HomeMy WebLinkAbout1995-03-23 - Resolution No. 95-04•
•
RESOLUTION NO. 95-04
RESOLUTION OF THE BOARD OF DIRECTORS
OF YORBA LINDA WATER DISTRICT
ADOPTING A RECORDS RETENTION SCHEDULE
WHEREAS, the Yorba Linda Water District's Records Management Program includes
implementing a Records Retention Schedule that is comprehensive and detailed for
maintaining, copying and destroying records while complying with State and
Federal law; and
WHEREAS, the keeping of numerous records is not necessary after a certain period of time for
the effective and efficient operation of the Yorba Linda Water District; and
WHEREAS, Section 60202 et seq. of the Government Code of the State of California provides a
procedure whereby records which have served their purpose and are no longer
required may be destroyed.
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of Yorba Linda Water
District as follows:
Section 1. The Records Retention Schedule of the Yorba Linda Water District, which is attached
hereto and incorporated herein by this reference as Exhibit "A", is hereby adopted.
Section 2. Records no longer useful to the District, as specificied in the Exhibit "A" Retention
Schedule, are hereby authorized to be destroyed as provided by Section 60202 et seq. of the
Government Code of the State of California and in accordance with the provisions of the schedule set
forth in Exhibit "A" upon review of the department head and with the consent in writing of the Legal
Counsel of the District, without further action by the Board of Directors of the Yorba Linda Water
District.
Section 3. The destruction of any record as provided for herein shall be by burning, shredding, or
other effective method of destruction and said destruction shall be witnessed by the Secretary of the
District or the designee of the Secretary.
PASSED AND ADOPTED this 23rd day of March, 1995 by the following called vote:
AYES: 7 -
NOES: 0
ABSENT. 0
ABSTAIN:
Arthur Korn, Michael Beverage, Paul Armstrong, Sterling Fox, and
Carl Scanlin
0
Secretary
Yorba Linda Water District
Arthur C. Korn, Presi nt
Yorba Linda Water istrict
Approvals: EXHIBIT "A" Page 1 of 8
YORBA LINDA WATER DISTRICT Departmen Head: Date: Counsel a Distri t: Date:
RECORDS RETENTION SCHEDULE
ADMINISTRATION DEPARTMENT Ge anag r: Date: B rd of Directors Date:
7F C695 Per Resolution No. 95-04 03/23/95
Retention
Item Title Active I Inactive I Destroy Vital Hist. Conf. Remarks
1 ACCIDENT REPORTS 1 5 I 1 5
I I I I
2 1 AGENDA PACKETS 2 1 3 5
I I I I I I I I I
3 1 AGREEMENTS & CONTRACTS I C+4 I- I C+4
I I I I I I I I
4 1 ANNEXATION FILES I C+2 I P P I I X
I ( I I I I
5 1 ANNUAL REPORTS I P P I X
I I I I I I I I
6 1 ANNUAL WATER QUALITY REPORTS 110 P P I I I iI
I I I i I I I I
7 1 APPRAISAL REPORTS I 0I+2 I 01+2
I I I I ( I
5 8 1 AUTO & EQUIPMENT FILES I 01 4 I 0I+4 I I I I I
I I I I I
9 1 BENEFIT ENROLLMENT FILES I S I S
Deferred compensation participation agreements
Flexible benefit election forms I I I I
10 I BENEFIT PLANS I S P I P
2/06/95
Legend: A = AUDIT AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
E - """""'ON IU = IN USE MO = MONTH 01 = TERMINATION OF O~.i~~F~ OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
YORBA LINDA WATER DISTRICT
RECORDS RETENTION SCHEDULE
ADMINISTRATION DEPARTMENT
Approvals: EXHIBIT "A" Page 2 of 8
Depart ent Head: Date: Counse the Dist~ct~: Date:
G M a e Date: ~ Oard of Director/- ~ Date:
~s Per Resolution No. 95-04 03/23/95
Y/ r ?
Retention
Item Title Active I Inactive I Destroy Vital Hist. Conf. Remarks
125 Plan
Deferred Compensation
Dental
i Employee Assistance Program
Life insurance
Medical
Retirement
Vision
I
11 I BOARD MINUTES I P I I P X X
12 I BOARD OF DIRECTORS FILES I T 5 I T+5
13 I BOARD ORDINANCES I P I I P I X I X
14 I BOARD RESOLUTIONS I P I I P I X X
15 I BOND/IMPROVEMENT DISTRICT FILES I C+10 I I C+10
16 I BUDGETS 15 I P I P I I X
Legend: A = AUDIT AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
E = EXPIRATION IU = IN USE MO = MONTH 01 = TERMINATION OF OWNERSHIP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
2/06/95
Approvals: EXHIBIT "A" Page 3 of 8
YORBA LINDA WATER DISTRICT Department Hea Date: Counse the Di trict: Date:
/ / r1 1 / 1 r
RECORDS RETENTION SCHEDULE
ADMINISTRATION DEPARTMENT General Man' erf / Date: p6ard of Direct: Date:
Per Resolution No. 95-04 03/23/95
Retention
Item Title Active I Inactive I Destroy Vital Hist. Conf. Remarks
17 I CAMPAIGN STATEMENTS - FORM 470 1 2 I 1 2
18 I CHRONOLOGICAL CORRESPONDENCE FILES 1 2 I 1 2
19 I CHRONOLOGICAL CORRESPONDENCE FILES - BOARD 1 2 I 1 2
I I I
20 CLOSED SESSION MEMORANDUM I P I P I I I X
21 I COBRA FILES I C 1 I C+1
I I I I I I
I 22 I COMMITTEE MEETING MINUTES 8 FILES I T 110 I T+10
Ad hoc committees
Citizen Advisory Committee
23 I CONFLICT OF INTEREST STATEMENTS 721 1 2 1 2 1 4 I I I California Government Code 81009
24 I CONFLICT OF INTEREST STATEMENTS FORM 730 2 15 17 I I I I California Government Code 81009
I I I I
25 I ELECTION FILES 2 1 2 1 4
Check copies
Count by precinct
I
Legend: A = AUDIT
E - -"ION
3/14/95
AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
IU = IN USE MO = MONTH 01 = TERMINATION OF 0ktJ:r.cuIr OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
YORBA LINDA WATER DISTRICT
RECORDS RETENTION SCHEDULE
ADMINISTRATION DEPARTMENT
Item Title
List of election workers
Newspaper clippings
Petitions
Proof of publication
Resolutions - duplicate
I
26 I EMPLOYEE ELECTIONS & NEGOTIATIONS
I I
27 I FIVE YEAR PLAN
28 I GRIEVANCES
29 I HISTORICAL RECORDS
• 30 I INCORPORATION FILES
Articles of Incorporation
Certification of Incorporation
31 I INSURANCE CERTIFICATES
EXHIBIT "A" Page 4 of 8
Date: Counsel he Distr'ct: Date:
Date: Bo d of Director / Date.
7F6ns Per Resolution No. 95-04 03/23/95
tetention
inactive If Destroy Vital Hist. Conf. Remarks
I
I I
I
S 12 S+2
I
5 P I P
I I
AS+S I I AS+S
I
P I P
I
IP I IP
E+2 I I E+2
X
X
I
XI
I
X
32 INSURANCE POLICIES I S I P P
Legend: A = AUDIT AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
E = EXPIRATION IU = IN USE MO = MONTH 01 = TERMINATION OF OWNERSHIP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
Approvals:
Department Head:
Ma er: I
l
Active
2/06/95
Approvals: EXHIBIT "A" Page 5 of 8
YORBA LINDA WATER DISTRICT Department Head: Date: Counsel~t the Distri~tDate:
RECORDS RETENTION SCHEDULE
ADMINISTRATION DEPARTMENT n r' ana Date: Bo d of Directors J Date:
7F~SS Per Resolution No. 95-04 03/23/95
R
Item
II 33
I
34
35
36
37
38
Title
General liability
General property
Workers compensation
JOB APPLICANT FILES
JOB DESCRIPTIONS
LAND DOCUMENTS
Acknowledgment of permissive use (historical)
Declaration of restrictive covenants
Deeds
Easements
Leases
LEGAL CLAIMS & FILES
_ etention
Active Inactive I Destroy Vital Hist. Conf. Remarks
1
S I -
I
P
I
AS+5
AS+5
X
YLWD claims against others.
LIABILITY CLAIMS AS+5 - I AS+5
MANUALS & HANDBOOKS I S I I S I I I Keep District-produced manuals permanently
I
Legend: A - AUD!T
E
for historical purposes.
~ _ I _I I I
- _ - - I I 1 I 1 I 1 I
2/06/95
AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
IU = IN USE MO = MONTH 01 = TERMINATION OF OWNFRqHTP F ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
Approvals: EXHIBIT "A" Page 6 of 8
YORBA LINDA WATER DISTRICT Department Head: Date: 7unse( the District: Date:
RECORDS RETENTION SCHEDULE i!" %rGZGG~~7 WY
ADMINISTRATION DEPARTMENT +i?ra'age Date: Bo d of Director Date
/ 7ri6f e6- Per Resolution No. 95-04 03/23/95
Retention
Item Title Active I Inactive I Destroy Vital Hist. Conf. Remarks
39 I MATERIAL SAFETY DATA SHEETS I IU 130 IU+30 I I I
40 I NEWSLETTERS 110 I P I P I I X
Water Lines I I I I I I I I
Water Works I I I I I I I I
I I I I I I I I I
41 I NOTICES OF PUBLIC HEARINGS 8 ADJOURNMENTS 1 2 I 2
I I I _ I I I
42 I OATH OF OFFICE STATEMENTS I P I I P I I I
I 43 I PERSONNEL FILES I T 1 5 T+5 I I I X I Keep retiree files until inactive.
I I I I I I I I
44 I PERSONNEL MEDICAL FILES I T 1 1 I T+1 I I X
First aid report
• I Pre-employment medical exam
Tetanus shot report I I I I I I I I
I l- I I I I 1 I ~
45 I PHOTOGRAPHS $ VIDEOS 12AR I , 2AR I I I I Keep historical material permanently and
construction project material as long as
relevant.
46 I PRESS RELEASES 8 NEWPAPER CLIPPINGS 12AR I 12AR I I I I Keep historical material permanently.
I I I I I I I I I
1 1 I I 1 I 1 I 1 I
2/06/95
Legend: A = AUDIT AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
E = EXPIRATION IU = IN USE MO = MONTH 01 = TERMINATION OF OWNERSHIP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
YORBA LINDA WATER DISTRICT
RECORDS RETENTION SCHEDULE
ADMINISTRATION DEPARTMENT
Item Title
1 1
47 I PROOF OF PUBLICATION FILES
1048
49
1
4050
51
52
53
RECORDS MANAGEMENT RECORDS
SAFETY FILES
Certificates
Corrections
Hazards & suggestions
Inspection checklists
Manual
Meeting Minutes
Training sign-up sheets
SEWER MAINTENANCE CHARGE REPORTS
SUBJECT & CORRESPONDENCE FILES
Approvals:
Department Head:
ll/J ~111
Ge l M ag r
~V -
Active
EXHIBIT "A" Page 7 of 8
Date: Counsel he District: Date:
Date: B d of Director Date:
7 fY95" Per Resolution No. 95-04 03/23/95
etention
nactive I Destroy Vital Hist. Conf. Remarks
5 1 - 1 5
P I-
4
5
2AR
P
4
5
2AR
Keep manual until superseded.
UNSUCCESSFUL BIDS 2 - 2
URBAN WATER MANAGEMENT PLAN I S I P I P
i
Legend: A = AUDIT
E - rl". . 'ION
AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
IU = IN USE MO = MONTH Of = TERMINATION OF OWUrQgHIP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
i
2/06/95
Approvals: EXHIBIT "A" Page 8 of 8
YORBA LINDA WATER DISTRICT Depart t Head: Date: Counse he District: Date:
RECORDS RETENTION SCHEDULE
Date:
9 l a e Date: and of Direct tu
G r
ADMINISTRATION DEPARTMENT
on No. 95-04 03/23/95
J / Per Reso ti
7 F66 is
~~r Retention
Item Title Active I Inactive I Destroy Vital Hist. Conf. Remarks
54 I WORKER COMPENSATION CLAIMS I AS+S - AS+S
55 I WORKERS COMPENSATION LOG
OSHA Log 8 Summary of occupational injuries or
Illness
i
DWC-1 Form Log
0
5 I I5
i
2/06/95
Legend: A = AUDIT AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
E = EXPIRATION IU = IN USE MO = MONTH 01 = TERMINATION OF OWNERSHIP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
Approvals:
EXHIBIT "A" Page 1 of 6
YORBA LINDA WATER DISTRICT
Department
ad:
Date:
Counsel Distric
Date:
RECORDS
RETENTION SCHEDULE
/
T \
II I
t:
!
BUSINES
S DEPARTMENT
Gener
a
e I
/
Date:
/
•B6ard of Directors Date
~~O FEt3 ~lS~
Per Resolution No. 95-04 03/23/95
"V
Retention
Item
Title
Active I Inactive I
Destroy Vital
Hist. Conf. Remarks
1 1
ACCOUNTING MANAGEMENT REPORTS
1 2
I 1
2
Accounts receivables adjustments
Deposits on hand report
Monthly cash receipts reports
I
Inventory equipment recap
2 1
I
ACCOUNTS PAYABLE FILES
I
1 2 1
I I
2 1
I I
4
I I
3 I
ACCOUNTS RECEIVABLE FILES
I I
11 13 1
I
4 I
I I
I I Some records uiLL be kept on microfilm or
microfiche, originals destroyed.
1
Customer Service billings
1
Customer receipts
1
Miscellaneous billings
Miscellaneous receipts
1
Payment records
I
1
Monthly cash receipts ledgers
Weekly cash receipts Ledgers
1
I
Minimum consumption reports
4 1
I
AGRICULTURAL CREDITS
-
I
1
I
2 1
I
I
2 1
1
I
4
I
I
I
I
1
I
2/16/95
Legend:
A - aUQTT AS = AFTER SETTLEMENT AT
= AFTER TRANSCRIPTION AR
= ANNUAL REVIEW
C = COMPLETION CY = CURRENT YEAR
E IU = IN USE
MO = MONTH
01 = TERMINATION OF O6MF ITEMS P
= PERMANENT S = SUPERSEDED T = TERM:
Approvals:
YORBA LINDA WATER DISTRICT Department Head: Date:
RECORDS RETENTION SCHEDULE
BUSINESS DEPARTMENT GeAee r• Date:
16~~s
Retention
Item Title Active I Inactive I Destroy
5 I AUDITOR FILES 12 12 14
Audit reports
Correspondence
I
6 I BANKING FILES (CHECKING & INVESTMENT)
Canceled checks
Statements
Check stubs
Correspondence
Check copies
Check registers
I I
7 I BENEFIT REPORTS
PERS Benefit Statements
Deferred Compensation Files
I
8 I BOND RECORDS
Bond issuance records
Bank statements
I2
I
2
4
2 148 150
I I
2
P I P
May be microfilmed for permanent retention.
9 I CUSTOMER DEPOSITS & REFUNDS I E+2 I- I E+2 I E=DEPOSIT REFUNDED
I I ~ I I I I
Legend: A = AUDIT AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
E = EXPIRATION IU = IN USE MO = MONTH 01 = TERMINATION OF OWNERSHIP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
i
EXHIBIT "A" Page 2 of 6
Counsel he District: Date:
yam: r
~pird of Directors Date:
Per Resolution No. 95-04 03/23/95
Vital Hist. Conf. Remarks
j
2/16/95
YORBA LINDA WATER DISTRICT
RECORDS RETENTION SCHEDULE
BUSINESS DEPARTMENT
Item
10
11
12
13
14
15
I
16
Approvals: EXHIBIT "A" Page 3 of 6
Department Head: Date: Counsel the Distri t: Date:
Gene r Date: d of Directors) Date:
/ 'Per Resolution No. 95-04 03/23/95
Retention
Title Active I Inactive I Destroy Vital Hist. Conf. Remarks
CUSTOMER SERVICE ACCOUNTS
Work orders
Closed accounts
Sewer service sets
CUSTOMER SERVICE REQUESTS
DEPRECIATION REPORTS
FINANCIAL STATEMENTS (ANNUAL, AUDITED)
FIXED ASSETS FILES
GENERAL LEDGER
INVENTORY FILES
Inventory report
inventory detail
T+4
T+4
2
I
3
I
5
3
I
-
1
3
P
OI+2
AR
2
IP
OI+2
P P X X
2
4
May be microfilmed for permanent retention.
Microfilmed for permanent retention,
originals destroyed.
2/16/95
Legend: A = AUDIT AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
E ~N IU = IN USE MO = MONTH 01 = TERMINATION OF 0 _ OF ITEMS P = PERMANENT S = SUPERSEDED T = TERM_
YOR8A LINDA WATER DISTRICT
RECORDS RETENTION SCHEDULE
BUSINESS DEPARTMENT
Approvals:
Department Head:
Gen/
tio
Reten
Item
Title
Active
I Inactive
17 I
INVESTMENT FILES
1
2AR
I -
LAIF Interest Income
•
I
Spread sheet reports
-
1
i
I
18 I
JOB LEDGERS
I
I
AR
I P
~
19 I
-
JOURNAL VOUCHERS
1 AR
I P
I
20 I
-
METER RECORDS
I
I IU+2
I
12
Meter sets
Meter service cards
Meter repairs
•
I 22 I
MONTHLY GENERAL LEDGER REPORTS
12
2
23 I
PAYROLL CHANGES
I S
I -
Notice of payroll change
I
1
W-4
EXHIBIT "A" Page 4 of 6
Date: Counsel Distri Date: Date: Eo d of Directors: Date
l6'F~3 r /Per Resolution No. 95-04 03/23/95
Destroy Vital Hist. Conf. Remarks
2AR I I I 1
~ I I
P
P
IU+4
Microfilmed for permanent retention.
Microfilmed for permanent retention.
Records may be microfilmed, originals
destroyed.
24 PAYROLL REPORTS 1 3 I 1 3
Vacation, sick leave, comptime reports I 1
~ ! I I I I I I
Legend: A = AUDIT AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
E = EXPIRATION IU = IN USE MO = MONTH 01 = TERMINATION OF OWNERSHIP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
1
2/16/95
Approvals- EXHIBIT "A" Page 1 of 3
YORBA LINDA WATER DISTRICT Dep t Head: D;3 e: Couuunse the Dis ict: Date:
RECORDS RETENTION SCHEDULE /
ENGINEERING DEPARTMENT 111 G er M Dated of Direct/PS: / Date/:
✓i~/i/fJ,~ri,, Per Resolution No. 95-04 03/23/95
Retention
Item
1
2
1 3
I
4
5
16
Title
Active
I Inactive
I Destroy
Vital Hist.
Conf. Remarks
AS-BUILTS MICROFILM
I
P
I
I P
I X I
X
AS-BUILTS - MYLARS
I
P
I
P
I x I
x
COMPOSITE MAPS
I
S
I
I
I S
I I
I x
I I
District boundaries
Route map
Sewer plan map
Water plan map
CROSS-CONNECTION CONTROL PROGRAM
I
1
2
I
3
I
5
I I
I
I I
I I CCR Title 17 7605(f) 3 yrs.
Backflow prevention device reports
Field testing & maintenance reports
Fire detector reports
I
I
I
I
I
I
DOHS ANNUAL WATER SYSTEM INSPECTION REPORT
5
I
5
110
I
I
I
I
I
I
I
I CCR Title 22 64453(b)(3)
JOB FILES
I
C+5
I P
I P
I I x
Capital improvement projects
I
I
i
Capital replacement projects
Sewer service / developer
I
I
I
i
Legend: A AuD!T
~N
3/14/95
AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
IU = IN USE MO = MONTH 01 = TERMINATION OF ~ OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
YORBA LINDA WATER DISTRICT
RECORDS RETENTION SCHEDULE
ENGINEERING DEPARTMENT
EXH BIB~'' iA Page 2 of 3
Date: :aund se tiDtDate:
Date: of Director Date:
~J y "FPer Resolution No. 95-04 03/23/95
Retention
Item Title Active I Inactive I Destroy Vital Hist. Conf. Remarks l
Single-service / sewer
Single-service / water I I I I I I 1 1~
Water service / developer I I I I I I I
•1
1
-
1
7 1
PRESSURE RECORDING CHARTS
1
2
3
1
5
8 1
REPORTS & STUDIES
12AR -
1
2AR I
1
9 1
SEWER & WATER SECTIONAL PLAT SHEETS BLUELINES
I S
~
S
I
I I I
10
-
SEWER & WATER SECTIONAL PLAT SHEETS MYLARS
I P I
~ I
I
I
P I X
X
I I
1
11 I
-
SUBJECT & CORRESPONDENCE FILES
2AR I
12AR
•
12 1
UNAWARDED BIDS/CONTRACTS
~ I
I
~
1 2
I
2
I
I
I
1
13 1
-
UNDERGROUND SERVICE ALERTS (USA)
1 1 1
1 2
I
1 14 I
WATER QUALITY COMPLAINTS LOG
~
13
I
1 2
I
5
I
I
I
1 I CCR Title 22 64453(a)
I I
15 1
I
WATER QUALITY REPORTS
~ I
15 5
I 1
I
110
I I
I CCR Title 22 64453(b)(1)
1 I
I
Legend:
A = AUDIT AS = AFTER SETTLEMENT AT =
1
AFTER TRANSCRIPTION
I I
AR = ANNUAL REVIEW
I 1 1
C = COMPLETION CY = CURRENT YEAR
E = EXPIRATION IU = IN USE MO = MONTH
01 = TERMINATION OF OWNERSHIP OF ITEMS
P = PERMANENT S = SUPERSEDED T = TERMINATION
1
i
I
3/14/95
•
•
YORBA LINDA WATER DISTRICT
RECORDS RETENTION SCHEDULE
OPERATIONS DEPARTMENT
Approvals: EXHIBIT "A" Page 1 of 5
Depar nt Head: Date: Counsel o he Distri t: Date: /
C;? .~/,~~s-
Ge an r. Date: ~qa4d of Directors bate l
(6-- Per Resolut-on No. 95-04 03/23/95
Item Title
1 I AQMD PERMITS TO OPERATE
2 I CONSTRUCTION METER FILES
3 CUSTOMER SERVICE REQUESTS - DUPLICATE
4 I DAILY LOG BOOKS
5 I FACILITY MAINTENANCE FILES
Controls
Maintenance histories
Well curves
Wiring schematics
6 I FACILITY PLANS
7 I HAZARDOUS MATERIALS FILES
Chlorine logs
Hazardous waste manifests
Inspection reports
I I
Legend: A = AUDIT
E = EXPIRATION
Retention
Active I Inactive I Destroy Vital Hist. Conf. Remarks
S I I S
C I- C I I I Forward to Business upon completion.
0
1
3
01
I1
P I P
2
S
5 IP
01+2
X
S
I
x
x
P
I I I I I
AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
IU = IN USE MO = MONTH 01 = TERMINATION OF OWNERSHIP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
1
2/12/95
A rovals: EXHIBIT "A" Page 3 of 3
YORBA LINDA WATER DISTRICT epar t Head: Date: Counsel fa he District: Date:
c
RECORDS RETENTION SCHEDULE
,w Date:
ENGINEERING DEPARTMENT Gene r• Date: d of Directo
aS- Per Resolution No. 95-04 03/23/95
•
Item
16
17
f~3
Retention
Title Active I Inactive I Destroy Vital Hist. Conf. Remarks
Annual Report to office of Drinking Water
DOHS monthly reports
WATER QUALITY TEST ANALYSIS RECORDS
Bacteriological test results
General physical analysis
THM
Well tests
WEIR CARDS
5
IU+4
5
10
IU+4
CCR Title 22 64453(b)(1)
Keep historical material permanently.
W
is 0
2/12/95
Legend; A = AUDIT AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
rvDIRATION IU = IN USE MO = MONTH 01 = TERMINATION t1RSHiP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
YORBA LINDA WATER DISTRICT
RECORDS RETENTION SCHEDULE
OPERATIONS DEPARTMENT
Item
8I
9
10
Oil
12
Approvals:
Departme
Head:
Title
MAINTENANCE REPORTS
Fire hydrant painting reports
Sewer cleaning schedule
Valve turning reports
Valves, meter sets, hydrant repair & replacement
Weekly operations reports
MATERIAL SAFETY DATA SHEETS (MSDS)
MATERIALS & METERS DISBURSEMENT REPORTS
Materials disbursement monthly report
Meter disbursement monthly report
Stockroom issue slips
METER FILES
Inspector releases
Maps
Meter set slips
EXHIBIT "A" Page 2 of 5
Date: Date:
Counsel t 'ih District:
02
Date: Boar of Directors.// Date:
Per Resolution No. 95-04 03/23/95
Active
I1
_ fr~'tS
Retention
Inactive I Destroy Vital Hist. Conf. Remarks
i IS
IU 130 I IU+30
1 1
C I -
C
CCR Title B 3204(d)(1)
Forward to Business upon completion.
OPERATIONS & MAINTENANCE MANUALS II S I I S I X
I
Legend: A = AUDIT
ON
1
2/12/95
AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
IU = IN USE NO = MONTH 01 = TERMINATION OF OWNP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
YORBA LINDA WATER DISTRICT
RECORDS RETENTION SCHEDULE
OPERATIONS DEPARTMENT
•
0
Item
13
14
15
16
Approvals:
Title
OPERATIONS REPORTS - DAILY 8 WEEKLY
Daily engine logs
Daily operations reports
Daily production reports
Weekly production reports
Storage space available reports
OPERATIONS REPORTS - MONTHLY
Monthly operations reports
Monthly production reports
Well production reports
Production consumption reports
OPERATIONS REPORTS - SEMI-ANNUAL
Semi-annual production reports
Semi-annual well production reports
Active
1
1
M
EXHIBIT "A" Page 3 of 5
Date: Counsel ~theDist 'c't:/ Date:
Date: Bo d of Directors at
- Per Resolution No. 95-04 03/23/95
Inaacti~veeRj Ust~ Vital Hist.
1 12 1 1
4 5
I
IP
P
Conf. Remarks
PURCHASING RECORDS - DUPLICATE 11AR I 11AR I I I I Originals maintained by Business.
Invoices
Purchase orders
Backup information
I i
Legend: A = AUDIT
E = EXPIRATION
AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
IU = IN USE MO = MONTH 01 = TERMINATION OF OWNERSHIP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
2/12/95
n
LJ
0
YORBA LINDA WATER DISTRICT
RECORDS RETENTION SCHEDULE
OPERATIONS DEPARTMENT
Item
17
18
19
Title
Approvals:
Department Head:
I
Ge g
Active
2AR
EXHIBIT "A" Page 4 of 5
Date: Counsel he District: Date:
szs-
Date: Bo d of Directors L/te:
Per Resolution No. 95-04 03/23/95
Retention
Inactive I Destroy Vital mist. Conf.
I I I
2AR
RADIO SYSTEM RECORDS
Correspondence
Brochures
Contract documents
FCC rules 8 regulations
installation Certificate
Radio station license
Warranty
SAFETY RECORDS
Confined space permits
SUBJECT 8 CORRESPONDENCE FILES
Agenda packets
Budget papers
Forms
Facilities maintenance work orders
Sewage spills
Vacation 8 sick leave reports
Water quality records
I i
Legend: A = AUDIT
'T ION
1MO
I
2AR
2AR
Remarks
Retain license until superseded.
Forward to IIPP files.
AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
IU = IN USE MO = MONTH 01 = TERMINATION OF ^HIP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
1
2/12/95
0
•
STRICT
Approvals:
t H
d
D
t
Date:
EXHIBI it Page 5 of 6
ict: Date:
Co
hDit
-Tl
YORBA LINDA WATER DI
RECORDS RETENTION SCHEDULE
men
ea
:
epar
7/
BUSINESS DEPARTMENT
Genera n
Date:
eopTa of Director ate:
161W
Per Resolution No. 95-04 03/23/95
Retention
Item
Title
Active I Inactive I Destroy Vital
Hist. Cont. Remarks
Deductions register by payroll
Labor distribution reports
Payroll Ledgers
I
25
I PERS FILES FOR DIRECTORS
I T+4
- I
I
T+4
I
I I I
26
I PURCHASE ORDERS
12
I
1
2 4
I I
I I
27
I
I REGULATORY REPORTS
13
I
7
110
Basin Equity Assessment Reports
California State Controller's
Special District
Reports
I
I I I
I I
California State Controller's
Reports
Pump Tax Reports
I
28 I SUBJECT & CORRESPONDENCE FILES
I
29 I TAX LEDGERS
I
30 TAX RETURNS
Federal tax returns
2AR
2 IP
3 4
2AR
P
7
Microfilmed for permanent retention
State tax returns
~ ~ I I I I I
Legend: A = AUDIT AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
E = EXPIRATION IU = IN USE MO = MONTH 01 = TERMINATION OF OWNERSHIP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
2/16/95
YORBA LINDA WATER DISTRICT
RECORDS RETENTION SCHEDULE
OPERATIONS DEPARTMENT
Item Title
I
20 I VEHICLE / EQUIPMENT FILES
Maintenance worksheets
operations & safety manuals
Repair records
Warranties
21 I VEHICLE INSPECTION REPORTS
I
22 I VEHICLE MILEAGE / SERVICE REPORTS
I
23 I VENDOR FILES
I
24 I WATER LEVEL REPORTS
I
25 I WELL DRILLERS LOGS
i
Active
01
EXHIBI'T' "A" Page 5 of 5
Date: Counsel Distri t: r Date:
~ - / s ± mss- i:^u.~~~i~
Date: Bo d of Directors: Date:
-~bfl~eq - Per Resolution No. 95-94 03/23/95
Retention
Inactive I Destroy Vital Hist. Conf. Remarks
I I I I I
01
I I I I I
IMO -
I
2 101 I OI
2AR I 12AR
10
I
P
I
IP
P
P
Forward to IIPP file.
X
I
2/12/95
Legend: A = AUDIT AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
E = ON IU = IN USE MO = MONTH 01 = TERMINATION OF n" OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION
Approvals:
•
•
YORBA LINDA WATER DISTRICT
RECORDS RETENTION SCHEDULE
BUSINESS DEPARTMENT
Approvals:
Department Head:
Item Title
I Federal payroll tax returns
State payroll tax returns
County tax returns
31 I TIME CARDS
32 I YEAR-TO-DATE ACCOUNTING REPORTS
Cash receipts ledger
Check register - accounts payable (report)
Purchase journal
Accounts payable ledger
EXHIBIT "A" Page 6 of 6
Date: Counsel t e Distr'.ryct/// Date:
sA%L~<~i~ % /f7 t
Date: E!gmf of Directors Date:
Per Resolution No. 95-04 03/23/95
Retention
Active I Inactive I Destroy Vital Hist. Conf. Remarks
3
7
I3
- 7
2/16/95
Legend: A = AUDIT AS = AFTER SETTLEMENT AT = AFTER TRANSCRIPTION AR = ANNUAL REVIEW C = COMPLETION CY = CURRENT YEAR
E = EXPIRATION IU = IN USE MO = MONTH 01 = TERMINATION OF OWNERSHIP OF ITEMS P = PERMANENT S = SUPERSEDED T = TERMINATION