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Earlier editions: 2026-07

Encinitas Municipal Code Title APPD Appendix D – San Dieguito Water District Records Retention Schedule

Encinitas Municipal Code · 2026-10 edition · updated 2026-10-04 · Encinitas

Cite as: Encinitas Municipal Code Title APPD · Text as of 2026-10-04

[Adopted November 28, 2018]

1. Records Retention Schedule.

Permanent = paper record is scanned permanently and paper record is kept permanently

Reference Key for Code Abbreviations

CBC California Building Code
CC Civil Code
CCP Code of Civil Procedure
CFR Code of Federal Regulations
CP Civil Procedure
EC Elections Code
GC Government Code
H&S Health and Safety Code
LC Labor Code
PCC Public Contract Code
USC United States Code
W&I Welfare & Institutions Code

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1010 Emergency Telephone Numbers GC 60201 Outdated
1130 Operating Manuals (also see 6805 Equipment Manuals) GC 60201 Superseded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1230 Educational Material GC 60201 Superseded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1340 Records Management Systems & Procedures GC 60201 Until Superseded + 2 years
1360 Policies and Procedures (departmental) Adopted by Board GC 60201 Superseded + 2 years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) GC 60201; 22 CCR 64400.25 ; 22 CCR 64470; 40 CFR 141.33(a) ; 40 CFR 141.91 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)

San Dieguito Water District Specific Plan Ordinance List

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Encinitas Municipal Code

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