HomeMy WebLinkAbout04.a. Receive information on Central San's records retention policy for sanitary sewer overflow records subject to the Clean Water Act electronic reporting rulePage 1 of 2
Item 4.a.
S
Central Contra Costa Sanitary District
October 23, 2017
TO: REAL ESTATE, ENVIRONMENTAL AND PLANNING COMMITTEE
FROM: LUPE SALDANA,ADMINISTRATIVE SERVICES SUPERVISOR -RECORDS
ELAINE BOEHME, SECRETARY OF THE DISTRICT
REVIEWED BY: JASON DEGROOT, SENIOR ENGINEER
LORI SCHECTEL, ENV. AND REG. COMP. DIVISION MANAGER; PAUL
SEITZ, CSO DIVISION MANAGER
JEAN -MARC PETIT, DIRECTOR OF ENGINEERINGAND TECHNICAL
SERVICES
ROGER BAILEY, GENERAL MANAGER
SUBJECT: RECEIVE INFORMATION ON CENTRAL SAN'S RECORDS RETENTION
POLICY FOR SANITARY SEWER OVERFLOW RECORDS SUBJECT TO THE
CLEAN WATER ACT ELECTRONIC REPORTING RULE
At the September 25, 2017 Real Estate, Environmental and Planning Committee meeting during Ms.
Schectel's Bay Area Clean Water Agencies (BACWA) update, Chair Causey asked staff to bring
back to the Committee information about Central San's records retention policy and retention status
of sanitary sewer overflow records subject to the Clean Water Act electronic reporting rule.
Central San sets retention policy for various Clean Water Act records in the Master Records Retention
Schedule in multiple Record Series Titles. Collection System Operations staff retain sanitary sewer
overflow records subject to the Clean Water Act electronic reporting rule in the following Records
Series (excerpt from the Master Records Retention Schedule).
Office of
Record
Total
Record
Record Series Title
Series
Retention
Comments/Reference
No
Collection
Incidents: Collection
03/0001
Corrective
3 years is required; 40 CFR 122.410)(2);
System
System Spill Reports
Action
Department preference; Clean Water Act
Operations
(regulatory, annual,
+5 years
Lawsuits can go back 5 years; Spill
monthly, inter -office,
reports have the potential to be involved
etc.) (Orange Sheets)
with Clean Water Act actions; GC
§60201
Generally, Central San destroys the records according to the retention policy set forth in the Master
Records Retention Schedule. Litigation, complaints, claims, public records act requests, and/or
October 23, 2017 REEP Committee Meeting Agenda Packet - Page 9 of 10
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investigations suspend normal retention periods in which case retention resumes after settlement or
completion. Central San has no control over how long federal and state agencies retain Central San
records and information submitted to them.
October 23, 2017 REEP Committee Meeting Agenda Packet - Page 10 of 10