Records Retention Schedule PDF

CITY OF OAKLAND
RECORDS RETENTION SCHEDULE

Records Retention Schedule Effective Date
The Records Retention Schedule is effective on the date shown on the attached schedule. All City agencies must comply with the
retention periods as shown.
The attached retention schedule addresses all records maintained by the City of Oakland, regardless of form or characteristics. Records in
electronic form will be retained as decribed in this schedule..
Definitions
Agency
Any agency, department, division, unit, board, commission, or other group within the City of Oakland; any individual
or organization authorized by the City of Oakland to conduct business with the City, perform duties for the City, or
provide services for the City.
Record
All recorded information, regardless of form or characteristics, made or received and maintained by an Agency or
function of the City in pursuance of its legal obligations or in the transaction of its official business.
Non-Records
The following records are considered nonrecords for records retention purposes. These records are maintained by users to assist in
performance of their duties for the City and are not considered agency business records. Non-records should not be retained any longer
than they are useful.
* Chronological files are incoming or outgoing documents filed in date order.
* Reference materials include books, magazines, newspapers, and newsletters.
* Subject files are a collection of documents on a specific topic or issue for reference only.
Note:
* Duplicates of the original, drafts where a final version exists, internal memoranda intended to be of a temporary
nature, and published documents that are not created by this organization.
This policy defines non-records for records retention purposes only. A non-record may still be a record for
purposes of the Public Records Act, litigation, discovery, subpoena, or government investigation purposes and,
therefore, disclosable.
Administrative Records Common to All Agencies

The following records are maintained by each agency as working files and are not considered the official record for the City of Oakland,
unless otherwise noted. Each record type includes all records related to the particular function or category.
Record
Official Recordkeeper
Accounting
Bank Statements
Budget
Cash Receipts
Contracts &
Agreements
Expense Reports
Grants
Inventories
Loans
Payroll
Personnel
Policies &
Procedures
Purchasing &
Supplies
Financial Services
Financial Services; individual agencies where applicable
City Manager
City Clerk; individual agencies working with contractors, consultants, or businesses providing services or goods
8/1/2012
Financial Services
Financial Services [original only]; individual agencies where applicable
Financial Services [original only]; individual agencies where applicable
Personnel Services; Financial Services
Personnel Services
Maintained by each agency where applicable
Purchasing except for items less than $5000
Office of the City Clerk, Records Management Division
Page 1 of 40
CITY OF OAKLAND
Strategic
Planning, Goals
& Objectives
Time Sheets
Training
Maintained by each agency
Maintained by each agency for its employees

Personnel; individual agencies where applicable
Retention Schedule Field Descriptions

Functions/File Categories
Number
A unique number assigned to the record type to identify the record on all storage transmittals and box labels, and to be
referenced on all destruction order resolutions by the City Council. If a unique number has not been assigned, the
records will not be accepted at the commercial offsite storage facility.
Description
Each file category listed would include all records related to the specific function and are subject to the same retention.
For example, Payroll would include all documents, reports, and forms related to the payroll function.
Retention Trigger
The retention trigger is the activity that must occur to start or trigger the retention period. The retention trigger key legend precedes the
schedule.
Retention Period
There are three types of retention periods for each record, as follows:
Agency
This is the time period established by the Agency for operations purposes.
Legal
This is the time period required by federal, state, or local government law.
Audit
This is the time period established by the City Auditor for potential or required audits.
The number shown after the retention trigger key is the number of years the record is to be retained after the retention period is triggered.
For example:
DATE+5
The date of a particular event or occurrence, i.e., the date an inspection is done, the date a report is issued, are both
events. The retention of these records is 5 years from the date of the event.
With the exception of IND, PERM, and PERP, if no number follows the retention trigger key, the records are to be destroyed within one
year. For example:
TERM
As soon as an employee terminates, all unofficial personnel records are destroyed, unless otherwise noted, as the
Personnel agency is the official recordkeeper for these records.
Disposition
The retention period shown is the total retention period; records are destroyed at the end of this retention period unless destruction has
been suspended due to legal or audit considerations. Records subject to a pending request by a Public Records Act request,
litigation discovery, subpoena, or government investigation may not be destroyed without specific authorization by the City
Attorneys office.
Records that may have historical or archival value to the City at the end of the retention period are designated HIST on the schedule and
should be reviewed by the agency prior to destruction.
Citation
Most citations are from State of California, Local Government Records Management Guidelines, Attachment C;
http://www.ss.ca.gov/archives/locgov/localgovrm3.pdf
The citation shown is the justification for the Legal retention period shown on the schedule. The citation key legend precedes the
schedule.
8/1/2012
Page 2 of 40
CITY OF OAKLAND
Retention Trigger Key

BOND
BUD
CAL
CLS
COMP
DATE
DEC
DISC
ELIM
EQUIP
FAC
FY
GRANT
IND
LOAN
PERM
PERP
SFY
SOL
SY
SUP
TERM
TERMS
When bond matures

Budget cycle
Calendar year
Current legislative session
When complete, closed, ended, expired, resolved, or other similar
Date of an event or occurrence
Active until no beneficiary or active until individual affected is deceased
Date of discharge
Until eliminated
Life of the equipment
Life of the facility
Fiscal year
End of grant
Indefinite; review retention period every 10 years; if retention period is changed, all records eligible under the new
retention period can be scheduled for destruction
End of loan
Permanent; not to be scheduled for destruction
Perpetual
State of California fiscal year
Statute of Limitations
School year
Current until superseded
Active until employee terminated, until a participant in a City program is terminated, or any other relationship with the
City is terminated.
Per terms of the grant or loan.
Citation Key
CPSR
GC
OMC
PC
SOS
UFC
US CRF
California Playground Safety Regulation

Government Code, State of California
Municipal Code, City of Oakland
Penal Code, State of California
Secretary of State, State of California, Local Government Records Management Guidelines, Attachment C
Uniform Fire Code
United States Code of Federal Regulations
Laws Regarding Records That Apply to Local Governments

Ralph M. Brown Act, GC 54950 et seq
California Public Records Act, GC 6250-6277
Oakland Sunshine Ordinance, OMC Title 2, Chapter 2.20
8/1/2012
Page 3 of 40
CITY OF OAKLAND
ADMINISTRATIVE: SERIES 1000
FUNCTION/FILE CATEGORIES
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
1100
1101
1102
1103
1104
1105
1106
1107
1108
1109
1110
1111
1112
1113
1114
1114
1115
Administrative
Accounting
Bank Statements
Budget
Cash Receipts
Contracts & Agreements [Less than $15,000]
Expense Reports
Grants
Inventories
Loans
Payroll
Personnel
Policies & Procedures
Purchasing & Supplies
Agency Strategic Planning, Goals & Objectives
Time Sheets
Training
FY
FY
BUD
FY
COMP
FY
GRANT
SUP
LOAN
FY
TERM
SUP
FY
FY
FY
TERM
FY
FY+2
BUD
FY+2
COMP+2
FY
GRANT
SUP
LOAN
FY
TERM
SUP+2
FY
FY+2
FY+2
TERM
FY
FY+2
BUD
FY+2
COMP+4
FY
GRANT
SUP
LOAN
FY
TERM
SUP+2
FY
FY+2
FY+6
TERM
FY
FY+5
BUD
FY+5
COMP+5
FY
GRANT
SUP
LOAN
FY
TERM
SUP+5
FY
FY+2
FY+5
TERM
FY
FY+5
BUD
FY+5
COMP+5
FY
GRANT
SUP
LOAN
FY
TERM
SUP+5
FY
FY+5
FY+6
TERM
GC 34090.7
GC 34090(d)
GC 34090.7
GC 34090(d)
CCP 337
GC 34090.7
GC 34090.7
GC 34090.7
GC 34090.7
GC 34090.7
GC 34090.7
GC 34090(d)
GC 34090.7
GC 34090(d)
SOS C-30
GC 34090.7
1200
1201
1202
1203
1204
Advisory Boards & Commissions

Agendas
Agenda Materials
Audio & Video Tapes & Transcripts
Minutes
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
1300
1301
1302
1303
1304
Civil Service Commission

Agendas
Agenda Materials
Minutes
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
GC 34090(e)
GC 34090(e)
1400 Civilian Police Review Board

See: City Manager
1500 Oakland Base Reuse Authority
1501 Agendas
1502 Audio & Video Tapes & Transcripts
8/1/2012
Page 4 of 40
CITY OF OAKLAND
ADMINISTRATIVE: SERIES 1000
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
1503 Legislation
1504 Agenda Materials
1505 Minutes
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
GC 34090(e)
GC 34090(e)
GC 34090(e)
1600
1601
1602
1603
1604
1605
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
8/1/2012
Planning Commission
Agendas
Agenda Materials
Minutes
Subcommittee Minutes
Page 5 of 40
CITY OF OAKLAND
CITY ATTORNEY: SERIES 2000
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
2100 Claims
2101 Claims
COMP
COMP+5
COMP+7
COMP+5
COMP+7
US 42 CFR 1983
2200 Litigation
2201 Litigation
COMP
COMP+5
COMP+7
COMP+5
COMP+7
US 42 CFR 1983
2300
2301
2302
2303
CAL
COMP
CAL
CAL+5
COMP+5
CAL+5
CAL+2
COMP+2
CAL+2
CAL+5
COMP+5
CAL+5
CAL+5
COMP+5
CAL+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
8/1/2012
Legal Advice
Advisory
Legal Issues
Legal Opinions
Page 6 of 40
CITY OF OAKLAND
CITY AUDITOR: SERIES 3000
Record
Number
3100
3101
3102
8/1/2012
Description
Audits
Financial, Management & Performance Audits
Surveys & Special Studies
RETENTION PERIOD
Retention
Trigger
PERM
PERM
Agency
PERM
PERM
Legal
PERM
PERM
Audit
PERM
PERM
Disposition
PERM
PERM
Citation
GC 34090(a)
GC 34090(a)
Page 7 of 40
CITY OF OAKLAND
CITY CLERK: SERIES 4000
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
4100
4101
4102
4103
4104
4105
4106
Administrative
Certificates of Destruction
Contracts
Contracts-Capital Improvements
Professional Service Agreements
Records Retention Schedule
Records Retention Advisory Committee [RRAC]
PERM
COMP
PERM
COMP
PERM
IND
PERM
COMP+5
PERM
COMP+5
PERM
IND
PERM
COMP+4
PERM
COMP+4
PERM
IND
PERM
COMP+5
PERM
COMP+5
PERM
IND
PERM
COMP+5
PERM
COMP+5
PERM
IND
GC 34090(e)
CCP 337
GC 34090(e)
CCP 337
GC 34090(e)
GC 34090(e)
4200
4201
4202
4203
4204
4205
4206
4207
4208
4209
4210
4211
4212
City Council
Agendas
Agenda Materials
Assessment Districts
Charter & Amendments & Measures
City Codes & Amendments
Committee Agenda Materials
Committee Agendas
Committee Minutes
Minutes
Ordinances
Resolutions
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
4300
4301
4302
4303
4304
4305
4306
4307
4308
4309
4310
4311
4312
4313
Elections
Calendar
Campaign Disclosure Statements-Candidates
Campaign Disclosure Statements-Committees
Campaign Disclosure Statements-Officeholders
Canvass
Certificates of Election
History
Lobbyist Registration
Nomination Petitions-Elected
Nomination Petitions-Not Elected
Notice of Election
Oaths of Office
Petitions
COMP
COMP
COMP
PERM
PERM
COMP
PERM
PERM
COMP
COMP
COMP
TERM
COMP
COMP+2
COMP+7
COMP+7
PERM
PERM
COMP+4
PERM
PERM
COMP+4
COMP+2
COMP+2
TERM+6
COMP+1
COMP+2
COMP+7
COMP+7
PERM
PERM
COMP+4
PERM
PERM
COMP+4
COMP+2
COMP+2
TERM+6
COMP+1
COMP+2
COMP+5
COMP+5
PERM
PERM
COMP+5
PERM
PERM
COMP+5
COMP+5
COMP+5
TERM+5
COMP+5
COMP+2
COMP+7
COMP+7
PERM
PERM
COMP+5
PERM
PERM
COMP+5
COMP+5
COMP+5
TERM+6
COMP+5
GC 34090
EC 81009
EC 81009
GC 81009(a) (g)
GC 22932; EC 17130
EC 81009(a) (d)
GC 34090
EC 81009(b)
EC 17100
EC 81009(b)
GC 34090(b)
GC 34090(e)
EC 17200; EC 17400
8/1/2012
Page 8 of 40
CITY OF OAKLAND
CITY CLERK: SERIES 4000
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
4314 Statement of Economic Interests-Elected

4315 Statement of Economic Interests-Not Elected
COMP
COMP
COMP+7
COMP+5
COMP+7
COMP+5
COMP+5
COMP+5
COMP+7
COMP+7
EC 81009(e)
EC 81009(b)
4400
4401
4402
4403
4404
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(e)
8/1/2012
Oakland Redevelopment Agency

Agendas
Agenda Materials
Minutes
Page 9 of 40
CITY OF OAKLAND
CITY MANAGER: SERIES 5000
Record
Number
RETENTION PERIOD
Retention
Trigger
Description
Agency
Legal
Audit
Disposition
Citation
5100 Americans With Disability Act [ADA] Compliance

5101 Complaints
COMP
COMP+5
COMP+2
COMP+5
COMP+5
GC 34090(d)
5150 Budget
5151 Agency Budget
5152 Budget Document
BUD
PERM
BUD+5
PERM
BUD+2
PERM
BUD+5
PERM
BUD+5
PERM
GC 34090(d)
GC 34090(e)
5200
5201
5202
5203
5204
5205
5206
Civilian Police Review Board

Agendas
Agenda Materials
Complaints
Minutes
Special Activity Permits
PERM
PERM
PERM
COMP
PERM
DATE
PERM
PERM
PERM
COMP+10
PERM
DATE+3
PERM
PERM
PERM
COMP+2
PERM
DATE+2
PERM
PERM
PERM
COMP+5
PERM
DATE+5
PERM
PERM
PERM
COMP+10
PERM
DATE+5
GC 34090(e)
GC 34090(e)
GC 34090(e)
GC 34090(d)
GC 34090(e)
GC 34090(d)
5250
5251
5252
5253
5254
5255
5256
Contract Compliance & Employment Services

[CC&ES]
Certifications
Certified Payrolls
Construction Projects
Living Wage Records
Professional Services Projects
Resident Referrals [LCERP]
COMP
COMP
COMP
COMP
COMP
COMP
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+2
COMP+2
COMP+2
COMP+2
COMP+2
COMP+2
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
5300 Equal Employment Opportunity [EEO]

5301 EEO, ADA & FEHA Claims
COMP
COMP+5
COMP+2
COMP+5
COMP+5
GC 34090(d)
5400 Intergovernmental Affairs

5401 Legislative Activities
CLS
CLS
---
---
CLS
8/1/2012
---
Page 10 of 40
CITY OF OAKLAND
CITY MANAGER: SERIES 5000
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
5450
5451
5453
5454
Information Technology
Hardware & Software Inventory & Configurations
Network Configuration & Documentation
Tapes
SUP
CAL
SUP
SUP+2
CAL+4
SUP+2
SUP+2
CAL+4
SUP+2
SUP+5
CAL+5
---
SUP+5
CAL+5
SUP+2
GC 34090(d)
GC 34090(d)
GC 34090(d)
5500
5501
5502
5503
5504
5505
KTOP
Master Control Log
Master Tapes
On Air Logs
Program Guides & Logs
Program Schedules
CAL
CAL
CAL
CAL
CAL
CAL+2
CAL+2
CAL+2
CAL+2
CAL+2
CAL+2
CAL+2
CAL+2
CAL+2
CAL+2
CAL+5
CAL+5
CAL+5
CAL+5
CAL+5
HIST
HIST
HIST
HIST
HIST
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
5550 Oakland Film Office

5551 Film Permits
CAL
CAL+5
CAL+2
CAL+5
HIST
GC 34090(d)
5600 Pedestrian Safety Project

5601 OTS Quarterly Grant Reports
GRANT
GRANT+5
TERMS
GRANT+5
TERMS
5650 Public Ethics Commission

5651 Complaint Investigations
COMP
COMP+5
COMP+2
COMP+5
COMP+5
GC 34090(d)
5700
5701
5702
5703
TERM
PERM
PERM
(1)
PERM
PERM
TERM+30
PERM
PERM
TERM+5
PERM
PERM
TERM+30
PERM
PERM
US 29 CFR 1910.1020
GC 34090(a)
8/1/2012
Risk Management
Employee Occupational Medical Records
Insurance Policies
Workers Compensation
Page 11 of 40
CITY OF OAKLAND
COMMUNITY & ECONOMIC DEVELOPMENT AGENCY (CEDA): SERIES 6000
Record
Number
6100
6101
6102
6103
6104
6105
6106
6107
6108
6109
6110
6111
6112
6113
6114
6115
6116
6117
6118
6119
6120
6121
6122
6123
6124
6125
8/1/2012
Description
Building Services
Building Permits
Building Plans
Certificates of Compliance
Clean Up/Board Up
Creek Protection Permits & Reports
Demolition
Easements
Encroachments
Geologic Reports
Grading Permits
Half-Scale Plans
Housing Advisory & Appeals Board
Landslide Reports & Maps
Maps-Parcel
Maps-Sanborn
Maps-Sewer
Path Vacation
P-Job Permits & Plans
Plans & Specifications
Public Nuisance
Release of Claims
Soils Reports
Surveys
Unreinforced Masonry
WPA Surveys
RETENTION PERIOD
Retention
Trigger
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
Agency
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
Legal
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
Audit
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
Disposition
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
Citation
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
Page 12 of 40
CITY OF OAKLAND
Record
Number
RETENTION PERIOD
Retention
Trigger
Description
Agency
Legal
Audit
Disposition
Citation
6200
6201
6202
6203
6204
6205
Economic Development
Enterprise Zone Vouchers
Loans-One Stop Capital Shop
Neighborhood Commercial Revitalization Contracts
Projects
Workforce Investment Act Contracts
COMP
LOAN
COMP
COMP
COMP
COMP+5
LOAN+3
COMP+3
COMP+5
COMP+3
PERM
LOAN+2
COMP+4
PERM
COMP+4
COMP+5
LOAN+5
COMP+5
COMP+5
COMP+5
PERM
LOAN+5
COMP+5
PERM
COMP+5
GC 34090(a)
GC 34090(d)
CCP 337
GC 34090(a)
CCP 337
6300
6301
6302
6303
6304
6305
6306
6307
6308
6309
6310
6311
6312
Housing & Community Development

Community Development Block Grants [CDBG]
CDBG Contracts & Payment Requests
CDBG Program Reports & Grant Expenditures
Community Housing Services Grants
Housing Development Loans
Housing Development Projects
Loan Applications-Denied or Withdrawn
Rehabilitation Projects
Rent Adjustment 30-Day Notices
Rent Adjustment Appeals
Rent Adjustment Cases
Residential Loans
GRANT
COMP
GRANT
GRANT
LOAN
COMP
DATE
COMP
CAL
COMP
COMP
LOAN
GRANT+5
COMP+5
GRANT+5
GRANT+5
LOAN+30
COMP+5
DATE+5
COMP+7
CAL+10
COMP+10
COMP+10
LOAN+5
TERMS
TERMS
TERMS
TERMS
PERM
PERM
DATE+2
PERM
CAL+2
COMP+2
COMP+2
PERM
GRANT+5
COMP+5
GRANT
GRANT+5
LOAN+5
COMP+5
DATE+5
COMP+5
CAL+5
COMP+5
COMP+5
LOAN+5
TERMS
TERMS
TERMS
TERMS
PERM
PERM
DATE+5
PERM
CAL+10
COMP+10
COMP+10
PERM
US 24 CFR 570.502(b)
US 24 CFR 570.502(b)
US 24 CFR 570.502(b)
US 24 CFR 570.502(b)
GC 34090(a)
GC 34090(a)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(a)
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
GC 34090(a)
GC 34090(a)
6400 Planning & Zoning

General Plan Amendments
6401 Bicycle Master Plan-1999
6402 Estuary Policy Plan-1999
6403 Historic Preservation-1998
6404 Housing Element-1992
6405 Lake Merritt Park Master Plan-2002
6406 Land Use & Transportation-Estuary Plan-1998
6407 Noise Element-1974
6408 Open Space Conservation & Recreation-1996
6409 Pedestrian Element-2002
6410 Safety Element-1974
Studies
6411 Mobile Vendor Program
6412 Second Unit Ordinance
8/1/2012
Page 13 of 40
CITY OF OAKLAND
Record
Number
6413 Sign Ordinance
8/1/2012
Description
RETENTION PERIOD
Retention
Trigger
PERM
Agency
PERM
Legal
PERM
Audit
PERM
Disposition
PERM
Citation
GC 34090(a)
Page 14 of 40
CITY OF OAKLAND
Record
Number
6414
6415
6416
6417
6418
6419
6420
6421
6500
6501
6502
6503
6504
6505
6506
6507
6508
6509
6510
6511
6512
Description
Zoning
Environmental Impact Reports [EIR]
Engineering Bonds
Landscape Bonds
Maps-Track
Oakland Cultural Heritage
Parcel Map Waivers
Public Notification Letters
Zoning Cases
Redevelopment
Real Estate
In Leases
Out Leases
Property Records
Oakland Base Reuse Authority
Base Reuse Plan
Environmental Documents
Land Transactions MOUs & MOAs
Land Transfers
Leases
Redevelopment
Business Transactions
Purchase or Sale or Property
Redevelopment Area Plans
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
PERM
COMP
COMP
PERM
PERM
PERM
PERM
PERM
PERM
COMP+5
COMP+5
PERM
PERM
PERM
PERM
PERM
PERM
COMP+2
COMP+2
PERM
PERM
PERM
PERM
PERM
PERM
COMP+5
COMP+5
PERM
PERM
PERM
PERM
PERM
PERM
COMP+5
COMP+5
PERM
PERM
PERM
PERM
PERM
GC 34090(a)
GC 34090(d)
GC 34090(d)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
COMP
PERM
PERM
COMP+10
PERM
PERM
COMP+4
PERM
PERM
COMP+5
PERM
PERM
COMP+10
PERM
PERM
CCP 337
GC 34090(a)
GC 34090(a)
PERM
PERM
PERM
PERM
COMP
PERM
PERM
PERM
PERM
COMP+7
PERM
PERM
PERM
PERM
COMP+4
PERM
PERM
PERM
PERM
COMP+5
PERM
PERM
PERM
PERM
COMP+7
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
CCP 337
COMP
PERM
PERM
COMP+7
PERM
PERM
COMP+2
PERM
PERM
COMP+5
PERM
PERM
COMP+7
PERM
PERM
GC 34090(d)
GC 34090(a)
GC 34090(a)
ACRONYMS
WPA
8/1/2012
Works Progress Administration
Page 15 of 40
CITY OF OAKLAND
FINANCE: SERIES 7000
Record
Number
7100
7101
7102
7103
7104
7105
7106
Description
Accounts Payable
1099 MISC Forms
Automobile Mileage Reimbursements
Payment Requests
Professional Development Reimbursements
Travel Authorizations & Vouchers
Tuition Reimbursements
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Citation
Disposition
FY
FY
FY
FY
FY
FY
FY+3
FY+2
FY+2
FY+2
FY+2
FY+2
FY+2
FY+2
FY+2
FY+2
FY+2
FY+2
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
7200 Administration
7201 Bond Financings
7202 Oakland-Alameda County JPA Collesium Bonds
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
PERM
GC 34090(a)
GC 34090(a)
7300
7301
7302
7303
7304
7305
7306
7307
7308
7309
7310
GRANT
GRANT
GRANT
GRANT
IND
IND
GRANT
IND
GRANT
GRANT
GRANT+5
GRANT+5
GRANT+5
GRANT+5
IND
IND
GRANT+5
IND
GRANT+5
GRANT+5
TERMS
TERMS
TERMS
TERMS
IND
IND
TERMS
IND
TERMS
TERMS
GRANT+5
GRANT+5
GRANT+5
GRANT+5
IND
IND
GRANT+5
IND
GRANT+5
GRANT+5
TERMS
TERMS
TERMS
TERMS
IND
IND
TERMS
IND
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
GC 34090(a)
GC 34090(a)
TERMS
GC 34090(a)
TERMS
TERMS
GRANT
GRANT+5
TERMS
GRANT+5
TERMS
TERMS
Grant Accounting
CDBG-Fiscal Monitoring
Cash Receipts
CDBG-Annual Grantee Performance Report
CDBG-Federal Cash Transaction Report
Comprehensive Annual Financial Report [CFRA]
Grant Contracts
JTPA-Fiscal Monitoring
Single Audit Report
WIA-Fiscal Monitoring
WIA-Schedule of Budget, Drawdowns,
Expenditures & Available Balance
7311 WtW-Schedule of Budget, Drawdowns,
Expenditures & Available Balance
8/1/2012
Page 16 of 40
CITY OF OAKLAND
Record
Number
RETENTION PERIOD
Retention
Trigger
Description
Agency
Legal
Audit
Disposition
Citation
7400
7401
7402
7403
7404
7405
Parking
Appeals
Collections
Citations
Permits
Refunds
FY
FY
CAL
CAL
FY
FY+2
FY+2
CAL+2
CAL+2
FY+2
FY+2
FY+2
CAL+2
CAL+2
FY+2
FY+5
FY+5
CAL+5
CAL+5
FY+5
FY+5
FY+5
CAL+5
CAL+5
FY+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
7500
7501
7502
7503
Payroll
Check Runs & Reports
Checks-Manual
Check-Void
FY
FY
FY
FY+2
FY+2
FY+2
FY+2
FY+2
FY+2
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
7600
7601
7602
7603
7604
Purchasing
Bid Specifications
Purchase Order Contracts
Vendor Insurance Certifications
Vendor Registration Applications
SUP
COMP
COMP
TERM
SUP
COMP+10
COMP
TERM
SUP+2
COMP+4
COMP+2
TERM+2
SUP+5
COMP+5
COMP+5
TERM+5
SUP+5
COMP+10
COMP+5
TERM+5
GC 34090(d)
CCP 337
GC 34090(d)
GC 34090(d)
COMP
COMP+3
COMP+3
COMP+5
COMP+5
OMC Title 5
FY
DATE
FY
FY+IND
DATE+5
FY+5
IND
DATE+2
FY+2
FY+5
DATE+5
FY+5
IND
DATE+5
FY+5
GC 34090(a)
GC 34090(d)
GC 34090(d)
CAL
DATE
CAL+2
DATE+2
CAL+2
CAL+2
CAL+5
DATE+5
CAL+5
CAL+5
GC 34090(d)
GC 34090(d)
DATE
COMP
FY
DATE+5
COMP+5
FY+5
DATE+2
COMP+2
FY+2
DATE+5
COMP+5
FY+5
DATE+5
COMP+5
FY+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
7700 Revenue
Audit
7701 Audits
7702 Landscape & Lighting Assessment District Refunds
7703 Lock Box Reconciliation & Error Edit Reports
7704 Reconciliation of Daily Business Tax Monetary
Activity
7705 Refunds
7706 Utility Users Tax
Business Tax
7707 Batched Documents
7708 Liens
7709 Other Taxes
8/1/2012
Page 17 of 40
CITY OF OAKLAND
Record
Number
Collections
7710 Completed Accounts
7711 Judgments
7712 Write-offs
Citywide Lien
8/1/2012
Description
RETENTION PERIOD
Retention
Trigger
COMP
DATE
DATE
Agency
Legal
Audit
COMP+5
DATE+10
DATE+3
COMP+2
DATE+2
DATE+2
COMP+5
DATE+5
DATE+5
Disposition
COMP+5
DATE+10
DATE+5
Citation
GC 34090(d)
GC 34090(d)
GC 34090(d)
Page 18 of 40
CITY OF OAKLAND
Record
Number
7713 Release of Liens
8/1/2012
Description
RETENTION PERIOD
Retention
Trigger
CAL
Agency
CAL+3
Legal
CAL+2
Audit
CAL+5
Disposition
CAL+5
Citation
GC 34090(d)
Page 19 of 40
CITY OF OAKLAND
Record
Number
7800
7801
7802
7803
7804
7805
7806
7807
7808
7809
7810
7811
7812
Description
Treasury
Arbitrage Rebate Reports
Bank Statements
Bond Transcripts
Cash Receipts
Confirmation Notices
Contract Payments
Debts
Deposit Records
Journal Vouchers
Loan Agreements
Street Bonds
Trustee Statements
RETENTION PERIOD
Retention
Trigger
BOND
FY
BOND
FY
FY
FY
BOND
FY
FY
LOAN
BOND
FY
Agency
BOND+6
FY+3
BOND+6
FY+3
FY+2
FY+3
BOND+1
FY+3
FY+4
LOAN+6
BOND+6
FY+3
Legal
BOND+10
FY+2
BOND+10
FY+2
FY+2
FY+2
BOND+10
FY+2
FY+2
LOAN+4
BOND+10
FY+2
Audit
BOND+5
FY+5
BOND+5
FY+5
FY+5
FY+5
BOND+5
FY+5
FY+5
LOAN+5
BOND+5
FY+5
Disposition
BOND+10
FY+5
BOND+10
FY+5
FY+5
FY+5
BOND+10
FY+5
FY+5
LOAN+6
BOND+10
FY+5
Citation
CCP 337.5
GC 34090(d)
CCP 337.5
GC 34090(d)
GC 34090(d)
GC 34090(d)
CCP 337.5
GC 34090(d)
GC 34090(d)
CCP 337
CCP 337.5
GC34090(d)
ACRONYMS
JPA
JTPA
WtW
WIA
8/1/2012
Joint Powers Authority

Job Training Partnership Act
Welfare to Work
Workforce Investment Act
Page 20 of 40
CITY OF OAKLAND
FIRE SERVICES: SERIES 8000
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
8100 Communications
8101 Major Incidents
DATE
DATE+10
DATE+2
DATE+5
HIST
GC 34090(d)
8200
8201
8202
8203
8204
8205
8206
DATE
TERM
TERM
DATE
TERM
TERM
DATE+7
TERM+7
TERM+7
DATE+5
TERM+5
TERM+7
DATE+2
TERM+2
TERM+2
DATE+2
TERM+30
TERM+2
DATE+5
TERM+5
TERM+5
DATE+5
TERM+5
TERM+5
DATE+7
TERM+7
TERM+7
DATE+5
TERM+30
TERM+7
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
US 29 CFR 1910.1020
GC 34090(d)
8300 Field Operations

8301 Company Journal
8302 Company Record Book
CAL
CAL
IND
IND
CAL+2
CAL+2
CAL+5
CAL+5
HIST
HIST
GC 34090(d)
GC 34090(d)
8400
8401
8402
8403
8404
8405
8406
8407
8408
8409
8410
8411
8412
8413
8414
COMP
COMP
COMP
COMP
COMP
COMP
COMP
COMP
COMP
COMP
COMP
COMP
COMP
COMP
COMP+2
COMP+2
COMP+2
COMP+2
COMP+2
COMP+2
COMP+2
COMP+2
COMP+2
COMP+2
COMP+2
COMP+2
COMP+2
COMP+2
COMP+3
COMP+3
COMP+3
COMP+3
COMP+3
COMP+3
COMP+3
COMP+3
COMP+3
COMP+3
COMP+3
COMP+3
COMP+3
COMP+3
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
PC 801
UFC 103.3.4
UFC 103.3.4
UFC 103.3.4
UFC 103.3.4
UFC 103.3.4
UFC 103.3.4
UFC 103.3.4
UFC 103.3.4
UFC 103.3.4
UFC 103.3.4
UFC 103.3.4
UFC 103.3.4
UFC 103.3.4
8/1/2012
Emergency Medical Services [EMS]

Emergency Response Medical [911] Records
EMS Certification
EMS Training
Medical Records Requests
OSHA EMS
Paramedics
Fire Prevention
Arson Investigations
Cabaret Permit Applications & Permits
Care Facility Inspections
Commercial Inspections
Evacuation Plans
Fire Alarm Plans
Hazardous Materials Permit Applications
Permit Applications & Drawings
Permit Inspections
R1 Inspections
Radioactive Material Permit Applications
Security Bar Inspections
Special Activity Applications & Permits
Sprinkler Plans
Page 21 of 40
CITY OF OAKLAND
FIRE SERVICES: SERIES 8000
Record
Number
Description
8415 Tank Permit Applications

8416 Vegetation Management Inspections
8500 Office of Emergency Services [OES]
8501 California Accidental Release Program Reports
8502 Emergency Plans
Hazardous Materials
8503 Hazardous Materials Plans
8504 Hazardous Materials Program Billing
8505 Hazardous Waste Generation
8506 Local Oversight Programs
8507 Onsite Waste Treatments
8508 Stormwater Inspections
8509 Underground Storage Tank Permits
8510 Underground Storage Tanks
8511 Volunteers
8600
8601
8602
8603
Support Services
Fire Station Equipment Maintenance Reports
Master Equipment Inventory Records
State Quarterly Fuel Tax Reports
8700 Training
8701 DMV Records
8702 Training Records
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
COMP
COMP
COMP+2
COMP+2
COMP+3
COMP+3
COMP+5
COMP+5
COMP+5
COMP+5
UFC 103.3.4
UFC 103.3.4
PERM
IND
PERM
IND
PERM
IND
PERM
IND
PERM
IND
US 40 CFR 122.21
GC 34090(a)
FY
DATE
FY
PERM
FY
FY
SUP
PERM
SUP
FY+3
DATE+2
FY+3
PERM
FY+10
FY+3
SUP+5
PERM
SUP
FY+2
DATE+2
FY+10
PERM
FY+10
FY+2
SUP+2
PERM
SUP+2
FY+5
DATE+5
FY+5
PERM
FY+5
FY+5
SUP+5
PERM
SUP+5
FY+5
DATE+5
FY+10
PERM
FY+10
FY+5
SUP+5
PERM
SUP+5
GC 34090(d)
GC 34090(d)
US 40 CFR 122.21
GC 34090(a)
US 40 CFR 122.21
GC 34090(d)
GC 34090(d)
GC 34090(a)
GC 34090(d)
CAL
EQUIP
CAL
CAL+1
EQUIP+3
CAL+1
CAL+2
CAL+2
CAL+2
CAL+5
EQUIP+5
CAL+5
CAL+5
HIST
CAL+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
RET
RET
RET+1
RET+1
RET+2
RET+2
RET+5
RET+5
RET+5
RET+5
GC 34090(d)
GC 34090(d)
ACRONYMS
OSHA
8/1/2012
Occupational Safety & Health Administration
Page 22 of 40
CITY OF OAKLAND
HUMAN SERVICES: SERIES 9000
Record
Number
RETENTION PERIOD
Retention
Trigger
Description
9100 Head Start Program

Child Care Food Program [CCFP]
9101 Center Summary Monthly Reports
9102 Child Eligibility Applications
9103 Child Special Nutrition Services Records
9104 CIF Renewal Application-Approved
9105 Claim Reimbursement Monthly Reports
9106 Cycle Menus
9107 Site Application Records-Approved
Children
9108 1st, 2nd, & 3rd Year Children
9109 3 & 4 Years
9110 5 Years-Returning Consecutive Year [After 12/2/02]
9111 Attendance Records
Food Service
9112 Food Safety & Sanitation Records
9113 Inventory Reports
9114 Meal & Food Transport Records
9115 Ordering-Receiving List
9116 Production Worksheets
9117 Weekly Menus
General
9118 Child Outcomes
9119 Communication
9120 Community Partnership Files
9121 Facility Records, Health & Safety & Janitorial
9122 Fire Inspection Reports
9123 Head Start Center Operations
9124 In-Kind Documentation
9125 Lesson & Individualized Plans
9126 Licensing Files
9127 Meeting Minutes
9128 Memorandum of Understanding (MOU)
9129 Program Policies & Procedures
9130 Quality Control Report
8/1/2012
Agency
Legal
Audit
Disposition
SFY
SFY
TERM
SFY
SFY
SFY
FAC
SFY+5
SFY+5
TERM+5
SFY+5
SFY+5
SFY+5
FAC+5
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
SFY+5
SFY+5
TERM+5
SFY+5
SFY+5
SFY+5
FAC+5
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERM
TERM
TERM
TERM+5
TERMS
TERMS
TERM+5
TERM+5
TERMS
TERMS
TERM
SY
SY+1
SY+1
TERMS
TERMS
SY+5
SY+5
TERMS
TERMS
SFY
SFY
SY
SFY
SFY
SY
SFY+5
SFY+5
SY+5
SFY+5
SFY+5
SY+5
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
SFY+5
SFY+5
SY+5
SFY+5
SFY+5
SY+5
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
SY
SY
SY+TERM
SY
SY
SY
SY
SY
SY+SUP
SY
SY
SUP
DATE
SY+3
SY+3
SY+5
SY+3
SY+3
SY+3
SY+3
SY+3
SY+3
SY+3
SY+3
SUP+3
DATE+3
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
SY+5
SY+5
SY+5
SY+5
SY+5
SY+5
SY+5
SY+5
SY+5
SY+5
SY+5
SUP+5
DATE+5
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
TERMS
Citation
Page 23 of 40
CITY OF OAKLAND
HUMAN SERVICES: SERIES 9000
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
9131 Self Assessment Report

9132 Staff Files
9133 Training Records
DATE
TERM
SY+TERM
DATE+3
TERM+2
SY+3
TERMS
TERMS
TERMS
DATE+5
TERM+5
SY+5
TERMS
TERMS
TERMS
9200
9201
9202
9203
Linkages
Alameda County Area on Aging Reports
Clients
Targeted Case Management Reports
FY
FY
FY
FY+5
FY+5
FY+5
FY+2
FY+2
FY+2
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
9300
9301
9302
9303
Multipurpose Senior Services Program [MSSP]

California Department of Aging Reports
Clients
Vendors
FY
TERM
FY
FY+5
TERM+5
FY+5
FY+2
TERM+2
FY+2
FY+5
TERM+5
FY+5
FY+5
TERM+5
FY+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
9400
9401
9402
9403
Senior Companion & Foster Grandparent

Programs
Clients
Programs
Volunteers
FY
FY
FY
FY+1
FY+1
FY+1
FY+2
FY+2
FY+2
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
ACRONYMS
WPA
DHS
OFCY
8/1/2012
Works Progress Administration

Department of Human Services
Oakland Fund For Children & Youth
Page 24 of 40
CITY OF OAKLAND
LIFE ENRICHMENT: SERIES 10000
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
10100 Library
10101 Collections, Books, Donations & Exhibits
---
---
---
---
HIST
10200 Museum
10201 Collections & Exhibits
---
---
---
---
HIST
8/1/2012
Citation
Page 25 of 40
CITY OF OAKLAND
PARKS & RECREATION: SERIES 11000
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
11100
11101
11102
11103
11104
Aquatics
Alameda County Facility Permits & Inspections
Daily Pool Logs
Program Information Forms
Red Cross Course Records
DATE
CAL
CAL
CAL
DATE+3
CAL+2
CAL+4
CAL+3
DATE+2
CAL+2
CAL+2
CAL+2
DATE+5
CAL+5
CAL+5
CAL+5
DATE+5
CAL+5
CAL+5
CAL+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
11200
11201
11202
11203
11204
11205
Boating
American Sailing Association Certifications
Grants
US Coast Guard Auxiliary Inspections
Vessel Charter Agreements
Vessel Title & DMV Registrations
CAL
GRANT
DATE
CAL
EQUIP
CAL+5
GRANT+5
DATE+1
CAL+1
EQUIP+5
CAL+2
TERMS
DATE+2
CAL+2
EQUIP+2
CAL+5
GRANT+5
DATE+5
CAL+5
EQUIP+5
CAL+5
TERMS
DATE+5
CAL+5
EQUIP+5
GC 34090(d)
TERMS
GC 34090(d)
GC 34090(d)
GC 34090(d)
11300 Capital Improvements

11301 AsBuilts-Parks, Public Facilities & Landscaping
PERM
PERM
PERM
PERM
PERM
GC34090(a)
11400
11401
11402
11403
Feather River Camp

Health Histories-Parental Signatures of Minors
Health Services-Water Sampling Records
Nurses Daily Medical Log
FY
FY
FY
FY+3
FY+3
FY+3
FY+2
FY+2
FY+2
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
11500
11501
11502
11503
Park Maintenance
Park & Sport Field Projects
Park Supervisors Daily Work Records
Project Site Plans & Maps
COMP
CAL
DATE
COMP+1
CAL+1
DATE+20
COMP+2
CAL+2
DATE+2
COMP+5
CAL+5
DATE+5
COMP+5
CAL+5
DATE+20
GC 34090(d)
GC 34090(d)
GC 34090(d)
FY
FY
FY+2
FY+1
FY+2
FY+2
FY+5
FY+5
FY+5
FY+5
GC 34090(d)
GC 34090(d)
11600 Recreation Centers

11601 Monthly Attendance Records
11602 Participant Daily Sign-In Sheets
8/1/2012
Page 26 of 40
CITY OF OAKLAND
PARKS & RECREATION: SERIES 11000
Record
Number
11700
11701
11702
11703
11704
11705
Description
Reservations
Building Use Permits
Facility Checklists
Park Use Permits
Restroom Checklists
Weekly Schedules
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
DATE
DATE
DATE
DATE
DATE
DATE+5
DATE+2
DATE+5
DATE+2
DATE+3
DATE+2
DATE+2
DATE+2
DATE+2
DATE+2
DATE+5
DATE+5
DATE+5
DATE+5
DATE+5
DATE+5
DATE+5
DATE+5
DATE+5
DATE+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
11800 Sports Facilities

11801 Field Reservations
11802 Game Schedules-Youth, Middle School & Adult
CAL
CAL
CAL+2
CAL+2
CAL+2
CAL+2
CAL+5
CAL+5
CAL+5
CAL+5
GC 34090(d)
GC 34090(d)
11900
11901
11902
11903
11904
COMP
IND
COMP
CAL
COMP+1
IND
COMP+1
CAL+1
COMP+2
IND
COMP+2
CAL+2
COMP+5
IND
COMP+5
CAL+5
COMP+5
IND
COMP+5
CAL+5
GC 34090(d)
GC 34090(a)
GC 34090(d)
GC 34090(d)
8/1/2012
Tree Maintenance
Illegal Tree Removal
Street Tree Reports/Filed Orders
Tree Removal Permits
Tree Supervisors Daily Work Records
Page 27 of 40
CITY OF OAKLAND
PERSONNEL: SERIES 12000
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
12100
12101
12102
12103
12104
12105
12106
12107
12108
Benefits
Health & Welfare-Active Employees
Health & Welfare-Retired Employees
Heath & Welfare-Terminated Employees
Retirement-OMERS
Retirement-PERS-Active Employees
Retirement-PERS-Retired Employees
Retirement-PERS-Terminated Employees
Retirement-Police & Fire
RET
DEC
TERM
DEC
RET
DEC
TERM
DEC
RET
DEC+7
TERM+7
DEC+7
RET
DEC+7
TERM+7
DEC+7
RET
DEC+2
TERM+2
DEC+2
RET
DEC+2
TERM+2
DEC+2
RET
DEC+5
TERM+5
DEC+5
RET
DEC+5
TERM+5
DEC+5
--DEC+7
TERM+7
DEC+7
--DEC+7
TERM+7
DEC+7
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
12200
12201
Employee Relations
Labor Organization MOUs
TERM
TERM+7
TERM+2
TERM+5
TERM+7
GC 34090(d)
12300
12301
12302
Employment & Classification

Classifications
Examinations
ELIM
DATE
ELIM+5
DATE+5
ELIM+2
DATE+2
ELIM+5
DATE+5
ELIM+5
DATE+5
GC 34090(d)
GC 34090(d)
12400
12401
Human Resources Development

Employee Assistance
TERM
TERM+5
TERM+2
TERM+5
TERM+5
GC 34090(d)
12500
12501
Payroll
Payroll Records, Reports & Registers
FY
FY+5
FY+2
FY+5
FY+5
GC 34090(d)
12600
12601
Personnel
Personnel
TERM
TERM+5
TERM+2
TERM+5
TERM+5
GC 34090(d)
ACRONYMS
MOU
OMERS
PERS
OPRM
8/1/2012
Memorandum of Understanding
Oakland Municipal Employees Retirement System
Public Employees Retirement System
Page 28 of 40
CITY OF OAKLAND
POLICE SERVICES: SERIES 13000
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
13100
13101
13102
13103
13104
13105
13106
Animal Control
Animal Control Records
Bite Reports
Dangerous & Vicious Dogs
Medical Records
Pet Licenses
Problem Pet Owners
DATE
DATE
DATE
DATE
DATE
DATE
DATE+10
DATE+10
DATE+10
DATE+10
DATE+10
DATE+10
DATE+2
DATE+2
DATE+2
DATE+2
DATE+2
DATE+2
DATE+5
DATE+5
DATE+5
DATE+5
DATE+5
DATE+5
DATE+10
DATE+10
DATE+10
DATE+10
DATE+10
DATE+10
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
13150
13151
13152
13153
Canine
Canines
Handler Daily Log Books
Handler Monthly Reports
TERM
CAL
CAL
TERM+2
CAL+2
CAL+2
TERM+2
CAL+2
CAL+2
TERM+5
CAL+5
CAL+5
TERM+5
CAL+5
CAL+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
SUP
DATE
SUP+5
DATE+2
SUP+2
DATE+2
SUP+5
DATE+5
SUP+5
DATE+5
GC 34090(d)
GC 34090(d)
13200 Communications
13201 Communications Standard Operating Procedures
13202 Dispatch Cards
13250 Criminalistics
Administrative
13251 Caseload
14252 Product Proficiency Tests
13253 Testimony Records
13254 Training
Case Tracking
13255 Case Control, Case Assignment, Victim Name
13256 Drug Destruction Log
13257 Lab Number Log Book
Fingerprint Evidence
13258 Ten Prints
8/1/2012
--DATE
DATE
COMP
TERM
DATE+10
DATE+5
DATE+5
TERM+5
DATE+2
DATE+2
DATE+2
TERM+2
DATE+5
DATE+5
DATE+5
TERM+5
DATE+10
DATE+5
DATE+5
TERM+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
IND
IND
IND
IND
IND
IND
FY+2
FY+2
FY+2
IND
IND
IND
IND
IND
IND
GC 34090(d)
GC 34090(d)
GC 34090(d)
DATE
DATE+20
SOL
DATE+20
SOL
PC 800,801,802
Page 29 of 40
CITY OF OAKLAND
Record
Number
Description
13278
13279
Laboratory Reports
Drug Report File
Laboratory Case File
Latent Print Service Requests
Major Criminalistics LAB Case Notes
OCJP Cold Hit Program
OCJP Cold Hit Program Batch Number
Logs-Miscellaneous
Balance QA/QC Manual
Blood Standard Typing
Chemical Batch QC Files
Controlled Substance Reagent Quality Control Log
DNA Instrument Temperature & pH Meter Log
DNA Kit Log Binder
Drug Standard Quality Control Log
Equipment Performance
Hot Shaker Log
Pipette Calibration Binder
Serology/DNA Laboratory Clean-up Log
Thermocycler 480 Log
Thermometer Calibration Reports
Technician Reports
Homicide
NonHomicide
13300
13301
13302
13303
13304
13305
13306
13307
13308
13309
Identification
Applicants-Departmental
Applicants-NonDepartmental
Bookings-Superior Court
Clearance Letters
CORPUS Printouts
Evidence Photos-Court Orders
Evidence Photos-Solved
Evidence Photos-Unsolved
Evidence Photos-Unsolved Homicides
13259
13260
13261
13262
13263
13264
13265
13266
13267
13268
13269
13270
13271
13272
13273
13274
13275
13276
13277
8/1/2012
RETENTION PERIOD
Retention
Trigger
Legal
Audit
COMP
IND
IND
IND
IND
IND
COMP+10
IND
IND
IND
IND
IND
COMP+2
COMP+2
FY+2
COMP+2
IND
IND
COMP+5
IND
IND
IND
IND
IND
COMP+10
IND
IND
IND
IND
IND
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
SOL
SOL
SOL
SOL
SOL
SOL
SOL
SOL
SOL
SOL
SOL
SOL
SOL
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PERP
PC 800,801,802
PC 800,801,802
PC 800,801,802
PC 800,801,802
PC 800,801,802
PC 800,801,802
PC 800,801,802
PC 800,801,802
PC 800,801,802
PC 800,801,802
PC 800,801,802
PC 800,801,802
PC 800,801,802
COMP
COMP
COMP+10
COMP+3
SOL
SOL
COMP+5
COMP+5
SOL
SOL
PC 800,801,802
PC 800,801,802
CAL
CAL
CAL
DATE
DATE
COMP
IND
IND
PERM
CAL+1
CAL+1
CAL+2
DATE+2
DATE+29D
COMP+2
IND
IND
PERM
CAL+2
CAL+2
CAL+2
CAL+2
DATE+29D
COMP+2
SOL
SOL
PERM
CAL+5
CAL+5
CAL+5
DATE+5
DATE+29D
COMP+5
IND
IND
PERM
CAL+5
CAL+5
CAL+5
CAL+5
DATE+29D
COMP+5
SOL
SOL
PERM
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
Disposition
Citation
Agency
GC 34090(d)
PC 800,801,802
PC 800,801,802
PC 799
Page 30 of 40
CITY OF OAKLAND
Record
Number
Description
13310 H&S 11590 Registrants [Drug]
8/1/2012
RETENTION PERIOD
Retention
Trigger
DEC
Agency
DEC
Legal
SOL
Audit
---
Disposition
DEC
Citation
H&S 11590
Page 31 of 40
CITY OF OAKLAND
Record
Number
Description
13311 PC 290 Registrants [Sexual Offender]

13312 PC 457.1 Registrants [Arson]
13313 Photo Chemical Logs & Effluent Documentation
8/1/2012
RETENTION PERIOD
Retention
Trigger
DEC
DEC
DATE
Agency
DEC
DEC
DATE+5
Legal
SOL
DEC
DATE+2
Audit
----DATE+5
Disposition
DEC
DEC
DATE+5
Citation
PC 800,801,802
PC 457.1
GC 34090(d)
Page 32 of 40
CITY OF OAKLAND
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
13314 Photo Logs

13315 Photographic Charts
PERP
DATE
PERP
DATE+5
PERP
DATE+2
PERP
DATE+5
PERP
DATE+5
GC 34090(d)
GC 34090(d)
13350
13351
13352
13353
13354
13355
13356
13357
13358
13359
13360
13361
13362
13363
13364
Investigations
After Hearing Stay Away Orders
Assignment Cards-Call for Service
Computer Aided Dispatch (CAD) Purge Printouts
Field Contact (FC) Reports
Internal Affairs
Licenses/Permits
Police Reports-Sealed
Police Reports-Solved
Police Reports-Unsolved
Police Reports-Unsolved Homicides
Stolen Vehicle Lists (Hot Sheets)
Temporary Restraining Orders
Tow Reports
Warrants
COMP
DATE
DATE
DATE
COMP
COMP
COMP
IND
IND
PERM
DATE
COMP
DATE
COMP
COMP
DATE+2
DATE+2
DATE+2
COMP+5
COMP+2
COMP+1
IND
IND
PERM
DATE+2
COMP
DATE+2
COMP
COMP+2
DATE+2
DATE+2
DATE+2
COMP+5
COMP+2
COMP+2
COMP+2
COMP+2
PERM
DATE+2
COMP+2
DATE+2
DATE+2
--DATE+5
DATE+5
DATE+5
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
PERM
DATE+5
--DATE+5
---
COMP+2
DATE+5
DATE+5
DATE+5
COMP+5
COMP+5
COMP+5
IND
IND
PERM
DATE+5
COMP+2
DATE+5
DATE+2
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
PC 835.2(b)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
PC 799
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
13400
13401
13402
13403
13404
13405
13406
13407
Jail
Arrest Log
Booking Cards
Inmate Medical PreScreen Records
Long Term Inmate Observation Log
Nurses Treatment Log
Property Inspection Log & Property Receipts
Staff Log
CAL
CAL
DISC
CAL
DISC
CAL
CAL
CAL+2
CAL+2
DISC+1
CAL+2
DISC+1
CAL+1
CAL+2
CAL+2
CAL+2
CAL+2
CAL+2
DISC+2
CAL+2
CAL+2
CAL+5
CAL+5
DISC+5
CAL+5
DISC+5
CAL+5
CAL+5
---
CAL+5
CAL+5
DISC+5
CAL+5
DISC+5
CAL+5
CAL+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
13500 Special Duty

13501 Special Duty Unit (SDU) Statistic Sheets
CAL
CAL+2
CAL+2
CAL+5
CAL+5
GC 34090(d)
13550 Traffic
13551 Traffic Collisions-Fatal
13552 Traffic Collisions-NonFatal
PERM
DATE
PERM
DATE+5
PERM
DATE+2
PERM
DATE+5
PERM
DATE+5
SOS C-39
GC 34090(d)
13600 Training
8/1/2012
Page 33 of 40
CITY OF OAKLAND
Record
Number
RETENTION PERIOD
Retention
Trigger
Description
Agency
Legal
Audit
Disposition
Citation
13601
13602
13603
13604
In Service-Curriculum Records
Police Academy-Master Examination Roster
Police Academy-Master Training Sites & Events
Police Academy-Officer Training
SUP
COMP
COMP
COMP
SUP+10
COMP+10
COMP+10
COMP+10
SUP+7
COMP+7
COMP+7
COMP+7
SUP+5
COMP+5
COMP+5
COMP+5
SUP+10
COMP+10
COMP+10
COMP+10
GC 34090
GC 34090
GC 34090
GC 34090
13650
13651
13652
13653
Vice/Narcotics
Arrest Photos
Asset Forfeitures
Informants
COMP
COMP
TERM
COMP+3
COMP+1
TERM+10
COMP+2
COMP+2
TERM+10
--COMP+5
TERM+5
COMP+5
COMP+5
TERM+10
GC 34090(d)
GC 34090(d)
SOS C-34
13700
13701
13702
13703
Youth Services
CLASS-Felony
CLASS-Misdemeanor
Juveniles
IND
IND
IND
IND
IND
IND
IND
IND
IND
IND
IND
IND
IND
IND
IND
WIC 826(b)
WIC 826(b)
WIC 826(b)
ACRONYMS
OCJP
CLASS
8/1/2012
Office of Criminal Justice Planning State of California

Campus Life & School Safety
Page 34 of 40
CITY OF OAKLAND
PUBLIC WORKS: SERIES 14000
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
14100
14101
14102
14103
14104
14105
14106
14107
Construction & Field Services

Benchmark Records
CIP Construction Management Projects
Materials Testing Reports
Monuments
Nuclear Gauge Records
Project Surveys
Survey Field Book
PERM
COMP
COMP
PERM
PERM
COMP
PERM
PERM
COMP+5
COMP
PERM
PERM
COMP
PERM
PERM
COMP+2
COMP+2
PERM
PERM
COMP+2
PERM
PERM
COMP+5
COMP+5
PERM
PERM
COMP+5
PERM
PERM
COMP+5
COMP+5
PERM
PERM
COMP+5
PERM
GC 34090(a)
GC 34090(d}
GC 34090(d)
GC 34090(a)
GC 34090(a)
GC 34090(d)
GC 34090(a)
14150
14501
14502
14503
Electrical Services
Electrical Maintenance Records
Maps & Drawings
Project Files
DATE
SUP
COMP
DATE+5
SUP +2
COMP+1
DATE+2
SUP+2
COMP+2
DATE+5
--COMP+5
DATE+5
SUP+2
COMP+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
14200
14201
14202
14203
14204
14205
14206
Engineering Design
Complaint Investigations
Contract Plans & Specifications
Design Policies & Procedures
Maps
Master Plans
Projects
COMP
COMP
SUP
PERM
COMP
COMP
COMP+10
PERM
SUP+2
PERM
COMP+10
COMP+10
COMP+2
PERM
SUP+2
PERM
COMP+2
COMP+2
COMP+5
PERM
SUP+5
PERM
COMP+5
COMP+5
COMP+10
PERM
SUP+5
PERM
COMP+10
COMP+10
GC 34090(d)
GC 34090(a)
GC 34090(d)
GC 34090(a)
GC 34090(d)
GC 34090(d)
14250
14251
14252
14253
14254
14255
14256
14257
Environmental Services
Asbestos Surveys-City Buildings
Asbestos Surveys-Code Compiance Demos
Contracts/Franchise Agreements
CWP Inspection Reports
Environmental Site Investigative Reports
Hazardous Waste Disposal Records
NPDES Permits
PERM
PERM
COMP
PERM
PERM
PERM
PERM
PERM
PERM
COMP+2
PERM
PERM
PERM
PERM
PERM
PERM
COMP+4
PERM
PERM
PERM
PERM
PERM
PERM
COMP+5
PERM
PERM
PERM
PERM
PERM
PERM
COMP+5
PERM
PERM
PERM
PERM
GC 34090(a)
GC 34090(a)
CCP 337
GC 34090(a)
GC 34090(a)
GC 34090(a)
GC 34090(a)
8/1/2012
Page 35 of 40
CITY OF OAKLAND
Record
Number
Description
14258 Requests for Proposals [RFP]
8/1/2012
RETENTION PERIOD
Retention
Trigger
FY
Agency
FY+1
Legal
FY+2
Audit
FY+5
Disposition
FY+5
Citation
GC 34090(d)
Page 36 of 40
CITY OF OAKLAND
Record
Number
Description
14300
14301
14302
14303
14304
Equipment Services
Automotive & Equiipment Parts Inventory
Shop Equipment & Tools
Vehicle Inventory Records
Vehicle Maintenance Records
14400
14401
14402
14403
14404
14405
14406
14407
14408
14409
14410
14411
14412
14413
14414
14415
14416
14417
14418
14419
14419
14419
14419
14419
14419
Facilities Management & Maintenance

Backflow Device Certifications
BiWeekly Tailgate Safety Meeting Notes
Blueprints
Boiler & Air Tank Permits
Building Machinery & Equipment
CFC Air Conditioning Use Reports
CNG Permits
Diesel Generator Air Quality Permits
Diesel Generator Tests
Elevator Inspections & Permits
Facility Access Card Requests
Gasoline Fueling Station Permits
HVAC Mechanical Inspections
Incident Reports
Kitchen Range Hood Fire System Inspections
Maintenance & Repair Permits & Closeout
Documents
Maintenance Records-Miscellaneous
Portable Fire Extinguisher Inspections
Safety Training Certifications
Security Logs
Service Requests
Tool Operating Manuals
Tot Lot-Initial Audits
8/1/2012
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
FY
EQUIP
EQUIP
EQUIP
FY+5
EQUIP+5
EQUIP+5
EQUIP+5
FY+2
EQUIP+2
EQUIP+2
EQUIP+2
FY+5
EQUIP+5
EQUIP+5
EQUIP+5
FY+5
EQUIP+5
EQUIP+5
EQUIP+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
SUP
IND
FAC
SUP
FAC
EQUIP
SUP
SUP
SUP
SUP
DATE
SUP
EQUIP
DATE
EQUIP
FAC
SUP+1
IND
FAC+1
SUP+1
FAC+1
EQUIP+1
SUP+1
SUP+1
SUP+1
SUP+1
DATE+1
SUP+1
EQUIP+1
DATE+1
EQUIP+1
FAC+1
SUP+2
IND
FAC+2
SUP+2
FAC+2
EQUIP+2
SUP+2
SUP+2
SUP+2
SUP+2
DATE+2
SUP+2
EQUIP+2
DATE+2
EQUIP+2
FAC+2
SUP+5
IND
FAC+5
SUP+5
FAC+5
EQUIP+5
SUP+5
SUP+5
SUP+5
EQUIP+5
DATE+5
SUP+5
EQUIP+5
DATE+5
EQUIP+5
FAC+5
SUP+5
IND
FAC+5
SUP+5
FAC+5
EQUIP+5
SUP+5
SUP+5
SUP+5
SUP+5
DATE+5
SUP+5
EQUIP+5
DATE+5
EQUIP+5
FAC+5
GC 34090(d)
GC 34090(a)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
COMP
EQUIP
SUP
DATE
COMP
EQUIP
SUP
COMP+1
EQUIP+1
SUP+1
DATE+1
COMP+1
EQUIP+1
SUP+1
COMP+2
EQUIP+2
SUP+2
DATE+2
COMP+2
EQUIP+2
SUP+2
COMP+5
EQUIP+5
SUP+5
DATE+5
COMP+5
EQUIP+5
SUP+5
COMP+5
EQUIP+5
SUP+5
DATE+5
COMP+5
EQUIP+5
SUP+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
Page 37 of 40
CITY OF OAKLAND
Record
Number
Description
14419 Tot Lot-Maintenance Records
8/1/2012
RETENTION PERIOD
Retention
Trigger
COMP
Agency
COMP+5
Legal
Audit
COMP+2
COMP+5
Disposition
COMP+5
Citation
GC 34090(d)
Page 38 of 40
CITY OF OAKLAND
Record
Number
14419
14419
14419
14419
14419
Description
Agency
Legal
Audit
Disposition
Citation
EQUIP
EQUIP
EQUIP
EQUIP
COMP
EQUIP+1
EQUIP+1
EQUIP+1
EQUIP+1
COMP+1
EQUIP+2
EQUIP+2
EQUIP+2
EQUIP+2
COMP+2
EQUIP+5
EQUIP+5
EQUIP+5
EQUIP+5
COMP+5
EQUIP+5
EQUIP+5
EQUIP+5
EQUIP+5
COMP+5
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
14500 Project Management & Facilities Planning

14501 Projects
COMP
COMP+5
COMP+2
COMP+5
COMP+5
GC 34090(d)
14600
14601
14602
14603
14604
14605
14606
14607
14608
Sewer Maintenance & Utility Inspection

City Contracted Sewer Abatements
Drainage Facilities
Drainage Maintenance & Operations
Flood Control-Storm Drains
Permits
Safety Certifications & Designations
Sewer Abatements
Sewer Maintenance & Operations
COMP
PERM
COMP
PERM
COMP
COMP
COMP
COMP
COMP+4
PERM
COMP+5
PERM
COMP+4
COMP+2
COMP+4
COMP+5
COMP+2
PERM
COMP+2
PERM
COMP+2
COMP+2
COMP+2
COMP+2
COMP+5
PERM
COMP+5
PERM
COMP+5
COMP+5
COMP+5
COMP+5
COMP+5
PERM
COMP+5
PERM
COMP+5
COMP+5
COMP+5
COMP+5
GC 34090(d)
GC 34090(a)
GC 34090(d)
GC 34090(a)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
14700
14701
14702
14703
14704
14705
14706
14707
14708
14709
14710
Street & Sidewalk Maintenance

Asphalt Tests
Daily Assignment Sheets
Diaries & Journals-Miscellaneous
Five Year Moratorium Lists
Information Packets-City Attorney
Inspectors Daily Reports
Notices to Repair
Preliminary Repair Log
Street/Sidewalk Maintenance Complaints
Street/Sidewalks Maintenance
FY
FY
FY
FY
FY
FY
FY
FY
FY
FY
FY+3
FY+2
FY+5
FY+2
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+2
FY+2
FY+2
FY+2
FY+2
FY+2
FY+2
FY+2
FY+2
FY+2
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
GC 45090(d)
GC 45090(d)
GC 45090(d)
GC 45090(d)
GC 45090(d)
GC 45090(d)
GC 45090(d)
GC 45090(d)
GC 45090(d)
GC 45090(d)
8/1/2012
UPS Battery Tests & Inspections

UPS Load Tests
Wet & Dry Stand Pipe Flow Inspections
Wet Stand Pipe Inspections
Workmanship Warranties
RETENTION PERIOD
Retention
Trigger
Page 39 of 40
CITY OF OAKLAND
Record
Number
Description
RETENTION PERIOD
Retention
Trigger
Agency
Legal
Audit
Disposition
Citation
14800
14801
14802
14803
14804
Street Cleaning & Graffiti Abatement

Daily Worksheets & Diaries
Illegal Dumping Complaints & Issues
Litter Enforcement
Street Sweeping Complaints & Issues
FY
FY
FY
FY
FY+5
FY+2
FY+5
FY+2
FY+2
FY+2
FY+2
FY+2
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
FY+5
GC 45090(d)
GC 45090(d)
GC 45090(d)
GC 45090(d)
14900
14901
14902
14903
14904
14905
14906
Transportation Services
Accidents
Investigations
Projects
Project Requests for Proposals & Proposals
PS&E & As Builts
Traffic Signal Design & Timing Plans
CY
COMP
COMP
COMP
PERM
PERM
CY+10
COMP+10
COMP+3
COMP+3
PERM
PERM
CY+2
COMP+2
COMP+2
COMP+2
PERM
PERM
CY+5
COMP+5
COMP+5
COMP+5
PERM
PERM
CY+10
COMP+10
COMP+5
COMP+5
PERM
PERM
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(d)
GC 34090(a)
GC 34090(a)
ACRONYMS
CWP
CIP
NPDES
PS&E
8/1/2012
Clean Water Program

Construction Improvement Projects
National Pollutant Discharge Elimination System
Page 40 of 40

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CITY OF OAKLAND

RECORDS RETENTION SCHEDULE

Administrative Records Common to All Agencies

Office of the City Clerk, Records Management Division

Maintained by each agency

Maintained by each agency for its employees

Retention Schedule Field Descriptions

Office of the City Clerk, Records Management Division

Retention Trigger Key

When bond matures

California Playground Safety Regulation

Laws Regarding Records That Apply to Local Governments

Office of the City Clerk, Records Management Division

Advisory Boards & Commissions

Civil Service Commission

1400 Civilian Police Review Board

Office of the City Clerk, Records Management Division

Office of the City Clerk, Records Management Division

Office of the City Clerk, Records Management Division

Office of the City Clerk, Records Management Division

Office of the City Clerk, Records Management Division

4314 Statement of Economic Interests-Elected

Oakland Redevelopment Agency

Office of the City Clerk, Records Management Division

5100 Americans With Disability Act [ADA] Compliance

Civilian Police Review Board

Contract Compliance & Employment Services

5300 Equal Employment Opportunity [EEO]

5400 Intergovernmental Affairs

Office of the City Clerk, Records Management Division

5550 Oakland Film Office

5600 Pedestrian Safety Project

5650 Public Ethics Commission

Office of the City Clerk, Records Management Division

Office of the City Clerk, Records Management Division

Housing & Community Development

6400 Planning & Zoning

Office of the City Clerk, Records Management Division

Office of the City Clerk, Records Management Division

Works Progress Administration

Office of the City Clerk, Records Management Division

Office of the City Clerk, Records Management Division

Office of the City Clerk, Records Management Division

Office of the City Clerk, Records Management Division

Office of the City Clerk, Records Management Division

Joint Powers Authority

Office of the City Clerk, Records Management Division

8300 Field Operations

Emergency Medical Services [EMS]

Office of the City Clerk, Records Management Division

8415 Tank Permit Applications

Occupational Safety & Health Administration

Office of the City Clerk, Records Management Division

9100 Head Start Program

Office of the City Clerk, Records Management Division

9131 Self Assessment Report

Multipurpose Senior Services Program [MSSP]

Senior Companion & Foster Grandparent

Works Progress Administration

Office of the City Clerk, Records Management Division

Office of the City Clerk, Records Management Division

11300 Capital Improvements

Feather River Camp