R-020-24 - Adopting a Revised Records Retention Schedule and Policy for the Retention and Destruction of Obsolete Records

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CITY OF COLTON RECORDS RETENTION SCHEDULE Destruction of any City record must have City Council approval and written consent from the City Attorney, unless otherwise provided by law. (Gov.Code§ 34090.) Category of Record Description or Example of Record Legal Authority Minimum Legal Retention New commercial and residential construction, Building, Construction(Approved) tenant improvements, room additions, spas, CCP 337.15 10 years signs,block wall, remodel (including security GC 34090 bonds). Includes Final Approved Plans. Building, Inspection Correspondence, fees, appeal requests, reports GC 34090 2 years Building, Permits Permits for buildings; signs; grading; GC 34090 Until completed+2 years encroachment permits Official copy--Not to be reproduced until written permission is obtained from architect of record and current building owner (Retention GC 34090 Building Plans, As Built requirement not applicable to buildings H&S 19850, 19851 For the life of the building containing a financial institution or public utility.) Building, Signs (temporary) Home occupation, off-premise signs GC 34090 2 years Business License Annual Reports Finance GC 34090 2 years Business Licenses/Permits City issued GC 34090 While current plus 2 years Log of work related injuries & illnesses (Form LC 6410; 8 CCR Cal-OSHA 300), Annual Summary(Form 300A), Incident 14300.33 5 years reports (Form 301) California State Tax Records Forms filed annually; quarterly and year-end R&TC 19530 6 years reports R&TC 19704 Legal Authority Abbreviations CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California) CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California) CFR Code of Federal Regulations USC United States Code EC Elections Code(California) LC Labor Code(California) 8 23152.02000\42032820.2 Updated April 2024