HomeMy WebLinkAboutItem No. 13 - Late Communication - March1
March 23, 2022
TO: Board of Directors Orange County Sanitation District
FROM: Kelly A. Lore Clerk of the Board
RE: LATE COMMUNICATION
The Clerk of the Board revised Item No. 13 presented to the OC San Board of Directors after the publication of the agenda. The Policy attachments and Records Retention Schedule are included with corrections/additions highlighted in red. No changes have been made to the recommendation.
13.UPDATE TO RECORDS MANAGEMENT PROGRAM PROCEDURES 2022-2212 AND RECORDS RETENTION SCHEDULE RESOLUTION
RECOMMENDATION:
Adopt Resolution No. OC SAN 22-10 entitled: “A Resolution of the Board of Directors of the Orange County Sanitation District Adopting the Records Management Program Procedures and Records Retention Schedule, Authorizing Destruction of Obsolete Records, and Repealing Resolution No. OC SAN 21-08”.
Originator: Kelly Lore
OC ~SAN MEMORANDUM
ORANGE COUNTY SANITATION DISTRICT
Orange County Sanitation District
RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL
Procedure Number: 6.0
Effective Date: 03/23/2022
Supersedes: 9/23/2020
SUBJECT: VITAL RECORDS Approved by: OC San Board of Directors
Vital Records 1 Adopted 03/23/2022
1.0 INTRODUCTION 1.1 Vital records are those documents that contain information that enables the
Orange County Sanitation District (OC San) to continue vital and critical
operations in the event of a major interruption to business. 1.2 Such interruptions could be natural disasters (for example, earthquake, pandemic, sudden and severe energy shortage, or flood) or man-made
disasters (for example, accidental fire, cyberterrorism, arson, or civil unrest)
which result in the loss of the normal means of access to vital records. 1.3 In most organizations, vital records comprise between two and five percent of the total record volume. During the initial records inventory, vital records
titles were identified and assigned to Records Series. Vital records are
identified with a “V” on the OC San Records Retention Schedule (RRS). 2.0 PURPOSE
2.1 The purpose of vital records management is to ensure that vital records are
identified, protected, and accessible during or shortly following a disaster or major interruption to business. 3.0 SCOPE
3.1 Vital records are either irreplaceable or very difficult to replace. 3.2 Absence of vital records, or the inability to locate or translate vital records (in the case of machine-readable or digital records), means that OC San
may not be able to provide critical services to the public and its employees
during a disaster or shortly thereafter. 3.3 Vital records are maintained and protected in the format (paper, digital, BOLDplanning, etc.) that is most appropriate for efficient retrieval.
3.4 Vital records include records that enable OC San to: 3.4.1 Provide required OC San safety and health services during and immediately following a disaster or other major interruption to
business.
~ oSAN
ORNtOf COUNTY IANJTATION DrllfllCT
Orange County Sanitation District
RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL
Procedure Number: 6.0
Effective Date: 03/23/2022
Supersedes: 9/23/2020
SUBJECT: VITAL RECORDS Approved by: OC San Board of Directors
Vital Records 2 Adopted 03/23/2022
3.4.2 Meet the obligations to OC San employees and retirees.
3.4.3 Reconstruct legal obligations and rights.
3.4.4 Establish the financial position of OC San. 3.4.5 Reconstruct OC San’s assets and ownership.
4.0 PROCEDURES Responsibility ________ Action___________________________ _
Clerk of the Board/ Assistant Clerk of the Board
Develop procedures for protecting vital records, either
digitization and/or storing them onsite in fire-resistive equipment or by sending copies offsite. Identify viable onsite or remote storage sites for records
protection. Coordinate vital records protection procedures with OC San’s Integrated Emergency Response Plan.
Develop procedures for retrieving vital records within the identified time requirements following a disaster. Coordinate, identify, and develop agreements with vendors to provide records retrieval or recovery services required
following a disaster. Work with the IT and Risk Managers to ensure that the management of vital records meets OC San’s needs.
Risk & IT Managers Review the vital records procedures to ensure that OC San’s interests are protected and to ensure minimum exposure to risk in the event of a disaster. Department/Division
Records Coordinator
Identify vital records based on an evaluation of division
business functions.
~ oSAN
ORNtOf COUNTY IANJTATION DrllfllCT
Orange County Sanitation District
RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL
Procedure Number: 6.0
Effective Date: 03/23/2022
Supersedes: 9/23/2020
SUBJECT: VITAL RECORDS Approved by: OC San Board of Directors
Vital Records 3 Adopted 03/23/2022
Comply with procedures that protect vital records. Determine the frequency with which vital records must be
stored both onsite and offsite.
Routinely copy and forward vital records to onsite or offsite protective storage facilities.
5.0 VITAL RECORDS CATEGORIES 5.1 The following is a list of records that are usually considered vital. If the Record Series/Record Type is indicated in the RRS, the Record Series/Record Type is identified as vital in the RRS.
Financial Accounts Receivable Fixed Asset Records General Ledger
Loan Payments
Registers Proving Payment Bank Statements Stock Certificates Payroll Tax Returns
Negotiable Instruments OC San Benefit Contracts Bonds Employee Benefits Plans and Programs
Notes
Payroll
Ownership
Capital Investments Titles OC San Administration
Board Meeting Minutes
~ oSAN
ORNtOf COUNTY IANJTATION DrllfllCT
Orange County Sanitation District
RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL
Procedure Number: 6.0
Effective Date: 03/23/2022
Supersedes: 9/23/2020
SUBJECT: VITAL RECORDS Approved by: OC San Board of Directors
Vital Records 4 Adopted 03/23/2022
Continuity of Operations Plan (COOP) Delegation of Authority Formation Files & Annexation Files
Grant Deeds
Ordinances Property & Other Lease Agreements Resolutions Significant Agreements
Significant Capital Improvements/Construction Contracts and Other
Insurance Certificates of Insurance
Engineering
Drawings Maps Specification Conformed
Information Technology
System and Software Documentation (Licenses, Source Code, Manuals (if created by OC San) 6.0 VITAL RECORDS FORMAT
6.1 Select the format for protecting and maintaining vital records that ensures accessibility and usability during a disaster or emergency response: 6.1.1 Source document (original or designated official version, regardless
of format).
6.1.2 Distributed copy (copy of record that is routinely distributed). 6.1.3 Reproduced copy (hard copy of record that is copied for OC San
needs).
6.1.4 Scan (scanned version of vital records). 6.1.5 Magnetic Tape (digital version of vital record).
~ oSAN
ORNtOf COUNTY IANJTATION DrllfllCT
Orange County Sanitation District
RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL
Procedure Number: 6.0
Effective Date: 03/23/2022
Supersedes: 9/23/2020
SUBJECT: VITAL RECORDS Approved by: OC San Board of Directors
Vital Records 5 Adopted 03/23/2022
6.2 Select Vital Records Protection Methods 6.2.1 Select the method most appropriate method to protect the vital
record.
6.2.2 Verify existing dispersal of record, ensure that vital records are available in multiple, geographically separate locations as part of normal business activities.
6.2.3 Improve dispersal by initiating distribution of copies of vital records to a secure location at the time of document creation. 6.2.4 Duplicate records by reproducing copies of vital records in a medium
appropriate to efficient storage and use and send to a secure
location. 6.2.5 Move electronic vital records to Electronic Content Management System (Laserfiche).
6.2.6 Move hard copy vital records from active use areas once digitized and when no longer needed for active reference and send to a secure location.
6.2.7 Store vital records onsite in a secure location, such as the vault, that
meets NFPA standards for fire-resistance. 6.3 Select Vital Records Update Frequency
6.3.1 Determine how often it is necessary to update vital records to ensure
that the information is current.
~ oSAN
ORNtOf COUNTY IANJTATION DrllfllCT
Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL
Procedure Number: 9.0
Effective Date: 03/23/2022
Supersedes: 9/23/2020
SUBJECT: RECORDS HOLD AND RELEASE Approved by: OC San Board of Directors
Records Hold and Release 1 Adopted 03/23/2022
1.0 INTRODUCTION 1.1 At any time during the life of a record, or Record Series, or types of records, there may be circumstances that require the “holding” or suspension of
destruction of certain Record Series or types of records from being disposed
of due to reasons specified by the legal Legal counselCounsel, auditors, or Department/Division management.
1.2 Destruction suspension is a hold placed on the scheduled destruction of
records that may be relevant to foreseeable or pending litigation, governmental investigation, audit, special organizational requirements, or other business needs not contemplated when the records were originally scheduled for disposal.
1.2.1 The five typesExamples of holds are: A. RIM Hold – Used when there is cause for Records Management to research records for inconsistent, missing, or incorrect information.
B. Legal/Regulatory Hold – Used for financial audits or tax
purposes and anticipated or pending litigation.
C. Department/Division Hold – Request to hold records from a
Department/Division with justification.
D. Historical Hold – Preservation of records with justification
requested.
E. Retention Schedule Change Hold – Used when a change, addition, or deletion is required until the time the Records Retention Schedule (RRS) can be changed.
E.F. Public Records Request – Preservation of records may be needed in relation to Orange County Sanitation District’s (OC San) response to any particular Public Records Request.
OC..~SAN OflANGE COUNTY SANl'TATIOH Dl5TJW:T
Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL
Procedure Number: 9.0
Effective Date: 03/23/2022
Supersedes: 9/23/2020
SUBJECT: RECORDS HOLD AND RELEASE Approved by: OC San Board of Directors
Records Hold and Release 2 Adopted 03/23/2022
1.3 Depending upon the circumstances, a Records Hold may require the retention of all documents of a certain kind, whether they are hard copy records, electronic records, or non-records, as defined in Procedure 4.0.
1.4 Once a Records Hold has been placed on particular records or Record
Series, the records will not be disposed of until a “Records Hold Release” has been issued by a Records Hold Requester and all parties have been informed as detailed below.
2.0 PURPOSE 2.1 The purpose of this procedure is to describe the procedures for suspending destruction or placing a hHold on the destruction of records that may be relevant to foreseeable or pending litigation, governmental investigations,
audits, or other special OC San requirements, and for releasing the hHold when it is no longer necessary. 2.2 This procedure requires that the Clerk of the Board, Assistant Clerk of the
Board, and Department/Division Records Coordinators be notified when
holds on the destruction of certain records are necessary, in addition to other parties as detailed below. 2.3 This procedure ensures that records subject to holds for any purpose are maintained until resolution or conclusion of the matter. 3.0 SCOPE 3.1 This Procedure documents the process of suspending destruction or
placing a hHold on the destruction of records, and the related release of the
Hold. 3.2 This Procedure applies to any record, non-record, or transitory record, in any format, at any time during the life of the record or transitory record.
4.0 PROCEDURES FOR REQUESTING RECORDS DESTRUCTION HOLD Responsibility Action
Legal Counsel • Upon becoming aware of the need for the suspension of destruction of certain OC San records that may be relevant
OC..~SAN OflANGE COUNTY SANl'TATIOH Dl5TJW:T
Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL
Procedure Number: 9.0
Effective Date: 03/23/2022
Supersedes: 9/23/2020
SUBJECT: RECORDS HOLD AND RELEASE Approved by: OC San Board of Directors
Records Hold and Release 3 Adopted 03/23/2022
Responsibility Action Department/Division Management to foreseeable or pending litigation, governmental investigations, audits, other special OC San requirements, or other business reasons, notify the Clerk of the Board. A
form may be required for implementing the Hold (Records
Hold & Records Hold Request Form, Exhibit A). Clerk of the
Board/Assistant Clerk of the Board
• Review all documentation submitted by Records Hold Requester (Legal Counsel or Department/Division Management). If necessary, contact Records Hold Requester to clarify scope of requested Hold.
• In collaboration with Legal Counsel, approve/authorize the Records Hold.
• Upload all information to GovQA Legal Records Holds functionality to reflect the Hold and the Estimated Date of Release.
• Route Legal Hold to Legal Counsel, the EMT, IT, Manager, and Records Coordinators in all affected Departments/Divisions along with any specific instructions.
Department/Division
Records Coordinators
• Review and file all Records Hold & Release information forwarded by GovQA portalRecords Management.
• Prior to purging files or requesting destruction of records,
cross-reference records identified to be purged or destroyed against Records Hold Requests on file. Identify documents subject to a Records Hold. Do not purge or request destruction of any documents subject to a Records Hold.
• ECMS Administrator
(IT) • The ECMS Administrator (IT) will place a Legal Hold on
relevant records in the ECMS. 5.0 PROCEDURES FOR REQUESTING RELEASE OF RECORDS DESTRUCTION HOLD RELEASE
OC..~SAN OflANGE COUNTY SANl'TATIOH Dl5TJW:T
Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL
Procedure Number: 9.0
Effective Date: 03/23/2022
Supersedes: 9/23/2020
SUBJECT: RECORDS HOLD AND RELEASE Approved by: OC San Board of Directors
Records Hold and Release 4 Adopted 03/23/2022
Responsibility Action
Clerk of the Board/Assistant Clerk of the Board
• Periodically review Records Hold & Records Hold Release information in the GovQA portal and identify Estimated Dates of Release for previously placed Records
Destruction Holds.
• If the Estimated Date of Release on a Records Hold has passed, contact the Records Hold Requester to inquire
whether release of the Hold is appropriate. If the Records
Hold Requester indicates that release of the Hold is appropriate, the Form (Records Hold & Records Hold Release Request Form), as previously submitted for implementation of the Records Hold, will be routed a
Records Hold & Release Form (Exhibit A) to the Records
Hold Requester and request completion requested. In collaboration with Legal Counsel, approve/authorize the Records Hold Release. Upon completion and submission of the Form, upload Form to GovQA and update the entry
as appropriate and notify the Record Coordinators in all
affected Departments/Divisions and provide any specific instructions. Legal Counsel, the EMT, Manager, and IT shall also be notified.
• If the Records Hold Requester indicates that release of the Hold is not yet appropriate, obtain and note the new Estimated Date of Release. Update all affected parties as indicated in the Holds process of this Procedure above.
OC..~SAN OflANGE COUNTY SANl'TATIOH Dl5TJW:T
Orange County Sanitation District RECORDS MANAGEMENT POLICY & PROCEDURE MANUAL
Procedure Number: 9.0
Effective Date: 03/23/2022
Supersedes: 9/23/2020
SUBJECT: RECORDS HOLD AND RELEASE Approved by: OC San Board of Directors
Records Hold and Release 5 Adopted 03/23/2022
Responsibility Action Department/Division Records Coordinators
• Review Records Hold Release Form information forwarded by the Assistant Clerk of the Board.
• Identify documents within scope of the Records Hold Release and remove any notation of prior Hold. Any transitory records or records falling within the scope of the
Records Hold Release may be purged or destroyed,
following the appropriate process.
• The ECMS Administrator will manually release the Hold in
the ECMS.
ECMS Administrator (IT) • The ECMS Administrator (IT) will release the Hold in the ECMS.
OC..~SAN OflANGE COUNTY SANl'TATIOH Dl5TJW:T
Records Hold & Records Hold Release Request Form
This form is for the purpose of both a Records Hold request and related Records Hold Release request.
Records Hold Request: When specific types of records have been identified as needing to be held and disposal suspended, complete
the Records Hold Request section of this form and send to Records Management. Records Management will return the completed form to the Requester for use, when appropriate, for the Release request. Division Number: Retention Number: Record Series/Record Type to Hold, Including Description:
Record Dates: Reason for Hold (Select All That Apply):
RIM Hold Litigation Audit Tax Purposes
Department/Division Hold Historical RRS Change Public Records Request
Other (Describe):
Estimated Date of Records Hold Release:
Requester’s Name & Signature:
Name (Print) Signature Date Hold Authorization: Legal Counsel Name & Signature:
Name (Print) Signature Date Records Management Name & Signature:
Name (Print) Signature Date
For completion by Records Management
Date Hold Entered in GovQA:
Name of Records Coordinator & Date Informed of Hold:
Name of Manager & Date Informed of Hold:
Name of IT Staff & Date Informed of Hold:
OC 6 SAN
ORANGE COUNTY SANITATION DISTRICT
□ □ □
□ □ □ □ □ □
Records Hold & Records Hold Release Request Form
This form is for the purpose of both a Records Hold request and related Records Hold Release request. Records Hold Release Request:
This section should be completed and submitted when the records identified above (Records Hold Request section) no longer need to be held. Send the completed form to Records Management. Records Management will return the completed form to the Requester. Reason for Release (Select All That Apply):
RIM Release Litigation Concluded Audit Completed Tax Purposes Met
Department/Division Release Historical Needs Met
RRS Chang Completed Public Records Request Completed
Other (Describe):
Date of Records Hold Release: Requester’s Name & Signature:
Name (Print) Signature Date
Hold Authorization: Legal Counsel Name & Signature:
Name (Print) Signature Date Records Management Name & Signature:
Name (Print) Signature Date
For completion by Records Management
Date Release Entered in GovQA:
Name of Records Coordinator & Date Informed of Release:
Name of Manager & Date Informed of Release:
Name of IT Staff & Date Informed of Release:
OC 6 SAN
ORANGE COUNTY SANITATION DISTRICT
□ □ □ □
□ □ □ □
□
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
DW001 LO
DW002 LO H
DW003 NN
DW005 S+5 EL, P
DW006 CU+2 H
Historical Records:
Photos, Slides Used by O&M, Videos, Correspondence
Historical/Non-Historical determination is made by the Department Director or
Custodian of Records
Business value for LO retention
Non-Historical Photos & Videos
Historical/Non-Historical determination is made by the Department Director or
Custodian of Records
GC §53161 GC §60201(d)(11); SOS C-23, SOS C-19
Longer retention period required by SOS C-19
aplied to all records in this Record Type
Speeches and Non-Marketing Related Presentations & Supporting Documents (Includes
PowerPoints)Presentations Not Made at Board/Committee Meetings
Incorporates previous DW004
SOS C-24
Some records may be kept for historical value
Reference Files (Not Incorporated in Any Other RRS Record Type):Equipment Manuals, Process Workflows, Budget Planning Documents, Training Material,
Standby Assignments/Stormwatch, Department/Divison Policies & Procedures (If Not
Specified Elsewhere in the RRS)
Districtwide
Record Series / Record Type Retention Citations / Comments
Published Articles Written/Contribution by OC San Staff SOS C-24, SOS C-40
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State
United States Code
Historical Tapes
Vital
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations
Code of Federal Regulations
Government Code (California)
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
Confidential
CU Current Year (Calendar or Fiscal As Appropriate)
Media Types
CD
Expired or Expiration
Special Storage Consideration
1 Districtwide Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
BSD001 LO EL, P
BSD002 LO EL, P
BSD003 LO V EL, P
BSD004 LO V EL, P
BSD005 LO EL, P
BSD006 CU+2 EL, PBids - Unsuccessful Unaccepted (Board ApprovedReviewed)
Includes unsuccessful and rejected bids GC §34090, GC §60201(d)(6); GC §602010(d)(11); SOS C-30
Bids - Awarded (Board Reviewed)GC §60201(d)(6); SOS c27, SOS C-30
Board Services
Record Series / Record Type Retention Citations / Comments
Affidavits of Publications Notices GC §54960.1(c)(1); SOS C-22, SOS C-23
Required retention is CU+2; business value for LO retention
Board and Committee Meeting Agenda Packets and Meeting-Related Materials:
Agenda, Agenda Reports & Attachments, Presentations, GM Monthly Report GC §34090; SOS C-22, SOS c42
Agreements & Contracts, Political & Outside Jurisdictions/Agencies:Cooperative Agreements, JPAs (Joint Powers Authorities), JFAs (Joint Finance Authorities), Interagency, Reimbursement Agreements GC §60201(d)(1), GC §60201(d)(9)
Annexation Files GC §34090, GC §60201(d)(1); SOS C-28
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
3 Board Services Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
-
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Board Services
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
BSD007 T+10 EL, P
BSD008 T+7 EL, P
BSD009 LO V EL, P
BSD011 EX+5 EL, P
BSD012 LO V EL, P
BSD013 LO V EL, P
Land Records:Easements, Grant Deeds, Quit Claim Deeds, Abandonments, Condemnations, Real Estate Purchase & Sale, Property Agreements, Encroachment Permits, Etc.GC §34090(a), GC §60201(d)(8)
Purchasing, Contracts & Agreement Files - Capital Improvement Projects (CIP) & Non-CIP -
Committee or Board Approved:
Includes Authorization Documents; Change Orders; Amendments; Notices; Published Invitation for Bid (IFB) Documents, including Specifications & Drawings, Solicitation Addenda and Bulletins Issued; Notices of Intent to Award; Notices of Award; Notices to Proceed; Notices of Completion; Property & Other Lease Agreements
CCP §335, CCP §337, CCP §337.15; GC
§4000; H&S §19850; SOS C-22, SOS C-27, SOS C-30
Ethics Training:Sexual Harassment Board Only, Ethics Training Board & Employee GC §53235.2(b)
Formation Files GC §60201(d)(1)
Board Administration Files:Loyalty Oaths, Election Records, Directors Lists, Contact Information GC §34090(d)(1); PC §801.5 22; SOS C-18; 29 USC §1113
Conflict of Interest (FPPC Filings)GC §81009(e); SOS C-18
4 Board Services Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
--
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Board Services
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
BSD014 LO EL, P
BSD015 CL+6 EL, P
BSD016 LO V EL, P
BSD017 LO V EL, P
BSD018 LO EL, P
BSD019 LO V EL, PResolutions GC §34090, GC §60201(d)(2)
Meeting Minutes:Board & Board Committees GC §60201(d)(3)
Ordinances GC §60201(d)(2)
Recorded Project Documents:Notices of Completion, Easements, Deeds, etc.GC §60201(d)(8); SOS C-26
Legal Opinions SOS C-23; GC §6254
Litigation Files GC §60201(d)(4)
5 Board Services Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Board Services
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
BSD020 LO EL
BSD021 CU+3 EL, P
BSD023 CL+2 EL, P
BSD024 LO EL, P
BSD025 LO EL, P
BSD026 LO EL, PRecords Destruction Records:Approvals, Certificates, Requests SOS C-23
Public Records Act Requests GC §60201(d)(5); SOS C-23
Grand Jury Reports/Responses GC §60201
Records Retention Schedules CCP §343; SOS C-23
Schedules are superseded when updated
Tapes & Digital Recordings (Audio & Video):Board or Committee Meetings
GC §54953.5(b)
Minimum retention 30 days or until adoption of the minutes per Brown Act
Director Communications:
General Board Correspondence PC 801.5 22; 29 USC §1113
6 Board Services Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Board Services
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
BSD027 S+3 EL, P
BSD028 LO H EL, PPublic Records Act Requests Log
Required retention is the same as BSD023
(CL+2); business value in LO retention; no
additional, specific citations
Records Management Annual Audits:Inventory, Storage, Destruction SOS C-23
7 Board Services Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
CPM001 LO EL, P
Contracts, Purchasing, and Materials Management
Record Series / Record Type Retention Citations / Comments
Purchasing, Contracts & Agreement Files - Capital Improvement Projects (CIP) - Not Committee or Board Approved:Includes Insurance Certificates; Authorization Documents; Change Orders; Amendments; Notices; Pre-Award Bid/Proposal Package; Bid/Proposal Evaluation Materials; Protest
Documents; Project Documents; Published Invitation for Bid (IFB) Documents, including
Specifications & Drawings, Addenda and Bulletins Issued, Bid Requirements Form, Question
& Answer Logs, Outreach Materials, Evaluator Certifications, Responsiveness & Responsibility Review Documents (Safety, Finance, Experience Requirements), Clarification Requests & Responses, and Bid/Proposal Evaluation Memorandum; Notice of Award Recommendations; Protest and Associated Documents; Determination on Protests; Appeals; Determination of Appeals; Preliminary Notices; Stop Notices; Notices of Completion; Property & Other Lease
Agreements
For Purchasing, Contracts & Agreement Files that are Committee or Board approved,
please see BSD009
CCP §335, CCP §337, CCP §337.15; GC
§4000; H&S §19850; SOS C-22, SOS C-27,
SOS C-30
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
8 Contracts, Purchasing, and Materials Management Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Contracts, Purchasing, and Materials Management
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
CPM002 CL+7 EL, P
CPM003 LF C, VEscrow Bid Documents
CCP §337.15
Unsuccessful Escrow Bid Documents are
returned to Contractor after Contract is
awarded. The Escrow Bid Documents for the
Awarded Contractor are returned at the end of
the life of the facility (business preference to
retain these documents longer than required
by §CCP 337.15, which indicates CL+10). OC
San acts as a temporary custodian of the
documents, which remain the property of the
bidders.
Purchasing, Contracts & Agreement Files - Non-CIP Projects - Not Committee or Board Approved:Includes Insurance Certificates; Authorization Documents; Change Orders; Amendments;
Notices; Pre-Award Bid/Proposal Packages; Bid/Proposal Evaluation Materials; Protest
Documents; Project Documents; Published Invitation for Bid (IFB) Documents, including
Specifications & Drawings, Addenda and Bulletins Issued, Bid Requirements Form, Question & Answer Logs, Outreach Materials, Evaluator Certifications, Responsiveness & Responsibility Review Documents (Safety, Finance, Experience Requirements), Clarification Requests & Responses, and Bid/Proposal Evaluation Memorandum; Notice of Award Recommendations;
Protest and Associated Documents; Determination on Protests; Appeals; Determination of
Appeals; Preliminary Notices; Stop Notices; Notices of Completion; Property & Other Lease
Agreements
For Purchasing, Contracts & Agreement Files that are Committee or Board approved,
please see BSD009
CCP §335; SOS C-22, SOS C-30
9 Contracts, Purchasing, and Materials Management Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Contracts, Purchasing, and Materials Management
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
CPM005 LO EL, P
CPM008 CL+4 EL, P
CPM009 CL+1 CU+2 EL, P
CPM019 LO V EL, P
CPM020 LO EL, P
Procurement Card Documentation:Reconciliation (Receipts/Activity in Chase Portal), Requisition Credit Card Purchases, Reports, Agreements, Correspondence SOS C-29, SOS C-30
Certificates of Insurance CCP §337.15; SOS C-24
Purchasing & Contracts Support Documents - CIP & Non-CIP - Committee or Board Approved:Includes Pre-Award Bid/Proposal Packages; Bid/Proposal Evaluation Materials; Project Documents; Bid Requirements Forms; Question & Answer Logs; Outreach Materials;
Evaluator Certifications; Responsiveness & Responsibility Review Documents (Safety,
Finance, Experience Requirements), Clarification Requests and Responses; Bid/Proposal
Evaluation Memorandum; Notice of Award Recommendations; Protest and Associated Documents, Determination of Protests; Appeals; Determination of Appeals; Preliminary
CCP §337, CCP §337.15; SOS C-22, SOS C-
30
Purchase Order & Requisition Files (Including Committee or Board Approved):Open Annual (OA), Open Blanket (OB), Open Purchase (OP), and Open Service (OS), Requsitions in JDE - Procurement Card Purchases CCP §337; GC §60201(d)(12); SOS C-30
Warehouse and Materials Management Records:
Sales Orders, Discrepancies, Add To Stores, Receivers, Return To Vendors (RTV), Shipping
Records, Inventories, Disposal of Surplus Assets
CCP §337; GC §34090; SOS C-29, SOS C-30
10 Contracts, Purchasing, and Materials Management Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
--
-
--
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Contracts, Purchasing, and Materials Management
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
CPM021 CU+2 EL, PBids - Unaccepted (NOT Committee or Board Approved)
Includes unsuccessful and rejected bids GC §60201(d)(11); SOS C-30
11 Contracts, Purchasing, and Materials Management Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
ENG001 LO
ENG003 CU+20
ENG004 CL+2
ENG005 CL+10
ENG006 LO
Engineering
Record Series / Record Type Retention Citations / Comments
Utility Requests:Received Plans, OC San Response
Requests for Underground Utility Information (From City, Utility, Public Agency or Contractor
Working On Behalf of Same):
Original Inquiry/Plans Received, OC San Response
General Correspondence:
Internal and/or Project-Related Meeting Discussions, Correspondence, Meeting Minutes CCP §337.15
Agreements, Annexations, Land Records, Connection Permits, Encroachment Permit Supporting Documentation:Letters, Meeting Minutes GC §60201(d)(8)
CEQA Documents:
Includes Environmental Impact Reports and Addenda, Negative Declarations, Notices of Completion and Determination, Comments on Environmental Documents, Statements of Overriding Considerations, Exemptions, Technical Studies, Initial Studies, Mitigation and Monitoring Reports
14 CCR §15062, 14 CCR §15075, 14 CCR
§15094, 14 CCR §15095(c), 14 CCR §15112, 14 CCR §15208; GC §60201(d)(10); SOS C-27
City or County Plans:Specific Plan, Master Plan
GC §60201(d)(10); SOS C-26, SOS C-27, SOS C-28OC San is not the custodian of these records;
however there is a business value to the
retention of these records & 20 years has
shown to be appropriate
Special Storage Consideration
Confidential
Historical
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Tapes
Vital
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
12 Engineering Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
-
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Engineering
Record Series / Record Type Retention Citations / Comments
Special Storage Consideration
Confidential
Historical
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Tapes
Vital
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
ENG007 CL+10
ENG008 CL+10
ENG009 CL+10
ENG010 CL+10
ENG011 CL+10
ENG012 CL+10
Construction and Installation:Consultant Monthly Report, Contract Submittal, Correspondence, Gate Review, Inspection Documentation, Meeting Agendas and Minutes, Project Photos, Public Outreach, Requests and Changes (Bulletin, Contractor Cost Proposal, Delay and Schedule Analysis, Field Change
Order, Request for Change, Request for Information, Request for Proposal, Time and
Materials Report), Safety Documentation, ETAP Documents
CCP §337.15
Commissioning:
Correspondence, Gate Review, Meeting Agendas and Minutes, Project Photos, Substantial
Completion-Beneficial Use, Use Prior to Completion, Substantial Completion, Final
Completion, Testing Documentation
CCP §337.15
Closeout:Correspondence, Gate Review, Meeting Agendas and Minutes, Project Photos, Final Acceptance and Release of Retention, Warranty Documentation CCP §337.15; GC §60201(d)(12)
Project Development:Correspondence, Feasibility Study, Gate Review, Meeting Agendas and Minutes, Project Photos, Handoff Documents, Consultant Monthly Report CCP §337.15
Preliminary Design:
Correspondence, Design Submittal, Gate Review, Meeting Agendas and Minutes, PDR
Documentation, Project Photos, Public Outreach, Consultant Monthly Report
CCP §337.15
Design:
Consultant Monthly Report, Correspondence, Design Submittal, FDS, Gate Review, Meeting Agendas and Minutes, Project Photos, Public Outreach, Handoff Documents, ETAP Documents
CCP §337.15
13 Engineering Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Engineering
Record Series / Record Type Retention Citations / Comments
Special Storage Consideration
Confidential
Historical
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Tapes
Vital
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
ENG013 CL+10
ENG014 CL+10
ENG015 CL+10
ENG016 CL+10
Construction Agreement:Solicitation (Addendum and Question Answer Document, Award Document, Bid and Evaluation, Invitation for Bid Document, Meeting Agendas and Minutes, Protect Document,
Sole Source) Contract Administration (Certified Payroll, Change Order, Claims
Documentation, Conformed Contract Package, Contract Closeout, Contractor Progress
Payment, Other Agreement, Stop Notice Request-Release
CCP §337.15; GC §60201(d)(12)
Professional Service Agreement:
Solicitation (Addendum and Question Answer Document, Award Document, Meeting Agendas and Minutes, Proposal and Evaluation, Protest Document, Request for Proposal, Request for Qualification, Scope of Work, Sole Source, Statement of Qualification and Evaluation), Contract Administration (Agreement Closeout, Amendment and Reallocation, Conformed Agreement Package, Consultant Invoice)
CCP §337.15; GC §60201(d)(12)
Professional Design Service Agreement:Solicitation (Addendum and Question Answer Document, Award Document, Meeting Agendas and Minutes, Proposal and Evaluation, Protest Document, Request for Proposal, Request for Qualification, Scope of Work, Sole Source, Statement of Qualification and Evaluation), Contract Administration (Agreement Closeout, Amendment and Reallocation, Conformed
Agreement Package, Consultant Invoice)
CCP §337.15; GC §60201(d)(12)
Professional Construction Service Agreement:Solicitation (Addendum and Question Answer Document, Award Document, Meeting Agendas and Minutes, Proposal and Evaluation, Protest Document, Request for Proposal, Request for Qualification, Scope of Work, Sole Source, Statement of Qualification and Evaluation),
Contract Administration (Agreement Closeout, Amendment and Reallocation, Conformed
Agreement Package, Consultant Invoice)
CCP §337.15; GC §60201(d)(12)
14 Engineering Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Engineering
Record Series / Record Type Retention Citations / Comments
Special Storage Consideration
Confidential
Historical
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Tapes
Vital
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
ENG017 CL+10
ENG018 CL+10
ENG019 CL+10
ENG020 CL+5
ENG021 S V
Task Order:
Solicitation (Addendum and Question Answer Document, Award Document, Meeting Agendas and Minutes, Proposal and Evaluation, Protest Document, Request for Proposal, Request for Qualification, Scope of Work, Sole Source, Statement of Qualification and Evaluation), Contract Administration (Agreement Closeout, Amendment and Reallocation, Conformed Agreement Package, Consultant Invoice)
CCP §337.15; GC §60201(d)(12)
Budget Documentation:Budget Table and Schedule Documentation (Construction Schedule Documentation)CCP §337.15
CEQA Correspondence, Including Correspondence with Outside Cities/Agencies:
Includes Written and Electronic Correspondence
Incorporates previous ENG002 at the direction of Legal Counsel
14 CCR §15062, 14 CCR §15075, 14 CCR
§15094, 14 CCR §15095(c), 14 CCR §15112,
14 CCR §15208; GC §60201(d)(10); PRC
§21167.6; SOS C-27
Project-Related Permit-Related Back Up Documentation:AQMD, Army Corps of Engineers, CEQA Permits, Certification of Environmental Compliance,
Contaminated Soil Manifest, Dewatering Data, Encroachment/Right of Way, Mitigation
Measure Monitoring Reporting, Permit for Construction, RWQCB, Storm Water Compliance
Reporting, City/County Permits, CalTrans Permits, OSHA Excavation Permits, EPA, CA Dept. of Fish & Game, OCFCD Permit for Construction, Railway Permit for Construction
Original permits are retained in other RRS entries, as appropriate. Duplicate copies may
be found here for reference purposes only & are not Official Records.
Engineering Drawing:
Conformed Set Drawings
Conformed Set Drawings are superseded by Record Drawings & retained pursuant to
ENG031
SOS C-26, SOS C-44
15 Engineering Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Engineering
Record Series / Record Type Retention Citations / Comments
Special Storage Consideration
Confidential
Historical
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Tapes
Vital
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
ENG023 S+10
ENG024 LF
ENG025 LF
ENG027 LO
ENG028 LO V
Code and StandardsACI 318 - Building Code Requirements for Structural Concrete; ACI 350 - Code Requirements for Environmental Engineering Concrete Structures; ASCE 7-16 - Minimum Design Loads &
Associated Criteria for Buildings & Other Structures; ASCE 41-13 - Seismic Evaluation &
Retrofit of Existing Buildings; Greenbook - Standard Specifications for Public Works
Construction; NFPA 13 - Standard for Installation of Sprinkler Systems; NFPA 30 - Flammable & Combustible Liquids Code; NPFA 37 - Standard for the Installation & Use of Stationary Combustion Engines & Gas Turbines; NFPA 70 - National Electrical Code; NFPA 72 - National Fire Alarm & Signaling Code; NFPA 101 - Life Safety Code; NFPA 820 - Standard for Fire
Protection in Wastewater Treatment & Collection Facilities; NFPA 2001 - Standard on Clean
Agent Fire Extinguishing Systems; California Building Codes
CCP §337.15
Business reference value
Design Documentation:
Engineering Study and Analysis, Final Planning Study Report, Preliminary Design Report/Technical Memoranda, Engineering Calculations, Geotechnical and Geophysical Reports, Hazardous Materials Report, Hydrogeologic Report, Seismic Report
SOS C-19, SOS C-25, SOS C-26, SOS C-27
Construction Specialty:Electrical Test Report, Geotechnical Report, Instrumentation Testing, Materials Testing
Report, Mechanical Testing, Other Test Report, Soil Report, Structural Testing, Survey Report,
Commissioning Procedure, Inspection Daily Report and Construction Photo
SOS C-19, SOS C-25, SOS C-26, SOS C-27
Facility Reports:
CIP Annual Report, OC San Master Plan (Generated by Eng. Dept.), Strategic or Facility-Wide Planning Study Report (Seismic, Climate, Capacity, etc.)SOS C-19, SOS C-25, SOS C-26, SOS C-27
Specification Conformed:Final Record of the Precise Details and Description of the Service or Project Once Completed SOS C-19, SOS C-25, SOS C-26, SOS C-27
16 Engineering Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Engineering
Record Series / Record Type Retention Citations / Comments
Special Storage Consideration
Confidential
Historical
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Tapes
Vital
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
ENG029 S+2
ENG030 LF+5
ENG031 LO V
ENG032 LO
ENG033 LOCEQA Related Documentation Pertaining to Meeting Agendas and Meeting Minutes GC §60201(d)(3)
Facility Permits:
AQMD, Permit to Operate, CA Coastal Commission/Coastal Development, Building Permit,
Fire Department Permit
SOS C-45
Engineering Drawing:Record Drawings (Tunnel Cross-Section, Vault Detail)SOS C-26, SOS C-44
Shop Drawings SOS C-25
Connection Permit:Trunk Sewer Connection Permit GC §60201(d)(10); SOS C-29, SOS C-43, SOS C-44
17 Engineering Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
ESD001 LO
ESD002 OB+7
ESD003 LO
ESD004 CU+7
ESD006 LO
ESD009 LO
Environmental Services
Record Series / Record Type Retention Citations / Comments
Air Emissions Permitting Files (AQMD, CARB, Other):Final Permit, Testing Reports, Permit Applications, Correspondence CCP §338(k); SOS c17, SOS C-27
Biosolids Management Records:Biosolids Hauling, Use, EMS Activities 40 CFR §122.21, 40 CFR §122.41(j)(2), 40 CFR §503.17; SOS C-47
Chain of Custody - Laboratory 40 CFR §122.21(j)(4)-(6), 40 CFR §122.41(j)(2), 40 CFR §403.12(o), 40 CFR
§503.17(a)(3)(i), (a)(4); SOS C-22
Asset Specific Emission Records:
Various Equipment and Operational Information, Including Logs
Please see OMD014 & OMD016 for retention of some records within ESD002
SOS c26 SOS C-27
Compliance Program Documentation:Storm Water, SSO, Post Construction Mitigation, SSMP (WDR)40 CFR §122.41, 40 CFR Part 141, 40 CFR §141.33; SOS C-25, SOS C-27, SOS C-45
Environmental Audit Records:Conducted By OC San SOS C-42, SOS C-45, SOS C-46
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
18 Environmental Services Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Environmental Services
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
ESD010 LO
ESD011 LO
ESD012 LO
ESD013 CU+7
ESD014 CU+6
ESD015 LO
Environmental Audit Records:Conducted By Outside Parties SOS c17, SOS c27 SOS C-42, SOS C-45, SOS C-46
Interagency (Outside) Agreements and Documentation MOU GC §60201(d)(9) GC §60201(d)(1); SOS c-24
Laboratory Standard Operating Procedures SOS C-19
Laboratory Records:
Sample Preparation Records, Raw Data, Data Logs, Data Packets, QA/QC Reports, Final Processed Data, LIMS Reports, Lab Equipment Maintenance and Sterilization SOS c22, SOS c33 SOS C-46
Non Permittee Files:Inspection Reports Data, Correspondence SOS C-19, SOS C-42
OMP Field Datasheets:
Field Data and Collection Documentation, Animal Counts, Fish Collection Observations 40 CFR §141.33; SOS C-46
19 Environmental Services Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Environmental Services
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
ESD016 LO EL
ESD017 EX+6
ESD019 LO
ESD020 LO P
ESD021 CU+3
ESD022 LO H, V
NPDES Permitting Files:Final Permit, Permit Applications, Special Studies & Reports, CorrespondenceSee Special Note in ESD020
40 CFR §122.41(j)(2), 40 CFR §403.12(o); SOS C-46
Non-Hazardous Waste Waste Hauler Manifests SOS C-42
Unprocessed Instrumentation Files & Lab Reports 40 CFR §122.41(j)
Permittee Files:
Discharge Permits and Urban Runoff
40 CFR §122.41(j)(2), 40 CFR §403.12(o);
SOS C-46
Cleanup, Abatement, and Remediation of Underground Storage Tanks 23 CCR §2772; SOS C-33
Compliance and Annual Reports:Discharge Monitoring Reports (DMR), Marine Monitoring Annual Report (MMAR), Biosolids Annual ReportSpecial Note: The MMAR contains information from NPDES permits so should be used as a resource to ESD016
40 CFR §122.41(j)
20 Environmental Services Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
FAD001 CU+4
FAD002 CL+7
FAD003 CL+7 V
Financial Management and Administrative Services
Record Series / Record Type Retention Citations / Comments
Accounting Reports:Quarterly and Monthly Reports SOS A-1, SOS C-30
Accounts Payable Files:
Vendor and Contractor Invoices, Bills, Statements, Any Non-Discharged Debt
GC §60201(d)(7), GC §60201(d)(12); SOS C-29CL refers to final payment
Freeze on all FAD002 records for the
timeframe of 1/1/2010 through 12/31/2013.
Freeze until 1/1/2048 for the purposes of
fulfilling Build America Bonds IRS
requirements. OC San issued Build America
Bonds in 2010 (outstanding through 2044) for
which we are receiving a federal subsidy to
offset our interest costs. The IRS guidance
found states that all issuers should have
records retention policies that maintain bond
documents & related records (including
documents supporting the disposition of
funds) for at least the life of the bonds plus
three years (through 2047).
Accounts Receivable Files CCP §337 et seq.; GC §60201(d)(7), GC §60201(d)(12); SOS C-29
CL refers to final payment
Special Storage Consideration
Confidential
Historical
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Tapes
Vital
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
21 Financial Management and Administrative Services Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Financial Management and Administrative Services
Record Series / Record Type Retention Citations / Comments
Special Storage Consideration
Confidential
Historical
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Tapes
Vital
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
FAD004 LO H
FAD005 LO H
FAD006 S+7
FAD007 CU+6 V
FAD008 LO V
FAD009 LO H, V during
current FY
Bank Signature Cards GC §60201(d)(12)
Banking Records:Deposit Receipts, Bank Statements, Checking Account Reconciliation, Cash Transfer Report
(LAIF, Wire Transfers, and Intrabank Transfers), Adjustments - Returned Checks (NSF), ACH
Returns, Positive Pay Exceptions
SOS C-29, SOS C-30
Bonds:
Certificates of Participation, Transcripts, Disclosure Reports, Registers, Issue Records, Determination of Allocation
CCP §336(a), CCP §337.5; GC §43900, GC §53921
Annual Report - Financial SOS C-30
Audit Records:
Financial Statements, Audit Management Letters, Comprehensive Annual Financial Report
(CAFR)
SOS C-30
Budgets (Adopted)SOS -29
22 Financial Management and Administrative Services Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Financial Management and Administrative Services
Record Series / Record Type Retention Citations / Comments
Special Storage Consideration
Confidential
Historical
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Tapes
Vital
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
FAD010 CU+5
FAD011 CU+7
FAD012 LO H EL, P
FAD013 CU+7
FAD014 CU+10
FAD015 LO
Capital Facility Capacity Charges (CFCC)
CCP §337; GC §60201(d)(12); SOS C-29
Changed to LO as it is beneficial for OC San
to maintain copies of permits for fee
calculations in the future and historical
reference for fees paid for parcels
Expense Reports CCP §337; GC §60201(d)(12); SOS A-1
Financial Statements SOS c39 SOS C-29
Budgets vs. Actual:Supporting Documentation Summaries, Worksheets, Goals and Objectives, Milestones GC §34090; SOS C-29
Check Records:
Cancelled Payroll Checks, Voided Copies For Automatic Deposits, Registers, Requests for
Hand Checks & Interim Payroll Checks
CCP §337; GC §60201(d)(12); SOS C-29
Financial System:
ERP Database (JDE), Access Database, Utility Billing
Data is interrelated across platforms
The Access Database & Utility Billing is iPACS and all of the information used for billing
industrial dischargers. JDE also interfaces with Maximo for warehouse and maintenance.
SOS C-45
23 Financial Management and Administrative Services Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Financial Management and Administrative Services
Record Series / Record Type Retention Citations / Comments
Special Storage Consideration
Confidential
Historical
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Tapes
Vital
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
FAD016 LF V
FAD017 LO V
FAD018 LO V
FAD019 LO
FAD020 LO
FAD021 CL+7
Investment Records:
Investment Policy, Custodian Bank Transaction Records, Asset Detail, Asset Summary, Yield, Statements, LAIF Withdrawals/Deposits, Portfolio Withdrawals/Deposits, Stock Certificates, Treasurer’s Report, GASB 40 Report, GASB 72 Report
CCP §337; GC §34090, GC §53607; SOS C-30
Journal Entries CCP §337; SOS C-29
Local Resources Program Reports (LRP)/Water Certifications
This entry is currently being researched to determine continued use by OC San. If retention is
determined to be necessary, General Counsel can better determine Retention Length and
applicable citations.
Fixed Asset Records SOS C-29
General Ledger GC §60201(d)(12); SOS C-29
OCERS Files:Copies of OCERS Payments, Statements
29 CFR §516.6(a)(1); GC §60201(d)(12)
CL refers to final payment
24 Financial Management and Administrative Services Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Financial Management and Administrative Services
Record Series / Record Type Retention Citations / Comments
Special Storage Consideration
Confidential
Historical
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Tapes
Vital
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
FAD022 LO
FAD023 T+7 V
FAD024 CU+7
FAD025 CU+10
FAD026 CU+7
FAD027 LO
Petty Cash Records 26 CFR §1.6001-1; CCP §337; GC
§60201(d)(12); SOS A-1
Rate Studies SOS C-42
Business value for longer retention
Rebates and Refunds:
Sewer Service Fees 26 CFR §1.6001-1
OCERS Retirement Report 29 CFR §516.6(a)(1); GC §60201(d)(12)Business value for LO retention
Payroll Records (Generated from Payroll Taxes):
Timesheets; Payroll Registers and Reports; Unemployment Claims; Garnishments; Payment
of Labor Costs Including Salaries, Wages, Compensation, and Deductions For Employees, Board Members, and Contractors (DE-6 & 941 Forms - Quarterly and Annual Payroll Tax Returns)
CCP §337; 26 CFR §1.6001-1, 29 CFR
§516.5, 29 CFR §516.5(a)-(b), 29 CFR §516.6(a)(1); GC §60201(d)(12); SOS C-30; IRS Reg. §31.6001-1(e)(2); R&TC §19530
State Controller's Reports SOS C-30
25 Financial Management and Administrative Services Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Financial Management and Administrative Services
Record Series / Record Type Retention Citations / Comments
Special Storage Consideration
Confidential
Historical
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Tapes
Vital
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
FAD028 CU+7
FAD029 CU+7
FAD030 CU+7
FAD031 LO
FAD032 LO
Trial Balance Records GC §60201(d)(12); GC §60201(d)(4); SOS c22 SOS C-29
Claims (Excluding Workers Comp Claims):
Claims Against OC San/OC San Employees (Wrongdoing by OC San/OC San Employees,
Project Related Injury), Employment Claims (Wrongful Termination, Harassment, Discrimination)
SOS C-22
Redevelopment Agency (RDA) Records:Records Regarding Member Agency RDA Required Payment to OC San SOS C-29
Tax Records - Employee & Retirees:W-2's, 1099R, Annual Information Returns for Employees and Retirees
29 CFR §31.600-1(d), 29 CFR §31.605-1, 29 CFR §516.5 - 516.6; GC §60201(d)(12); SOS C-30, SOS C-29; USC §436; IRS Reg.
§31.6001-1(e)(2); R&TC §19530
Tax Records (Generated From Accounts Payable & Vendor Files):Vendor SOS C-29
26 Financial Management and Administrative Services Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
GMO001 LO H
GMO007 CU+2
GMO009 CU+2
GMO016 CU+7
Annual OC San Reports:OC San Strategic Plan SOS C-26 Business value in longer retention
Executive Management Team (EMT) Meeting Files:
Agenda, Agenda Report, Handouts SOS A-2
Travel Records SOS C-19
GM Monthly Reports
LO in BSD002 as part of Board agenda packet distribution/retention SOS C-19
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
General Manager's Office
Record Series / Record Type Retention Citations / Comments
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code
Vital
CD
Special Storage Consideration
Confidential
Historical Tapes
27 General Manager's Office Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
HRD001 LO
HRD002 CL+7
HRD003 LO
HRD004 LO V
HRD005 CL+3
HRD006 LO
Employee & Labor Relations Files:Memorandums of Understanding (MOU), Arbitration, Grievances, Union Requests, Employee Rights, Appeals, Investigations, Performance Improvement Plans (PIP), Disciplinary Actions
and Complaints, Sexual Harassment, Civil Rights
29 CFR §516.5, 29 CFR §1602.31, 29 CFR §1627.3(b)(1)(ii); GC §12946
Deferred Compensation Records:Participation Agreements 26 CFR §31.6001-1(e)(2); 26 CFR §16001-1, 29 CFR §1627.3; SOS C-30
District Benefit Contracts:
Health, Dental, Vision, Other Benefit Contracts
11 CCR §560; 28 CCR §1300.85.1; 29 CFR
§1627.3(b)(2); 29 USC §1027
EEO-4 Reports and Files:Documents Required to Generate EEO-4 Report 29 CFR §1602.30, 29 CFR §1602.31, 29 CFR §1602.32
Temporary Employees:
Hiring Documents, Tracking Spreadsheet, Request Forms
CCP §336(a); CCP §337, CCP §343; 29 CFR
§1627.3; SOS C-21
Human Resources
Record Series / Record Type Retention Citations / Comments
Classification & Compensation:Class & Comp Studies, Class Specifications, Salary Surveys, Salary Schedules, Pay Types, Reclass Requests, Desk Audits
29 CFR §1627.3; GC §60201(d)(12), GC §12946; SOS C-21
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
28 Human Resources Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Human Resources
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
HRD007
T+7
Retirees:
Death+7
V
HRD009 LO
HRD010 T+3
HRD011 T+30 Retirees: Death+30
HRD012 S+2
HRD013 T+7 V until separation
Personnel Files:Includes Application, Awards, Disciplinary Actions, Certifications, Commendations,
Employment Verifications, (pre-2011) Evaluations, Licenses, Status Change Forms, Policy
Acknowledgements, Waiver of Responsibility for Voluntary Activities, Training Records, Pay
Docs, Emergency Contacts, Change of Address, Outside Employment, Development Pay Forms, Computer Loan Forms, Tuition Reimbursement Info, Specific Rideshare Info, ResignationExcludes Medical Records which are retained in HRD011
8 CCR §3204(d)(1); 29 CFR §1602.31, 29
CFR §1627.3(b)(ii); GC §§12946; 29 USC
§1113
I-9 Forms & Self-Identification Forms 8 CFR §1274a.2(b)(2)(i)(A); 8 USC §1324a(b)(3)(B); SOS C-20
Medical Files:
Fitness for Duty, Leaves of Absence, Interactive Process, Workers Comp
Medical Files are excluded from Personnel Files which are retained in HRD013
8 CCR §3204(d)(1); 29 CFR 1910.1020; GC
§12946
Organization Charts GC §60201(d)(1) SOS C-19
Employee Benefit Plans and Programs:Health Insurance, Supplemental Life Insurance, Beneficiary Designations, Records, Repayment Agreements, Eligibility Changes, Development Pay, Rideshare
29 CFR §1602.30, 29 CFR §1602.32, 29 CFR §1627.3(b)(2); GC §12946, GC §60201(d)(12); LC §1197.5
Human Resources/ERP Database:
Electronic Records Management - JDE, Cornerstone, Workterra (Data Shared Across These
Systems/Feed Into Each Other)
29 Human Resources Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
--
--
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Human Resources
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
HRD014 CL+4 3
HRD015 T+7
HRD016 T+7
HRD017 CL+3 EL
HRD018 EX+5
HRD019 LO H ELOC San U (Formerly Known as BLAST & OCSD U) Development Records:
Research Material, Timeline SOS C-28
Background Checks:Candidate Background Checks SOS C-21
Human Resources Programs:
Rideshare, Tuition Reimbursement, Computer Loan, Development Pay
Program Details, E-forms, Payment Schedules/Tracking Spreadsheets
General Program Information Only; Employee Specific Information is Retained in
Personnel Files (HRD013)
GC §12946; SOS C-20
District Benefit Plans:Benefits Summary Plan Descriptions (Health, Dental, Vision, Other)SOS C-21
Recruitment Records:
Includes Applications, Resumes, Certifications, and Other Recruitment Related Documents;
Advertisements; Job Brochures; Test Data; Rating Sheets; Questions; Eligibility Lists;
Electronic/NEOGOV Records
Retention begins after hiring decision
2 CCR §1101, 8 CCR §11040; 29 CFR §1602
et seq., 29 CFR §1607.29, 29 CFR
§1627.3(a)(b); GC §6250 et seq., 12946, GC
§12946 37287.0(c)(2); SOS C-21
Training Program Records:
Class Attendance Sheets, Schedules, Classes Offered, Curriculum or Syllabus, Training
Materials Development (Data Shared Across These Systems/Feed Into Each Other)
SOS C-21
30 Human Resources Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
------
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Human Resources
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
HRD020 S+2 EL
HRD021 NN EL
HRD022 S+2 EL
HRD023 S EL
HRD024 LO
OC San U (Formerly Known as BLAST & OCSD U) Program Files:Minutes, Marketing Material, Program/Training Evaluations, Quarterly Reports SOS C-19
OC San U (Formerly Known as BLAST & OCSD U) Working Documents:
Member Rosters - Active & Inactive
Workers Compensation Files, Including Claims 8 CCR §14300.4, CCR §14311, 8 CCR
§15400.2; LC §110-139.6; SOS C-24
OC San U (Formerly Known as BLAST & OCSD U) Procedures SOS C-23
OC San U (Formerly Known as BLAST & OCSD U) Professional Development Articles From
External Sources
31 Human Resources Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
ITD001 T+3
ITD002 LF+2
ITD003 S+2 V
ITD004 S
ITD005 CU+2
ITD006 CL+3IT Help Desk System:Service Tickets, Change Requests and Releases SOS C-22
System and Software Documentation:
Network Design, Instruction, Licenses, License Codes, Agreements, Systems List, Permission to Directories, SharePoint Lists, Hardware and Software Documentation, Source Code, IT Manuals
GC §34090; SOS C-22
GIS (Geographic Information System) Database:
Layers
Data is interrelated across platforms
SOS C-22
Information/Activity Logs:Internet, Phone, Badge, Visitors SOS C-22
Wiring Specs and Test Results - Loop Drawings
Active until revised/rescinded/superseded SOS A-1, SOS C-22
Information Technology
Record Series / Record Type Retention Citations / Comments
Access Authorization Forms:Email Access Requests, Internet Access Requests, Mobile Devices Access
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
32 Information Technology Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Information Technology
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
ITD007 CU+4
ITD008 S+2
ITD013 S+2
ITD015 CU+1
System Log (Database):Transaction Logs, Error Logs SOS C-22
Video Surveillance Files and System Security Database
GC §53160, GC §53161
Recordings of routine video surveillance must
be retained for at least one (1) year.
Recordings of telephone and radio
communications must be retained for at least
100 days. In the event that the recordings are
evidence in any claim filed or any pending
litigation, they shall be preserved until pending
litigation is resolved. Notwithstanding the
foregoing, if written minutes or an audio
recording of the video surveillance is taken,
the video surveillance can be destroyed after
90 days. The written minutes and audio
recording can be destroyed after two (2)
years.
Network Diagrams/System Configurations/Maps/Plans GC §34090; SOS C-22
IT Asset Inventory Database:
IT Assets, Printers, Hardware, SCCM, Server Lists, Asset Explorer GC §34090 SOS C-22
33 Information Technology Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Information Technology
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
ITD016 EX+2
ITD018 NN
ITD023 CU+3
Virtual Computer Files:Replication for Disaster Recovery Purposes GC §34090.7; SOS C-22
DigSmart/DigAlert Database/Tickets (Formerly Known as USA Tickets)GC §4216.2(f)
Business value in retention
Two-Way Radio Licensing and Information:Walkie Talkies (Industry Term is HT or Handy Talkies), Vehicle Mounted Two-Way Radios,
Base Station Radios in Plant No. 1 Control Center & Plant No. 2 Operations Center, and Radio
Repeaters
Records of Services (Kept in Request to Purchase IT List), FCC License
47 CFR §951701 et seq. GC §34090
34 Information Technology Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
OMD001 2 CU+3
OMD002 CU+2 EL
OMD004 LO
OMD005 CU+30
OMD006 CU+3
OMD007 CU+2 EL
Complaint Files and Problem Reports (OPERATIONS):
Related to Organization's Operations - Odor, Noise, Call Center Complaints SOS C-42
Operations & Maintenance
Record Series / Record Type Retention Citations / Comments
Chemical Inventory Records (OPERATIONS):Delivery, Transfer, Usage, Manifest Worksheet, Inventory Logs 49 CFR §172.704 (d), 49 CFR §199.117; 49 CFR §172.201; SOS C-33
Flow Records (OPERATIONS)40 CFR §122.41(j)(2)
Logs (OPERATIONS):
Control Center Plant Operations 40 CFR §122.41(j)(2)
Logs (OPERATIONS):Operations Monthly Logs, Inspector Diaries, Control Center Visitor Logs 40 CFR §122.41(j)(2)
Monthly Reports:Operating and Status Reports, Key Performance Indicator Reports (Generated by 810)SOS C-19
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
35 Operations and Maintenance Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
-
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Operations & Maintenance
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
OMD008 S+5 EL
OMD009 CU+2 EL, P
OMD010 CU+5 EL, P
OMD011 LO EL
OMD014 OB+7 P
O&M Policies & Procedures:Guidelines, Checklists, Standard Operating Procedures SOS C-19
Operating Journals (OPERATIONS):
Alarm Summary (EL), Operations Round Sheets (EL, P), Midnight Readings (EL)GC §53161 40 CFR §122.41 (j)(2)
Operating Records (OPERATIONS):Activated Sludge (AS) Plant Reports (EL, P), Operator Schedules (P), Biosolids Hauling Tickets (P), Grit & Screening Tickets (P)40 CFR §122.41 (j)(2)
Process Data (OPERATIONS):
Monthly Summary of Operations (MSOs) [EL], Treatment Plant Operational Data (TPODs)
[EL]
40 CFR §122.41 (j)(2)
AQMD:1-Cengen Emissions Reports, 2-AQMD Round Sheets, 3-Flare Reports
Some of these records are key records to be retained for ESD002, please forward to ES
if storage becomes burdensome
CCP §338(k); SOS C-27
Cengen Emissions Reports are used as part
of Title V permitting, which is addressed in
ESD002. OMD014 needs to match ESD002
for retention as these provide adherence to
existing AQMD permit conditions.
36 Operations and Maintenance Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Operations & Maintenance
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
OMD015 LF+2 EL, P
OMD016 OB+7 P
OMD017 LF+2 EL, P
OMD018 LF+2 EL, P
OMD019 LF+2 P
OMD020 LF+2 EL, P
Pressure Vehicle CNG Tank Inspection Certification (FLEET)GC §34090; SOS C-47
DMV & State requirement
Facility Maintenance & Repair (MAINTENANCE):LOTO Audits, Underground Storage Tank Permits, Assessment & Testing Results - Data, Corrective & Preventative Maintenance Records (Job Plans, Work Orders)SOS c47 SOS C-42
Generator Operation Logs (OPERATIONS):
Fixed or Stationary
Some of these records are key records to be retained for ESD002, please forward to ES
if storage becomes burdensome
GC §34090
Logs are used as part of AQMD Title V
permitting, which is addressed in ESD002.
OMD016 needs to match ESD002 for
retention.
Vehicle Smog Check Inspection Report (FLEET)SOS A-1
DMV & State requirement
CHP Commercial Inspection:
Bit Inspection (CHP Commercial Vehicle Inspection), CHP Safety Maintenance Inspection
49 CFR §396.11(c)(2)
CHP, DMV & State requirement
Certifications: Mobile Crane, Vehicles, Equipment Calibration Certification 8 CCR §14300.33(a); LC §6429c SOS C-47
DMV & State requirement
37 Operations and Maintenance Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Operations & Maintenance
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
OMD021 CU+5
OMD022 LO
OMD023 CU+10
OMD024 CU+10
OMD026 LF+2 V
Sewer Line Maintenance Files (COLLECTIONS)40 CFR Sec. 122.41(j)(2); 40 CFR Sec.
403.12(o); SOS C-45
Vehicle Records (FLEET):Equipment Files, Maintenance, Registrations, Vehicle Titles ("Pink Slips"), Vehicle Citations
Vehicle 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
CCP §337; 8 CCR § 3203(b)(1); 49 CFR §396.21(b)(1), 49 CFR §396.3(c); GC §34090
Chain of Custody:Source Control, Split Sample 8 CCR §14300.33(a); SOS c21
Collection System Process Data (COLLECTIONS):
Pump Station, CRISP Control System Historical Data SOS C-45
Inspection Reports & Photos (COLLECTIONS):Manhole SOS C-45
38 Operations and Maintenance Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
--
---
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
PAO001 S+2
PAO002 S+5
PAO003 S+7
PAO006 LO H
PAO007 S+2
Outreach/Event File:
Tour Documentation, RSVP's, Sign-in Sheets, Other Related Information SOS C-24
Public Affairs
Record Series / Record Type Retention Citations / Comments
Education Curriculum:Sewer Science, Water Festival, Other SOS C-24
Marketing Material:Flyers, General Brochure, Marketing Brochures, Newsletters, Email Blasts, Marketing Related Presentations/PowerPoints SOS C-19
Press/Media Releases SOS C-40
SOS allows S+2; however, based on business
needs, preferred retention is LO
Publication Proofs (Ad in Adjudicated/Circulated Newspaper) (Non-Board and/or CPM
Related):General Marketing SOS C-24
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
39 Public Affairs Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Public Affairs
Record Series / Record Type Retention Citations / Comments
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
Special Storage Consideration
Confidential
Historical Tapes
Vital
PAO008 S+2
PAO009 LO H
PAO010 LO
PAO011 S+2
PAO012 LO H
Social Media Archiving:
Facebook, Twitter, YouTube, Instagram
PageFreezer provides services; Board Services manages
SOS C-22
Annual Reports:OC San Annual Report, Public Affairs Strategic Plan, Legislative Plan
All items taken to the Board for approval (annually, every two years)
SOS C-19
Website Content Archiving
PageFreezer provides services; Board Services manages SOS C-22
Employee Events:
Agency Awards, Recognitions, Announcements
Legal advice is S+2; however, based on
business needs, preferred retention is LO
Legislative Files:Letters of Support, Opposition
SOS C-28
Legal advice is S+2; however, based on
business needs, preferred retention is LO
40 Public Affairs Adopted: XX/XX/2022
OC ~SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
RMS002 CU+5 C
RMS003 CU+2
RMS004 LO
RMS006 LF
RMS007 T+30 C
RMS008 LO
Special Storage Consideration
Confidential
Historical Tapes
Vital
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Emergency Exercises & Drills, After Action Reports 29 CFR §1910.119(g), 29 CFR §1910.120(q);
SOS C-41
Risk Management and Safety
Record Series / Record Type Retention Citations / Comments
DOT Random Drug & Alcohol Test Records 49 CFR §199.117; 9 CFR §382.401, 29 CFR §1627.3(b)(v); GC §12946
Emergency Response:Response & Disaster Recovery Files, Emergency Operations Center Activiation Notifications & Records 29 CFR §1910.119(g), 29 CFR §1910.120(q)
Industrial Hygiene & Safety Files - Location:
Hazard Assessments, Site Assessments, Industrial Hygiene Reports, Surveys, Audits 8 CCR §3204; 29 CFR §1910
Medical Files - Occupational:Fit Testing 8 CCR §3204; 29 CFR §1910
OSHA Compliance Records:Citations, Appeals Related, Correspondence
OSHA 300 & 301 Logs retained in RMS012
29 CFR §1904.4; OMB 1220-0029; SOS A-2
41 Risk Management and Safety Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Special Storage Consideration
Confidential
Historical Tapes
Vital
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Risk Management and Safety
Record Series / Record Type Retention Citations / Comments
RMS010 CU+4
RMS012 CU+7
RMS014 CL+7
RMS015 LO
RMS016 CU+5
RMS017 CU+5 P
Risk & Safety Committee and Meeting Documents 8 CCR §3203Retention aligns with Voluntary Protection
Program (VPP)
OSHA Logs:
300 & 301 Logs
8 CCR §14300.33(a); 29 CFR §1904.33, 29
CFR §1904.44; LC §6429c
Accident & Incident Records CCP §338; CFR §1904.6; SOS C-24
Asbestos & Lead Abatement Records CCR §1529(n)6
Hazardous Materials Records:Business Plans, Hazardous Materials Inventory, Disclosures 40 CFR §122.21(p), 40 CFR §122.41
Calibration Gas Detectors Annual Recertification 8 CCR §14300.33(a); 29 CFR §1904.33, 29 CFR §1904.44; LC §6429c
42 Risk Management and Safety Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Special Storage Consideration
Confidential
Historical Tapes
Vital
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Risk Management and Safety
Record Series / Record Type Retention Citations / Comments
RMS018 CU+4
RMS019 LO
RMS020 LO
RMS021 LO
RMS024 CU+7
RMS025 LO
Confined Space Records & Entries
8 CCR §5157(e)(6); 5157(d)(14); 29 CFR 1910.146(e)(6), 40 CFR §122.41(j)(2); GC §3400, GC §53161; SOS C-42
Retention aligns with VPP
Hazardous Waste Records:Manifests, Disposals, Recyclable Non Hazardous Waste Material, Batteries, etc.
22 CCR §66262.40(a), 22 CCR §66264.71(b)(6), 8 CCR §3204(d)(1), 26 CCR §22-64470(a); 40 CFR §122.41(j)(2), 40 CFR
§141.33(b); GC §12946; SOS C-33, SOS C-47
HazMat Permits, Environmental Health Permits:
Bulk Chemicals, Fire, Battery Storage
Safety Data Sheets (SDS)8 CCR §5194; 29 CFR §1910
Training Records - Safety:Rosters, Syllabus, Schedule, Curriculum Material Only
SOS C-21
Applies to paper records
Training Database
43 Risk Management and Safety Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
--
---
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Special Storage Consideration
Confidential
Historical Tapes
Vital
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Risk Management and Safety
Record Series / Record Type Retention Citations / Comments
RMS026 LO
RMS027 CU+4
RMS028 S
RMS029 4
RMS030 T+30
RMS032 CU+4
Radiation License & Disposal Records 17 CCR §30293
Job Site Safety Analysis (JSSA), Job Hazard Analysis (JHA), Hot Work Permits
29 CFR §1904.6, 29 CFR §1910.132, 29 CFR
§1910.252; OMB 1218-0176
Retention aligns with VPP
Vehicle Inspection & Equipment Checks Files:Daily Safety Checks, Pre-Starts, Commercial Vehicle Pre-Starts and Forklift Inspections, Pre-
Trip Inspections, CHP Inspections, Daily Vehicle Inspections, Daily Equipment Checks
49 CFR §396.11(c)(2), 49 CFR §396.21(b)(1)
PPE Assessments 29 CFR §1910.132
Lock Out Tag Out Audits (LOTO)
29 CFR §1910.147(c)(6), 29 CFR
§1910.147(c)(7), 29 CFR §1910.147(f)(2)
Retention aligns with VPP
Industrial Hygiene & Safety Files - Personnel:Industrial Hygiene Reports - Air Sampling, Noise Testing and Workplace Contaminants 8 CCR §3204(d)(1)(B); 29 CFR §1910.1020; GC §60201
44 Risk Management and Safety Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT
CCP CL
CCR
CFR
GC EX
H&S LF
IRS LO
LC NN
PC OB
PRC S
OMB T
R&TC
SOS
USC CD
EL Electronic
FD Floppy Disk
C P Paper
H TA
V
Retention Number
Retention
Length
(Years Unless
Specified)
Special Storage Consideration Media Type
Special Storage Consideration
Confidential
Historical Tapes
Vital
This Records Retention Schedule (RRS) pertains to any and all Official Records of OC San regardless of Media Type
and is adopted in compliance with GC §60201 and additional specific citations as noted.
Public Records Act requests, litigation, audits, claims, and investigations may suspend the stated retention periods and notification of such will be made. As stated in OC San's Records Retention Policy, authorization and proper destruction methods are required prior to destroying all Official Records, regardless of Media Type. When original records have reached their retention length, all copies and duplicates must be destroyed, along with the original, regardless of Media Type.
Copies/duplicate records shall be determined as "duplicate" or "copy" in conjunction with Records Management. Upon
determination by Record Management that a record is a duplicate or copy, OC San may destroy the duplicate record if the
original or a permanent photographic record exists is in OC San's files (GC §60200).
Notes, preliminary drafts, and transitory records are not considered Official Records and may be destroyed without
complying with OC San's RRS (SOS 2-1030). Such records may be destroyed when no longer needed for OC San business and do not require authorization for destruction.
Official Records cannot be discarded in trash bins. They must be submitted to Records Management for secure destruction.
Labor Code (CA)When No Longer Needed
Penal Code (CA)Obsolete
Public Resources Code Superseded
Office of Management & Budget Terminated
Revenue & Taxation Code
Secretary of State Media Types
United States Code CD
General Retention Schedule Information Health & Safety Code Life of Facility, Equip. or Software
Internal Revenue Service Life of Organization or Permanent
Orange County Sanitation District
Records Retention Schedule
Citation Codes Retention Codes
Code of Civil Procedure (CA)Closed or Completed
California Code of Regulations CU Current Year (Calendar or Fiscal As Appropriate)Code of Federal Regulations
Government Code (California)Expired or Expiration
Risk Management and Safety
Record Series / Record Type Retention Citations / Comments
RMS033 S V EL, PContinuity of Operations Plan (COOP) GC §60102(d)(10)
45 Risk Management and Safety Adopted: XX/XX/2022
OC 6SAN
ORANGE COUNTY SANITATION DISTRICT