 1~co~ci5~0i·10ciT;_trackin9~i~~e~tan-cieffiueni:·-·········--:····· · :r3 .. tormation Fil~~ ! ~~~~~.s 0~~~~~=~~i~:~~;c:it~i~~~ ~~~~~_;:i:~:t~~sD was .li.16 .. 4 .. ·.IG .. en.eral Ledger •Summary of all financial accounts. Records relating to the · postings to the General L~dger .. ;[16s-Grant Records and Documents related to awarded grants including I · Agreements · applications, agreements, progress & financial reports and I '.compliance! paperwork • Records includes arbitration between employer and 1 employee, grievances, union requests, employee rights, ; employee rights information, appeals, sexual harassment .· ~!ormati~n c:l.11~ civ_i_I_ right~ i11f~r~ati()n: ,:_.;;.._.c, _______ _;___;,;.:.;:..:.~ ·r157··: Hazardous Waste : Records regarding the storage, transportation, or handling Records , of hazardous waste. . . .... ..... . . .. .. '"··-····. . .. .---· ···~·-· ·r68 Historical Subject Files . Records retained for the life of the organization due to their · enduring value, rather than solely for business or legal · : purposes. Records that document the origination, .I . . . , significant events, and strategic planning of the . I r69 l9FOnTis-~-.... -. -~--~~~~;~~·~! ~~7~~~=~o~~~~~n~:r~ of--1 1110 · incident Records ·········· ······ includes records r09arciir19.Lln·s·cileci~ied-maillieliafic0·;·;;;:· · I. : deliberate property damage such as theft, arson, vandalism, I , ' or other loss of OCSD assets. Does not include safety i organizations' accident reports. H:\dept\hr\Public Affairs\320\BS\Resolutions\2006\06-08.Retention Schedule-alt b.doc /skillman Page 5 4/25/2006 5 Record Series with Definitions <o He' • ~ -A ' W '~°' ~ -h • •' ' h' • • "hhh "hh • 'h' ' : 1 Fi71: Industrial Hygiene Files i Reports and documentation prepared by staff and certified ····1 : industrial hygienist; includes ergonomics of the workplace, ... 1 1 .172 · ~~~=t~~~~~!i~·~ -~!~~i~~~{{~~ii~~::=~:·=it;I · Progress .. : specifications and standards. 1 ·.1173 .. Inspection Records, . · Re~~~d~ relates to specialty inspection ~f constr~cti~n . I . : Construction Specialty activities to ensure compliance with specifications. Includes ., : welding, vibration analysis, soils analysis and pile driving · : inspections, photos, NETA reports, lab certificates and ' coordination studies. :f174.-1n_s_p_e_c-tio_n_R_e_p_o_rt_s_, ---: Records related to the comprehensive evaluation of the 'j Manhole 1 ~;:;r ~;;1~~~m~~rr~:~~=-ole structu~~ inclu~'.ng frame an~ I 1175 m ll~surance Policies m : ~~~o~~~rt~=t~~li~~~s~;;na~;/ao~~~~~~;~:~sed by OCSD, : •. 1176 •... Investment Records I Records relating to investments including the purchase of i stocks, bonds or other equities, ownership and account i statements. •124s ·· rif·0·ac;·1<~r;··iai;0-5·~-·-·------~-;rc-;n,p~~;:I~P~5~50(j for.P!sC3S.ier~~;:y~5~---~-:- l 111 yob Descriptions . ~:~~~~5. adne;~~~i~;P~~~i~-~:.!~~~;~~~n~~~~~i~~-~~-~-a-ch job ~!Journal Entries ·!Account postings with supporting documentation. 179········· La.bora.tory-Records··-····---·-: Records reiated-to-i~borat~~y.;cii'~ities .. i.~ci~cii'ri9'ciatalo9~:··- ij253 . , ~:~~~atory Data Backup lab equipment maintenance and sterilization, QA and QC records. i Statistical laboratory data housed on the chromium and · erbium servers . · .... 1180•.•. Legislation Files , Records regarding local, state and federal legislation, : session bills, annual legislative agenda, lobbying files and summaries of bills that may affect OCSD's operations or organization. J243._IL.ine Maintena~c-e-Fiies :l~ec()rdsof mairi!en(3nc-e C3r19 irisp~c;!i<>ri <>f S.~w~r liries: • 181 -utiga11on-F1ies----:~=~~f!~ .. ~E~.~I~~~~c.~~~.~:.r.·~. -.:~. ~:-:l~nal judgment~. . . .. .... .. .. .. .... .... . . . . . ... ... . . . ·.·.1182• ..• ·1,...L-o-gs---------c A document listing activities, items, individuals and noting . the same information about each entity. Log entries : generally occur in chronological order. This includes the red . b!r:ider _(jiari~s mairit~i_r1~(j_ by lnspec~_ors. ·.,l.18 .. 3 .... •.,.....L_o_g_s.-C-o_n_t_ro_l_C_e_n_.t .. e-r---, Bound notebooks describing activities, items or individuals . regarding plant operations. Log entries generally occur in · chronolo~ical order. H:\dept\hr\Public Affairs\320\BS\Resolutions\2006\06-08.Retention Schedule-at! b.doc /skillman Page 6 4/25/2006 6 Record Series with Definitions 1186. JM~di~~l-File·~--. r1a? 1 MeetingMinutes:- 1 , Administrative ; Records related to the medical history of employ~~~-.-----... I -~~~ffi~~:~:=~~~ns -1 t~~en during themeeting, fo~ r:iieeti!1J!S !10t board-related. f188 . ..-M-e-e-ti_n_g_M_i_n---u--te_s_, -B-·o--·a--rd·--. Records regarding agenda, meeting minutes, resolutions, I ' actions and decisions, of the Board of Directors. Includes I • . . .. .... ... . : administrativ~orde!s, minut~ or~~rs and minute actions. '~ Meeting Minutes, Board i Records regarding agenda, meeting minutes, resolutions, I ·Committees ! actions and decisions of a board committee. . . ..... •l1-9a······:[Mo-nt.hiy.Rep.orts-·····-:[~:~~~~~~r~~~~~~~~~r~~~~;~-5iaiu~-iniormaiian-u5eciio. ~r 19·1·-: roperatin9''':Jo~rn-ai8''''''''-'''''' __ ., ! l~~:~~~i~~=:-~~~=~~~~acii~iiie5'i-ndlStricioperatio-nS.---····· ~Operating Records i Records related to district operations. Includes data books, · I , ; operating reports, overtime, crew schedules and daily lab 1193 -,Opinions -i :~-legal oPini~n~ r~sulting fr.;;;, ;.~.~;ch on a Qi~~n---- 1194 -.• 10rd.inances . . ................... , Regulations enacted by board action and related records. : Includes local limits report. ·.11·95·-.. :[~~~~~~~~·p·i·i~n~~-···--.. -----r=~~~~~~~~:~~~~;~:~~~~~0;:j~;:~~~f;I~;:~05··-···· rssryrOilROCords ----i Records including timesheets, unemployment claims, I _ , ____ __ _ ___ i;~;~l:~i~:~~~~~~:~~~:~~~~~~~n~~~:g ....... ·---·-··---.. __ ....... -······-----··-·--·······-··········-······-· .... ·-····-······-· ·····-·····-···-· --·------··-····-··-·-···---·----·-···--·····-···--··-·-···-·---···-···-·-·--·-.. ··--·----·-·-···---·--·-. 197 · Permits I Records including permits to operate plants, machinery, equipment and vehicle permits. Also includes right-of-way : records and sewer connection permits. Does not include :r9ailPerm1ts~o-~~~~~~:i~~~d~:~~=~·~·I .·.~ Permits, Building and ! Records related to plans, signs, grading, encroachment, II I • Construction . including blueprints and specifications. Approval to -· : c;onstruct or r~novate pr()p~~Y· ... ... ... ... ... .. .. I · 258 Permits, Encroachments • E.P. issued by OCSD-Issued to private and public I ' entities to allow improvements over, along, or under areas where OCSD has a land interest. • E.P. issued to OCSD-Grants OCSD permission (with possible limitations) to install facilities over, along, or under lands that are owned by other entities or where the entity may own an interest that I is exclusive. The granting entity is almost always .. ' ..... an()~her public ag~ncy, but can be a privat~ entity. ,-------~-----,r"---'--.:.;.;,;;;"-"---'--'--'-'-';_;,_,;::.;..;;...;__,;_;,_;__ ___ ;,_;__;;,,.,;._;._,;;___I . 1200 -... IP .. ermit·s·, NP. DES , Records relating to the application for a permit (section · 301 H Waiver) to discharge pollutants, in compliance with I . : the Clean Water Act.. Include~ the per111it. J ·f2~01-·--:Fermiitee-Fii0S---·_--·-~---~ ::rc;~~~~;~a~~gat~ ~~~~~ri-~g b.u~i~esses-~itli-diseliar9~--J H:\dept\hr\Public Affairs\320\BS\Resolutions\2006\06-08.Retention Schedule-at! b.doc /skillman Page 7 4/25/2006 7 Record Series with Definitions ':1202 ·.·Per~o.··nne.I Files Records relating to individual employees. Records may I include employment applications, performance evaluations, \ • salary information, an~ s~paration documents. f 2o3:·······rPet'iy"cashRecords-~-:~:~····; r~=~~~~!~~~~:~n~~:~·r;~~~~~;~~~:~~sf~-~j.ci""''"" ''I · 204 Policies/Procedures . Records providing documentation on the implementation of Administrative i management and administrative policies and directions for , various organi~ational fun~!ions. 1205 .-P-o-li;;;;..ci"-e-'-s/_P_r-oc_e_d_u_r-es-.---Records providing documentation on the implementation of · Operating and : technical and operating policies and directions for various Maintenance , operational functions. Includes technical, vendor and : engirieering !'l~nu~I~: _ ·- 1 1247 :.~P-ro_b_l_e_m_R-ep_o_. rt_s_f_o_r ___ . Communications, in any media, received as a result of a . . : Collec:tion Sy~tems . ! collection system problem .. ,.-.1206:•., Project Files ; .-R-e_c_o-rd_s_r_e_la-te-d-to_a_c_t-iv-it-ie_s_o"""f-li-m-it_e_d,_d_u-ra-t-io-n-'-(-'-d""e'--fi-'-ne-'-d"'-'-'st"'"'a--'-rt 'and end date), as opposed to activities of an ongoing nature. Can include a wide variety of documents gathered : for reference on a specific project. Also referred to as job or I ; contract files. ·12c»_1· -. ["op.·.-.rr·-.od·-..... o,·n·f·a·_o,-.nf.-. cpe--u_s-bl.icaiiOn~.··· --; I Recor·d·. s. reiated-to"p. ro~in. 9-. th8trequlred-pubiic-notice. -s-have."""• . • bef:m publishe~ in pre~cr!~~d_p_~b_lic~tio11s. . ____ .. . . . .. f45 j~~--u-~-1-ic""'_ --~-~-~-.... ~-e_n_t_F_i-le-s--; ~~~~t~i~~c~~~~:;5writt~ .. n,~oi~~-~n-d digital fro~--t~e ~u-~li~ 1250 . Public Record Requests ; Records reflecting Public Record Requests including letters, . . i memo's, e-mails and Public Record Request Forms . :Foa ____ fblic Relations Records_ l ~;~~~;rn~e~~~cio~~~;f~~n~e~~f!r~n;~~~;~o~;:;~~~~~:;d._ 209 !Publications ; Records related to providing information to the public and to j staff about OCSD activities. Includes internal newsletters · ?_nd __ ll_~ws clippill~~· ... ..----~---------..-----------------------1 1210 . =~~cg~)e Order Files (OA [Open Annual (OA) and Open Blanket (OB)Purchase Orders. rs-; =~~cg~)e. ~rder.-Files~OP --,P~rchase .. ~rd~rsfo~-Go~d~-(OP) ~ndServiceS(~sj~--·----- •~lf ~~~~~ciUiSltiOO FiiOsi~if ~~Xn~f@f,'~~~:SioropenAnnua1~1 1 257 'Purchase Requisition Files: Records initiating the purchasing process for Goods (OP) ., ·.. .. ·(OP and OS) : and ServicesJOS) 1212 .• ==~~~~visory Committee 1 ~~-~-~-o D-rd-. s-r-e-la-t-ed-to-d-et-e-rm-in-in-g-ra-t-es_a_n_d-fe_e_s_c_h_a...;..r;;;;..g...;..ed.;;.._b_y_ 1 1 2 .. 13 -,R. ~a. I Estate. R.e. cords. 'Records related to Purchase of real estate requiring Board Action and final Deeds of Sale. 12"14 ' Re'C;()·~ded,_Doc~ments--··-·-···~ The official version of a document recorded by the County j ; Recorders office. Includes notice of completion, deeds and ! . . · easements. __ _ ........ -· . . _ ... . ·~rRecords Destruction . Documents certifying (confirming) the destruction of official I ·Certificates records that have been approved for destruction. The I . : certification attests to the fact that destruction was . accomplished in accordanc~ \Vith applicable pr()cedures. H:\dept\hr\Public Affairs\320\BS\Resolutions\2006\06-08.Retention Schedule-au b.doc /skillman Page 8 4/25/2006 8 Record Series with Definitions ~~·~··~~~-~~~~~C'-=~-~·~·~·= .. ·~··=--··~·=·=·=--=-h~=--=--·='-·-= .. =··==-==---=--~--~-=···=--==""-'-'='--"--'-'-"-"""--"--'- 216 : Records Management • Records regarding the management of OCSD records, · Files ' including records maintenance and transfer records. Does : not include the retention schedule or destruction certificates. ·121·1 ······• [RecordsRetentiail ................ , :r110Ciacu-;n011t-ii18Tii'stsea-c-11-·;:e-carci-ser:i05ail·ci-iile-·------------ I 1 schedules ~~l~i~~~:~~e1~~!i1o~t~~0e~~~.~~=~aP.~~~.~~~s, responsible .-------,_;.;___;;. _____ ~-~~~....c..;;..;___;_ ___ .;__.;_;.~"---~-------"----~ 218 · Recruitment Records . Records regarding the advertisement of available positions ; of requirements for specific skills, or the interview and · selection process for prospective employees, includes job fair records, job postings, advertising, interviews, resumes, I • applications, and testing .. . · .. ·.1219~R-e-fe_r_e_n-ce-F-ile_s _____ : ~D-o_c_u_m_e_n-ts_p_u_b_l_is-h-ed_b_y_o_u_ts-id_e_o_rg_a_n-iz-a-ti-o-ns-.-u-s_e_d_f-or-- 1 reference, study and research. Usually library-type ! (published) documents (i.e. books, technical journals, • periodicals) or reference materials kept only until I • superseded by the next edition. From external sources .---..----------··-··-----•-•-• •~•••••-• ·~ .u~ ~~·-u•••-•-,O•u•O,.u•"" U"" '"""" '""'" ••••u -"""""" "" "" 220 • Reports, Financial J Records relating to financial, fiscal and monthly reports. i May include worksheets, spreadsheets, analysis and 1 reports of financial or investment results. "' '''" ; •>''"•A• ,,. ' '"' '• o•• ' ', ;, ' •••on -'•-•"•U''"-•• '""''°'"~AA-no. """'VA•-· • """""~" ··----'"""' '••" ,,_,_ '>••-~-~ _,,,,,,,¥••• ''""'" •. ,_,,,,,,, ·1221 .:.!Reports, General ;!Records generated internally and. periodically, relating to the i status or progress of routine activities or statistics. 222 rRej,OriS. TeCh0;C81 --'l:~~i~~=~~;~~;ieted -- : report or study . . -v• -< v ••• ,,_ •• ,.~,,, ""'""'"v••··~· • •• v .. ,,. ,_,,.,,,,, __ o••v·-,,,,.,,,,., •••w""' ""'"' ,,, v~""" ...... •• • •"•••~w·~•V•••v ·~ •.12·4····4· .... Research/Reference Files : Material used as reference in development of current . : matters or projects from Internal Sources ':.1223 ·1.-.R-~-~-0-lu_ti_o-ns-.-B-o_a_r_d_··--·-....,·. Forr~~;al ~~-~-;~s~-j~~ ~f th~~i-11, ~.·· pinio~ ~nd. ·i~t~nt vot~d-by .. . . i the Board of Directors, legislative-type actions. f 24 -r.~.i~k ... ~.~~.a~.ement ·~-=-lj:;~~~i~eac~~~;l~~.~~.~~;~~~~·~·~···~l.ai~.s, 1~.ss ru.~~.· 1~~s .. •1225-·:1saia~y·-Record5___ --~---;J:ft~;¥f~=~~~~~fc~~fe~~;~~~~~ci~11----~~---······-····· :1.226 '!security Clearance Records related to authorizing employees or contractors to J~;~t~;~· Computer ... . : ~~;e ~~~~s:t~~_;dni~~-~~~~~:~u!~~:~t:i~:~~;~~~I~~ ....... 1.2.27. Sew .. er Line Record·s· .. Records related to sewer operations and maintenance. · Includes easements, atlas, sewer line videotapes and sewer l index maps. ... ······· .... ········· ............ ......... .... .... ...... ... ····· ... ..... . ..... . j22a ·Software Application Files ·Records related to software applications owned by OCSD. I ; Includes software registrations and records related to the , mciintenance of so~are applications . .. 1 1 229·--.. s····--P···-e·····c·····m······-c··-·a···-t···i··o······n····s··-·-&---··p·--1-a·····n···-s························,: ~~~~~~~~:0i~~~f~i;~~~t.a~~~~cii~:~~i-~t~o~~:~:~~s:;ice I : approved by the Board of Directors. !230 !Speeches/ Presentations : ~;~~~~~~~~~~!~e0~r~i::~:~:~~;:~~~~~~;sf:~~~:l~~ll 11 1 . . . :[ . speech, presentation materials or computer presentation ·---------software files. I H:\dept\hr\Public Affairs\320\BS\Resolutions\2006\06-08.Retention Schedule-at! b.doc /skillman Page 9 4/25/2006 9 , Record Series with Definitions r1 "l'""'s.·.=-.u. ·=bJ=:·~_·=-~=t·-.~F.· ~ij~=-.·.s=--.·~· -~-'--'-· ""'·--=·=-,·r-·~=:=·~r=·~=~~=~=r~=~"'""1.a=t~=·~""'y'""t~"'-"i~=~=ru=j~"'"':=·~=~u=dd=:=:s=s~'-~'""':.:...o:=~~=-~~· =~=~-=~h=~'--t~=~=~=~e=e~=~=~=~=i i of research activities. •1232 submitta1s:·o05i9n··········--············-~~~~~~n~~~r:~i~~~i~~~~~~~~~tf ~e~;~~n~~~~;~:;~a~:~:~-~ , ! : {e.g. 30%, 60%, 90%, 100%) of the engineering design I ; erycise. .. .. ··-· .... __ . 1 233 · Tax Records Records relating to the maintenance of information about , tax liabilities, withholding and payment of taxes, records l related to payment of State and Federal taxes including 1 forms 1096 and W-2. '~-~~-· t~~ ~~~~rd~-: 1099'S , ~~~~~sp~~;~dv_~~~~;~i~~-~~-~~~~~~~:~i~~~I~-~~::~~----... _ ·.1235 ·', .. · Training Records : Records relating to the training and orientation of ' employees, including for safety training. Records may .. 1 . include class attendance sheets, schedules, classes offered and records of class curriculum or syllabus, training ·' ....... 1. mcit~rials development. ,.;.._;;;:.:.:..;.::;::...:::::..-=...:.;.;;..;.;,;;,;:.;;_"'-"'-===::;,;;;;;;_;;;_;;;:;;;;_;;.;.;;.;:;;:;::.:;;:,:::;:_;__;;_;;_c;,.::c_;_.:;_:;;;_;;_;;;::;.;;:;.;.;~:.::::=:.;;...;:;...;..;. 237 , Travel Records Records documenting travel requests, itineraries, lodging or transportation reservations for employees, Board Members ' and Contractors. Expense reports are a separate record i series. :123~ -·ralBaia~ce---·~-~------~ ~r~~~;:~o s~r~:~~;~~~~~ ~; :~~~~~:i~;i;~~:~ ~~~e~'.t~-~~~- 1239 : Underground Storage Tank! Records related to the maintenance of underground storage. · .... _ · Files . . __ .. _ .... .... _. .... ..... ! tar,i_~s. ln~l.llcl~~-p~r!!!!!:. -···--·-..... " _ .. _ __ _____ ........ __ _ 1255 •Video Surveillance Tapes ! ~idea surveillance tap.es from various. security cameras. on · ; • site at OCSD plants ·1·2~0---;[~areh-ouse-~eco~ds -.•..... :~:i~;r~~d~~~t:~o~~ ~~t~;~ii~~i~;.r;;~~;;.~;:·6~~1udi~.g ... -....... --. -.. •[241·······:1waste_H_a~-10·r-t=ii05· ·············mil~:~~l~~-~~:~~~~-1~:~i~~~~~~~~-::::;~~~~f!~~~~~~~~~---- -•• l.2.42 1 •.. 1w .. ·o···rk Or. ders... i Records related to requesting repairs, alterations, , improvements, maintenance or other services; records related to th,e c __ c,>mplet~c:>rl of th,~ work req~ests ... .-----.,.;..;----~---'-'---_;,;;_;_r-~-~-'-"-_;_;;;,;;.;..;.......:.;_;,_;_;;_;;;_;.;;;,_;,;;.;.;..;..;.;._;_~..;;.._;_----~-"-'-__;_;;;...;._;__----1 -.·12 .. 5. 2 ; Workers Compensation Records relating to employee work related injuries . Files H:\dept\hr\Public Affairs\320\BS\Resolutions\2006\06-08.Retention Schedule-alt b.doc /skillman Page JO 4/25/2006 10