[Adopted November 28, 2018]
Permanent = paper record is scanned permanently
and paper record is kept permanently
Reference Key for Code Abbreviations
|
CBC
| |
|
CC
| |
|
CFR
|
Code of Federal Regulations
|
|
CP
|
Civil Procedure
|
|
EC
| |
|
GC
| |
|
H&S
| |
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LC
| |
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PCC
| |
|
USC
|
United States Code
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W&I
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|
1000 GENERAL ADMINISTRATION
| |||
|---|---|---|---|
|
1010
|
Emergency Telephone Numbers
|
GC 60201
|
Outdated
|
|
1130
|
Operating Manuals (also see 6805 Equipment Manuals)
|
GC 60201
|
Superseded
|
|
1220
|
Correspondence -Chronological
|
GC 60201
|
End of Current Year + 2 years
|
|
1230
|
Educational Material
|
GC 60201
|
Superseded
|
|
1240
|
Organizational Charts
|
GC 60201
|
Permanent
|
|
1320
|
Records Retention Schedules
|
GC 60201
|
Permanent
|
|
1340
|
Records Management Systems & Procedures
|
GC 60201
|
Until Superseded + 2 years
|
|
1360
|
Policies and Procedures (departmental) Adopted by Board
|
GC 60201
|
Superseded + 2 years
|
|
1420
|
Incident or Accident reports
|
GC 60201
|
2 years
|
|
1510
|
Audits Reports
|
GC 60201
|
Permanent
|
|
2000 GENERAL ADMINISTRATION
| |||
|---|---|---|---|
|
2010
|
Articles of Incorporation
|
GC 60201
|
Permanent
|
|
2020
|
Annexations (reports, agreements, public notices)
|
GC 60201
|
Permanent
|
|
2030
|
District Boundaries
|
GC 60201
|
Permanent
|
|
2040
|
District Ordinances
|
GC 60201
|
Permanent
|
|
2041
|
Ordinance and Resolution Log
|
GC 60201
|
Permanent
|
|
2110
|
Sphere of Influence
|
GC 60201
|
Permanent
|
|
2520
|
Public Liability Claim Litigation
|
GC 60201(d)(4); CCP 337; GC 911.2
|
Permanent
|
|
2540
|
Litigation
|
GC 60201
|
Permanent
|
|
2545
|
Subpoenas
|
GC 60201
|
2 years
|
|
2610
|
Legal Opinions
|
GC 60201
|
Permanent
|
|
2710
|
Affidavits and Legal Notices (Includes public notices, legal
publications)
|
GC 60201
|
2 years
|
|
2740
|
Proof of Publication (other than Public Hearing notices)
|
GC 60201
|
2 years
|
|
2750
|
Public Hearing Notices (Includes Public Hearing notices, proof
of publication/posting and mailing lists)
|
GC 60201
|
2 years
|
|
2810
|
Contracts and Agreements (Includes leases, equipment, services
or supplies) excluding Capital Improvement agreements
|
GC 60201; CCP 337
|
Completion, termination or discharge + 5 years
|
|
2811
|
Contracts and Agreements (Recorded Documents)
|
GC 60201; CCP 337
|
Permanent
|
|
2820
|
Encroachment Permits
|
GC 60201
|
Permanent
|
|
4000 BOARD OF DIRECTORS, COMMITTEES, COMMISSIONS AND BOARDS
| |||
|---|---|---|---|
|
4310
|
District Agenda Packets (old category 2750 new category same
as council)
|
GC 60201
|
Permanent
|
|
4420
|
SDWD and City Council Meeting Audio recordings
|
GC 54953.5(b)
|
Permanent
|
|
4430
|
SDWD and City Council Meeting Video recordings (including webstreaming)
|
GC 60201
|
Permanent
|
|
4510
|
Committees, Commission and Boards (specific) Applications (not
appointed)
|
GC 60201
|
2 years
|
|
4510
|
Committees, Commissions and Boards Applications (appointed)
|
GC 60201
|
2 years
|
|
4512
|
District Resolutions
|
GC 60201
|
Permanent
|
|
4513
|
District Minutes
|
GC 60201
|
Permanent
|
|
5000 OTHER ORGANIZATIONS
| |||
|---|---|---|---|
|
5170
|
LAFCO - correspondence (no legal documents)
|
GC 60201
|
2 years
|
|
5200
|
County Government (misc. correspondence, etc.)
|
GC 60201
|
2 years
|
|
5250
|
San Diego Association of Governments (SANDAG) (misc. correspondence,
etc.)
|
GC 60201
|
2 years
|
|
5300
|
Special Districts (misc. correspondence, etc.)
|
GC 60201
|
2 years
|
|
5305
|
Association of CA Water Authority (misc. agendas, correspondence,
etc.)
|
GC 60201
|
4 years
|
|
5322
|
Water Quality Control Board -Regional
|
GC 60201
|
2 years
|
|
5325
|
Water Pollution control
|
GC 60201
|
2 years
|
|
5350
|
San Diego County Water Authority (SDCWA)
|
GC 60201
|
2 years
|
|
5351
|
City of Encinitas
|
GC 60201
|
2 years
|
|
5400
|
Joint Powers Insurance Authority (JPIA)
|
GC 60201
|
2 years
|
|
5500
|
State Government
|
GC 60201
|
2 years
|
|
5515
|
California Environmental Quality Act (E.I.R. Reports, negative
declarations part of project files)
|
GC 60201
|
Permanent
|
|
6000 FINANCE
| |||
|---|---|---|---|
|
6010
|
Investments Confirmations and Reports
|
GC 60201
|
5 years
|
|
6015
|
Authorized Signatures, Current
|
GC 60201
|
Office / Term Expiration + 2 years
|
|
6050
|
Bank Statements & Reconciliations (statements, summaries
for receipts disbursements & reconciliations)
|
GC 60201
|
7 years
|
|
6100 ACCOUNTING
| |||
|
6115
|
Loans
|
GC 60201; CCP 337
|
Maturity + 4 years
|
|
6180
|
Financial Statements / Reports / Final Budgets
|
GC 60201
|
Permanent
|
|
6190
|
Fixed Assets / Capital Assets
|
GC 60201
|
7 years
|
|
6200 COST RECORDS
| |||
|---|---|---|---|
|
6240
|
Utility Billing Registers
|
GC 60201
|
2 years
|
|
6250
|
Deposit Registers
|
GC 60201
|
2 years
|
|
6260
|
Grants (includes applications, reports, contracts, and supporting
documents)
|
2 CFR 200.333; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a &
b); 29 CFR 97.42; OMB Circular A-110 & A-133; GC 60201
|
Duration of Grant + 5 years
|
|
6300 PAYROLL
| |||
|---|---|---|---|
|
6300
|
Payroll
|
GC 60201(d)(12)
|
7 years
|
|
6301
|
Tax Filings, Payroll & W-2s
|
26 CFR 31.6001- 1(e)(2); GC 34090; GC 60201(d)(12)
|
10 years
|
|
6310
|
PERS Payroll Reports
|
GC 60201(d)(12)
|
10 years
|
|
6354
|
Time Cards
|
GC 34090; GC 60201(d)(12)
|
7 years
|
|
6355
|
Year-End Payroll Register (cumulative)
|
GC 60201(d)(12)
|
Permanent
|
|
6400 REVENUE AND TAXATION
| |||
|---|---|---|---|
|
6410
|
Sales Tax and Related Reports
|
GC 60201
|
5 years
|
|
6420
|
Property Taxes
|
GC 60201
|
5 years
|
|
6430
|
Assessment Rolls by Parcel Number
|
GC 60201
|
5 years
|
|
6470
|
Cash Receipts
|
GC 60201
|
5 years
|
|
6475
|
Bankruptcy Claims
|
GC 60201
|
5 years
|
|
6490
|
Bonds / Debt
|
CCP 336, 337.5(a); 26 CFR 1.6001-1(e); GC 43900
|
Cancellation, Redemption or Maturity + 10 years
|
|
6491
|
General Obligation Bonds (See Category 6490)
|
CCP 336m 337.5(a); 26 CFR 1.6001-1(e); GC 43900
|
Cancellation, Redemption or Maturity + 10 years
|
|
6492
|
Letters of Credit & Non-Cash Securities
|
GC 60201
|
Expiration + 2 years
|
|
6500 PURCHASING
| |||
|---|---|---|---|
|
6540
|
Proposals, Request for
|
GC 60201
|
2 years
|
|
6545
|
Professional Services Proposal List
|
GC 60201
|
2 years
|
|
6550
|
Proposals, Submitted (Successful)
|
GC 60201; CCP 337
|
5 years
|
|
6551
|
Proposals, Submitted (Unsuccessful)
|
GC 60201
|
2 years
|
|
6560
|
Bids Submitted (Successful)
|
GC 60201; CCP 337
|
5 years
|
|
6561
|
Bids Submitted (Unsuccessful)
|
GC 60201
|
2 years
|
|
6620
|
Uniforms & Badges
|
GC 60201
|
2 years
|
|
6700 PROPERTY
| |||
|---|---|---|---|
|
6706
|
SDWD Owned Property
|
GC 60201
|
Permanent
|
|
6708
|
Badger Filtration Plant
|
GC 60201
|
Permanent
|
|
6709
|
San Dieguito Reservoir
|
GC 60201
|
Permanent
|
|
6710
|
Deeds and Easements
|
GC 60201
|
Permanent
|
|
6720
|
Construction and Design
|
GC 60201
|
Permanent
|
|
6721
|
Notice of Completion
|
GC 60201
|
Permanent
|
|
6740
|
Leases
|
GC 60201
|
Termination / Discharge + 4 years
|
|
6760
|
Appraisals
|
GC 60201
|
5 years
|
|
6800 CAPITAL EQUIPMENT
| |||
|---|---|---|---|
|
6805
|
Equipment Information / Manuals
|
(Not District Records)
|
Retain until equipment replaced, sold, disposed of
|
|
6810
|
Equipment Maintenance
|
GC 60201
|
2 years
|
|
6830
|
Vehicles Ownership & Title
|
(Not District Records)
|
Disposal of Vehicle
|
|
6831
|
Fuel / Gasoline Logs
|
GC 60201
|
2 years
|
|
6840
|
Furniture and Equipment Inventory
|
GC 60201
|
Superseded + 2 years
|
|
6850
|
Warranties
|
|
End of Warranty + 2 years
|
|
6860
|
Surplus Property
|
GC 60201; CCP 337
|
5 years
|
|
6900 RISK MANAGEMENT
| |||
|
6910
|
Insurance -Subject
|
GC 60201
|
2 years
|
|
6920
|
Insurance -Policies
|
GC 60201
|
Permanent
|
|
6930
|
Insurance Claims -Active (Liability Claims)
|
GC 60201
|
Permanent
|
|
6940
|
Insurance Proposals & Applications
|
GC 60201
|
2 years
|
|
6950
|
Insurance Services -ISO
|
GC 60201
|
2 years
|
|
7000 HUMAN RESOURCES
| |||
|---|---|---|---|
|
7050
|
Oaths of Allegiance (employees)
|
GC 60201
|
Tenure + 2 years
|
|
7050
|
Oaths of Office (elected officials)
|
GC 60201
|
End of Term + 2 years
|
|
7010
|
Personnel Rules & Regulations
|
GC 60201
|
Until Superseded
|
|
7100
|
Current Employee Personnel Files
|
|
Until termination then transfer to 7110
|
|
7110
|
Former Employee Personnel Files
|
29 CFR 1602.31 & 1627.3(b)(ii); GC 3105, 12946, 34090; GC
60201(d)(12); LC 1198.5
|
Separation + 15 years
|
|
7150
|
Statement of Economic Interest - Elected Officials (also includes
ethics training certificates)
|
GC 81009(e)
|
7 years
|
|
7155
|
Statement of Economic Interest - (Unsuccessful Candidates &
appointed officials & employees)
|
GC 81009(e)
|
7 years
|
|
7701
|
Compensation Plan, Employee Flexible
|
GC 60201
|
Permanent
|
|
7703
|
Public Employees Retirement System (PERS)
|
GC 60201
|
Permanent
|
|
7710
|
Employee Authorization Benefits
|
GC 12946; GC 60201
|
Separation + 2 years
|
|
7720
|
Employee Authorization Deferred Compensation
|
GC 12946; GC 60201
|
Separation + 2 years
|
|
7730
|
Employee Authorization Payroll
|
GC 12946; GC 60201
|
Separation + 2 years
|
|
7750
|
Job Descriptions and Classifications
|
GC 12946, GC 60201
|
Permanent
|
|
7765
|
Work Programs
|
GC 60201
|
2 years
|
|
7790
|
Time Cards (see Category 6354)
|
|
|
|
7820
|
Memorandum of Understanding
|
GC 60201
|
Permanent with Resolutions
|
|
7860
|
Employee Health and Safety (Training Programs )
|
29 CFR 1627.3(b)(ii); LC 6429(c); GC 12946; GC 60201
|
Permanent
|
|
7870
|
Employee Assistance Program
|
GC 12946; GC 60201
|
Current + 2 years
|
|
7900
|
Employee Insurance & Benefit Plans
|
29 CFR 1627.3(b)(2); 29 USC 1027; GC 12946; GC 60201
|
Superseded / Discontinued + 6 years
|
|
7950
|
Workers Compensation & Disability
|
8 CCR 3204(d)(1); 29 CFR 1910.1020 (d)(1)(i); GC 12946; GC 60201;
LC 1198.5
|
Permanent
|
|
8000 PUBLIC SERVICES
| |||
|---|---|---|---|
|
8005
|
Disaster Preparedness
|
GC 60201
|
Superseded + 2 years
|
|
8020
|
San Elijo Joint Powers Authority
|
GC 60201
|
Permanent
|
|
8135
|
Economic Development Plan
|
GC 60201
|
5 years
|
|
8155
|
Master Plans
|
GC 60201
|
Permanent
|
|
8162
|
Assessment Districts (original documentation, collection information)
|
GC 60201
|
Permanent
|
|
8163
|
Inspector’s Logs
|
GC 60201
|
2 years
|
|
8165
|
Site Development. This includes grading, hydrology soils permits
(studies & reports keep for 7 years)
|
GC 60201
|
Permanent
|
|
8167
|
Utility Permits
|
GC 60201
|
Permanent
|
|
8169
|
F.E.M.A. (reports, reimbursement requests)
|
GC 60201; 2 CFR 200.333
|
Audit + 10 years
|
|
8175
|
Capital Improvement Projects (Planning, design, contracts, construction,
conversion or modification of local government-owned facilities, structures
and systems, supporting documents including Engineering records, bidders
lists, reports, work orders, schedules, correspondence specific to
project)
|
GC 60201; CCP 337
|
Permanent
|
|
8176
|
Bond Projects - SDWD SEE CATEGORY 6490
|
|
|
|
8177
|
Water Main Maps - SDWD
|
GC 60201
|
Permanent
|
|
8178
|
Water Improvement Maps
|
GC 60201
|
Permanent
|
|
8180
|
Vacation, recorded documents (Streets, Easements, etc.)
|
GC 60201
|
Permanent
|
|
8462
|
Water Mains
|
GC 60201
|
Permanent
|
|
8531
|
Monthly Reports (Bacteriological Analysis, Lead & Copper,
Chemical Analysis)
|
12 years
| |
|
8605
|
Safety - General
|
GC 60201
|
5 years
|
|
8615
|
County Service Area (CSA) relating to correspondence
|
GC 60201
|
Contract Termination + 4
|
|
8821
|
Water Meter Installation
|
GC 60201
|
Permanent
|
|
8825
|
Water Districts
|
GC 60201
|
2 years
|
|
8826
|
Water Agencies
|
GC 60201
|
2 years
|
|
8828
|
Water Emergencies
|
GC 60201
|
Completion + 2 years
|
|
9000 HISTORICAL AND PUBLIC INTEREST
| |||
|---|---|---|---|
|
9005
|
Historical Documents & Photos
|
GC 60201
|
Permanent
|
|
9010
|
Statistics
|
(not District records)
|
None
|
|
9150
|
Press Releases
|
GC 60201
|
2 years
|
|
9200
|
Brochures - City
|
GC 60201
|
2 years
|
|
9610
|
Photographs - Aerial
|
GC 60201
|
Permanent
|
|
9620
|
Maps - Historical
|
GC 60201
|
Permanent
|
|
9700
|
Newspaper Clippings - for Historical purposes
|
GC 34090
|
Permanent
|
(Res. No. 2020-02, adopted 5/20/20)
