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Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
Department of Code Compliance 2 CCS-MSD-001 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 3/12/2018 N N/A N/A N/A N/A N/A N/A N/A
Customer Service Request (CSR) SysCopy N/A N/A N/A7.5, 5, 8.1 &
9.1.1CIS N/A N N/A N/A N/A N/A N/A N/A N/A
Hummingbird Software System SysCopy N/A N/A N/A7.5, 5, 8.1 &
9.1.1CIS N/A N N/A N/A N/A N/A N/A N/A N/A
CHAMELEON SysCopy N/A N/A N/A7.5, 5, 8.1 &
9.1.1CIS N/A N N/A N/A N/A N/A N/A N/A N/A
Crystal Reports SysCopy N/A N/A N/A7.5, 5, 8.1 &
9.1.1CIS N/A N N/A N/A N/A N/A N/A N/A N/A
LINC Database SysCopy N/A N/A N/A7.5, 5, 8.1 &
9.1.1CIS N/A N N/A N/A N/A N/A N/A N/A N/A
Performance Soft SysCopy N/A N/A N/A7.5, 5, 8.1 &
9.1.1Strategic Customer Service N/A N N/A N/A N/A N/A N/A N/A N/A
Pay One System SysCopy N/A N/A N/A7.5, 5, 8.1 &
9.1.1Water Department N/A N N/A N/A N/A N/A N/A N/A N/A
Administrative Directive 4-8 SysCopy N/A N/A N/A7.5, 5, 8.1 &
9.1.1Human Resources N/A N N/A N/A N/A N/A N/A N/A N/A
Master Control Plan - Code Compliance Services 5 COD-FRM-005.CCS N/A N/A 4.2.3c Efficiency Team 8/22/2012 Y Name Mgmt. Rep Dept. Files Dept. FilesElectronic
Back-upUntil Updated Overwritten
Administrative Activities 4 CCS-PRO-001 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 3/13/2018 N N/A N/A N/A N/A N/A N/A N/A
Managing Communications 2 CCS-PRO-002 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/26/2018 N N/A N/A N/A N/A N/A N/A N/A
Quality Management 2 CCS-PRO-003 N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 3/12/2018 N N/A N/A N/A N/A N/A N/A N/A
Fleet Acquisition and Management 1 CCS-PRO-004 N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 12/28/2017 N N/A N/A N/A N/A N/A N/A N/A
Training 1 CCS-PRO-005 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/28/2017 N N/A N/A N/A N/A N/A N/A N/A
Revenue & Collections 4 CCS-PRO-006 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/13/2018 N N/A N/A N/A N/A N/A N/A N/A
Inclement Weather and Emergency Procedures 1 CCS-PRO-007 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 12/28/2017 N N/A N/A N/A N/A N/A N/A N/A
Employee Disclosure of Outside Employment 1 CCS-PRO-008 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 12/28/2017 N N/A N/A N/A N/A N/A N/A N/A
Multi-Tenant Community Integrity Specialist 4 CCS-PRO-009 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 3/13/2018 N N/A N/A N/A N/A N/A N/A N/A
Purchasing and Payables 1 CCS-PRO-012 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/28/2017 N N/A N/A N/A N/A N/A N/A N/A
Boarding Home Facilities 2 CCS-PRO-013 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/13/2018 N N/A N/A N/A N/A N/A N/A N/A
Consumer Protection 1 CCS-PRO-028 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/2/2018 N N/A N/A N/A N/A N/A N/A N/A
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
1 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Single Family Rental Program 2 CCS-PRO-029 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/12/2018 N N/A N/A N/A N/A N/A N/A N/A
Chapter 27 Reference Manual 2 CCS-PRO-048 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/13/2017 N N/A N/A N/A N/A N/A N/A N/A
Administration Work Instructions 001 N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A
Calibration (Neighborhood Code) 1 CCS-WKI-001 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/6/2017 N N/A N/A N/A N/A N/A N/A N/A
Texas Department of Health State Certification and Renewal Process 1 CCS-WKI-002 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/4/2017 N N/A N/A N/A N/A N/A N/A N/A
Positive Time Keeping 1 CCS-WKI-004 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Outstanding Tickets & Invoices 1 CCS-WKI-005 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
CCS Work Instruction for Approved and Unapproved Leave 1 CCS-WKI-006 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Cellular Services and Devices 1 CCS-WKI-011 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/12/2018 N N/A N/A N/A N/A N/A N/A N/A
Business Casual Fridays 1 CCS-WKI-012 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Oleoresin Capsicum Chemical Spray 1 CCS-WKI-013 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Processing Cash Receipts in AMS Advantage 3.9 1 CCS-WKI-014 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Uniform Policy 1 CCS-WKI-015 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 1/11/2018 N N/A N/A N/A N/A N/A N/A N/A
Mulit-Tenant Research Process ( Under Revenue and Collections) 1 CCS-WKI-016 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/28/2018 N N/A N/A N/A N/A N/A N/A N/A
Suspension of License for Primary and Non Primary Drivers 1 CCS-WKI-017 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Complaint/Compliment & Quality SR 1 CCS-WKI-019 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Obtaining a Replacement Fuel Card for CNG Vehicles 1 CCS-WKI-020 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
CSR Change Request Process 1 CCS-WKI-021 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Open Records and Court Ordered Subpoena Process 1 CCS-WKI-812 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2018 N N/A N/A N/A N/A N/A N/A N/A
Department of Code Compliance Phone and Call Logging 1 CCS-WKI-813 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Speakers Memo Preparation 1 CCS-WKI-815 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Procedures for processing Payroll Actions 1 CCS-WKI-826 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
2 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Information Technology Equipment 1 CCS-WKI-828 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Revenue & Collection Work Instructions
Manager of Pool Operation Certificate Process 1 CCS-WKI-801 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/22/2018 N N/A N/A N/A N/A N/A N/A N/A
Pool Permit Issuance Process 1 CCS-WKI-802 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/28/2017 N N/A N/A N/A N/A N/A N/A N/A
Vacant Building Application Process 1 CCS-WKI-804 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Multi Tenant Application Process(MCIS) 1 CCS-WKI-805 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/28/2017 N N/A N/A N/A N/A N/A N/A N/A
Daily Cash Reconciliation and Deposit Process 1 CCS-WKI-807 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Scrap Tire License Issuance Process 1 CCS-WKI-808 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Garage Sale Permit Issuance 1 CCS-WKI-809 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Demolition Lien Process 1 CCS-WKI-816 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Lien Dispute Process 1 CCS-WKI-817 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Incoming & Outgoing Mail and Filing Procedures 1 CCS-WKI-818 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Revenue and Collection Process for Credit Access Businesses 1 CCS-WKI-819 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Certificate of Occupancy Validation of Outstanding Fees(MCIS) 1 CCS-WKI-821 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/26/2017 N N/A N/A N/A N/A N/A N/A N/A
Lien Pay Off Request Process 1 CCS-WKI-824 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Guideline to Verify Ownership in SAP 1 CCS-WKI-825 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Garage Sale Tracking in CSR 1 CCS-WKI-827 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Request for a new Desktop, Laptop, Ruggedized Laptop (Under
Administration on 4Eval)1 CCS-WKI-850 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/22/2018 N N/A N/A N/A N/A N/A N/A N/A
Return of a Laptop and Ruggedized Laptop (Under Administration on
4Eval)1 CCS-WKI-851 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/22/2018 N N/A N/A N/A N/A N/A N/A N/A
Desktop, Laptop, Ruggedized Laptop Repair (Under Administration on
4Eval)1 CCS-WKI-853 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/22/2018 N N/A N/A N/A N/A N/A N/A N/A
Lien Process for Revenue and Collections 1 CCS-WKI-854 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Process For Filing Liens With The County 1 CCS-WKI-855 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Administration and Revenue & Collection Forms
Quality Management System (QMS) Bulletin 21 CCS-FRM-001 N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 11/13/2017 Y Date QMS Manager System Copy Archive
Hard-copy/
electronic
1000-35 (until
superseded)Shred
3 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
CCS Organization Chart 44 CCS-FRM-002 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/21/2018 Y Date
Assistant Director of Code
ComplianceSystem Copy Archive
Hard-copy/
electronic
1000-35 (until
superseded)Shred
Cellular Equipment Reimbursement Form 5 CCS-FRM-003 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/12/2018 Y Division/Employee
Assistant Director of Code
ComplianceIndividual Files Archive
Hard-copy/
electronic
1000-35 (until
superseded)Archive
Statement of Incident Form 2 CCS-FRM-004 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/6/2014 Y Division/Employee
Assistant Director of Code
ComplianceIndividual Files Archive
Hard-copy/
electronic
1000-35 (until
superseded)Archive
Value of Equipment Reimbursement Rate Schedule 5 CCS-FRM-005 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/12/2018 Y Division/Employee
Assistant Director of Code
ComplianceIndividual Files Archive Hard-copy
1000-35 (until
superseded)Archive
Communications Request Form 4 CCS-FRM-006 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 11/30/2017 Y Date
Communications
Coordinator
Communication
BinderArchive Hard-copy 1000-26A 5 years Archive
IT Equipment Payroll Deduction Authorization Form 1 CCS-FRM-007 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/30/2014 N N/A N/A N/A N/A N/A N/A N/A
Deed Record Release (Under Consumer Protection on 4Eval) 5 CCS-FRM-008 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 12/8/2015 Y Date
Assistant Director of Code
ComplianceOffice File Archive Hard-copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archive
Calibration Verification Form (Under Neighborhood Code on 4Eval) 9 CCS-FRM-009 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 2/19/2018 Y Date
Assistant Director of Code
ComplianceManager's Officer Archive Hard-copy 4050-04D 3 years Archive
Request To Earn - Take Time 5 CCS-FRM-010 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 11/11/2014 Y Date
Assistant Director of Code
ComplianceIndividual Files Archive Hard-copy
1050-52 Fiscal Year End
+ 3 yearsArchive
QMS Training Announcement Form (QM) 1 CCS-FRM-011 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 3/28/2017 N N/A N/A N/A N/A N/A N/A N/A
Code Compliance Guest Sign In Sheet 1 CCS-FRM-012 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/24/2009 Y Date
Assistant Director of Code
ComplianceIndividual Files Archive Hard-copy 1000-41B 1 year Archive
Things To Do Today Log 1 CCS-FRM-013 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 9/29/2009 Y Date
Assistant Director of Code
ComplianceIndividual Files Archive Hard-copy 1000-41B 1 year Archive
Equipment Return Receipt 1 CCS-FRM-014 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2016 Y
Date/alphabetical last
name
Communications
Coordinator
File Cabinet/Shared
Drive
File
Cabinet/Shared
Drive
Hard-
copy/Elec2 years Destroyed
CSR User Change Form 4 CCS-FRM-015 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 3/6/2017 Y Date
Manager
Budget/Procurement Office Files Archive Hard-copy
1000-26C Until purpose
fulfilledShred
Requisition Form 1 CCS-FRM-016 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 9/30/2009 Y Date Business Manager Finance Office Files Archive Hard-copy
1075-03A Fiscal Year
End + 3 yearsArchive
Emergency Information Form 2 CCS-FRM-017 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/2/2015 Y Date
Assistant Director of Code
ComplianceIndividual Files Archive Hard-copy
1000-35 Until
SupersededShred
Equipment Pickup Receipt 1 CCS-FRM-018 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/6/2009 Y Date
Assistant Director of Code
Compliance
Communication
BinderArchive Hard-copy 1075-20B 2 years Archive
MCC Response 1 CCS-FRM-019 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 7/20/2015 Y Date
Assistant Director of Code
ComplianceIndividual Files Archive Hard-copy 1000-26A 5 years Archive
Fees Paid by the Department 4 CCS-FRM-020 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 12/14/2017 Y Date Business Manager Finance Office Files Archive Hard-copy
1000-26 Fiscal Year End
+3 yearsArchive
Vehicle Condition Inspection Report (Rating Form) 4 CCS-FRM-021 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 8/31/2015 Y Date Division Manager-Fleet Manager's Office Archive Hard-copy 1075-18A1 1 year Archive
QMS Tip of the Week Template 1 CCS-FRM-022 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 10/5/2009 Y Date QMS Manager Individual Files Archive Hard-copy 1000-26A 5 years Archive
Management Review Template 1 CCS-FRM-023 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 1/25/2018 Y Date QMS Manager Individual Files Archive Hard-copy 1000-26A 5 years Archive
Code Compliance Vehicle Policy 4 CCS-FRM-024 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 11/3/2016 Y Date Division Manager-Fleet
Executive
Secretaries OfficeArchive Hard-copy
1000-38 Until
Superseded + 5 yearsArchive
Cellular Use Consent Form 2 CCS-FRM-025 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/16/2014 Y Date
Assistant Director of Code
Compliance
Communication
BinderArchive Hard-copy
1000-38 Until
Superseded + 5 yearsArchive
Communications Overage Memo 3 CCS-FRM-026 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 11/30/2017 Y Date
Assistant Director of Code
ComplianceIndividual Files Archive Hard-copy 1000-26A 5 years Archive
4 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Administration Pool Vehicle Sign In/Out Form 1 CCS-FRM-027 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 11/16/2009 Y Date Division Manager-Fleet Individual Files Archive Hard-copy GR1075-20B 2 years Archive
Cover Letter - Letter for Code Officer and Registered Professional
Sanitarian Renewal (See Purchasing and Procurement Manager for
Form)
2 CCS-FRM-028 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/5/2017 Y Alphabetically Purchasing Manager Individual Files Archive Hard-copy GR1000-26C 2 years Archive
Cover Letter - Letter for Officer Renewal for Environmental Specialist
(See Purchasing and Procurement Manager for form)2 CCS-FRM-029 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/5/2017 Y Alphabetically Purchasing Manager Financial Files Archive Hard-copy GR1000-26C 2 years Archive
Company Vendor Number 1 CCS-FRM-030 N/A N/A7.5, 5, 8.1 &
9.1.1Purchasing Manager 12/11/2009 Y Alphabetically Purchasing Manager Financial Files Archive Hard-copy GR1000-26C 2 years Archive
Vendor Evaluation Form 2 CCS-FRM-031 N/A N/A7.5, 5, 8.1 &
9.1.1Purchasing Manager 7/1/2014 Y Alphabetically Purchasing Manager Financial Files Archive Hard-copy GR1000-26C 2 years Archive
Idea Log 1 CCS-FRM-032 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 2/3/2010 Y Date Clerical Staff Individual Files Archive Hard-copy GR1000-41A4 years Shred
Standard Supply Request List 7 CCS-FRM-033 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/11/2017 Y Date Clerical Staff Individual Files Archive Hard-copy GR1000-41A4 years Shred
Control Access System-Access Codes 2 CCS-FRM-034 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/28/2014 Y Date Office Staff Individual Files Archive Hard-copy GR1075-22 3 years Shred
Telephone Inventory Matrix 1 CCS-FRM-035 N/A N/A7.5, 5, 8.1 &
9.1.1Assistant Director 11/11/2013 Y Org Number
Communications
Coordinator
Communications
Laptop
Communications
LaptopElectronic 1 Quarter Erased
CAB Renewal Letter (Under Revenue & Collections on 4Eval) 3 CCS-FRM-036 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 12/11/2017 Y By Date Rev & Coll office staff File Cabinet File Cabinet Hard Copy 2 yrs. Archive
Outstanding Ticket and Invoice Acknowledgement Letter 2 CCS-FRM-037 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 11/22/2016 Y Date Division Manager-Fleet Individual Files Archive Hard-copy GR-100026B 2 years Shred
Vehicle Request/Loaner 1 CCS-FRM-038 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 8/20/2010 Y Alphabetically Division Manager-Fleet Individual Files Archive Hard-copy GR1075-20B 2 years Shred
Vehicle Information Change 1 CCS-FRM-039 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 8/20/2010 Y Alphabetically Division Manager-Fleet Individual Files Archive Hard-copy GR1075-20B 2 years Shred
Contract for Mowing Services 2 CCS-FRM-040 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 1/17/2018 N N/A N/A N/A N/A N/A N/A N/A
Unpaid Lien Letter (Under Revenue & Collections on 4Eval) 4 CCS-FRM-041 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/12/2017 Y Date Rev & Coll Office Staff Individual Files Archive Hard-copy
PW5250-02B Verification
of correction plus 3 yearsArchive
IT Equipment Consent Form 1 CCS-FRM-042 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/30/2014 Y Date
Assistant Director of Code
Compliance
Communication
BinderArchive Hard-copy
1000-38 Until
Superseded + 5 yearsArchive
Non-Sufficient Fund Check Letter 1 CCS-FRM-043 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/8/2017 Y
Alpha/Numerical by
AddressOfficer/Clerical Staff
Officer files/Clerk
file/CSRArchive
Electronic/H
ard Copy
1025-27D Fiscal Year
End of write off + 3 yearsArchive
New Employee Self Directed Orientation Checklist 1 CCS-FRM-044 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/11/2016 N N/A N/A N/A N/A N/A N/A N/A
Vacant Building Repsonse Notice (Under Revenue & Collections on
4Eval)1 CCS-FRM-045 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/12/2018 N N/A N/A N/A N/A N/A Purpose Fulfilled Destroy
Vacant Builidng Final Notice Letter (Under Revenue & Collections on
4Eval)1 CCS-FRM-046 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/12/2018 N N/A N/A N/A N/A N/A Purpose Fulfilled Destroy
Revenue and Collection Front Desk Coverage (Under Revenue &
Collections on 4Eval)1 CCS-FRM-047 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/13/2017 N N/A N/A N/A N/A N/A N/A N/A
Employee Sign In-Sign Out Sheet (Under Revenue & Collections on
4Eval)7 CCS-FRM-048 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/8/2018 Y Date Revenue Manager Individual Files Archive Hard-copy GR 1075-41B 2 years Shred
Emergency Management Contact List 5 CCS-FRM-049 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/12/2017 N N/A N/A N/A N/A N/A N/A N/A
Letter of Counseling-Non Primary Driver Memo 2 CCS-FRM-051 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 1/12/2018 Y Alphabetical- name Management Individual File File Cabinet Hard-copy GR-1050-07C 2 years Archived
Scrap Tire Motor Vehicle Repair Shop-Delinquent Letter (Under
Consumer Protection on 4Eval)4 CCS-FRM-052 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance4/14/2017 Y Date Clerical Staff Individual Files Archive Hard-copy GR-1000-26B 2 years Archive
Citation Book Checklist 1 CCS-FRM-053 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/7/2017 Y Date Clerical Staff File Cabinet File Cabinet Hard-copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Training Registration Form 6 CCS-FRM-054 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/9/2017 Y Date Management Individual Files File Cabinet
Hard-copy or
ElectronicN/A Discard
5 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Outside Employment Disclosure 1 CCS-FRM-055 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 8/1/2011 Y Alphabetically Management Individual Files Archive Hard-copy
GR 1050-12D date of
separation + 5 yearsArchive
Budget Monthly Staffing Status Report 3 CCS-FRM-056 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/9/2012 Y Date Clerical Staff Individual Files Archive Hard-copy GR1000-26B 2 years Shred
Oleoresin Capsicum Chemical Spray (OC Spray) Distribution Form 1 CCS-FRM-057 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/23/2015 N N/A N/A N/A N/A N/A N/A N/A
Credit Access Business Permit 1 CCS-FRM-058 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/21/2011 Y
Alphabetical by Company
NameRev & Collections Expansion File City Storage Hard Copy
Expiration, Cancellation,
Revocation, or Denial +
2yrs
Lifetime of Asset
Vacant Building Insurance Letter (Under Revenue & Collections on
4Eval)2 CCS-FRM-059 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/31/2014 Y By Address Rev & Collections File Cabinet City Storage Hard Copy
Expiration, Cancellation,
Revocation, or Denial +
3yrs
Lifetime of Asset
Valid Lien Letter - High Weeds or Litter (Under Revenue & Collections
on 4Eval)7 CCS-FRM-060 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/12/2017 Y Date Rev & Collections File Cabinet City Storage Hard Copy
PW5250-02B Verification
of correction plus 3 yearsDiscard
Invalid Lien Letter - High Weed/Litter (Under Revenue & Collections on
4Eval)6 CCS-FRM-061 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/12/2017 Y Date Rev & Collections File Cabinet City Storage Hard Copy
PW5250-02B Verification
of correction plus 3 yearsDiscard
Property/Owner Research (Under Revenue & Collections on 4Eval) 4 CCS-FRM-062 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance5/1/2017 Y Date Rev & Collections File Cabinet City Storage Hard Copy 2yrs Discard
Payroll Deduction Authorization Template 4 CCS-FRM-063 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/12/2017 N N/A N/A N/A N/A N/A N/A N/A
Quality Management Team Daily Task Log 1 CCS-FRM-064 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/1/2015 N N/A N/A N/A N/A N/A N/A N/A
Disposable Phone Log 1 CCS-FRM-065 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/20/2015 Y Date Supervisor File Cabinet File Cabinet Hard-copy GR-1075-41B 2 years Discard
Petty Cash Monthly Internal Audit 1 CCS-FRM-067 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/4/2014 Y Month Manager File Cabinet Archive Hard copy 5yrs N/A
Employee Advisory Council Departmental Newsletter 1 CCS-FRM-068 N/A N/A7.5, 5, 8.1 &
9.1.1Director 8/19/2013 N N/A N/A N/A N/A N/A N/A N/A
Revenue & Collection Return Call List (Under Revenue & Collections
on 4Eval)2 CCS-FRM-069 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/14/2014 Y Date Office Assistants File Cabinet File Cabinet
Hard Copy
or Electronic2yrs Discard
Waiver of Liability 1 CCS-FRM-071 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/10/2012 Y Alpha Numerical by Name Manager File Cabinet Storage Facility Original File
3yrs from the date of
cessation of activity for
which the waiver was
Shred
CSR User Access Change Reqeust Form 1 CCS-FRM-072 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/13/2017 Y Date
Manager
Budget/Procurement Office Files Archive Hard-copy
1000-26C Until purpose
fulfilledShred
Cash List (Under Revenue & Collections on 4Eval) 1 CCS-FRM-073 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/4/2012 Y
Revenue & Collection:
Numerical by AddressRev & Coll office staff
Collection: Office
filesArchived
Hard Copy
or ElectronicGR-1075-20A FE+ 3 yrs. Archived
CCS Telephone Directory 18 CCS-FRM-075 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/8/2018 N N/A N/A N/A N/A N/A N/A N/A
Valid Lien Letter - Change of Ownership (Under Revenue & Collections
on 4Eval)1 CCS-FRM-077 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/6/2015 Y Alpha-Numerical
Supervisor/Office
Assistant
Supervisor
Office/Office
Assistant Office
Archive
Hard Copy
and
Electronic
PW5250-02B Verification
of correction plus 3 yearsArchive
Fire Alarm Drill/Employee Check 1 CCS-FRM-078 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/5/2012 Y By Date Manager Electronic File Electronic File
Electronic
File3 yrs. Delete
Code Academy Training Survey 4 CCS-FRM-079 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/9/2017 Y By Date Training Manager File Cabinet File Cabinet Hard Copy 2 yrs. Shred
Letter of Counseling- Primary Driver Status Memo 1 CCS-FRM-080 N/A N/A7.5, 5, 8.1 &
9.1.1Director of Code Compliance 10/1/2015 Y Alphabetical- name Manager Individual File File Cabinet Hard-copy GR-1050-07C 2 years Archived
Motor Vehicle Repair Placard (Under Revenue & Collections on 4Eval) 1 CCS-FRM-081 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/22/2016 N N/A N/A N/A N/A N/A N/A N/A
R&C Daily Task Log (Under Revenue & Collections on 4Eval) 1 CCS-FRM-082 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance5/5/2015 N N/A N/A N/A N/A N/A N/A N/A
6 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
R&C Training Log (Under Revenue & Collections on 4Eval) 1 CCS-FRM-083 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/5/2015 N N/A N/A N/A N/A N/A N/A N/A
Quality Management System Test Template 1 CCS-FRM-085 N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 8/21/2013 Y By Date QMS Manager File Cabinet Hard Copy 2 Yrs. Delete/Shred
Inventory Change Request 1 CCS-FRM-086 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/27/2013 Y Unit/Year
Administrative Tech
Analyst
Code Administration
(File Cabinet)
Electronic or
Hardcopy
Electronic or
Hardcopy2 Yrs. Delete/Shred
Cell Phone Stipend Termination Form 1 CCS-FRM-087 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/6/2013 Y Date Budget Manager File Cabinet Hardy or Electronic N/A
Fiscal Year End + 3 yrs.
(GR1050-52f)Discard
Lien Review Letter (Under Revenue & Collections on 4Eval) 1 CCS-FRM-090 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2015 N N/A N/A N/A N/A N/A N/A N/A
Letter for Code Officer and Registered Professional Sanitarian
Renewal4 CCS-FRM-095 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/14/2017 N N/A N/A N/A N/A N/A N/A N/A
Letter for Officer Renewal for Environmental Specialist 4 CCS-FRM-096 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/14/2017 N N/A N/A N/A N/A N/A N/A N/A
Repair Approval Form N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
CNG Fuel Card Request N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Department Bulk Fuel Account Card Request N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Revenue Collections Sr. Office Assistant Production Standards N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Mobile Use Consent/Authorization Form N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Administrative Directive N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Employee Monthly Mileage Report N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Vehicle Operation Checklist N/AExternal Document
(A.D. 6-15)N/A N/A
7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Vehicle Inspection Checklist N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Dallas City Code N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Emergency Contact Form N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Semi Annual Employee Certification N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Open Record Request Form N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Deliver Confirmation-Goods or Services N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Notice of Claim Against the City of Dallas N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Port Activation-Port Repair Template N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
SAP Pay1User Access Request Form N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Security Authorization Request-Part I N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
City of Dallas Identification & Access Request Form N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Change Action Form N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
7 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Work Schedule Change Action N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Badge Number Request Form N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Quality Management - PRO's, WKI's, and Forms
Preparing and Conducting the Department Customer Survey for Code
Compliance1 CCS-WKI-007 N/A N/A
7.5, 5, 8.1 &
9.1.1Director of Code Compliance 2/22/2018 N N/A N/A N/A N/A N/A N/A N/A
Annual Review of Records 1 CCS-WKI-018 N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 2/22/2018 N N/A N/A N/A N/A N/A N/A N/A
Environmental PRO's and WKI's and Forms
Code Compliance - EMS (Environmental Management System) 1 CCS-PRO-001-EMS
4.3, 4.4,
4.4.3, 4.4.5,
4.4.6, 4.4.7,
4.5, 4.5.3,
N/A
4.4, 5.1.2,
5.3, 6.2,
7.1.3,
7.1.4, 8.1,
Assistant Director 2/22/2018 N N/A N/A N/A N/A N/A N/A N/A
Workplace Chemical List 2 CCS-FRM-001-EMS4.2, 5.5, 7.1
& 8.1 N/A
4.4, 5.1.2,
5.3, 6.2,
7.1.3, 7.1.4,
8.1, 8.2,
Assistant Director 7/25/2017 N N/A N/A N/A N/A N/A N/A N/A
Hazard Communication Program 1 CCS-FRM-003-EMS4.2, 5.5, 7.1
& 8.1 N/A
4.4, 5.1.2,
5.3, 6.2,
7.1.3, 7.1.4,
8.1, 8.2,
Assistant Director 7/25/2017 N N/A N/A N/A N/A N/A N/A N/A
EMS Bulletin 5 CCS.FRM-005-EMS N/A
4.3, 4.4,
4.4.3, 4.4.5,
4.4.6, 4.4.7,
4.4, 5.1.2,
5.3, 6.2,
7.1.3, 7.1.4,
Assistant Director of Code
Compliance12/1/2017 N N/A N/A N/A N/A N/A N/A N/A
OHSAS PRO'S AND WKI'S Forms
Code Compliance -OHSAS (Occupational Health & Safety Series -
18001)2 CCS-PRO-001-OHS N/A
4.3, 4.4,
4.4.3, 4.4.5,
4.4.6, 4.4.7,
4.4, 5.1.2,
5.3, 6.2,
7.1.3, 7.1.4,
Director of Code
Compliance3/13/2018 N N/A N/A N/A N/A N/A N/A N/A
Employee Injury Reporting Process 1 CCS-WKI-001-OHS N/A
4.3, 4.4,
4.4.3, 4.4.5,
4.4.6, 4.4.7,
4.4, 5.1.2,
5.3, 6.2,
7.1.3, 7.1.4,
Director of Code
Compliance2/20/2018 N N/A N/A N/A N/A N/A N/A N/A
Employee Collision Reporting Process 1 CCS-WKI-002-OHS N/A
4.3, 4.4,
4.4.3, 4.4.5,
4.4.6, 4.4.7,
4.4, 5.1.2,
5.3, 6.2,
7.1.3, 7.1.4,
Director of Code
Compliance2/20/2018 N N/A N/A N/A N/A N/A N/A N/A
Facility Insepctions 1 CCS-WKI-003-OHS N/A
4.3, 4.4,
4.4.3, 4.4.5,
4.4.6, 4.4.7,
4.4, 5.1.2,
5.3, 6.2,
7.1.3, 7.1.4,
Director of Code
Compliance2/20/2018 N N/A N/A N/A N/A N/A N/A N/A
OHSAS FORMS
OHSAS Bulletin 10 CCS-FRM-001-OHS N/A
4.3, 4.4,
4.4.3, 4.4.5,
4.4.6, 4.4.7,
4.4, 5.1.2,
5.3, 6.2,
7.1.3, 7.1.4,
Assistant Director of Code
Compliance12/1/2017 N N/A N/A N/A N/A N/A N/A N/A
Aerosol Can Transfer 1 CCS-FRM-002-OHS N/A
4.3, 4.4,
4.4.3, 4.4.5,
4.4.6, 4.4.7,
4.5, 4.5.3,
4.4, 5.1.2,
5.3, 6.2,
7.1.3, 7.1.4,
8.1, 8.2,
Assistant Director of Code
Compliance11/19/2012 Y N/A District Offices District Files Hard Copy Hard Copy 3 Years Shred
Emergency Action Plan 2 CCS-FRM-005-OHS N/A
4.3, 4.4,
4.4.3, 4.4.5,
4.4.6, 4.4.7,
4.4, 5.1.2,
5.3, 6.2,
7.1.3, 7.1.4,
Assistant Director of Code
Compliance9/13/2017 N N/A N/A N/A N/A N/A N/A N/A
Post Wrap-up Emergency Exit Drill 1 CCS-FRM-006-OHS N/A
4.3, 4.4,
4.4.3, 4.4.5,
4.4.6, 4.4.7,
4.4, 5.1.2,
5.3, 6.2,
7.1.3, 7.1.4,
Assistant Director of Code
Compliance1/6/2016 Y
Date Manager File cabinet District offices Hard copy 3 years Discard
8 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Visual Housekeeping Inspection Form 1 CCS-FRM-007-OHS N/A
4.3, 4.4,
4.4.3, 4.4.5,
4.4.6, 4.4.7,
4.4, 5.1.2,
5.3, 6.2,
7.1.3, 7.1.4,
Assistant Director of Code
Compliance2/21/2018 Y
Date Manager File cabinet District offices Hard copy 3 years Discard
EBS Maintained Vehicle Checklist N/A External Document N/A N/A N/A N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Neighborhood Code Compliance
NEIGHBORHOOD CODE COMPLIANCE - 200's & 300's 4 CCS-PRO-031 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/13/2018 N N/A N/A N/A N/A N/A N/A N/A
Neighborhood Code Compliance Work Instructions 4 CCS-PRO-033 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/13/2018 N N/A N/A N/A N/A N/A N/A N/A
Consumer Health/Education 2 CCS-PRO-034 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/13/2018 N N/A N/A N/A N/A N/A N/A N/A
Mosquito Control 1 CCS-PRO-035 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/2/2018 N N/A N/A N/A N/A N/A N/A N/A
Demolition 1 CCS-PRO-036 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/2/2018 N N/A N/A N/A N/A N/A N/A N/A
Mosquitos Collection, Shipping and Testing 1 CCS-PRO-044 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/2/2018 N N/A N/A N/A N/A N/A N/A N/A
Service Level Agreement (Department of Code Compliance CSR) Sys Copy N/A N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Mosquito Control Program Monthly Reports Sys Copy N/A N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Inspector Monthly Reports Sys Copy N/A N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
GPS Coordinates of Mosquito Collection Sites Sys Copy N/A N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Larvicide Site List Sys Copy N/A N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Calibration 1 CCS-WKI-001 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/6/2017 N N/A N/A N/A N/A N/A N/A N/A
Trees and Tree Limbs, Dead 1 CCS-WKI-201 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Exterior Surfaces, Protect from Decay 1 CCS-WKI-204 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Piers, Hollow Masonry 1 CCS-WKI-205 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Bulky Trash on Parkway 1 CCS-WKI-206 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/17/2017 N N/A N/A N/A N/A N/A N/A N/A
High Weeds 1 CCS-WKI-207 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Litter and Solid Waste 1 CCS-WKI-208 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/17/2017 N N/A N/A N/A N/A N/A N/A N/A
Open and Vacant Structure 1 CCS-WKI-209 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Vegetation in Alley, Street or Sidewalk 1 CCS-WKI-210 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/17/2017 N N/A N/A N/A N/A N/A N/A N/A
Overcrowding Conditions 1 CCS-WKI-211 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Mastered Metered Notice 1 CCS-WKI-214 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Nonpayment of Utility Bills - Essential Utility Service 1 CCS-WKI-215 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Burned Structure 1 CCS-WKI-216 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Dumpster Screening (Garbage Storage Area) 1 CCS-WKI-217 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Open Storage Accessory Use 1 CCS-WKI-218 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
9 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Fence Regulations (Illegal Fence) 1 CCS-WKI-221 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Certificate of Occupancy 1 CCS-WKI-227 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/6/2017 N N/A N/A N/A N/A N/A N/A N/A
Illegal Dumping 1 CCS-WKI-228 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/6/2017 N N/A N/A N/A N/A N/A N/A N/A
Documentation of Code Compliance 311 System 1 CCS-WKI-229 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/6/2017 N N/A N/A N/A N/A N/A N/A N/A
Water Conservation 1 CCS-WKI-230 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/6/2017 N N/A N/A N/A N/A N/A N/A N/A
Satellite Dish Antenna 1 CCS-WKI-232 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Lock Take and Hide 1 CCS-WKI-233 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Swimming Pools (Private) 1 CCS-WKI-234 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Swimming Pool (Semi - Public) 1 CCS-WKI-235 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Illegal Garbage Placement 1 CCS-WKI-236 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Drainage 1 CCS-WKI-238 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Animal Horses Stable Main Use 1 CCS-WKI-239 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Mobile or Manufactured Home Placement 1 CCS-WKI-240 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Animal Horse Stable Accessory Use 1 CCS-WKI-241 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Shopping Carts 1 CCS-WKI-242 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Home (Business) Occupation 1 CCS-WKI-243 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Visibility Triangle Obstructions 1 CCS-WKI-244 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 N N/A N/A N/A N/A N/A N/A N/A
Building Numbers 1 CCS-WKI-245 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Outside Sales and Display-Accessory Use 1 CCS-WKI-246 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Salvage and Reclamation 1 CCS-WKI-247 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Insects, Rodents and Vermin 1 CCS-WKI-248 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Occasional Sales (Garage Sales) 1 CCS-WKI-249 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/17/2017 N N/A N/A N/A N/A N/A N/A N/A
Handbills 1 CCS-WKI-250 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Signs Illegally Placed on Public Right-of-Way (Medians, Parkway and
City Property)1 CCS-WKI-252 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Parking On Unapproved Surface (POUS) 1 CCS-WKI-253 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Junk Motor Vehicles (JMV) 1 CCS-WKI-254 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2018 N N/A N/A N/A N/A N/A N/A N/A
Parking Recreational Vehicles in Residential Areas 1 CCS-WKI-255 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Open Storage-Primary Use 1 CCS-WKI-256 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Illegal Vending 1 CCS-WKI-257 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
10 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Oversized Vehicles and Equipment in Residential Areas 1 CCS-WKI-258 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Outside Complaint Application for Prosecution 1 CCS-WKI-261 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Citation Dismissal 1 CCS-WKI-262 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2018 N N/A N/A N/A N/A N/A N/A N/A
Citation Books Distribution 1 CCS-WKI-263 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2018 N N/A N/A N/A N/A N/A N/A N/A
Citation Codes and Fine List 1 CCS-WKI-264 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Court Preparation 1 CCS-WKI-265 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Officer's Appearance/Conduct 1 CCS-WKI-266 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Chapter 54 Civil Lawsuit 1 CCS-WKI-267 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Administrative Search Warrants 1 CCS-WKI-269 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2018 N N/A N/A N/A N/A N/A N/A N/A
Scrap Tire License Verification 1 CCS-WKI-270 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Mobile Tire Repair Unit Decal Inspection 1 CCS-WKI-271 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Scrap Tire Transporter Decal Inspection 1 CCS-WKI-272 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Scrap Tire License Inspection 1 CCS-WKI-273 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Electronic Repair License Complaint 1 CCS-WKI-274 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Electronic Repair License Inspection 1 CCS-WKI-275 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Home Repair License Compliant 1 CCS-WKI-276 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Home Repair License Verification 1 CCS-WKI-277 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Wood Vendor License Verification 1 CCS-WKI-278 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Motor Vehicle Repair Complaint 1 CCS-WKI-279 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Motor Vehicle License Inspection 1 CCS-WKI-280 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Graffiti Private Property 1 CCS-WKI-281 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2018 N N/A N/A N/A N/A N/A N/A N/A
Dallas Tomorrow Fund 1 CCS-WKI-282 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/4/2017 N N/A N/A N/A N/A N/A N/A N/A
Smoking Enforcement 1 CCS-WKI-284 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Dog Patio Enforcement 1 CCS-WKI-285 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Light Glare 1 CCS-WKI-286 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2018 N N/A N/A N/A N/A N/A N/A N/A
Noise Enforcement 1 CCS-WKI-287 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2018 N N/A N/A N/A N/A N/A N/A N/A
Mobile Food Establishments 1 CCS-WKI-288 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Temporary Food Establishments 1 CCS-WKI-289 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Central Business District (CBD) Concession License/Location Permit 1 CCS-WKI-290 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
11 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Kiosk/Coffee Cart Permit 1 CCS-WKI-291 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Processing Registered Food Service Manager Applications 2 CCS-WKI-292 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/8/2018 N N/A N/A N/A N/A N/A N/A N/A
Routine and Follow Up Inspections 1 CCS-WKI-293 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
State Fair Permitting 1 CCS-WKI-294 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Foodborne Illness Investigation 1 CCS-WKI-295 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Emergency Response for Overturned Vehicles 1 CCS-WKI-296 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Emergency Response for Burned Establishments 1 CCS-WKI-297 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Emergency Response to Natural/Man Made Disasters in Food
Establishments1 CCS-WKI-298 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Fetal Material Transporter Permits 1 CCS-WKI-300 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/15/2017 N N/A N/A N/A N/A N/A N/A N/A
Gambusia Stocking 1 CCS-WKI-301 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/15/2017 N N/A N/A N/A N/A N/A N/A N/A
Mosquito Collections Gravid Trap and Shipping Process 1 CCS-WKI-302 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/15/2017 N N/A N/A N/A N/A N/A N/A N/A
Mosquito Control Storm Sewer 1 CCS-WKI-304 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/15/2017 N N/A N/A N/A N/A N/A N/A N/A
Mosquito Control Adulticide (ULV Above the Ground Application) 1 CCS-WKI-305 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/15/2017 N N/A N/A N/A N/A N/A N/A N/A
Mosquito Control Complaints 1 CCS-WKI-306 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/15/2017 N N/A N/A N/A N/A N/A N/A N/A
Mosquito Larval Control 1 CCS-WKI-307 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/15/2017 N N/A N/A N/A N/A N/A N/A N/A
Mobile Food Units Permitting 1 CCS-WKI-309 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Processing Mail 1 CCS-WKI-311 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Court Ordered Demolition 1 CCS-WKI-312 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/16/2017 N N/A N/A N/A N/A N/A N/A N/A
Demolition Referral 1 CCS-WKI-313 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/16/2017 N N/A N/A N/A N/A N/A N/A N/A
Coin-Operated Machine License Inspections 1 CCS-WKI-314 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Food Sample Chain of Custody 1 CCS-WKI-315 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Multi-Tenant Invoice Process 1 CCS-WKI-316 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/26/2017 N N/A N/A N/A N/A N/A N/A N/A
Void/Dismiss Invoice related to Multi-tenant Properties 1 CCS-WKI-317 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/26/2017 N N/A N/A N/A N/A N/A N/A N/A
Manager of Pool Class Schedule & Test Administration 1 CCS-WKI-318 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 N N/A N/A N/A N/A N/A N/A N/A
Graded Inspection 1 CCS-WKI-319 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/22/2018 N N/A N/A N/A N/A N/A N/A N/A
12 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Request a Schedule of Tow 1 CCS-WKI-322 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Scanning of Notices/Citations 1 CCS-WKI-323 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/4/2017 N N/A N/A N/A N/A N/A N/A N/A
Mailing of Notices in CSR System 1 CCS-WKI-324 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Scheduling Graded Inspections 1 CCS-WKI-325 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/28/2017 N N/A N/A N/A N/A N/A N/A N/A
NCR Meeting Preparation 1 CCS-WKI-326 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Research for Request 1 CCS-WKI-327 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Ordering Office Supplies 1 CCS-WKI-328 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Researching and Processing Returned/Unclaimed Mail 1 CCS-WKI-329 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/20/2018 N N/A N/A N/A N/A N/A N/A N/A
Customer Contact Letter 1 CCS-WKI-330 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Ordering supplies from Park & Recreation Dept. 1 CCS-WKI-331 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Adjusting the Laptop Camera Settings 1 CCS-WKI-335 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Saving Images in CSR 1 CCS-WKI-336 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/4/2018 N N/A N/A N/A N/A N/A N/A N/A
Interior Inspections 2 CCS-WKI-337 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/6/2018 N N/A N/A N/A N/A N/A N/A N/A
Exterior Inspections 2 CCS-WKI-338 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/6/2018 N N/A N/A N/A N/A N/A N/A N/A
Tracking and Auditing of Citations Issued by Code Compliance 1 CCS-WKI-339 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2018 N N/A N/A N/A N/A N/A N/A N/A
NEIGHBORHOOD CODE COMPLIANCE FORMS
Group Peer Evaluation 1 CCS-FRM-201 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance 10/10/2017 N N/A N/A N/A N/A N/A N/A N/A
City of Dallas Administrative (Civil) Citation (Pre-Printed) 5 CCS-FRM-202 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance 2/17/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
City of Dallas Interior Notice of Violation (Pre-Printed) 3 CCS-FRM-203 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/2/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Interior Notice of Violation Remarks Page 3 CCS-FRM-203-NC N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/2/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Equipment & Supplies Check Out Log 1 CCS-FRM-204 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/13/2011 Y Date Clerk Individual File Archive Hard Copy GR1075-41B 2 years Shred
Garage Sale Ordinance Pamphlet (English & Spanish) 3 CCS-FRM-205 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/14/2016 N N/A N/A N/A N/A N/A N/A N/A
Junk Motor Vehicle Affidavit and Order of Seizure 3 CCS-FRM-206 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/12/2013 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Semi-Annual Certification for Single Federal Awards or Cost
Objectives2 CCS-FRM-207 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/9/2012 Y Alphabetically Manager Individual File Archive Hard Copy
GR1050-31 1 year
exemptArchived
Letter of Intent 1 CCS-FRM-208 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/1/2009 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
13 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Code Officer Matrix Performance Grading 1 CCS-FRM-209 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/13/2011 Y Alphabetically Manager Individual File Archive Hard Copy
GR 1050-12D date of
separation + 5 yearsArchived
Affidavit for Search, Seizure and Dispose Warrant 9 CCS-FRM-210 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/18/2018 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Void/Dismissal (Civil/Criminal) 7 CCS-FRM-211 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/28/2018 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW5250-02A 1 year after
determination violation is
unfounded
Archived
Parking Citation Disposition Memo 2 CCS-FRM-213 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/6/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW5250-02A 1 year after
determination violation is
unfounded
Archived
Notice of Violation (Orange Placard) (Pre-Printed) 2 CCS-FRM-214 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/5/2016 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Inspection Consent Form 1 CCS-FRM-215 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/18/2009 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
founded is verification of
correction + 3 years 1
year after determination
Archived
Graffiti Abatement Consent Form (English) 3 CCS-FRM-216 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Vehicle Sign Out Sheet 3 CCS-FRM-218 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/10/2014 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard CopyGR1075-22 3 years Archived
Request for Consultant Survey Estimate 3 CCS-FRM 219 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/1/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
GR 1000-25 AC -30
yearsArchived
City of Dallas Exterior Notice of Violation-Annual (Pre-Printed) 2 CCS-FRM-220 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/2/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW5250-02B founded
verification of correction
+ 3 years founded
Archived
Exterior Notice of Violation Remarks Page 2 CCS-FRM-220-NC N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/2/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW5250-02B founded
verification of correction
+ 3 years founded
Archived
Neighborhood Code Daily Deposit Log 1 CCS-FRM-221 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/4/2016 N N/A N/A N/A N/A N/A N/A N/A
Open and Vacant Violation (Green Placard) (Pre-Printed) 2 CCS-FRM-222 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/17/2015 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B
Verification of correction
plus 3 years
Archived
Graffiti Violation (Blue Placard) (Pre-Printed) 2 CCS-FRM-223 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/28/2016 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Daily Attendance Roster 4 CCS-FRM-224 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2014 Y Date Manager Managers Files Filing Cabinet
Electronic &
Hard CopyGR1075-41B 2 years Archived
Warning Vehicle Seizure (Junk Motor Vehicle Placard) (Pre-Printed) 2 CCS-FRM-225 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/3/2016 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Junk Motor Vehicle (Abatement Notice) (Pre-Printed) 2 CCS-FRM-226 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/15/2013 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Tire Shop Establishment License Application 3 COD Website CCS-FRM-227 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/6/2016 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
1000-36 expiration + 2
yearsArchived
Scrap Tire Mobile Decal (Pre-Printed) 2 CCS-FRM-228 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/20/2016 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
Archives
Hard
Copy/CSR
1000-36 expiration + 2
yearsArchived
Scrap Tire Transporter Decal (Pre-Printed) 2 CCS-FRM-229 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/20/2016 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
Archives
Hard
Copy/CSR
1000-36 expiration + 2
yearsArchived
Mobile Tire Repair/Transporter Application 3 COD Website CCS-FRM-230 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/6/2016 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
1000-36 expiration + 2
yearsArchived
Certificate of Occupancy Checklist 1 CCS-FRM-231 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/6/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
1000-36 expiration + 2
yearsArchived
Pro Tow Wrecker Service Junk Motor Vehicle Log Sheet 3 CCS-FRM-232 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/20/2011 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard CopyGR1075-41B 2 years Archived
Pro Tow Wrecker Service Junk Motor Vehicle Fax Sheet 3 CCS-FRM-233 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/28/2014 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW5250-02B founded
verification of correction
+ 3 years founded
Archived
Wood Vendor Permit 1 CCS-FRM-234 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/24/2015 N N/A N/A N/A N/A N/A N/A N/A
14 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Code Compliance Swimming Pool Inspection Report -Pre-Printed 4 CCS-FRM-235 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/17/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW5250-02B founded
verification of correction
+ 3 years founded
Archived
Citation Accountability Spreadsheet 1 CCS-FRM-236 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/1/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Calibration Verification Log 1 CCS-FRM-238 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/17/2018 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
GR1000-41B 1 year
exemptArchived
Vehicle Repair Request 2 CCS-FRM-239 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/21/2011 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
GR1075-18A1 1 year
exemptShred
Permission to Remove Junk Motor Vehicle 2 CCS-FRM-240 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/17/2015 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Yearly Attendance Tracking Form 2 CCS-FRM-241 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance4/28/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
GR1050-31 1 year
exemptShred
Triage Submissions Request Form 1 CCS-FRM-242 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance5/30/2017 Y N/A Office Assistant Filing Cabinet Filing Cabinet
Electronic &
Hard Copy1000-26B 2 years Archived
Census Tract Assignment Form 1 CCS-FRM-243 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/29/2009 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
GR1050-31 1 year
exemptShred
Courtesy Letter / English 6 CCS-FRM-244 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/10/2014 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy1000-26B 2 years Archived
Meter Key Log 1 CCS-FRM-245 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/29/2009 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
GR1000-41B 1 year
exemptShred
Notice of Hazardous Structure (Red Placard) (Pre-Printed) 1 CCS-FRM-246 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/9/2009 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Citation Log 3 CCS-FRM-247 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance6/5/2015 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
GR1000-41B 1 year
exemptShred
Certified Mail Log 1 CCS-FRM-248 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/29/2009 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
GR1000-41B 1 year
exemptShred
Tire Business & Registration Program Notice of Violation-
English/Spanish (Pre-Printed)3 CCS-FRM-249 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/18/2014 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
Archives
Hard
Copy/CSR
PW5250-02B founded
verification of correction
+ 3 years founded
Archived
Vacant Building Permit (Under Revenue & Collections on 4Eval) 1 CCS-FRM-250 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/6/2009 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
1000-36 expiration + 2
yearsArchived
Affidavit for Search Warrant 4 CCS-FRM-251 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/18/2018 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Daily Attendance Roster & Vehicle Inventory 3 CCS-FRM-252 N/A N/A7.5, 5, 8.1 &
9.1.1Document Control Rep 12/30/2016 Y Date Inspector/Clerk
Inspector File/Office
Assistant/CSR
Filing Cabinet
ArchivesHard Copy I Year Shred
Code Officer Uniform Request 1 CCS-FRM-253 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/8/2009 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
1075-03A Fiscal year end
+ 3 yearsArchived
Uniform Matrix 1 CCS-FRM-254 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/17/2018 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
1075-03A Fiscal year end
+ 3 yearsArchived
MCIS GLI Case Audit 2 CCS-FRM-255 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/28/2018 Y N/A N/A N/A N/A N/A N/A N/A
Vehicle Repair Log 1 CCS-FRM-256 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/28/2009 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
GR1075-18A1 1 year
exemptShred
Application for City of Dallas Repair License 8 COD Website CCS-FRM-257 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/6/2016 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
ArchivesHard Copy
1000-36 expiration + 2
yearsArchived
15 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Application for Wood Vendor License (Pre-Printed) 3 COD Website CCS-FRM-258 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/16/2017 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
ArchivesHard Copy
1000-36 expiration + 2
yearsArchived
Bin Brothers (Garbage or Recycle Carts) 2 CCS-FRM-259 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/26/2017 Y N/A N/A N/A N/A N/A N/A N/A
Electronic Repair Notice of Violation (Pre-Printed) English version 3 CCS-FRM-260 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/30/2015 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
Archives
Hard
Copy/CSR
PW5250-02B founded
verification of correction
+ 3 years founded
Archived
Electronic Repair Notice of Violation (Pre-Printed) Spanish version 1 CCS-FRM-260 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/30/2015 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
Archives
Hard
Copy/CSR
PW5250-02B founded
verification of correction
+ 3 years founded
Archived
Motor Vehicle Notice of Violation (Pre-Printed) English and Spanish 2 CCS-FRM-261 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/18/2014 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
Archives
Hard
Copy/CSR
PW5250-02B founded
verification of correction
+ 3 years founded
Archived
STEP Tire Enforcement Program Department of Code Compliance
(License)2 CCS-FRM-263 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance6/8/2010 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
Archives
Hard
Copy/CSR
1000-36 expiration + 2
yearsArchived
Swimming Pool Permit (Under Revenue & Collections on 4Eval) 5 CCS-FRM-265 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/1/2015 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
ArchivesHard Copy
1000-36 expiration + 1
yearsArchived
Manager of Pool Operations Class Roster 2 CCS-FRM-266 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/7/2012 Y
Neighborhood Code:
Date of class
Revenue & Collection:
Neighborhood Code:
Office Assistant Rev &
Collection: Clerical Staff
Neighborhood Code:
Filing Cabinet
Revenue &
Filing Cabinet
ArchivesHard Copy GR1075-41B 2 years Archived
Top Five Code Violation Door Hanger 2 CCS-FRM-269 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/10/2016 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
1000-26 5 years (3
copies to Archive for
permanent retention
Archived
Project Based Evaluation 1 CCS-FRM-271 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/2/2017 N N/A N/A N/A N/A N/A N/A N/A
Master Meter Notice 1 COD Website CCS-FRM-277 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/8/2009 N N/A N/A N/A N/A N/A N/A N/A
MCIS Inspection Score Certificate 3 CCS-FRM-278 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance5/18/2017 Y
Numerical by
Address/Census TractInspector/Clerk Filing Cabinet
Filing Cabinet
ArchivesHard copy
1000-36 expiration + 2
yearsArchived
Emergency Response Form (Under Revenue & Collections on 4Eval) 4 COD Website CCS-FRM-279 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/5/2015 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
Archives
Hard copy
CSR1000-26B 2 years Archived
Crime Watch Meeting Attendance Certificate 5 COD Website CCS-FRM-280 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance4/21/2014 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
Archives
ISO Forms
Website &
Multi Tenant
1000-26B 2 years Archived
Multi-Tenant Crime Prevention Lease Addendum (Under Revenue & Collections on 4Eval)3 COD Website CCS-FRM-281 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/28/2017 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
Archives
Hard copy
CSR1000-26B 2 years Archived
Swimming Pool-Spa Application (Under Revenue & Collections on
4Eval)10 COD Website CCS-FRM-284 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/1/2015 Y
Neighborhood Code:
Alpha-numeric
Revenue & Collection:
Neighborhood Code:
Office Assistant
Revenue & Collection:
Neighborhood Code:
Filing Cabinet
Revenue &
Filing Cabinet
ArchivesHard copy
1000-36 expiration + 2
yearsArchived
Manager of Pool Operations Class Registration Form 10 COD Website CCS-FRM-285 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/1/2015 Y
Neighborhood Code:
Alpha-numeric
Revenue & Collection:
Neighborhood Code:
Office Assistant
Revenue & Collection:
Filing CabinetFiling Cabinet
ArchivesHard copy
1000-36 expiration + 2
yearsArchived
Monthly Revenue Report (Under Revenue & Collections on 4Eval) 2 CCS-FRM-287 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance5/1/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
1025-07A Fiscal Year
End + 3 yearsArchived
MCIS Inspection Confirmation Letter 5 CCS-FRM-289 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance5/18/2017 N N/A Office Assistant N/A N/A N/A N/A N/A
MCIS Officer Scheduling Request Form 2 CCS-FRM-291 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/12/2015 Y N/A Office Assistant N/A N/A N/A 3 years Shred
Request for CAO Assisted Inspection 3 CCS-FRM-292 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/15/2016 N N/A Office Assistant N/A N/A N/A N/A Archived
Home Repair License NOV (Pre-Printed) English Version 3 CCS-FRM-294 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/30/2015 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
ArchivesHard Copy
GR1050-31 1 year
exemptShred
Home Repair License NOV (Pre-Printed) Spanish Version 1 CCS-FRM-294 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/30/2015 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
ArchivesHard Copy
GR1050-31 1 year
exemptShred
Response Letter (Under Revenue & Collections on 4Eval) 8 CCS-FRM-297 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/1/2015 Y
Neighborhood Code:
Alpha-numeric
Revenue & Collection:
Neighborhood Code:
Office Assistant
Revenue & Collection:
Neighborhood Code:
Filing Cabinet
Revenue &
Filing Cabinet
ArchivesHard Copy
1000-36 expiration + 2
yearsArchived
16 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Condominium Association/Multi-Tenant Rental Addendum (Under
Revenue & Collections on 4Eval)1 CCS-FRM-298 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/1/2017 Y Alpha-numeric/date Managers Individual File Archived Hard Copy
HR 4850-03A1 Expiration
or revocation + 3yearsArchive
Courtesy Letter (Spanish) 3 CCS-FRM-299 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/10/2014 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy1000-26B 2 years Archived
V-Ticket Citation Book Distribution Log 1 CCS-FRM-300 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/11/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
GR1000-41B 1 year
exemptArchived
Parking Citation Books Distribution Log 3 CCS-FRM-301 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/11/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
GR1000-41B 1 year
exemptArchived
Civil Citation Book Distribution Log 5 CCS-FRM-302 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/11/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
GR1000-41B 1 year
exemptArchived
Criminal Citation Book Distribution Log 4 CCS-FRM-303 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/11/2017 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
GR1000-41B 1 year
exemptArchived
MCIS Void/Dismissal Memo 1 CCS-FRM-304 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/14/2014 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW5250-02A 1 year after
determination violation is
unfounded
Archived
MCIS Inspector Issued Equipment List 2 CCS-FRM-305 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance4/12/2016 N N/A N/A N/A N/A N/A N/A N/A
Community Hand Tool Program Brochure (English) 1 CCS-FRM-306 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/13/2009 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
1000-26A 5 years (3
copies to Archive for
permanent retention
Archive
Community Hand Tool Program Brochure (Spanish) 1 CCS-FRM-307 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/13/2009 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
1000-26A 5 years (3
copies to Archive for
permanent retention
Archive
Multi-Tenant Graded Inspection-Exterior Reports NOV (Pre-Printed) 4 CCS-FRM-308 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance5/18/2017 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
Archives
Hard copy
CSR
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Multi-Tenant Graded Inspection- Interior Inspection Notice of Violation
(Pre-Printed)4 CCS-FRM-309 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance5/18/2017 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
Archives
Hard copy
CSR
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Courtesy Note 1 CCS-FRM-310 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/18/2009 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy1000-26B 2 years Archived
Water Conservation Placard 1 CCS-FRM-311 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/7/2014 N N/A N/A N/A N/A N/A N/A N/A
Application for City of Dallas Repair License-Spanish (Pre-Printed) 3 COD Website CCS-FRM-312 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/16/2017 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
ArchivesHard Copy
1000-36 expiration + 2
yearsArchived
MCIS Inspection Data Sheet 7 CCS-FRM-313 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/28/2018 Y Alpha-numeric Officer Officer Files Archive Hard Copy
GR 1075-20A FE + 3
yearsArchive
Affidavit of Multi-Tenant Rental Property Owner (Under Revenue &
Collections on 4Eval)1 COD Website CCS-FRM-314 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/20/2017 Y Alpha-numeric/date Managers Individual File Archived Hard Copy
HR 4850-03A1 Expiration
or revocation + 3yearsArchive
Affidavit of Condominium Association (Under Revenue & Collections
on 4Eval)1 COD Website CCS-FRM-315 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/20/2017 Y Alpha-numeric/date Managers Individual File Archived Hard Copy
HR 4850-03A1 Expiration
or revocation + 3yearsArchive
Expired-Decal Notification Letter (Consumer Protection) 3 CCS-FRM-316 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/6/2017 Y Alpha-numeric Officer Officer Files Archive Hard Copy
GR 1075-20A FE + 3
yearsArchive
Courtesy Note-Spanish 1 CCS-FRM-317 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/29/2014 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy1000-26B 2 years Archived
Southwest Staff Sign In Sheet 1 CCS-FRM-319 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/10/2009 Y Date Office Assistant Office Assistant Files Archive Hard Copy
GR1050-31 1 year
exemptShred
Multi-Tenant Inspection Invoice (Pre-printed) 3 CCS-FRM-320 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/6/2017 Y Alpha-numeric Officer Officer Files Archive
Hard Copy
CSR
GR 1075-20A FE + 3
yearsArchive
Crime Watch Meetings 6 COD Website CCS-FRM-325 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance6/2/2017 N N/A N/A N/A N/A N/A N/A N/A
LOCK TAKE and HIDE Brochure 2 COD Website CCS-FRM-326 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/12/2018 N N/A N/A N/A N/A N/A N/A N/A
Multi-Tenant Inspection Program Complaint Resolution flyer 3 COD Website CCS-FRM-327 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/12/2015 N N/A N/A N/A N/A N/A N/A N/A
17 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
NCR Community Mtg. Preparation Checklist 2 CCS-FRM-328 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/21/2016 N N/A N/A N/A N/A N/A N/A N/A
Multi Tenant Inspection Brochure 10 COD Website CCS-FRM-329 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance5/18/2017 N N/A N/A N/A N/A N/A N/A N/A
NCR Group Meetings 1 CCS-FRM-330 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance5/22/2017 N N/A N/A N/A N/A N/A N/A N/A
MCIS Inspector Proactive/Responsive Case Audit 2 CCS-FRM-333 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/28/2018 Y N/A N/A N/A N/A NA N/A N/A
Neighborhood Code Representative Community Concerns 2 CCS-FRM-334 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/8/2017 Y Date Officers Individual File Archive Hard Copy
GR100-24 Resolution or
dismissal of Complaint +
2years
Shred
Proactive Sector Rotation Tracking 1 CCS-FRM-336 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/9/2010 Y Date Managers Individual File Archive Hard Copy
GR 1050-31 1 year
exemptShred
Vacant Building Registration Application (R & C) 2 CCS-FRM-337 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/29/2010 Y
Neighborhood Code:
Numerical by Address
Neighborhood Code:
Clerical Staff
Neighborhood Code:
Office FilesArchive Hard Copy
HR 4850-03A1 Expiration
or revocation + 3yearsArchive
Top Code Compliant Issues Brochure 4 CCS-FRM-339 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance6/8/2017 N N/A N/A N/A N/A N/A N/A N/A
Request to change EC and ECR System 1 CCS-FRM-340 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance4/8/2016 N N/A N/A N/A N/A N/A N/A N/A
State Fair Pre Inspection Schedule 1 CCS-FRM-341 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/29/2014 Y Name of business Manager Dept. Files Dept. Files Hard Copy Until Updated Destroyed
Temporary Food Establishment Permit Request (Pre-printed) 4 CCS-FRM-342 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y Month Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy N/A Shred
Temporary Food Establishment Inspection Report (Pre-printed) 2 CCS-FRM-344 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/4/2014 Y Month Mgmt. Rep./Clerical Staff N/A N/A N/A N/A N/A
Park Vendor Trailer Inspection Report (Pre-printed) 3 CCS-FRM-345 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Name of business Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 year Shred
Consumer Health Division Loaner Vehicle Log Sheet 1 CCS-FRM-346 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/21/2016 N N/A N/A N/A N/A N/A N/A N/A
Application for Central Business District Concession (CBD) License 4 CCS-FRM-347 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 Y Name of business Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 year Shred
Mobile Food Facility Checklist 3 CCS-FRM-348 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 N Name/address Manager Dept. Files Dept. Files Hard Copy Until Updated Destroyed
Mobile Food Unit Inspection Report (Pre-printed) 1 CCS-FRM-350 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/4/2010 Y Month Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy N/A N/A
Notice of Violation Code Compliance (Consumer Health) (Pre-printed) 2 CCS-FRM-351 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/7/2017 Y Business address Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 3 years Shred
Cart/Kiosk Permit-Plan Review 4 COD Website CCS-FRM-352 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Business address Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 year Shred
Kiosk Commissary Approval 2 COD Website CCS-FRM-354 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/4/2014 Y Business address Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 year Shred
Manager of Pool Operations Test 1 CCS-FRM-355 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/7/2016 N N/A N/A N/A N/A N/A N/A N/A
General Service Push Cart Counter Aid 3 CCS-FRM-356 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 N N/A N/A N/A N/A N/A N/A N/A
Consumer Health Division Citation Log 2 CCS-FRM-357 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/21/2016 N N/A N/A N/A N/A N/A N/A N/A
Manager of Pool Operations Test (SPA) 1 CCS-FRM-358 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/5/2016 N N/A N/A N/A N/A N/A N/A N/A
Consumer Health Inspection Complaint 4 CCS-FRM-359 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y month Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 3 years archives
18 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
State Fair Temporary Food Establishment Inspection Report (Pre-
printed)2 CCS-FRM-360 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y Year Mgmt. Rep./Clerical Staff 2nd FL Dept. Files 2nd FL Dept. Files Hard Copy 1year Shred
Consumer Health Inspection Foodborne Illness Report 2 CCS-FRM-361 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2014 Y N/A N/A N/A N/A N/A N/A N/A
Consumer Health Food Protection Weekly Report 1 CCS-FRM-362 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance6/11/2015 N N/A N/A N/A N/A N/A N/A N/A
Mosquito Abatement Weekly Report 3 CCS-FRM-363 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/27/2017 N N/A N/A N/A N/A N/A N/A N/A
Event Coordinator Application 1 CCS-FRM-364 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y N/A Manager Dept. Files Dept. Files Hard Copy N/A Destroyed
Release of Hold Order (Pre-printed) 2 CCS-FRM-365 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/4/2014 Y Date/location address Mgmt. Rep. 2nd FL Dept. Files 2nd FL Dept. Files Hard Copy N/A Shred
Voluntary Destruction Inventory (Pre-printed) 3 CCS-FRM-366 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Date/location address Mgmt. Rep. 2nd FL Dept. Files 2nd FL Dept. Files Hard Copy 3 years Shred
Food Sample Chain of Custody Record (Pre-printed) 2 CCS-FRM-367 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/27/2017 Y N/A Mgt. Rep Dept. Files Archived Hard Copy 5 years Destroyed
Food Establishment Fire Damage Report 2 CCS-FRM-368 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Name Mgmt. Rep. Dept. Files Dept. Files Hard Copy N/A Shred
Notice of Violation-Closure (Pre-printed) 4 CCS-FRM-369 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/27/2017 Y Business address Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 3 years archives
Condemnation Order (Pre-printed) 3 CCS-FRM-370 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Name of business/date Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 3 years Shred
Central Business District Concession License (Pre-printed) 2 CCS-FRM-371 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/4/2014 Y Name of business Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 year archives
Retail Food Service Establishment Inspection Report (Pre-printed) 3 CCS-FRM-372 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/1/2016 Y Business address Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 3 years archives
Larvicide Stops 2 CCS-FRM-374 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Date District Inspections
File Cabinet in clerk's
OfficeArchived Hard Copy 3 years Destroyed
Application for Transporting Fetal Material 1 CCS-FRM-375 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/4/2010 Y Date District Inspections
File Cabinet in clerk's
OfficeSame Hard Copy 3 years Destroyed
Notice of Mosquito Abatement Placard 2 CCS-FRM-376 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/27/2017 N N/A N/A N/A N/A N/A N/A N/A
Citizen Deep Woods Off Distribution Form 1 CCS-FRM-377 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance5/15/2017 Y By title Supervisor
Front counter file
room
Front counter file
roomHard Copy 3 years Destroyed
Mosquito Collection Log Sheet 3 CCS-FRM-379 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/26/2011 Y Date Entomologist Clip board upstairs Same Hard Copy 1 year Destroyed
Mosquito Daily Collection Report 2 CCS-FRM-380 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance6/23/2017 Y Date Entomologist File cabinet upstairs Archived Hard Copy 5 years Destroyed
Adulticide Time Mileage Form 2 CCS-FRM-382 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/27/2017 Y Date District Inspections
File Cabinet in clerk's
OfficeArchived Hard Copy 5 years Destroyed
Adultcide (ULV) Application Form 3 CCS-FRM-383 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance6/8/2017 Y Date District Inspections
File Cabinet in clerk's
OfficeArchived Hard Copy 5 years Destroyed
Environmental Inspections Daily Log Sheet 8 CCS-FRM-386 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/27/2017 Y Date District Inspections
File Cabinet in clerk's
OfficeArchived Hard Copy 5 years Destroyed
Demolition Checklist 5 CCS-FRM-387 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/16/2017 Y By year, alpha numeric Manager In office In office Hard copy
PW 5250-09A Date of
Demolition + 30 yrs. Destroyed
Storm Sewer Adulticide List Form 1 CCS-FRM-388 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/17/2010 Y By year, alpha numeric Manager In office In office Hard copy
PW 5250-09A Date of
Demolition + 10 yrs. Destroyed
19 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Request Pest Control Services 3 CCS-FRM-389 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/1/2017 Y By year, alpha numeric Manager In office In office Hard copy
PW 5250-09A Date of
Demolition + 30 yrs. Destroyed
Utilities Disconnect-Water 3 CCS-FRM-390 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/1/2017 Y By year, alpha numeric Manager In office In office Hard copy
PW 5250-09A Date of
Demolition + 30 yrs. Destroyed
Utilities Disconnect-Atmos 3 CCS-FRM-391 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/1/2017 Y By year, alpha numeric Manager In office In office Hard copy
PW 5250-09A Date of
Demolition + 30 yrs. Destroyed
Utilities Disconnect-Electric 3 CCS-FRM-392 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/1/2017 Y By year, alpha numeric Manager In office In office Hard copy
PW 5250-09A Date of
Demolition + 30 yrs. Destroyed
Wet Demo Letter 2 CCS-FRM-393 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/7/2015 Y By year, alpha numeric Manager In office In office Hard copy
PW 5250-09A Date of
Demolition + 30 yrs. Destroyed
Demolition Estimates (Straight) 2 CCS-FRM-394 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/1/2017 Y By year, alpha numeric Manager In office In office Hard copy
PW 5250-09A Date of
Demolition + 30 yrs. Destroyed
Abatement and Demolition Estimates 2 CCS-FRM-395 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/1/2017 Y By year, alpha numeric Manager In office In office Hard copy
PW 5250-09A Date of
Demolition + 30 yrs. Destroyed
Wet Demo Estimate 2 CCS-FRM-396 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/1/2017 Y By year, alpha numeric Manager In office In office Hard copy
PW 5250-09A Date of
Demolition + 30 yrs. Destroyed
Notice to Proceed Asbestos Abatement Demolition 2 CCS-FRM-397 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/1/2017 Y By year, alpha numeric Manager In office In office Hard copy
PW 5250-09A Date of
Demolition + 30 yrs. Destroyed
Consultant Request for Services 5 CCS-FRM-398 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/1/2017 Y By year, alpha numeric Manager In office In office Hard copy
PW 5250-09A Date of
Demolition + 10 yrs. Destroyed
Dog Variance Application 6 COD Website CCS-FRM-399 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y permit # Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 2 years Shred
Dog Variance Application Checklist 5 COD Website CCS-FRM-400 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance6/23/2017 Y N/A N/A N/A N/A N/A Until Updated N/A
Pre-Closure Notice (Pre-printed) 4 CCS-FRM-404 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/7/2017 Y Date District Inspections
File Cabinet in clerk's
OfficeArchived Hard Copy 5 years Destroyed
Temporary Special Event Food Permit (Pre-printed) 2 CCS-FRM-406 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/21/2014 N N/A N/A N/A N/A N/A N/A N/A
Consumer Health Cash List 6 CCS-FRM-412 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/28/2016 Y
Revenue & Collection:
Numerical by Address
Revenue & Collection:
Clerical staff
Revenue &
Collection: Office
files
Archived Hard CopyGR 1075-20A FE + 3
yearsArchived
Customer Service Survey 2 CCS-FRM-413 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance9/15/2014 Y Date Managers Individual File Archived Hard Copy
GR 1000-47 AC + 3
yearsShred
Consumer Health Division Receipt (Pre-Printed) 1 CCS-FRM-414 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/4/2014 Y Date Clerical Staff Individual File Archived Hard Copy
GR 1075-03A FE + 3
yearsShred
Vending Application Affidavit 1 CCS-FRM-417 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/4/2010 Y Alpha-numeric/date Managers Individual File Archived Hard Copy
HR 4850-03A1 Expiration
or revocation + 3yearsArchive
Garage Sale Permit Application - English (Revenue and Collection) 10 COD Website CCS-FRM-418 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/13/2017 Y Alpha-numeric/date Managers Individual File Archived Hard Copy
HR 4850-03A1 Expiration
or revocation + 3yearsArchive
Registered Food Service Manager Certificate (Pre-Printed) 3 CCS-FRM-419 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance6/22/2016 Y Alpha-numeric/date Managers Individual File Archived Hard Copy
HR 4850-03A1 Expiration
or revocation + 3yearsArchive
Garage Sale Permit Application (Spanish) (Revenue and Collection) 10 COD Website CCS-FRM-420 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/13/2017 Y Alpha-numeric/date Managers Individual File Archived Hard Copy
HR 4850-03A1 Expiration
or revocation + 3yearsArchive
Noise Survey Report 1 CCS-FRM-421 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/14/2010 Y Date Managers Individual File Archived Hard Copy
GR 1000-47 AC + 3
yearsArchive
Field Staff Vehicle Policy 2 CCS-FRM-423 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 1/24/2017 Y Alphabetically Mangers Individual File Archived Hard Copy GR 1000-26B 2 years Shred
Food Establishment Permit Application (Part I) (Pre-printed) 4 CCS-FRM-424 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y Annually Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy Until Updated Shred
20 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Commissary Approval Form 4 COD Website CCS-FRM-425 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y Month Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 year Shred
Commissary Verification Sheet 3 CCS-FRM-426 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y M Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 Year Shred
Requirements for Mobile Food Vendors 3 CCS-FRM-427 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 N N/A N/A N/A N/A Hard Copy 1 year Shred
Affidavit of Authenticity of Mobile Food Preparation Vehicle 3 CCS-FRM-428 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Month Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 Year Shred
Park Trailer Verification Sheet 3 CCS-FRM-429 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Name of Business Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 Year Shred
Permission to Extend Vending Hours 2 CCS-FRM-430 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2014 Y Name of Business Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 Year Shred
Supervisory Quality Assurance Assessment 3 CCS-FRM-431 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y By Date Manager/Supervisor Dept. Files Dept. Files Hard Copy 3 Years Shred
Plans & Permitting Site Evaluation and Contact Form 3 COD Website CCS-FRM-433 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y Name of Business Manager/Supervisor Dept. Files Dept. Files Hard Copy 3 Years Shred
Food Service Manager Registration Application 5 COD Website CCS-FRM-436 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y Class Date Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 2 years Shred
Letter to OB Food Establishment 2 CCS-FRM-439 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2014 Y Month Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 3 Years Shred
Training and Evaluation Survey 3 CCS-FRM-440 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Month Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 3 Years Shred
Daily Schedule & Report 4 CCS-FRM-441 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Month Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 2 Years Shred
Consumer Health Daily Attendance Sheet 2 CCS-FRM-442 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/5/2014 Y Month Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 month Shred
Mobile Food Service Permit (Pre-printed) 5 CCS-FRM-443 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance6/6/2016 Y Month Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 Year Shred
Mobile Food Preparation Vehicle Inspection Report (Hot Trucks) 3 CCS-FRM-444 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Month Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 Year Shred
Recommendation to Place Food Establishment Out of Business 3 CCS-FRM-445 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Month Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 Year Shred
Food Establishment Permit Receipt 2 CCS-FRM-446 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/1/2016 Y Annually Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 3 Years archives
Closure Placard (Pre-printed) 1 CCS-FRM-448 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance4/6/2011 Y Business Address Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 3 Years Shred
Supervisory Quality Assurance Review-Business Center 2 CCS-FRM-449 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/28/2016 Y N/A N/A N/A N/A N/A N/A N/A
We Missed You Door Hanger (Pre-printed) 2 CCS-FRM-450 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/4/2014 Y Business Address Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 3 Years Shred
Closure Placard (In Cooperation) Pre-printed 2 CCS-FRM-452 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/27/2017 Y business Address Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 3 Years Shred
Farmers Market Permit 2 CCS-FRM-454 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y Alpha-numeric Officer
Inspector File/Office
AssistantArchive Hard Copy
HR 4850-03A1 Expiration
or revocation + 3yearsArchived
Temporary Food Establishments-Special Events Do's and Don'ts 4 CCS-FRM-455 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/27/2017 Y Officer Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 3 Years Destroyed
Temporary Food Establishments-Special Events Checklist 4 CCS-FRM-456 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/20/2017 Y N/A Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy Until Updated Destroyed
21 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Holiday/Weekend Duty Assignment Change 1 CCS-FRM-459 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/12/2010 Y Month Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 Month Shred
New Employee Orientation Checklist 2 CCS-FRM-462 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Year Mgmt. Rep./Clerical Staff Individual File Dept. Files Hard Copy 3 Years Shred
Notice of Violation - Mosquito Breeding (Pre-Printed) 2 CCS-FRM-463 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/27/2017 Y Numerical by Address Inspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Mosquito Service Request Protocol 1 CCS-FRM-464 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/27/2014 N N/A N/A N/A N/A N/A N/A N/A
Consumer Health Prosecution Report 2 CCS-FRM-465 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 N N/A N/A N/A N/A N/A N/A N/A
Dog Variance Approval Form 1 CCS-FRM-471 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/2/2016 N N/A N/A N/A N/A N/A N/A N/A
Consumer Health Mobile Food Permit Sicker Check Out Log 2 CCS-FRM-474 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y
Numerical by
Address/Census TractInspector/Clerk
Inspector File/Office
Assistant/CSRCSR/Archive
Electronic &
Hard Copy
PW-5250-02B founded
verification of correction
+ 3 years founded
Archived
Food Products Establishment Permit (Pre-printed) 3 CCS-FRM-475 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance4/29/2014 Y Alpha-numeric Officer
Inspector File/Office
AssistantArchive Hard Copy
HR 4850-03A1 Expiration
or revocation + 3yearsArchived
Change Request Form 2 CCS-FRM-477 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y Date Clerical Staff Individual File Archive Hard Copy
HR 4850-03A1 Expiration
or revocation + 3yearsArchived
Credit Access Business License Instruction and Application (R & C) 1 CCS-FRM-478 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/29/2012 Y Date Clerical Staff Individual File Archive Hard Copy
HR 4850-03A1 Expiration
or revocation + 3yearsArchived
Manager of Pool Operation Class Schedule 10 COD Website CCS-FRM-481 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance12/15/2017 N N/A N/A N/A N/A N/A N/A N/A
Consumer Health Inspection Fees (Pre-printed) 4 COD Website CCS-FRM-484 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/2/2017 N N/A N/A N/A N/A N/A N/A N/A
Plan Review Application-Mobile Food Vehicle (Hot Trucks) 3 CCS-FRM-485 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 Y Business Name Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy Until Updated Shred
Mobile Food Preparation Vehicle Permit Application (Hot Trucks) 4 CCS-FRM-486 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y Monthly Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 year Shred
Stop Breeding Mosquitoes (English) 3 COD Website CCS-FRM-487 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 N N/A N/A N/A N/A N/A N/A N/A
Stop Breeding Mosquitoes (Spanish) 3 COD Website CCS-FRM-488 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance7/22/2016 N N/A N/A N/A N/A N/A N/A N/A
Larvicide Distribution Form 2 CCS-FRM-491 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/27/2017 Y Monthly Mgmt. Rep./Clerical Staff Dept. Files Dept. Files Hard Copy 1 year Shred
Mosquito Product Distribution Form 3 CCS-FRM-492 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/27/2017 Y Alpha-numerical Mgmt. Rep File Cabinet Archive Original copy GR 1050-12D 5 years Destroyed
Special Events/Weekend Duty Schedule 1 CCS-FRM-493 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance6/8/2017 N N/A N/A N/A N/A N/A N/A N/A
Variance Application 4 CCS-FRM-494 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/17/2017 Y Location Manager Dept. Files In Office Hard Copy 3 Years Destroyed
Mosquito Collection Tracking 1 CCS-FRM-495 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance6/8/2017 N N/A N/A N/A N/A N/A N/A N/A
Demo Application/Permit N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Any Vendor Invoices (Subject to Change) N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Asbestos/Demolition Notification N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Any Vendor Estimates N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Demolition Order Packet N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Consultant's Survey CD or Hard Copy N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
22 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Stop Illegal Dumping in the City of Dallas Brochure N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Bulk and Brush Collection Calendar N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Court and Detention Services Code Compliance Badge Number
RequestN/A External Document N/A N/A
7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
City of Dallas Criminal Citation N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Certificate of Occupancy N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
City Attorney's Office Chapter 54 folder N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Parking Violation Notice Pamphlet N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Parking Enforcement Pamphlet N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
City of Dallas Parking Citation N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Outside Criminal Compliant for Business Entities with Registered
AgentN/A External Document N/A N/A
7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Dallas Police Department Impounded Vehicle Receipt N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
People Helping People Program Pamphlet N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Motor Vehicle Repair License N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Electronic Repair License N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Home Repair License N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Municipal Court Citation ( Criminal ) N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
V Ticket Citation N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Notarized Written Consent N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Park & Recreation Supply Form N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Sidewalk Replacement Program N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
CSR Service Request N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Northwest District Bulky Trash Map N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Temporary Food Service Establishment Guidelines (Pre-printed) N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
State Fair of Texas Food and Beverage Concessionaire App. N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
State Fair of Texas Food & Beverage Permit N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Condemnation N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Grease Inceptor Information N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
23 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Turkey Basics: Safe Cooking N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Turkey Basics: Safe Thawing N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Turkey Basics: Stuffing N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Food Handlers Training Class Schedule N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Hand wash Posters English/Spanish N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Hand wash Sign N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Safe Food Temperatures Poster English/Spanish N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
No Smoking Signs A N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
No Smoking Sign B N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Guidelines to Limited Service Food Pushcarts (Pre-Packaged Foods) N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Catering Vehicle Guidelines N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
General Service Food Pushcart Guidelines N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Mobile Food Preparation Vehicle Guidelines N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Mobile Grocery Trucks N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Ice Cream Trucks Guidelines N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Mobile Lunch Truck Guidelines N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Are you a legal Mobile Food Vendor N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Guidelines for Produce Vehicles N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Guidelines for Park Concession Trailer N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Central Business District (CBD) Vending Guidelines (Pre-printed) N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
TDSHS-G-14 Mosquito Collection Submission Form N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Target Area Map N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
City of Dallas Mosquito Control Plan (May 2006 ) N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Fight The Bite With The 4Ds Flier N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Dogs on Patio-The City of Dallas is Dog Friendly Flyer N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
NUISANCE ABATEMENT - 700's
24 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Nuisance Abatement 2 CCS-PRO-041 N/A N/A7.5, 5, 8.1 &
9.1.1Assistant Director 3/12/2018 N N/A N/A N/A N/A N/A N/A N/A
Nuisance Abatement Work Order Process 1 CCS-PRO-042 N/A N/A7.5, 5, 8.1 &
9.1.1Assistant Director 12/8/2017 N N/A N/A N/A N/A N/A N/A N/A
Litter Removal 1 CCS-WKI-701 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 11/27/2017 N N/A N/A N/A N/A N/A N/A N/A
Closure Work Instructions 1 CCS-WKI-702 N/A N/A7.5, 5, 8.1 &
9.1.1Assistant Director 11/27/2017 N N/A N/A N/A N/A N/A N/A N/A
Heavy Clean 1 CCS-WKI-703 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 11/27/2017 N N/A N/A N/A N/A N/A N/A N/A
Vegetation Removal 1 CCS-WKI-704 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 11/27/2017 N N/A N/A N/A N/A N/A N/A N/A
Graffiti Abatement 1 CCS-WKI-705 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 11/27/2017 N N/A N/A N/A N/A N/A N/A N/A
High Weeds Abatement 1 CCS-WKI-706 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 11/27/2017 N N/A N/A N/A N/A N/A N/A N/A
Aerosol Can Disposal 1 CCS-WKI-708 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 11/27/2017 N N/A N/A N/A N/A N/A N/A N/A
Tire Abatement Instructions 1 CCS-WKI-709 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 11/27/2017 N N/A N/A N/A N/A N/A N/A N/A
NUISANCE ABATEMENT FORMS
Lien Review Schedule Letter (Under Revenue & Collections on 4Eval) 3 CCS-FRM-701 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 5/1/2017 Y Alpha-Numerical
Supervisor/Office
Assistant
Supervisor
Office/Office
Assistant Office
Archive
Hard Copy
and
Electronic
PW5250-02B Verification
of correction plus 3 yearsArchive
Sustained Old High Weeds-Litter Liens Letter (Under Revenue &
Collections on Eval)4 CCS-FRM-703 N/A N/A
7.5, 5, 8.1 &
9.1.1Division Manager 3/22/2016 Y Alpha-Numerical
Supervisor/Office
Assistant
Supervisor
Office/Office
Assistant Office
Archive
Hard Copy
and
Electronic
PW5250-02B Verification
of correction plus 3 yearsArchive
Nuisance Abatement Invoice Log 1 CCS-FRM-704 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 5/26/2017 N N/A N/A N/A N/A N/A N/A N/A
Community Hand Tool Program Criteria Sheet 1 CCS-FRM-706 N/A N/A7.5, 5, 8.1 &
9.1.1Assistant Director 9/27/2013 N N/A N/A N/A N/A N/A N/A N/A
Community Hand Tool Program Flyer 1 CCS-FRM-707 N/A N/A7.5, 5, 8.1 &
9.1.1Assistant Director 9/27/2013 N N/A N/A N/A N/A N/A N/A N/A
CHTP Sign Out Sheet 1 CCS-FRM-708 N/A N/A7.5, 5, 8.1 &
9.1.1Assistant Director 9/27/2013 Y Date Office Assistant/Manager
Office
Assistant/ManagerArchive
Electronic/H
ard1 year Shred
Nuisance Abatement Daily Attendance Roster 3 CCS-FRM-709 N/A N/A7.5, 5, 8.1 &
9.1.1Assistant Director 10/16/2013 Y Date Office Assistant/Manager
Office
Assistant/ManagerArchive
electronic
and hard-
copy
1 year Shred
Lane Staffing Sign in Sheet 1 CCS-FRM-710 N/A N/A7.5, 5, 8.1 &
9.1.1Assistant Director 11/27/2017 Y Date Office Assistant/Manager
Office
Assistant/ManagerArchive
electronic
and hard-
copy
1 year Shred
Nuisance Abatement Work Order 5 CCS-FRM-712 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 10/1/2015 Y Alpha-Numerical
Supervisor/Office
Assistant
Supervisor
Office/Office
Assistant Office
Archive
Hard Copy
and
Electronic
PW5250-02B Verification
of correction plus 3 yearsArchive
Nuisance Abatement-Mow Clean Daily Tractor Checklist 3 CCS-FRM-713 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 9/28/2017 Y Alpha-Numerical
Supervisor/Office
Assistant
Supervisor
Office/Office
Assistant Office
Archive
Hard Copy
and
Electronic
GR1075-18A1 1 year
exemptShred
Temporary Staff Daily Report 2 CCS-FRM-714 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 6/25/2010 Y Alpha-Numerical
Supervisor/Office
Assistant
Supervisor
Office/Office
Assistant Office
Archive
Hard Copy
and
Electronic
GR1050-31 1 year
exemptShred
Nuisance Abatement Trash Pick Up List 2 CCS-FRM-718 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 6/25/2010 Y Alpha-Numerical
Supervisor/Office
Assistant
Supervisor
Office/Office
Assistant Office
Archive
Hard Copy
and
Electronic
GR1075-41B 2 years Archive
Nuisance Abatement Mow Clean Daily Equipment Log 2 CCS-FRM-721 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 6/25/2010 Y Alpha-Numerical
Supervisor/Office
Assistant
Supervisor
Office/Office
Assistant Office
Archive
Hard Copy
and
Electronic
GR1075-18B2 3 years Archive
25 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Nuisance Abatement Uniform Request-Supervisor 2 CCS-FRM-722 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 6/25/2010 Y Alpha-Numerical
Supervisor/Office
Assistant
Supervisor
Office/Office
Assistant Office
Archive
Hard Copy
and
Electronic
1075-03A Fiscal year end
+ 3 yearsArchive
Nuisance Abatement Uniform Request - Staff 2 CCS-FRM-723 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 6/25/2010 Y Alpha-Numerical
Supervisor/Office
Assistant
Supervisor
Office/Office
Assistant Office
Archive
Hard Copy
and
Electronic
1075-03A Fiscal year end
+ 3 yearsArchive
Nuisance Abatement Mow Clean Maintenance Crew Supply Requests
Check List3 CCS-FRM-724 N/A N/A
7.5, 5, 8.1 &
9.1.1Division Manager 8/31/2015 Y Alpha-Numerical
Supervisor/Office
Assistant
Supervisor
Office/Office
Assistant Office
Archive Hard Copy GR 1075-20B 2 years Shred
High Weeds and Litter Brochure 1 CCS-FRM-728 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 8/10/2010 N N/A N/A N/A N/A N/A N/A N/A
Daily Down Equipment and Fleet Report 2 CCS-FRM-729 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 6/27/2016 Y Alpha-Numerical
Supervisor/Office
Assistant
Supervisor
Office/Office
Assistant Office
Archive Hard CopyGR 1075-20A FE + 3
yearsArchive
Waiver, Release and Covenant Not To Sue 3 CCS-FRM-730 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 5/19/2017 Y Alpha-Numerical Graffiti Coordinator
Graffiti Coordinator
office filesL drive
electronic
and hard-
copy
3 years deleted
Adopt-A-Block Graffiti Application/Instructions (SP) 2 COD Website CCS-FRM-731 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 8/31/2015 Y Alpha-Numerical Graffiti Coordinator
Graffiti Coordinator
office filesL drive
electronic
and hard-
copy
4 years deleted
Adopt-A-Block Graffiti Application/Instructions (E) 1 COD Website CCS-FRM-732 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 11/6/2012 Y Alpha-Numerical Graffiti Coordinator
Graffiti Coordinator
office filesL drive
electronic
and hard-
copy
4 years deleted
Graffiti Training Acknowledgement 1 CCS-FRM-733 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 11/6/2012 Y Alpha-Numerical Graffiti Coordinator
Graffiti Coordinator
office filesL drive
electronic
and hard-
copy
4 years deleted
Graffiti Release of Materials Form 1 CCS-FRM-734 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 11/6/2012 Y Alpha-Numerical Graffiti Coordinator
Graffiti Coordinator
office filesL drive
electronic
and hard-
copy
4 years deleted
Illegal Dumping Brochure 1 CCS-FRM-735 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 4/1/2015 N N/A N/A N/A N/A N/A N/A N/A
Graffiti Training Acknowledgement (SP) 2 COD Website CCS-FRM-736 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 9/8/2015 Y Alpha-Numerical Graffiti Coordinator
Graffiti Coordinator
office filesL drive
electronic
and hard-
copy
4 years
Nuisance Abatement Daily Task Log 1 CCS-FRM-738 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 10/21/2016 N N/A N/A N/A N/A N/A N/A N/A
Nuisance Abatement Sign In/Out Sheet 1 CCS-FRM-739 N/A N/A7.5, 5, 8.1 &
9.1.1Division Manager 10/21/2016 Y Date
Assistant Director of Code
ComplianceIndividual Files Archive Hard-copy 1000-41B 1 year Archive
Alpha-Team Daily Log Sheet N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Graffiti Abatement Daily Log Sheet N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Closure /Tires Daily Log Sheet N/A Computer Generated N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
City of Dallas Waste Tire Manifest N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
Landfill Ticket N/A External Document N/A N/A4.2, 5.5, 7.1
& 8.1 N/A N/A N N/A N/A N/A N/A N/A N/A N/A
BOARDING HOME GROUP
Boarding Home Group 1 CCS-PRO-026 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 N N/A N/A N/A N/A N/A N/A N/A
Handicapped Group Dwelling Unit and Group Residential Facility
Distance Verification Letter1 CCS-WKI-001-BH N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 N N/A N/A N/A N/A N/A N/A N/A
Boarding Home Facility Inspection Process for Officers 1 CCS-WKI-003-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 N N/A N/A N/A N/A N/A N/A N/A
Boarding Home Facility Inspection for Caseworkers 1 CCS-WKI-004-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 N N/A N/A N/A N/A N/A N/A N/A
Boarding Home Facility License Application 1 CCS-WKI-005-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 N N/A N/A N/A N/A N/A N/A N/A
BOARDING HOME GROUP FORMS
Boarding Home Facility Application 6 CCS-FRM-001-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 Y Alpha-numeric Officer Individual File Archive Hard Copy
PW 5250-02B variation
of correction + 3 yearsArchived
26 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Boarding Home Facility Re-Inspection Invoice (Pre-Printed) 2 CCS-FRM-002-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/30/2017 Y Alpha-numeric Officer Individual File Archive Hard Copy
PW 5250-02B variation
of correction + 3 yearsArchived
Boarding Home Facility License Approval/Denial File Audit 4 CCS-FRM-003-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 Y Alpha-numeric Manager
Designated Filing
AreasOffice File Area Hard Copy 3 yrs. Destroyed
Boarding Home Facility Application Instructions & Required
Documentation3 CCS-FRM-004-BH N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 Y Alpha-numeric Officer Individual File Archive Hard Copy
PW 5250-02B variation
of correction + 3 yearsArchived
Sworn Affidavit 4 CCS-FRM-005-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 Y Alpha-numeric Officer Individual File Archive Hard Copy
PW 5250-02B variation
of correction + 3 yearsArchived
Boarding Home Facility Application Secondary Checklist 4 CCS-FRM-006-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 Y Alpha-numeric Manager
Designated Filing
AreasOffice File Area Hard Copy 3 yrs. Destroyed
Boarding Home Facility Notice of Violation 3 CCS-FRM-007-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/10/2016 Y Address Officer File Cabinet File Cabinet Hard Copy 1 yr. Discard
Daily Actions Report 2 CCS-FRM-008-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/10/2016 Y Alpha-numeric Officer Individual File Archive Hard Copy
PW 5250-02B variation
of correction + 3 yearsArchived
Boarding Resident Assessment 2 CCS-FRM-009-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/28/2014 Y Alpha-numeric Officer Individual File Archive Hard Copy
PW 5250-02B variation
of correction + 3 yearsArchived
Boarding Home Facility License 1 CCS-FRM-010-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/21/2013 Y Address Manager File Cabinet File Cabinet Hard Copy 1 yr. Discard
Boarding Home Facility Application Audit Checklist 3 CCS-FRM-011-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 Y Alpha-numeric Manager
Designated Filing
AreasOffice File Area Hard Copy 3 yrs. Destroyed
Boarding Home - Roll of current Residents 1 CCS-FRM-012-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/28/2014 N N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Boarding Home License Denial Letter 2 CCS-FRM-013-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/27/2014 Y Address Manager File Cabinet File Cabinet Hard/Elec 1 yr. Discard
HGDU Verification Request Application 3 CCS-FRM-014-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/10/2016 Y Alpha-numeric Manager
Designated Filing
AreasOffice File Area Hard Copy 3 yrs. Destroyed
Boarding Home Facility Owners, Operators, Employee List 3 CCS-FRM-015-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 Y Alpha-numeric Manager
Designated Filing
AreasOffice File Area Hard Copy 3 yrs. Destroyed
Are You A Boarding Home Facility 2 CCS-FRM-016-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/21/2015 Y Alpha-numeric Manager
Designated Filing
AreasOffice File Area Hard Copy 3 yrs. Destroyed
Boarding Home Facility Caseworks Inspection Report (Pre-Printed) 2 CCS-FRM-017-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/30/2017 Y Alpha-numeric Manager
Designated Filing
AreasOffice File Area Hard Copy 3 yrs. Destroyed
Boarding Home Facility Caseworker's 90 day Review (Pre-Printed 2 CCS-FRM-018-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/30/2017 Y Alpha-numeric Manager
Designated Filing
AreasOffice File Area Hard Copy 3 yrs. Destroyed
Boarding Home Facility Notice of Violation (Pre-Printed) 2 CCS-FRM-019-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance10/30/2017 Y Alpha-numeric Manager
Designated Filing
AreasOffice File Area Hard Copy 3 yrs. Destroyed
BHF- Required Form Documentation -Applicant Training 2 CCS-FRM-020-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 Y Address Caseworker File Cabinet File Cabinet Hard Copy 1 yr. Discard
Definitions of Abuse, Neglect and Exploitation 1 CCS-FRM-022-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 Y N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Allegations of Abuse Report 1 CCS-FRM-023-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 Y N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Drug Diversion Policy 1 CCS-FRM-024-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 Y N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Resident Individualized Assessment 2 CCS-FRM-025-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 Y N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Resident's Injury, Incident, and Unusual Accident Form 1 CCS-FRM-027-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 Y N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Risk Assessment 2 CCS-FRM-028-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/10/2016 Y N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Resident Assessment and Periodic Monitoring 1 CCS-FRM-029-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 Y N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Resident Budget Plan Agreement 1 CCS-FRM-030-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 Y N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
27 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Residents Medical and Mental Health Contact Information 1 CCS-FRM-031-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 Y N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Medication Log 1 CCS-FRM-032-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 Y N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Resident Service Agreement 1 CCS-FRM-033-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 Y N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Facility Complaint Registration 1 CCS-FRM-035-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 N N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Privacy Policy 1 CCS-FRM-036-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 N N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Disability Report 1 CCS-FRM-037-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 Y Address Officer File Cabinet File Cabinet Hard Copy 1 yr. Discard
Notice of Employee Change 3 CCS-FRM-038-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 Y Address Officer File Cabinet File Cabinet Hard Copy 1 yr. Discard
Posting Requirements 1 CCS-FRM-040-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 N N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Substance Abuse Recovery Plan 1 CCS-FRM-041-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 N N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Emergency Evacuation Plan and Emergency Exit Training 2 CCS-FRM-042-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance11/30/2017 N N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
In-Service Education Training Log 1 CCS-FRM-044-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 N N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
Residents Financial Records 1 CCS-FRM-045-BH N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance8/24/2015 N N/A Owner/Operator of Facility N/A N/A N/A N/A N/A
EMPLOYEE ADVISORY COUNCIL
Employee Advisory Council Meeting Minutes N/A External Document N/A N/A7.5, 5, 8.1 &
9.1.1N/A N/A N N/A N/A N/A N/A N/A N/A N/A
EMPLOYEE ADVISORY COUNCIL 3 CCS-PRO-024 N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 3/12/2018 N N/A N/A N/A N/A N/A N/A N/A
Employee Advisory Council Bylaws 1 CCS-PRO-025 N/A N/A7.5, 5, 8.1 &
9.1.1Director 1/16/2018 N N/A N/A N/A N/A N/A N/A N/A
Opportunity and Innovation Form Review 1 CCS-WKI-001-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 2/20/2018 N N/A N/A N/A N/A N/A N/A N/A
Employee Advisory Council Nomination Process 1 CCS-WKI-002-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 2/20/2018 N N/A N/A N/A N/A N/A N/A N/A
Employee of the Month 1 CCS-WKI-003-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 2/20/2018 N N/A N/A N/A N/A N/A N/A N/A
EAC Runoff Election Process 1 CCS-WKI-004-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 2/20/2018 N N/A N/A N/A N/A N/A N/A N/A
Sunshine Fund Notification Process 1 CCS-WKI-005-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 2/20/2018 N N/A N/A N/A N/A N/A N/A N/A
Sunshine Fund Collection of Funds 1 CCS-WKI-006-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 2/20/2018 N N/A N/A N/A N/A N/A N/A N/A
EMPLOYEE ADVISORY COUNCIL FORMS
EAC Nomination Form 1 CCS-FRM-002-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 2/2/2015 N N/A N/A N/A N/A N/A N/A N/A
Employee of the Month Nomination Form-English 2 CCS-FRM-003-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 3/7/2016 N N/A N/A N/A N/A N/A N/A N/A
EAC Election Ballot 1 CCS-FRM-004-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 5/18/2015 Y N/A QMS Manager N/A N/A Hard Copy N/A N/A
28 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
Employee of the Month Nomination Form-Spanish 2 CCS-FRM-005-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 3/7/2016 N N/A N/A N/A N/A N/A N/A N/A
EAC Nomination Ballot 1 CCS-FRM-006-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 4/18/2016 Y N/A QMS Manager N/A N/A Hard Copy N/A N/A
Innovation Form 1 CCS-FRM-007-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 10/14/2015 Y Name QMS Manager Individual Files Archive
Hard-copy/
electronic1000-41B 1 year Archive
EAC Gift Card Issuance 1 CCS-FRM-008-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 12/14/2015 Y N/A QMS Manager Individual Files File Cabinet Hard Copy GR 1050-12D 2 yrs. N/A
Death Notification Form 1 CCS-FRM-009-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 3/22/2017 Y N/A QMS Manager Individual Files File Cabinet Hard Copy N/A N/A
Sunshine Fund Business Unit Cash Receipt 1 CCS-FRM-010-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 3/22/2017 Y N/A QMS Manager Individual Files File Cabinet Hard Copy N/A N/A
Sunshine Fund Cash Count Sheet 1 CCS-FRM-012-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 3/22/2017 Y N/A QMS Manager Individual Files File Cabinet Hard Copy GR-1075-20A FE+ 3 yrs. Archived
EAC Survey Questionnaire Template 1 CCS-FRM-013-EC N/A N/A7.5, 5, 8.1 &
9.1.1QMS Manager 4/19/2017 N N/A N/A N/A N/A N/A N/A N/A
Single Family Rental Program Work Instructions
Scheduling of Single Family Rental Property Inspection 1 CCS-WKI-901 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/2/2018 N N/A N/A N/A N/A N/A N/A N/A
Conducting a Comprehensive Inspection 1 CCS-WKI-902 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/3/2018 N N/A N/A N/A N/A N/A N/A N/A
Single Family Rental Program (SFRP) Forms
SFRP Rental Registration Application 2 COD Website CCS-FRM-800 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/3/2018 Y
By Rental Property
AddressMgr Office Archives
Electronic/H
ard Copy3 years Destroyed/Purged
Single Family Crime Prevention Lease Addendum 2 COD Website CCS-FRM-803 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/3/2018 Y Alpha-numeric Office Assistant Filing Cabinet
Filing Cabinet
Archives
Hard copy
CSR1000-26B 2 years Archived
Single Family Rental Program Response Letter 2 CCS-FRM-806 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/3/2018 Y
By Registrants/Owners'
NameMgr Office Office Hard Copy 3 years Destroyed
Single Family Rental Program Certificate (Under Revenue &
Collections on 4Eval)1 CCS-FRM-807 N/A N/A
7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/20/2017 Y
By Rental Property
AddressMgr Office VGOV/CSR
Electronic/H
ard Copy3 years Destroyed/Purged
Single Family Rental Registration Program Guide 1 CCS-FRM-809 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance5/19/2017 N N/A N/A N/A N/A N/A N/A N/A
Affidavit of Single Dwelling Rental Property 2 CCS-FRM-810 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/20/2017 Y
By Rental Property
AddressMgr Office VGOV/CSR
Electronic/H
ard Copy3 years Destroyed/Purged
Single Family Rental Program Re-inspection Invoice 3 CCS-FRM-811 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/3/2018 Y
By Rental Property
AddressMgr Office CSR/SAP
Electronic/H
ard Copy3 years Destroyed/Purged
SFRP Inspector Audit Sheet 3 CCS-FRM-813 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/2/2018 Y
By Rental Property
AddressMgr Office CSR
Electronic/H
ard Copy3 years Destroyed/Purged
SFRP Owner Inspection Checklist 2 CCS-FRM-814 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance2/9/2017 Y
By Rental Property
AddressMgr Office VGOV/CSR
Electronic/H
ard Copy3 years Destroyed/Purged
Single Family Rental Registration Program Pamphlet 2 CCS-FRM-816 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance3/2/2018 N N/A N/A N/A N/A N/A N/A N/A
Affidavit of Exemption from Rental Registration 1 CCS-FRM-817 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/20/2017 Y
By Rental Property
AddressMgr Office CSR
Electronic/H
ard Copy3 years Destroyed/Purged
Non Rental Affidavit of Exemption from Rental Registration 1 CCS-FRM-818 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance5/19/2017 Y
By Rental Property
AddressMgr Office CSR
Electronic/H
ard Copy3 years Destroyed/Purged
Single Family Rental Program Customer Call Log 2 CCS-FRM-819 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/3/2018 Y N/A N/A Office CSR
Electronic/H
ard Copy1 year Destroyed/Purged
29 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
Protection Retention Disposition
INDEX ACCESS FILE STORE MAINTAIN RETENTION DISPOSITION
Environm
enta
l
Health/S
afe
ty
Qualit
y
Ap
pro
val D
ate
Is it a R
ecord
?
What is the order in
which these records are
indexed?
Who has primary respond.
for controlling access to
these records
In what physical area
are these records
filed (short-term
filing)
In what physical
area are these
records stored
(long-term
storage).
In what form
are these
records
maintained
(electronic,
hard-copy,
fiche)?
How long are these
records kept in long-term
storage? (min time)
What is to be done with
the records when the
retention time expires.
City of Dallas Integrated QMS & OHSAS
Master Control Plan
Document Control & Records Identification Records Control along with identification (to the left)
Document Description/Title (Primary Recognition) also known as
Process Name and/or Records Identification
Distribution is for the most part controlled electronically (online).
Distribution of an individual document (where we are maintaining
copies) is included as an embedded "comment" in the description for
that document.
Revision
If we are only
controlling the
document as a
record (typically
the case for
records from
subcontractors),
the revision is
N/A.
Document Number
Document Type/ISO Element
Who Will Review /Approve It
Retrieval Storage
SFRP Invoice Dismissal Determination Letter 2 CCS-FRM-821 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/3/2018 Y
By Rental Property
AddressMgr Office CSR
Electronic/H
ard Copy3 years Destroyed/Purged
SFRP Inspection Program Re-Inspection Invoice Log 2 CCS-FRM-822 N/A N/A7.5, 5, 8.1 &
9.1.1
Assistant Director of Code
Compliance1/3/2018 Y N/A N/A Office CSR
Electronic/H
ard Copy1 year Destroyed/Purged
30 of 30 COD-FRM-005.CCS A printed copy of this document is obsolete 30 days from 3/14/2018 at 10:39 AM
