HomeMy WebLinkAboutREVISED OCSD Records Retention Schedule 2015 - Final Admin Committee Submittal Updated 07-07-15.pdf GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) Ex Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Board Services USC United States Code V Vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
BSDO01 Affidavits of Publications Notices LO GC §§60201 , GC §54960.1 (c)(1 )
BSDO02 Agenda and Committee Reports LO V H GC §34090; SOS c22
Agreements & Contracts - Political & Outside Jurisdictions/Agencies
BSDO03 Cooperative Agreements, JPAs (Joint Powers Authorities), JFAs (Joint Finance Authorities), LO V GC §60201
Interagency, etc.
BSDO04 Annexation Files LO V H GC §34090; GC §60201 (d)(1 ); SOS c28
BSDO05 Bids - Awarded (Board Reviewed) LO GC §60201 (d)(6); SOS c30
BSDO06 Bids - Unsuccessful (Board Reviewed) 2 GC §34090; GC §60201 (d)(11 ); SOS c30
Board Administration Files CPC 801 .5 22; 29 USC §1113;
BSD007 Loyalty Oaths, Election Records 10 V SOS c18
1 Board Services Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) Ex Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Board Services USC United States Code V Vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
BSDO08 Conflict of Interest (FPPC Filings) T+7 GC §81009(e); SOS c18
BSDO09 Contracts/Agreement - Board Review and Approval p V GC §60201 (d); CCP 337 et seq.; SOS c22
Includes Specifications
BSD010 Director's Agency Correspondence LO GC §60201
BSD011 Ethics Training 5 GC §53235.2(b)
Sexual Harassment Board Only, Ethics Training Board & Employee
BSD012 Formation Files LO V H GC §60201 (d)(1 )
Land Records
BSDO13 Easements, Grant, Deeds, Quit Claim Deeds, Abandonments, Condemnations, Real Estate LO V H GC §60201 (d)(8); GC §34090(a)
Purchase & Sale, Property Agreements, Encroachment Permits, Etc.
BSDO14 Legal Opinions LO V H C SOS c23
2 Board Services Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official N1� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Board Services uSC United States Code V Vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
BSD015 Litigation Files CL+6 GC §60201 (d)
BSDO16 Meeting Minutes - Board & Board Committees LO V H GC §60201 (d)(3)
BSDO17 Ordinances LO V H GC §60201 (d)(2)
BSDO18 Recorded Project Documents - Board Approved LO V H GC §60201 (d)(8); SOS c26
Notice of Completion
BSDO19 Resolutions LO V H GC §60201 (d)(2); GC §34090(e)
Tapes & Digital Recordings (Audio) Minimum retention 30 days or until
BSD020 Board or Committee Meetings 6 months adoption of the minutes Per Brown Act; GC
§54953.5(b)
3 Board Services Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official N1� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Contracts, Purchasing & Materials USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
Contract & Agreement File - Capital Improvement Projects (CIP) GC §60201 ; Originals Kept in Board
CPM001 (Includes Insurance certificates, authorization document, change orders, amendments, notices, LO V Services
construction, etc.)
CPM002 Contract & Agreement File - Non Capital Improvement Projects (Non CIP) CL+6 V GC §60201
Professional Services, Equipment, Supplies, etc.
CPM003 Escrow Bid Documents LP V C CCP §337.15
CPM004 Procurement File CL+6 GC §60201
RFP, RFB, Addendum, Q&A Log, Evaluation Material, Correspondence etc.
CPM005 Purchase Order & Requisition Files (OA and OB) CL+6 CCP §337; SOS c30
Open Annual and Open Blanket
CPM006 Purchase Order & Requisition Files (OP and OS) CL+2 CCP §337; SOS c30
Open Purchase and Open Service
4 Contracts, Purch. & Materials Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Contracts, Purchasing & Materials USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
GC §60201 ; GC §34090;
Warehouse Materials Management Records CCP §337, SOS c29 Now Kept in
CPM007 Includes Disposal of Surplus Assets 4 Database. Paper records 4 years;
Database indefinite.
Warehouse Records CCP §337; Now Kept in Database. Paper
CPM008 Sales Orders, Discrepancies, Add To Stores, Receivers, Return To Vendors (RTV), Shipping 4 records 4 years; Database indefinite.
Records, Inventories
5 Contracts, Purch. & Materials Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official N1� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Engineering USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
ENG001 Aerials LO GC §60201 , GC §34090
(Includes Plans & Photos)
Bid Package
ENG002 Published Packet - Info for Bidders, Sample Contract Agreement, Specifications, Drawings, CL+6 GC §60201
Addenda's Issued During Bidding
ENG003 Bid Submittal Forms CL+6 GC §60201
ENG004 CEQA / NEPA Documents: Prepared by others for NON OCSD Projects NN GC §60201
Environmental Impact Reports (EIRs), Environmental Assessments, Negative Declarations, etc.
CEQA / NEPA Documents: Prepared for District Purposes
ENG005 Environmental Impact Reports (EIRs), Environmental Assessments, Negative Declarations, LO GC §60201 ; 14 CCR §15095(c)
Environmental Impact Report Documents, Comment Card, Meeting Agenda, Notice of
Preparation (NOP), etc.)
ENG006 Drawings - Bid Set CL+6 V GC §60201
6 Engineering Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official N1� SAN„q EC Elections Code (California) Ex Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Engineering USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
GC §60201 ; Superseded by the record
ENG007 Drawings - Conformed Set S V drawings. If no record drawings are issued,
the conformed set is kept for Life of
Organization.
ENG008 Drawings - Record LID V GC §60201
ENG009 Drawings - Shop LID V GC §60201
ENG010 Encroachment Permits LF GC §60201 et seq.; GC §34090. Retain for
Life of the Permit
Engineering Project File - Facility Records CCP §337 et. seq., GC §60201 ; Capital
Board Letters (copy), Change Orders, Consultant Proposals (Successful), Engineering Reports, Improvement Projects (CIP) are to be
Pipeline Extensions, Final Record Drawings, Inspection Pictures, Inspection Reports, retained for Life of Organization. Non CIP
Instrumentation Testing, Mechanical Testing Material Testing, Notifications, Permits (Design,
ENG011 LID V Project Files are Closed + 6. Some
Environmental), Photos, Preliminary Design Report (PRD), Progress Payments, Project Budget, administration files may be kept longer
Project Schedule, Rights of Way / Easements, Soils, Geotechnical Reports, Specifications - based on business value and contractual
Conformed/ Record, Submittals, Surveys, Studies, Videos Post and Pre Construction, CAD or funding agreements.
Files, Engineer's Calculation Files
7 Engineering Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official N1� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Engineering USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
Engineering Project File CCP §337 et. seq., GC §60201 ; Capital
Agreements / Contracts (Non-CIP and Copies), As-Built/Field Mark-Up Drawing, Project Improvement Projects (CIP) are to be
Administration, Bid Summary, Bonds, Certificate Payroll, Grant Documents, Errors & Omissions, CL+g retained for Life of Organization. Non CIP
ENG012 Insurance Certificates, Punch Lists, Bid Bonds (returned), Bond Copies of Drawings, Consultant Project Files are Closed + 6. Some files
Proposals (Unsuccessful), Correspondence, Engineer's Estimates, Memoranda, Permits may be kept longer based on business
(Construction & Street Opening), Phone Message Log, Preliminary Notices, Project Schedules, value and contractual or funding
Real Estate Appraisals, Requests for Information, Stop Notices - Claims, Transmittal Letters, agreements.
Land Records GC §60201 ; Originals Kept in Board
ENG013 Grant Deeds, Quick Claim Deeds, Utility Agreement, Will Serve Letter, Easements, Annexations, LO V H Services
Land Agreements, Etc.
ENG014 Master Plans and Strategic Plans LO V H GC §60201 et seq.
ENG015 Permits - Sewer Connection & Trunk Sewer Connection LO V 40 CFR 122.28; 40 CFR 122.41 ; GC
§60201 et seq.
ENG016 Reports & Studies - Final LO GC §60201 et seq.
8 Engineering Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Engineering USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
ENG017 Sewer Line Records LO V GC §60201
Atlas, Videos, Maps, Etc.
ENG018 Specifications - Bid Set CL+6 V GC §60201
ENG019 Specifications - Conformed/ Record LO V GC §60201
ENG020 Utility Requests 3 GC §60201
ENG021 USA Alerts 3 GC §60201
9 Engineering Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Environmental Compliance USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
ECDO01 Air Quality & AQMD Files 7 CCP §338(k); SOS c27
Testing Reports and Permit Applications
ECDO02 AQMD Permits LO GC §60201
Various Equipment and Engines Operation
Biosolids Management Records 40 CFR §503.17; 40 CFR §122.410)(2); 40
ECD003 Biosolids Hauling, Use, EMS Activities LO CFR §122.21 ; SOS c47
ECDO04 Environmental Audit Records LO GC §60201
Conducted By OCSD
ECDO05 Environmental Audit Records LO GC §60201 ; SOS c27
External Audits Conducted By Outside Agencies
ECDO06 Environmental Audit Records LO GC §60201
Internal Audits Within OCSD
10 Environmental Compliance Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Environmental Compliance USC United States Code V Vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
ECDO07 Permittees Files CL+3 40 §CFR 122.410)(2), §403.12(o)
Discharge Permits and Urban Runoff
ECDO08 Underground Storage Tanks LO 23 CCR §2772; SOS c33
ECDO09 Waste Hauler Manifests 3 40 CFR §403.12(o)(v)(2)
ECDO10 Permits, NPDES LO V 40 CFR §122.410)(2), 40 CFR §403.12(o)
11 Environmental Compliance Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Environmental Lab & Ocean Monitoring USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
EL0001 Chain of Custody - Laboratory 7 GC §60201
EL0002 Laboratory Records LO GC §34090.7, SOS c22
Data Logs, Lab Equipment Maintenance and Sterilization
Data Packet - Analytical Chemistry & Metals
EL0003 QA QC Reports, Final Processed Data Copies, Raw Data, LIMS Reports, Extraction Sheets, 7 GC §60201
Comments & Corrective Actions
EL0004 Unprocessed Instrumentation Files LO GC §60201 ; Database is Indefinite
EL0005 Lab Reports LO GC §60201
Compliance, DMRs, Annual Reports, etc.
EL0006 Lab Database LO GC §60201 ; Database is Indefinite
EL0007 Published Articles LO GC §60201
12 Envir. Lab & Ocean Monitoring Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Environmental Lab & Ocean Monitoring USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
EL0008 Lab SOP's LO GC §60201
EL0009 OMP Field Datasheets LO GC §60201
13 Envir. Lab & Ocean Monitoring Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Financial Services & Administration USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
FAD001 Accounting Reports 4 GC §60201 ; SOS a1
FAD002 Accounts Payable Files 7 GC §60201 (d)(1 2); SOS c29
Vendor and Contractor Invoices, Bills, Statements, Any Non-Discharged Debt
FAD003 Accounts Receivable Files 7 V GC §60201 (d)(1 2); CCP § 337 et seq.;
SOS c29
FAD004 Annual Report - Financial LO GC §60201 ; SOS c30
Audit Records
FAD005 Annual Reports, Financial Statements, Audit Management Letters Comprehensive Annual LO GC §60201 et seq.
Financial Report (CAFR)
FAD006 Bank Signature Cards S+5 GC §60201 ; Retain for 5 years after
superseded
Banking Records
FAD007 Deposit Receipts, Bank Statements, Checking Account Reconciliation, Cash Transfer Report, 6 GC §60201 ; SOS c29
Adjustments - Returned Checks (NSF), Etc.
14 Financial Services & Admin. Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official N1� SAN„q EC Elections Code (California) Ex Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Financial Services & Administration USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
Bonds CCP §336(a), § 337.5; GC §43900 et seq.;
FAD008 Certificates of Participation, Transcripts, Disclosure Reports, Registers, Issue Records LO V GC §60201 et seq.
Determination of Allocation
FAD009 Budgets (Adopted) LO V GC §60200; Vital During Current FY
FAD010 Budgets vs Actual 5 GC §60201 ; §34090; SOS c29
Supporting Documentation Summaries, Worksheets, Goals and Objectives, Milestones
FAD011 Check Records 7 GC §60201 (d)(1 2); CCP §337; SOS c29
Cancelled Payroll Checks, Voided Copies For Automatic Deposits, Registers, Requests
FAD012 Capital Facility Capacity Chargers (CFCC) 7 GC §60201 (d)(1 2); CCP §337; SOS c29
FAD013 Expense Reports 7 GC §60201 (d)(12); CCP §337, SOS a1
FAD014 Financial Statements 10 SOS c39
15 Financial Services & Admin. Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CFR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) Ex Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Financial Services & Administration USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
FAD015 Financial System Indefinite Data Fields / Records are interrelated; GC
ERP Database, Access Database, Utility Billing §60201
FAD016 Fixed Asset Records LF V SOS c29; Life of Asset
FAD017 General Ledger LO V SOS c29
FAD018 Investment Records LO GC §34090; CCP §337; GC §53607; SOS
c30
FAD019 Journal Entries LO GC §60201 ; CCP §337; SOS c29
FAD020 Local Resources Program Reports (LRP) / Water Certifications LO GC §60201
FAD021 OCERS File 7 GC §60201 (d)(1 2); 29 CFR §516.6(a)(1 )
Copies of OCERS payments, statements, etc.
16 Financial Services & Admin. Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CFR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Financial Services & Administration USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
FAD022 OCERS Retirement Report LID GC §60201 (d)(1 2); 29 CFR §516.6(a)(1 );
Business Value
Payroll Records GC §60201 (d)(1 2); CCP §337; 29 CFR
FAD023 Timesheets, Payroll Registers and Reports, Unemployment Claims, Garnishments, Payment Of 7 V §§516.5, 516.6(a)(1 ); IRS Reg. §31 .6001 -
Labor Costs Including Salaries, Wages, Compensation and Deductions For Employees, Board 1 (e)(2); 26 CFR §1 .6001 -1 ; R&T §19530
Members and Contractors, (DE-6 & 941 Forms - Quarterly and Annual Payroll Tax Returns)
FAD024 Petty Cash Records 4 GC §60201 (d)(12); CCP §337; SOS a1
FAD025 Rate Studies 10 GC §60201 ; Business Value
FAD026 Rebates and Refunds 7 GC §60201
Sewer Service Fees
FAD027 State Controllers Reports 5 GC §60201
17 Financial Services & Admin. Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CFR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) Ex Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Financial Services & Administration USC United States Code v vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
FAD028 Tax Records - Employee 7 V 29 CFR §516.5; SOS c30
FAD029 Tax Records - Vendor CL+6 GC §60201
FAD030 Trial Balance Records 3 SOS c29
IRS Reg. §31 .6001 -1 (e)(2); RUC §19530;
FAD031 W-2's, 1099R Annual Information Returns for Employee and Retirees 7 29 CFR §516.5 - 516.6; 29 USC §436; GC
§60201 (d)(1 2); 29 CFR §31 .605-1 ,
§31 .600-1 (d)
18 Financial Services & Admin. Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) Ex Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Fleet Facilities Support Services USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
FSS001 Collection Systems Records 6 GC §60201 ; Business Value
Problem Reports and Customer Complaints
FSS002 Facility Maintenance & Repair LF+2 GC §60201 ; Life of Asset + 2 years
FSS003 Generator Operation Logs & Inspections 3 GC §34090
Fixed or Stationary
FSS004 Pressure Vehicle CNG Tank Certifications or Permits, Inspections LF Department Preference; GC §34090 et.
seq.; Life of Asset
FSS005 Vehicle Smog Check Inspection Report 5 Department preference; GC §60201
FSS006 Bit Inspection (CHP Commercial Vehicle Inspection) LF+2 49 CFR §396.11 (c)(2); GC §60201 ; Life of
the Vehicle + 2 years
Certifications Department Preference; 8 CCR
FSS007 Mobile Crane, Vehicles, etc. 5 §14300.33(a); GC §60201 et seq.; LC
§6429c
19 Fleet Facilities Support Srvs Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Fleet Facilities Support Services USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
OSHA records are required to be
FSS008 Chain of Custody 5 for 5 years; 8 CCR § 4300 33(a); GCined
Source Control, Spilt Sample
§60201 et seq.; SOS c21
FSS009 Collection System Process Data LID GC §60201 ; Business Value
Pump Station, CRISP
FSS010 Inspection Reports & Photos - Manhole 10 GC §60201 ; SOS c45
FSS011 Sewer Line Maintenance Files 10 GC §60201
Vehicle Inspection & Equipment Checks Files 49 CFR §396.11 (c)(2);49 CFR
FSS012 Daily Safety Checks, Pre-Starts, Commercial Vehicle Pre-Starts and Forklift Inspections, Pre- 4 §396.21 (b)(1 ); GC §60201 ; GC §34090
Trip Inspections, CHP Inspections, Daily Vehicle Inspections, Daily Equipment Checks
8 CCR § 3203(b)(1 ); 49 CFR
§396.21 (b)(1 ); 49 CFR §396.3(c); CCP
Vehicle Records §337 et. Seq.; GC §34090; Vehicle
FSS013 Equipment Files, Maintenance, Registrations, Vehicle Titles ("Pink Slips"), Vehicle Citations LF+2 Titles/Pink Slips are transferred to new
owner upon sale of vehicle all other
records are retained until Disposal of
Vehicle or Equipment + 2 years
20 Fleet Facilities Support Srvs Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) Ex Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
r Secretary of State T Terminated
not require prior authorization. "When original records have reached General Managers Office sos V Vital
USC United States Code
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
GM0001 Annual OCSD Reports LID V GC §60201
GM0002 Blast Development Records LID GC §60201 ; Non-Historical photos can be
Research Material, Timeline, Photos deleted when no longer needed.
GM0003 Blast Procedures S GC §60201
GM0004 Blast Professional Development Articles (From External Sources) NN GC §60201 ; Can submit for destruction
when no longer has business value
Blast Program Files 2 GC §60201 ; Destroy Quarterly Reports
GM0005 Minutes, Marketing Material, Evaluations, Quarterly Reports when superseded plus 2 years
Blast Working Documents Non-record; GC §60201 ; Can submit for
GM0006 Member Rosters - Active and Inactive NN destruction when no longer has business
value
GM0007 GM Monthly Reports 2 GC §60201
21 General Manager's Office Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official N1� SAN„q EC Elections Code (California) Ex Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
r Secretary of State T Terminated
not require prior authorization. "When original records have reached General Managers Office sos V Vital
USC United States Code
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
GM0008 Historical Records LO H GC §60201
GM0009 Meeting Files - Executive Management Team (EMT) 2 GC §60201
Agenda, Minutes, Agenda Report, Handouts
GM0010 Public Record Act Requests CL 2 GC §60201
GM0011 Records Destruction Records LO GC §60201
Approvals, Certificates, Requests
GM0012 Records Management Annual Audits S+3 GC §60201
Inventory, Storage, Destruction, etc.
Records Management Project Files GC §60201 ; SOS c23; Can submit for
GM0013 NN destruction when no longer has business
value
CCP §343; SOS c23 Enacted by Board
GM0014 Records Retention Schedules LO V Resolution and retained Indefinitely.
Includes schedule amendments.
22 General Manager's Office Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
r Secretary of State T Terminated
not require prior authorization. "When original records have reached General Managers Office sos V Vital
USC United States Code
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
GC §60201 ; Can submit for destruction
GM0015 Speeches and Presentation NN H when no longer has business value; Some
records may be kept for historical value
GM0016 Travel Records 7 GC §60201
23 General Manager's Office Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Human Resources USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
HRD001 Class Specifications LO 29 CFR §1627.3; GC §12946; GC §60201 ;
Compensation Studies, Surveys, Salary Surveys, etc. SOS c21
HRD002 Contracts - Temporary Employees CL+7 CCP §§336(a); 337 et. seq.; GC §60201 ;
SOS c22, CCP §343
HRD003 Deferred Compensation Records LO V 26 CFR §16001 -1 ; 29 CFR §1627.3; SOSc30
District Benefit Contracts & Benefit Plans / Insurance Policies 9 CFR §1627.3(b)(2); 29 USC §1027; 11
HRD004 Health, Dental, Deferred Compensation, Pension, etc. T+5 CCR §560; 28 CCR §1300.85.1 ; GC
§60201
HRD005 EEO-4 Reports and Files 3 29 CFR §1602.30
Documents Required to Generate EEO-4 Report, Self-Identification Form, etc.
Employee & Labor Relations Files 29 CFR §516.5; GC §12946; sops c20; GC
HRD006 Memorandums of Understanding (MOU), Arbitration, Grievances, Union Requests, Employee LO §60201 ; 29 CFR §1602.31 ; 29 CFR
Rights, Appeals, Investigations, PIP, Disciplinary Actions and Complaints, Sexual Harassment, §1627.3(b)(1 )(ii); SOS c20
Civil Rights, etc.
24 Human Resources Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) Ex Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Human Resources USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
Employee Benefit Plans and Programs CG §12946; GC §60201 ;GC
HRD007 Health Insurance, Tuition Reimbursement, Supplemental Life Insurance, Thrift Plans, LO §60201 (d)(12); 29 CFR §1627.3(b)(2); 29
Beneficiary Designations, Eligibility, Change Request, Salary Deduction Records, etc. CFR §§1602.30, 32; Labor Code §1197.5
HRD009 Human Resources / ERP Database Indefinite Data Fields / Records are interrelated; GC
§60201 ; JDE Database
8 USC §1324a(b)(3)(B); 8 CFR
HRD010 1-9 Forms T+3 §1274a.2(b)(2)(i)(A).
Medical File 8 CCR §3204(d)(1 ) et seq., GC §§12946,
HRD011 Fitness for Duty, Leaves of Absence, etc. T+30 V 60201 ; Filed separately. Vital until
separation
HRD012 Organization Charts LO GC §60201 et seq.
Personnel Files 29 CFR §1602.31 & §1627.3(b)(ii), 8 CCR
Includes Application, Awards, Disciplinary Actions, Certifications, Commendations, Employment §3204(d)(1 ) et seq., GC §§12946, 60201 ;
HRD013 T+7 V C 29 USC §1113. Vital until separation.
Verifications, Evaluations, Licenses, Status Change Forms, Policy acknowledgements, Waiver Excludes Medical Records see Retention
of responsibility for voluntary activities, etc. Code HRD011
25 Human Resources Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Human Resources USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
29 CFR §1602 et seq & §1627.3(a)(b), 2
Recruitment Records CCR §7287.0(c)(2), 8 CCR
HRD014 Solicited - Not Hired Applications, Advertisements, Job Brochures, Test Data, Rating Sheets, CL+3 §11040, GC §§12946 Database Neogov
Questions, Eligibility Lists, Reference Checks, etc. Indefinite. Retention begins after hiring
decision.
Training Records GC §60201 , SOS c21 ; Data Fields /
HRD015 Class Attendance Sheets, Schedules, Classes Offered, Curriculum or Syllabus, and Training Indefinite Records are interrelated; Training
Materials Development Database Indefinite; Non-database paper
personnel training records TE+7
26 Human Resources Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Information Technology USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
ITDO01 Access Authorization Forms T+3 GC §60201
ITDO02 Cabling Specs and Test Results LF+1 GC §60201
ITDO03 Computer System Administrative Records LF+2 V SOS c22; Life of System
GIs (Geographic Information System) Database Data is interrelated; GC §60200; GC
ITD004 Layers S §60201 et seq.
ITDO05 Information Logs 3 GC §60201
Internet, Phone, Badge, Visitors
ITDO06 IT Help Desk System 3 GC §60201
Service Tickets and Service Requests
Retain until it no longer has business
ITDO07 Network Diagrams/ System Configurations/ Maps/ Plans NN value; GC §60201 ; GC §34090 et seq.;
CCP §337.2, CCP §343
27 Information Technology Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Information Technology USC United States Code V Vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
ITDO08 Physical Inventory Database NN Retain until it no longer has business
value; GC §60201 ; GC §34090 et seq.
ITDO09 Software & IT Manuals S+1 GC §60201
ITDO10 Software Application Files S V GC §60201 ; Superseded With Version
Updates
ITD011 Source Code T+2 GC §60201 ; GC §34090 et seq.; Kept in
Escrow
System Documentation Retain until it no longer has business
ITDO12 Network Design, Instruction, Licenses, License Codes, Agreements T+2 value; GC §60201 ; GC §34090 et seq.;
Until system is no longer operational
ITDO13 System Log (Database) S Until superseded or overwritten
ITDO14 System Maintenance 2 GC §60201 ; GC §34090 et seq.
Infrastructure; Alarm, Door Security System
28 Information Technology Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Information Technology USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
Retain until it no longer has business value
ITDO15 System Security Database S or until overwritten; GC §60201 ; GC
§34090 et seq.
ITDO16 Two-Way Radio Licensing and Information EX+2 GC §60201
ITDO17 Video Surveillance Files 1 GC §§53160, 53161
ITDO18 Virtual Computer Files 90 days V GC §34090.7; SOS c22; Replicated for
disaster recovery purposes
29 Information Technology Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Operations & Maintenance USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
OMD001 Chemical Inventory Records 1 GC §60201
Delivery, Transfer, Usage, Manifest Worksheet and Inventory Logs
OMD002 Complaint Files and Problem Reports 2 GC §60201
Related to Organizations Operations
OMD003 Confined Space Entries 3 40 CFR §122.410)(2)
OMD004 Flow Records LO GC §60201
OMD005 Logs - Control Center Plant Operations 30 V GC §60201
Logs
OMD006 Operations Monthly Logs, Inspector Diaries, Control Center Visitor Logs 3 V GC §60201
OMD007 Monthly Reports 2 GC §60201
Operating and Status Reports
30 Operations & Maintenance Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Operations & Maintenance USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
OMD008 O&M Policies & Procedures S+10 GC §60201
OMD009 Operating Journals 2 GC §60201
Round Sheets, Alarm summary, Operations Round Sheets, Midnight Readings, etc.
OMD010 Operating Records 5 GC §60201
Ill (hard copy), AS Plant Reports, Operators Schedules
OMD011 Process Data LO GC §60201
Includes Electronic MSO's and TPODS
OMD012 Reference Files S GC §60201
OMD013 Speeches/Presentations NN GC §60201
31 Operations & Maintenance Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Public Affairs USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
PA0001 Education Curriculum S+2 GC §60201 ; Destroy 2 years after
Sewer Science, Water Festival, etc. superseded
PA0002 Outreach/Event File S+g GC §60201
Tour Documentation, RSVP's, sign-in sheets, etc.
PA0003 Marketing Material NN GC §60201 ; SOS c19
Flyers, Brochures, Newsletters, Email Blasts, etc.
PA0004 Photos & Videos LO GC §60201 ; Non-Historical Photos can be
deleted when no longer needed.
PA0005 Presentations and Supporting Documents NN GC §60201 ; SOS c24
(Includes PowerPoints)
PA0006 Press/Media Releases LO GC §60201 ; SOS c40
PA0007 Publication Proofs - Non Board Related General Marketing 2 GC §60201 ; SOS c24
32 Public Affairs Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Public Affairs uSC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
PA0008 Website Content Indefinite GC §60201
PA0009 Employee Events LO GC §60201
Agency Awards, Recognitions, Announcements
PA0010 Legislative Files LO GC §60201
Letters of Support, Opposition, Plan Consolidation
PA0011 Social Media Posts LO GC §60201
Facebook, Twitter, YouTube, Instagram, Etc.
33 Public Affairs Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) Ex Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Risk Management & Safety USC United States Code V Vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
RMS001 Certificate of Insurance P V CCP §337.15; SOS c25
29 CFR §1627.3(b)(v); 49 CFR §382.401
RMS002 DOT Random Drug & Alcohol Test Records 5 et seq.; GC §12946, GC §60201 ; 49 CFR
§653.71 et seq.
RMS003 Emergency Exercises & Drills, After Action Reports NN GC §60201
RMS004 Emergency Response & Disaster Recovery Files S V GC §60201
RMS005 EOC Activation Notifications & Records CL+2 V GC §60201
Industrial Hygiene & Safety Files
RMS006 Hazard Assessments, Site Assessments, Industrial Hygiene Reports, Surveys, Audits, TE+30 8 CCR §3204; 29 CFR §1910
Ergonomics, Air Sampling, Noise Testing and Workplace Contaminants
RMS007 Medical Files - Occupational TE+30 8 CCR §3204; 29 CFR §1910
34 Risk Management & Safety Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Risk Management & Safety USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
RMS008 OSHA Compliance Records P OMB 1220-0029; 29 CFR §1904.4; SOS
Citations, Appeals Related, Correspondence, etc. a2
RMS009 Risk Management Reports CL+5 OMB 1220-0029; 29 CFR §1904.4; SOS
c24
RMS010 Risk & Safety Committee and Meeting Documents 2 8 CCR §3203 et seq.; GC §60201 et seq.
CCR §14311 ; §15400.2; LC §110-139.6;
RMS011 Workers Compensation Files P SOS c24
OSHA Inspections & Citations 8 CCR §14300.33(a); 29 CFR §1904.33,
RMS012 300 & 301 Logs CY+7 29 CFR §1904.44; GC §60201 et seq.; LC
§6429c
RMS013 Photos & Videos P GC §60201
OSHA Investigations, Vehicle, Accidents, Workers Comp, Ergonomics, etc.
RMS014 Accident & Incident Records 7 GC §60201 ; CCP §338; CFR §1904.6;
Includes Physician and Status Reports SOS c25
35 Risk Management & Safety Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Risk Management & Safety USC United States Code V Vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
RMS015 Asbestos & Lead Abatement Records P GC §60201 ; CCR §1529(n)6
RMS016 Business Plans, Hazardous Materials Inventory, Disclosures 5 GC §60201 ; 40 §CFR 122.21 (p)
8 CCR §14300.33(a); 29 CFR §1904.33,
RMS017 Calibration Gas Detectors Annual Recertification 5 29 CFR §1904.44; GC §60201 et seq.; LC
§6429c
RMS018 Confined Space Records 3 8 CCR §5156-5158
8 CCR §3204(d)(1 ) et seq.; 40 CFR
Hazardous Waster Records §122.410)(2) & 40 CFR §141 .33(b); 22
RMS019 Manifests, Disposals, Recyclable Non Hazardous Waste Material, Batteries, etc. P V CCR §64453(a); GC §§12946, 60201 ;
CCR §§ 66262.40(a), 66264.71 (b)(6), SOS
c47
RMS020 HazMat Permits, Environmental Health Permits p GC §60201
Bulk Chemicals, Fire, UST, Battery Storage, etc.
36 Risk Management & Safety Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Risk Management & Safety USC United States Code V Vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
RMS021 Safety Data Sheets (SDS) P V 8 CCR §5194; 29 CFR §1910
RMS022 Respirator Inventory & Maintenance 2 GC §60201 ; 8 CCR §5144(m)
8 CCR §14300.33(a); 29 CFR §1904.33,
RMS023 Safety Inspections, Safety Logs 7 29 CFR §1904.44; GC §60201 et seq.; LC
§6429c
RMS024 Training Records - Safety TE+7 SOS c21 ; GC §60201 (Mirrors Employee
Rosters, Syllabus, Schedule, Curriculum Material Only Training Records TE+7)
RMS025 Training Database P GC §60201 ; Records in Cornerstone
Database are Indefinite
RMS026 Radiation License & Disposal Records P GC §60201
RMS027 Job Site Safety Analysis (JSSA), Job Hazard Analysis (JHA), Hot work Permits 2 GC §60201
37 Risk Management & Safety Adopted:
GENERAL RETENTION SCHEDULE INFORMATION Orange County Sanitation District CITATION CODES:
RETENTION CODES:
Any Public Records Act requests, litigation, audits, claims and Records Retention Schedule CCP Code of Civil Procedure (California) C Confidential
investigations suspends the stated retention periods. Authorization and CCR California Code of Regulations CL
CFR Code of Federal Regulations Closed or Completed
proper destruction methods are required prior to destroying all official Nj� SAN„q EC Elections Code (California) EX Expired or Expiration
records as stated in the District's Records Retention Policy. °°°� °"° GC Government Code (California) EL Electronic
N� H Historical
9 H&S Health & Safety Code LF Life of Facility, Equip. or Software
Retention and destruction of records applies to all media types IRC Internal Revenue Code
pp yp IRS Internal Revenue Service LO Life of Organization or Permanent
including both paper and electronic documents. ; = MA Maturity
LC Labor Code (California)
FCT�"G EN pC Penal Code (California) NN When No Longer Needed
Copies, non-records, notes, preliminary drafts and transitory records THE OMB Office of Management & Budget S Superseded
can be destroyed when no longer needed for District business and do R&TC Revenue & Taxation Code (California) Sp Separated
* SOS Secretary of State T Terminated
not require prior authorization. When original records have reached Risk Management & Safety USC United States Code V vital
their destruction term all copies and duplicates must be destroyed WC Water Code
along with the original, regardless of the media of the record.
Special Storage Consideration
Retention
Retention Record Type Length Retention Citations / Comments
Number (Years Unless Vital Historical Confidential
Specified)
RMS028 PPE Assessments S GC §60201
RMS029 Lock out Tag Out Audits (LOTO) 2 GC §60201
38 Risk Management & Safety Adopted: