2. Records Retention Schedule — Anaheim City Council, July 15, 2025 (part 1 of 2)

EXHIBIT A
Citywide and Department Record Retention Schedules
(attached behind this page)

The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department-level retention schedule to identify and determine the appropriate record series and required retention.

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

 Record: generally any writing containing information relating to the conduct of the public’s business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted.  Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non-record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization.  Indefinite (IND): databases where data fields are interrelated and have no fixed retention period.  Permanent (P): record is retained permanently and may never be destroyed.

Each schedule will include the following columns:

Office of Record

For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under “Office of Record” are deemed to have a duplicate copy of such record and may destroy the copy at any time.

Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents.

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
Citywide

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Citywide

Page 2 of 11 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years

Citation Codes: AQMD = Air Quality Management District: CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code

OFFICE

OF RECORD RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Lead Dept. Accident Reports: Public or City
Property 2Y 2Y GC §34090 et seq.

Send Employee Reports to Personnel /
Human Resources
Finance Accounts Payable, Invoices, Petty
Cash, Warrant Requests, etc. AV AV GC §34090.7 Finance Dept. has originals; All others = copies
Lead Dept. Accounts Payable, Invoices: Backup (if
not forwarded to Finance Department) 2Y 10Y GC §34090 et seq.; DP City Clerk Agenda Packets / Staff Reports:

Meetings of Legislative Bodies AV AV GC §34090.7 City Clerk has originals; All others = copies Lead Dept. Americans with Disabilities Act (ADA)
Self Evaluations 3Y 3Y 28 CFR 35.105 – 35.107,

35.150(c) and (d)
Lead Dept. Billing: Monthly Billing, Fringe Billing 2Y 5Y GC §34090; DP Lead Dept.

Boards, Commissions, & Committees:

Audio Recordings of Meetings / Audio
Tapes
30 days 30 days GC §54953.5(b); DP Appointed by Council; Retain until minutes have been approved
Lead Dept. Boards, Commissions, & Committees:

Agendas, Agenda Packets 2Y 2Y GC §34090; DP Appointed by Council Lead Dept. Boards, Commissions, & Committees:

Minutes, Bylaws P P GC §34090(e) Appointed by Council

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Citywide

Page 3 of 11 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

OFFICE

OF RECORD RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Finance Budgets - Finals AV AV GC §34090.7 Finance Dept. has originals; All others = copies
Finance Cash Receipts / Deposits AV AV GC §34090.7 Finance Dept. has originals; All others = copies
Lead Dept. City Attorney Opinions 2Y 2Y GC §34090
Human
Resources /
Risk Manag.

Claims AV AV GC §§34090.7, 34090.6 Originals with Risk Management / City Clerk; all others = copies
Lead Dept. Committees, Ad Hoc / Internal
(employees) 2Y 2Y GC §34090 Includes collective work (agenda, minutes, etc.)
Lead Dept. Complaints / Concerns from Citizens 2Y 2Y 340 et seq., 342, GC §§945.6, GC §34090 et seq. Relating to City policy
Lead Dept. Contracts & Agreements -
Administration Files CL CL + 10Y CCP §337 et. seq., GC
§34090 et seq; DP
Lead Dept.

Contracts & Agreements –
Approved By Department Heads –
Non-Infrastructure
CL CL + 10Y CCP §337 et. seq., GC
§34090 et seq; DP If not filed with the City Clerk
City Clerk Contracts & Agreements Approved by
the City Council or City Manager AV AV GC §34090.7 City Clerk has originals; All others = copies

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Citywide

Page 4 of 11 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

OFFICE

OF RECORD RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Lead Dept. Copies AV AV GC §34090.7 Copies
Lead Dept. Correspondence and Communication 2Y 2Y
GC §34090; City of San Jose
v. Superior Court (2017) 2
Cal.5th 608
Includes letters, memos, emails, and text
messages IF the Content relates in a
substantive way to the conduct of the
public's business
Lead Dept.

Correspondence and Communication -
Preliminary Drafts, Interagency and
Intraagency Memoranda not retained
in the ordinary course of business
AV AV
GC §§34090 et seq.,
7927.500, City of San Jose
v. Superior Court (2017) 2
Cal.5th 608
Includes staff videoconference chats, notes
and recordings IF the Content DOES NOT
relate in a substantive way to the conduct of
the public's business
Lead Dept. Daily Vehicle Inspections / Daily
Equipment Checks 2Y 2Y GC §34090
City Clerk Deeds, Easements, Final Orders of
Condemnations AV AV GC §34090.7 City Clerk has originals; All others = copies Lead Dept. Drafts & Notes AV AV GC §§34090 et seq.,
7927.500 Preliminary Drafts
Lead Dept. DMV-Pull Notices, Waivers for Pull
Notices S S GC §34090 et seq; DP
Lead Dept. FPPC Form 801 (Gift to Agency
Report) 7Y 7Y GC §81009(e); FPPC
Regulation 18944
Dept. that completes the form maintains
original

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Citywide

Page 5 of 11 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

OFFICE

OF RECORD RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Lead Dept. FPPC Form 802 / Tickets (Tickets
Provided by Agency Report) 7Y 7Y GC §81009(e); FPPC
Regulation 18944.1
Dept. that completes the form maintains
original
Lead Dept. GIS Database / Data / Layers AV - P AV - P GC §34090 et seq.; DP Some GIS layers need to be retained Permanently
Lead Dept. Grants (UNSUCCESSFUL) 2Y 2Y GC §34090
Lead Dept. Grants / CDBG (SUCCESSFUL) 2Y 5Y
2 CFR 200.334 24 CFR

91.105(h), 92.505, &
570.502(a), OMB Circular A-
133.320(g); GC §34090; GC
§8546.7; DP
Ensure audit requirements are met prior to
destruction.

Human
Resources Grievances AV AV
29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090; 29 USC 1113,
LC 1174; DP

Lead Dept. Insurance Certificates (not tied to
contracts) 5Y 5Y GC §34090.7; DP
City Attorney Lawsuits, Litigation CL CL GC §§34090.7, 34090.6 City Attorney has originals: All others = copies
Lead Dept. Legal Notices / Legal Advertising 2Y 2Y CCP §§ 337 et seq., 349.4; GC §§34090, 54960.1(c)(1) Unless filed with case files

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Citywide

Page 6 of 11 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

OFFICE

OF RECORD RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Lead Dept.

LiveScan Response Analysis Sheets –
Employees, Includes subsequent
arrest notifications
50Y 50Y GC §34090 et seq.; DP
Lead Dept. LiveScan Response Analysis Sheets -
Not Hired / Unsuccessful Volunteers 3Y 3Y
29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090; 29 USC 1113,
LC 1174; DP

Lead Dept. LiveScan Response Analysis Sheets -
Volunteers 10Y 10Y GC§ 34090 et seq.; DP
Lead Dept. Logs, Checklists AV AV GC §§34090 et seq., Preliminary Drafts City Clerk
Minutes -
City Council, CRA (Community
Redevelopment Agency / Successor
Agency), Finance Authority, etc.

AV AV GC §34090.7 City Clerk has originals; All others = copies Lead Dept. MSDS (Material Data Safety Sheets) /
Chemical Use Report Form 30Y 30Y 8 CCR 3204(d)(1)(B)(2 and 3), GC §34090
City Clerk Municipal Code AV AV GC §34090.7 City Clerk has originals; All others = copies

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Citywide

Page 7 of 11 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

OFFICE

OF RECORD RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Lead Dept. Newspaper Clippings AV AV Not City records
Lead Dept. Notices: Meeting, Adjourned Meeting,
Special Meeting, etc. 2Y 2Y CCP §§ 337 et seq., 349.4;
GC §§34090, 54960.1(c)(1)
City Clerk Ordinances / Resolutions AV AV GC §34090.7 City Clerk has originals; All others = copies Lead Dept. Personnel Files - Department-Level
Copies T + 3Y T + 3Y
29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR
11013(c); 8 CCR
§11040.7(c), GC §§12946,
12960, 34090.7; DP
Originals are retained by Human Resources
Lead Dept. Personnel Files - Department-Level
Medical Records T + 5Y T + 30Y
8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090;
DP

Lead Dept. Personnel Leave, Vacation, Overtime
Requests (Except for Police) AV AV GC §34090 et seq. Preliminary Drafts Lead Dept. Personnel MAPS documentation
(Performance Evaluations) AV AV GC §34090 et seq. Preliminary Drafts; Evaluation in Personnel File = record
Lead Dept. Personnel Supervisory Files
(Supervisor's Notes) AV AV GC §34090 et seq. Preliminary Drafts

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Citywide

Page 8 of 11 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

OFFICE

OF RECORD RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Lead Dept. Personnel Work Schedules 2Y 2Y GC §34090
Lead Dept. Photographs AV AV GC §§34090, Preliminary Drafts, unless maintained with project file
Lead Dept. Policies & Procedures 2Y 2Y GC §34090 et seq.

Lead Dept. Proposals, Bid Responses
(Successful) 5Y 5Y CCP §337, GC §34090
Lead Dept. Proposals, Bid Responses
(Unsuccessful) 2Y 2Y GC §34090
Lead Dept.

Prop. 218 / Assessment Districts Fees
& Charges: Ballots and/or protest
letters; Final Tabulation
2Y 2Y GC §34090.7, §53753(e)(2),
§53755(d)
Lead Dept. Prop. 218 / Assessment Districts Fees
& Charges: Master Mailing List 2Y 2Y GC §34090
Lead Dept. Prop. 218 / Assessment Districts Fees
& Charges: Undeliverable Mail 3 months 3 months GC §34090 et seq.; DP Preliminary Drafts Lead Dept. Public Hearing Notices (Mailed) 2Y 2Y CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1)

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Citywide

Page 9 of 11 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

OFFICE

OF RECORD RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Lead Dept. Public Records Act Requests 2Y 2Y GC §34090 et seq.

Includes original request and response.

Responsive documents follow retention of
record series.

Lead Dept.

Real Estate Appraisal Reports
(Acquisition or Sale, including tax-
defaulted properties): Purchased
2Y 5Y
2 CFR 200.334; 24 CFR

91.105(h), 24 CFR 97.42(b),
24 CFR 570.502(a); 29 CFR

97.42, GC §34090
Not public records until purchase completed.

Lead Dept. Real Estate Appraisal Reports: Not
Purchased 2Y 2Y GC §§34090, 7928.705 Not public records/confidential City Clerk Records Destruction Lists / Certificate
of Records Destruction AV AV GC §34090.7 City Clerk has originals; All others = copies Lead Dept. Requests for Proposals/Qualifications
(RFPs, RFQs), Bid Specifications 5Y 5Y CCP §337, GC §34090, DP Lead Dept. Reports and Studies 5Y 5Y GC §34090 et seq.; DP Lead Dept. Returned Checks (NSF, etc.) 1Y 5Y GC §34090 et seq.; DP Lead Dept. Software Licenses, Warrantees,
Installation Media AV AV GC §34090 et seq.

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Citywide

Page 10 of 11 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

OFFICE

OF RECORD RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Lead Dept. Speaker Cards (submitted at public
meetings) AV AV GC §§34090 et seq.

Lead Dept. Special Event Permits CL + 2Y CL + 2Y GC §34090 et seq Lead Dept. Subject Files 2Y 2Y GC §34090 et seq Unless stipulated differently on individual department schedule.

Lead Dept. Subpoenas (Duces Tecum) 2Y 2Y GC §34090 et seq.

Lead Dept. Surveys / Questionnaires 2Y 2Y GC §34090 et seq If compilation occurs, forms can be AV.

Lead Dept. Timecards / Time Sheets / Timecard
Entry 2Y 10Y
26 CFR 31.6001-1, R&T
§19530; 29 CFR 516.5 -
516.6, 29 USC 436, GC
§34090; DP
Ensure audit requirements (including grant
audits) are met prior to destruction.

Lead Dept. Training 2Y 7Y
8 CCR §3203 et seq., 29
CFR 1602.31 , LC §6429(c);
GC §§12946, 12960, 34090,
53235.2(b); 53235=7.2(b);
LC §6401.9(f), DP

Lead Dept. Undeliverable Envelopes AV AV GC §§34090 et seq., Preliminary Drafts

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Citywide

Page 11 of 11 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

OFFICE

OF RECORD RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Lead Dept. Video Recordings – Ongoing City
Operations 1Y 1Y GC §34090.6(a)
Lead Dept. Video Recordings – Not Ongoing City
Operations AV AV GC §34090 et seq.

Lead Dept. Volunteers & Reserves - Successful
Applicants T + 3Y T + 3Y
29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC
§§34090

Lead Dept. Volunteers & Reserves - Unsuccessful
Applicants 3Y 3Y
29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC
§§34090

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
City Administration

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: City Administration

Page 2 of 4 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity;; NR = Non-Records; P = Permanent; S = Superseded; T = Termination; Y = Years

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
AUDIT
Audit Committee

AUDIO RECORDINGS OF MEETINGS / AUDIO
TAPES
See Citywide
Retention
See Citywide
Retention GC §54953.5(b); DP
Also see Finance Department. Boards and
Commissions (created by City Council): See
Citywide Retention Schedule
Audit Committee

AGENDAS, AGENDA PACKETS
See Citywide
Retention
See Citywide
Retention GC §34090; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule
Audit Committee

MINUTES, BYLAWS
See Citywide
Retention
See Citywide
Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule
Audits - Internal Audits / Current Working Files
AU + 5Y

AU + 5Y GC §34090; DP
Audits - Internal Audits / Current Working Files - When a Subsequent Audit is Performed Within Five Years 2Y 2Y GC §34090; DP Audits - Internal Audits - Final Audit Reports &
General Files 10Y 10Y GC §34090; DP

CITY ADMINISTRATION
Project Files / Subject Files 2Y 2Y GC §34090; DP Includes Ticket Requests Public Calendars AV AV GC §34090; DP
Monthly Public Calendars of Mayor, City
Councilmembers, City Manager, Assistant City
Manager, and Deputy City Manager published on
City’s website; Preliminary drafts
Sister City Commission, Police Review Board, etc.:

AUDIO RECORDINGS OF MEETINGS / AUDIO
TAPES
See Citywide
Retention
See Citywide
Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: City Administration

Page 3 of 4 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity;; NR = Non-Records; P = Permanent; S = Superseded; T = Termination; Y = Years

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Sister City Commission, Police Review Board, , etc.:

AGENDAS, AGENDA PACKETS
See Citywide
Retention
See Citywide
Retention GC §34090; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule
Sister City Commission, Police Review Board,
Sesquicentennial Commission, etc.:

MINUTES, BYLAWS
See Citywide
Retention
See Citywide
Retention GC §34090 Boards and Commissions (created by City Council): See Citywide Retention Schedule

CITY COUNCIL
City Council / Mayor Correspondence and
Communicaition 2Y 2Y GC §34090 et seq.; DP
Includes letters, memos, emails, and text
messages IF the Content relates in a substantive
way to the conduct of the public's business
Proclamations / Commendations / Certificates /
Recognitions 2Y 2Y GC §34090
Speeches / PowerPoint Presentations AV AV GC §34090 et seq. Preliminary Drafts

PUBLIC INFORMATION OFFICE
Anaheim Anytime 2Y 2Y GC §34090
Biographies - VIP 2Y 2Y GC §34090; DP
Intergovernmental Relations 2Y 2Y GC §34090: DP
Legislation 2Y 2Y GC §34090
Photographs - Elected Officials & Historical Value P P GC §34090; DP Official photographs of elected officials and city events.

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: City Administration

Page 4 of 4 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity;; NR = Non-Records; P = Permanent; S = Superseded; T = Termination; Y = Years

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Project Files / Subject Files 2Y 2Y GC §34090; DP
Speeches / PowerPoint Presentations AV AV GC §34090 et seq. Preliminary drafts

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
City Attorney’s Office

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: City Attorney

Page 2 of 2 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; NR = Non-Record; P = Permanent; S = Superseded; T = Termination; Y = Years

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Accounts Payable: General and Outside Counsel -
Litigation T + 3Y 10Y GC §34090 et seq.; DP
General Files CU+3Y CU + 3Y GC §34090 et seq.; DP
Claims CL CL + 5Y
CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; PC
§832.5; DP

Contracts CL CL + 10Y DP Copies. City Clerk has originals.

Criminal Prosecutions CL CL + 10Y GC §34090 et seq.; DP Lawsuits / Litigation - Case Files CL CL + 10Y GC §§ 911.2, 34090, 34090.6; PC §832.5; DP
Lawsuits / Litigation - Final Settlement CL P GC §§ 911.2, 34090, 34090.6; PC §832.5; DP
Project Files 2Y 10Y GC §34090 et seq.; DP
Subrogation CL CL + 10Y
CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; PC
§832.5; DP

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
City Clerk’s Office

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: CITY CLERK

Page 2 of 9 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Abandonments and Vacations 7Y P GC §34090 et seq. Streets and alleys Action Agendas

City Council, Redevelopment Agency / Successor
Agency, Housing Authority, Public Financing Authority,
Public Improvement Corporation, Industrial
Development Authority
2Y 2Y GC §34090 et seq.; DP Meetings of Legislative body Agenda Packets

City Council, Redevelopment Agency / Successor
Agency, Housing Authority, Public Financing Authority,
Public Improvement Corporation, Industrial
Development Authority
5Y 5Y GC §34090 et seq.; DP
Meetings of Legislative body
(Documentation received, created for and/or
submitted to the Legislative body in relation to a
public meeting: agendas, staff reports and
attachments, items submitted after agenda
posting & at meetings, etc.

Americans with Disabilities (ADA) Transition Plan P P 28 CFR 35.105 – 35.107,

35.150(c) and (d); DP
Applications for Boards, Commissions or Committees
(Appointed) ET + 2Y ET + 2Y GC §34090 et seq.; DP
Applications for Boards, Commissions or Committees
(Not Appointed) 2Y 2Y GC §34090 et seq.

Articles of Incorporation P P GC §34090 et seq.

Assessment Districts / Underground Districts /
Landscape and Maintenance Districts, etc. P P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: CITY CLERK

Page 3 of 9 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Audio Recordings 5Y 5Y GC §54953.5(b); DP Meetings of legislative bodies Bonds, Revenue, Certificates of Participation MA + 10Y MA + 10Y CCP §§336(a), 337.5(2); 26
CFR 1.6001-1(e); GC §34090
et seq.; DP

Charter and Amendments P P GC §34090 et seq.

Claims CL + 1Y CL + 5Y
CCP § 337 et seq.; GC §§
911.2, 34090, 34090.6; PC
§832.5; DP

Condemnations P P GC §34090 et seq.; DP
Contracts / Agreements - Affordable Housing - No
Recapture / Resale Restrictions CL + 5Y CL + 5Y
24 CFR 92.508(a)(c)(2) &
570.502(b), 29 CFR 97.42,
GC §34090 et seq.

CL=Paid
Contracts / Agreements - Affordable Housing - With
Recapture / Resale Restrictions CL + 5Y CL + 5Y
24 CFR 92.508(a)(c)(2) &
570.502(b), 29 CFR 97.42,
GC §34090 et seq.

CL=After the Affordability Period Terminates, or
the Written Agreement Terminates, Whichever
is Longer
Contracts / Agreements - Infrastructure / Capital
Improvement, Cooperation, Covenants / Hold Harmless,
Development, DDAs, OPAs, MOUs, MOAs, Subdivision
CL P
CCP §§337. 337.1(a),
337.15, 343; GC §34090 et
seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: CITY CLERK

Page 4 of 9 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Contracts / Agreements - Non-Infrastructure / General CL CL + 10Y CCP §§337. 337.1(a),
337.15, 343; GC §34090 et
seq.; DP

Deeds, Easements, Real Property, Dedications P P GC §34090(a) Emergency Plans / Disaster Preparedness Manuals, etc. S + 2Y S + 5Y GC §34090 et seq.; DP As presented to / approved by City Council Ethics Training Certificates / Harassment Prevention
Training Prevention 5Y 5Y GC §53235.2(b); GC
§53237.2(b)
Lobbyist Filings / Reporting Forms 5Y 5Y GC §34090 et seq Registration, Amendments, Termination, Quarterly Reports (pursuant to City
Regulations)
FPPC Form 803 (Behested Payment Report) 7Y 7Y GC §81009(e) FPPC Form 806 (Agency Report of: Public Official
Appointments) 7Y 7Y GC §34090; GC §81009(e)
General Plans, Elements and Amendments P P GC §34090 et seq.; DP Approved by Council Hazardous Materials Area Plan S + 5Y S + 5Y GC §34090 et seq.; DP Historical Records P P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: CITY CLERK

Page 5 of 9 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Legal Notices / Legal Advertising 2Y 2Y GC §§34090, 54960.1(c)(1) Unless included in case file.

Maddy Act List / Vacancy List 2Y 2Y GC §34090 et seq.

Minutes (Legislative Body) P P GC §34090(e)
City Council, Redevelopment
Agency/Successor Agency, Housing Authority,
Public Financing Authority, Public Improvement
Corporation, Industrial Development Authority
Municipal Code P P GC §34090 et seq.

Notices
Meeting Notices, Adjourned Meetings, Special Meetings,
Unscheduled Vacancies, etc.
2Y 2Y GC §§34090, 54960.1(c)(1)
Oaths of Office ET + 6Y ET + 6Y
GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC
1113; DP
Copies. Original with oath-taker.

Ordinances P P GC §34090(e)
Passport Transmittals 24M 24M GC §34090 et seq.; DP
Per Passport Agent’s Reference Guide (PARG):
“Copies of transmittals must be maintained in a
secure location for at least 24 months.”
Proof of Publication / Affidavits of Publication 2Y 5Y CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1) Unless included in case file.

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: CITY CLERK

Page 6 of 9 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Public Records Act Requests 2Y 2Y GC §34090 et seq.; DP Includes original request and response.

Responsive documents follow retention of
record series.

Records Destruction Certificates P P GC §34090 et seq.; DP Filed with authorizing Resolution & list of approved records.

Records Retention Schedules S + 4Y S + 4Y GC §34090 et seq.; DP Redevelopment Projects P P GC §34090 et seq.; DP
Redistricting Web Page / District Boundary Web Page
(Map, Redistricting Process, Agendas, Calendars,
Notice, etc.)
10Y 10Y EC §21160(i); GC §34090
Resolutions (Legislative Body) P P GC §34090(e)
City Council, Redevelopment Agency /
Successor Agency, Housing Authority, Public
Financing Authority, Public Improvement
Corporation, Industrial Development Authority
Secretary of State Statement of Facts - Registry of
Public Agencies 2Y 2Y GC §34090 et seq.

Statement of Economic Interests / Filings:

ELECTRONICALLY FILED 10Y 10Y GC §81009(f)(g); GC §84615

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: CITY CLERK

Page 7 of 9 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Statement of Economic Interests / Filings: Designated
Employees (specified in the City’s Conflict of Interest code)
4Y 7Y GC §81009(e)&(g)
Statement of Economic Interests / Filings: Public
Officials (Form 87200 Filers: City Council Members,
Planning Commission, City Manager, City Treasurer,
City Attorney)
4Y ET + 7Y GC §81009(e)&(g); DP Originals filed with FPPC.

Subpoenas (Duces Tecum) 2Y 2Y GC §34090 et seq.

Treasurer’s Investment Portfolio Reports P P GC §34090 et seq.; DP As presented to / approved by City Council Video Recordings 5Y 5Y GC §54953.5(b); DP Meetings of legislative bodies.

ELECTIONS – CONSOLIDATED AND SPECIAL (INCLUSIVE OF MAIL BALLOT ELECTION) Ballots and Envelopes – Mail Ballot Election
(Creation/Formation of CFD, Annexation,
Representation, etc.)
6M 6M EC §17302, EC §15551
Voted, contested, surrendered (unused),
spoiled, overvoted, undervoted and cancelled
ballots.

Identification Envelope with the voter’s
certificate that is signed by the mail ballot
elector. Also includes any mail ballot envelopes
marked as rejected or cancelled.

For property-related fees, see Proposition 218
on Citywide schedule.

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: CITY CLERK

Page 8 of 9 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Campaign Statements:

Successful Candidates (FPPC or City Forms) 10Y P GC §81009(b)&(g); GC §84615(i)
Includes all pre-election statements, semi-
annual, and statements of termination, whether
the forms are required by State or Local
Ordinance. Retention based on e-filing
requirements.

Campaign Statements: Unsuccessful Candidates (FPPC
or City Forms) 5Y 10Y GC §81009(b)&(g); GC
§84615(i)
Includes all pre-election statements, semi-
annual, and statements of termination, whether
the forms are required by State or Local
Ordinance. Retention based on e-filing
requirements.

Campaign Statements:

Those Not Required To File Original With City Clerk
(FPPC or City Forms)
4Y 10Y GC §81009(b)&(g) ; GC
§84615(i) Retention based on e-filing requirements.

Campaign Statements:

Other Committees (FPPC or City Forms) 7Y 10Y GC §81009(c)&(g) ; GC §84615(i) Retention based on e-filing requirements.

Candidate File: Nomination Papers, Candidate
Statements, etc. - Successful Candidates 8Y 8Y EC §17100; DP Candidate File: Nomination Papers, Candidate
Statements, etc. - Unsuccessful Candidates 4Y 4Y EC §17100; DP Canvass – Mail Ballot Elections 6M 6M EC §17304 Including tally sheet, voting machine tabulation, detailed breakdown of results
Elections - General, Working or Administration Files 2Y 2Y GC §34090 et seq.

Elections - Historical P P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: CITY CLERK

Page 9 of 9 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Elections - Petitions (Initiative, Recall or Referendum) – After Election, or if petition is not sufficient, and
proponents do NOT examine the petition
8M 8M EC §§17200, 17400(b)(3)
The 8-month retention applies after election
results, or declaration of insufficiency and the
proponents do NOT examine the petition; if no
election, unless there is a legal or FPPC
proceeding.

Elections - Petitions (Initiative, Recall or Referendum) – Petition is not sufficient, and proponents DO examine
the petition
1Y 1Y EC §§17200, 17400(b)(3) IF Insufficient, and IF proponents examine petition

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
City Treasurer’s Office

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: CITY TREASURER

Page 2 of 6 ends

Resolution: 2025
Approved:

Previous Approval: RES-2013-089, 6/18/2013

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS

CITY TREASURER
Arbitrage Rebate Annual Calculations CL CL + 10Y
CCP §§336(a)(1) & (2),
337.5(2); GC §43900 et seq.;
DP

Armored Car Manifests / Receipts 2Y 2Y GC §34090
Bank Contracts CL CL + 5Y CCP §§336(a), 337 et. seq.,
GC §34090; DP
Bank Monthly Analysis Statements 3Y 5Y GC §34090 et seq.; DP Bank Statements 3Y 5Y GC §34090 et seq.; DP
Bonds & Certificates of Participation (COPs) MA MA + 10Y CCP §§336(a)(1) & (2),
337.5(2); GC §43900 et seq.;
DP

Broker / Dealer Files AV AV GC §34090
Cash Bonds - Letters of Credit / Deposit Certificates / Subdivision Bonds CL + 2Y CL + 2Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: CITY TREASURER

Page 3 of 6 ends

Resolution: 2025
Approved:

Previous Approval: RES-2013-089, 6/18/2013

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Custodial Safekeeping Statements / Investments AU + 2Y AU + 2Y GC §34090 et seq.; DP Custodial Safekeeping Statements / Trustee Bonds CL CL + 10Y CCP §§336(a)(1) & (2),
337.5(2); GC §43900 et seq.;
DP

Fund Accounting Reports AV AV GC §34090 Preliminary Drafts Interdepartmental Charges 2Y 5Y GC §34090 et seq.; DP
Investment Advisory Commission

AGENDAS, AGENDA PACKETS,
See Citywide
Retention
See Citywide
Retention GC §34090(a) Boards and Commissions (created by City Council): See Citywide Retention Schedule
Investment Advisory Commission

MINUTES, BYLAWS
See Citywide
Retention
See Citywide
Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule
Investment Advisory Commission: Correspondence 2Y 2Y GC §34090 Investment Folders (CDs / Securities) MA + 5Y MA + 5Y GC §34090 et seq.; DP Investment Services Database IND
(Min. 5Y)
IND
(Min. 5Y)
Meets municipal government
auditing standards;
GC §34090 et seq.; DP

Investment Transactions 5Y 5Y GC §34090 et seq.; DP
Liens P P GC §34090(a)

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: CITY TREASURER

Page 4 of 6 ends

Resolution: 2025
Approved:

Previous Approval: RES-2013-089, 6/18/2013

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Portfolio Management Program: Sympro Daily Packet /
Moneymax 5Y 5Y GC §34090 et seq.; DP
Portfolio Management Program: Sympro Database IND
(Min. 5Y)
IND
(Min. 5Y)
Meets municipal government
auditing standards;
GC §§60201, 12168.7

Promissory Notes (Developers) CL + 5Y CL + 5Y 24 CFR 85.42, 570.502, 29 CFR 97.42; DP
Provider Reports - Financial Reports / Statements /
Quarterly Detail Disbursement Report, etc. 5Y 5Y GC §34090 et seq.; DP Reconciliations: Bank Monthly Reconciliation Report,
Interest Reconciliations, etc. 3Y 5Y GC §34090 et seq.; DP Reports: Cash Flow Detail, Daily Cash Receipts, etc. AV AV GC §34090 et seq.; DP Preliminary drafts Signature Cards and Plates CL + 5Y CL + 5Y GC §34090 et seq.; DP Treasurer's Receipts 2Y 5Y GC §34090 et seq.; DP
Treasurer's Reports / Quarterly Budget Reports (to
Council) AV AV GC §34090.7 Copies
Trust Account Registers AV AV GC §34090.7 Preliminary drafts Trustee Statements 5Y 5Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: CITY TREASURER

Page 5 of 6 ends

Resolution: 2025
Approved:

Previous Approval: RES-2013-089, 6/18/2013

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS

CITY TREASURER / COLLECTIONS & CASHIERING
Accounts Receivable - Loan Invoices 1Y 5Y GC §34090 et seq.; DP Accounts Receivable Invoices, Credit Card Slips for
Receivables 1Y 5Y GC §34090 et seq.; DP
Armored Manifest Books 2Y 2Y GC §34090 et seq.

Bank Records / Returned Checks AV AV GC §34090.7 Copies Billing Registers / Reports, Daily Update, Adjustment
Posting, etc. AV AV GC §34090 et seq. Preliminary drafts Cashiering Database IND
(Min. 5Y)
IND
(Min. 5Y)
Meets municipal government
auditing standards;
GC §34090 et seq.; DP

Checks - Received from Customers 1Y 5Y GC §34090 et seq.; DP Customer Account Adjustment Backup 2Y 2Y GC §34090 et seq.

Deposit Slips / Bank Deposit Slips 5Y 5Y GC §34090 et seq.; DP Miscellaneous Receipts 5Y 5Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: CITY TREASURER

Page 6 of 6 ends

Resolution: 2025
Approved:

Previous Approval: RES-2013-089, 6/18/2013

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Parking Tax Statements and Schedules 1Y 5Y GC §34090 et seq.; DP Remittance Processor Database / Payment Stubs AV AV GC §34090 et seq. Preliminary drafts Revenue Billing Database IND
(Min. 5Y)
IND
(Min. 5Y)
Meets municipal government
auditing standards;
GC §34090 et seq.; DP

Weight Tickets (From Parks & Maintenance) 1Y 5Y GC §34090 et seq.; DP

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
Community Services Department

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Community Services

Page 2 of 8 ends

Resolution: 2025-
Approved:

Previous approval:RES-2013-089, 6/18/2013

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS

GOLF OPERATIONS
Golf Commission Recordings / Tapes AUDIO

RECORDINGS / TAPES OR DVDS
See Citywide
Retention
See Citywide
Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule
Golf Commission

AGENDAS, AGENDA PACKETS
See Citywide
Retention
See Citywide
Retention GC §34090 et seq.; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule
Golf Commission

MINUTES, BYLAWS
See Citywide
Retention
See Citywide
Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule
Golf Course Development Master Files (Plans, etc.) P P GC §34090 et seq.; DP Maintenance History Equipment Sheet - Minor
Equipment (Lawnmowers, etc.) 2Y 2Y GC § 34090

Maintenance, Landscaping, Golf Cart Reports 2Y 2Y GC § 34090 Pesticide and Herbicide Permits, Application Records 2Y 2Y 3 CCR 6623, 40 CFR 110.3(d) GC § 34090

Repair Requests / Maintenance Records (Golf Course) 2Y 2Y GC § 34090 Tee Time Reservations 2Y 2Y GC § 34090

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Community Services

Page 3 of 8 ends

Resolution: 2025-
Approved:

Previous approval:RES-2013-089, 6/18/2013

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS

LIBRARY SERVICES
Detail Cash Receipt (not submitted to Finance -
register tapes, etc.) 5Y 5Y GC §34090 et seq.; DP

Reports to the State Library 5Y 5Y GC §34090 et seq.; DP

Donation Accounts 5Y 5Y GC §34090 et seq.; DP
Endowment Fund / Memorial Account 5Y 5Y GC §34090 et seq.; DP Grants: Library Grants CL + 5Y CL + 5Y GC §34090 et seq.; DP Historic Preservation P P GC §34090 et seq.; DP
Historical Records P P GC §34090 et seq.; DP
Library Board

AGENDAS, AGENDA PACKETS
See Citywide
Retention
See Citywide
Retention GC §34090 et seq.; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule
Library Board

MINUTES
See Citywide
Retention
See Citywide
Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule
Library Management System / Database IND
(Min 2Y)
IND
(Min 2Y) GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Community Services

Page 4 of 8 ends

Resolution: 2025-
Approved:

Previous approval:RES-2013-089, 6/18/2013

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Mother Colony House Advisory Committee

MINUTES, BYLAWS
See Citywide
Retention
See Citywide
Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule
Neighborhood Preservation: Mills Act Properties P P
24 CFR 85.42,

92.508(a)(c)(2) &
570.502(b), 29 CFR 97.42,
GC §34090; DP

Patron Applications For Library Cards AV AV GC §34090 et seq.; DP Preliminary drafts
Program Sign Ups (e.g. Summer Reading) AV AV GC §34090 et seq.; DP Preliminary drafts
PARKS
Acquisitions, Parks Or Other Properties P P GC §34090(a) Call-Out Sheets, Stand-By Sheets 2Y 2Y GC §34090
Capital Improvement Projects (CIP) CL P CCP §337 et. seq., GC §34090 et seq.; DP

Capital Improvement Projects (CIP) Unsuccessful
Proposals 2Y 2Y GC §34090
Inspections: Park Bicycle Ways, Curbs, Playgrounds,
Sidewalks, etc. 10Y 10Y CCP §337 et. seq., GC
§34090 et seq.; DP

Maintenance Pruning 5Y 5Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Community Services

Page 5 of 8 ends

Resolution: 2025-
Approved:

Previous approval:RES-2013-089, 6/18/2013

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Parks & Recreation Commission Committee

AUDIO RECORDINGS OF MEETINGS / AUDIO
TAPES
See Citywide
Retention
See Citywide
Retention GC §54953.5(b); DP
Boards and Commissions (created by City
Council): See Citywide Retention Schedule
Parks & Recreation Commission

AGENDAS, AGENDA PACKETS
See Citywide
Retention
See Citywide
Retention GC §34090 et seq.; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule
Parks & Recreation Commission

MINUTES, BYLAWS
See Citywide
Retention
See Citywide
Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule
Parks Master Plan P P GC §34090 et seq.; DP
Pesticide Application / Use 2Y 2Y 3 CCR 6623(c), GC §34090

RECREATION, HUMAN AND NEIGHBORHOOD SERVICES
Anaheim Motel Collaboration 2Y 2Y GC §34090
Anaheim Public Information, Inc. - MINUTES,
BYLAWS, AND INCORPORATION PAPERS P P GC §34090 et seq.; DP Anaheim Public Information, Inc. – AGENDAS,
AGENDA PACKETS 2Y 2Y GC §34090; DP
Case Management Files CL + 5Y CL + 5Y GC §34090 et seq.; DP Class (Registration) Database IND
(Min 2Y)
IND
(Min 2Y) GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Community Services

Page 6 of 8 ends

Resolution: 2025-
Approved:

Previous approval:RES-2013-089, 6/18/2013

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Community Services Board

AGENDAS, AGENDA PACKETS
See Citywide
Retention
See Citywide
Retention GC §34090 et seq.; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule
Community Services Board

MINUTES, BYLAWS
See Citywide
Retention
See Citywide
Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule
Community Services Board

AUDIO RECORDINGS OF MEETINGS / AUDIO
TAPES
See Citywide
Retention
See Citywide
Retention GC §54953.5(b); DP

Boards and Commissions (created by City
Council): See Citywide Retention Schedule
Cultural & Heritage Commission

AGENDAS, AGENDA PACKETS
See Citywide
Retention
See Citywide
Retention GC §34090 et seq.; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule
Cultural & Heritage Commission

MINUTES, BYLAWS
See Citywide
Retention
See Citywide
Retention GC §34090 Boards and Commissions (created by City Council): See Citywide Retention Schedule
Cultural & Heritage Commission AUDIO

RECORDINGS OF MEETINGS / AUDIO TAPES
See Citywide
Retention
See Citywide
Retention GC §54953.5(b); DP

Boards and Commissions (created by City
Council): See Citywide Retention Schedule
Day Trips (One Day Excursions & Waivers) 2Y 2Y GC §34090 Facility Use Permits and Equipment Applications,
Books, Waivers 2Y 2Y GC §34090
Incident Reports 2Y 2Y GC §34090
Parking Permits 2Y 2Y GC §34090

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Community Services

Page 7 of 8 ends

Resolution: 2025-
Approved:

Previous approval:RES-2013-089, 6/18/2013

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Personnel Files for Parti-time Employees that are NOT
sent to Human Resources
(Applications, Backgrounds, Discipline, Performance
Evaluations, Reprimands, etc.

T+6Y T+6Y
8 CCR 5144, 8 CCR
15400.2; 8 CCR §3204(d)(1)
et seq., GC §§12946, 12960,
34090; 3105; LC §1198.5;
29 CFR 1602.14; DP

Personnel Urinalysis / Drug & Alcohol Test Results that are NOT sent to Human Resources 5Y 5Y
29 CFR 1627.3(b)(1)(v), GC
§§12946, 12960, 34090; 49
CFR 655.71 et seq.; 49 CFR
382.401 et seq.; DP

Privilege Suspension Record 2Y 2Y GC §34090 et seq.

Recreation Brochure / Activity Guide P P GC §34090 et seq.; DP Registration Forms, includes Hold Harmless 2Y 2Y GC §34090 Senior Citizen Commission / Older Adults Commission

AGENDAS, AGENDA PACKETS
See Citywide
Retention
See Citywide
Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule
Senior Citizen Commission / Older Adults Commission

MINUTES, BYLAWS
See Citywide
Retention
See Citywide
Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule
Senior Citizen Commission / Older Adults Commission
AUDIO

RECORDINGS OF MEETINGS / AUDIO TAPES
See Citywide
Retention
See Citywide
Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule
Sign-In Sheets 2Y 2Y GC §34090

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Community Services

Page 8 of 8 ends

Resolution: 2025-
Approved:

Previous approval:RES-2013-089, 6/18/2013

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Special Events / Special Event Contracts CL + 2Y CL + 2Y GC §34090 et seq.; DP Swimming Pool Chemicals / Additions 2Y 2Y GC §34090; 22 CCR 65523; DP

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
Convention, Sports & Entertainment Department

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Convention, Sports & Entertainment

Page 2 of 4 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Audits: Honda Center, etc. 2Y 5Y GC §34090 et seq.; DP Cash Receipts, Deposit Slips, Check Stubs 2Y 5Y GC §34090 et seq.; DP Change Fund / Petty Cash 2Y 5Y GC §34090 et seq.; DP
Client Critiques / Surveys AV AV GC §34090 et seq. Preliminary documents Clients, Not Scheduled (Clients turned away from an
event) AV AV GC §34090 et seq.; DP Preliminary Drafts
Community Center Authority (CCA)

AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES
See Citywide
Retention
See Citywide
Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule
Community Center Authority (CCA)

MINUTES, BYLAWS
See Citywide
Retention
See Citywide
Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule
Community Center Authority (CCA): Financial Reports 2Y 5Y GC §34090 et seq.; DP Duty Manager's Report / Daily Checklist / Coordinator
Walk-throughs AV AV GC §34090 et seq.; DP
Event Business Management Reports AV AV GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Convention, Sports & Entertainment

Page 3 of 4 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Event Business Management Software (EBMS) IND IND GC §34090 et seq.; DP Event Files 2Y 5Y GC §34090 et seq.; DP
Event Line Up Sheets AV AV GC §34090 et seq.; DP Preliminary Drafts Hazardous Waste / Certificates of Disposal – Disposal
Receipts / Manifests 5Y P
40 CFR 262.40, 8 CCR
2304(d)(1)(A), 22 CCR
66262.40

Incidents CL CL +7Y GC §34090 et seq.; DP Theft, arson, vandalism, property damage or accidents
Parking Citations / Permit Parking Citations 2Y 2Y GC §34090 Parking Lot Summary Sheets 2Y 5Y GC §34090 et seq.; DP
Parking Permits / Hang Tags 2Y 2Y GC §34090
Parking Ticket Inventories 2Y 5Y GC §34090 et seq.; DP
Partner Files: RFP, Agreement, Insurance Certificates, Correspondence, etc. 2Y 5Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Convention, Sports & Entertainment

Page 4 of 4 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Personnel Files for Part-time Employees that are NOT
sent to Human Resources
(Applications, Backgrounds, Discipline, Performance
Evaluations, Reprimands, etc.

T+6Y T+6Y
8 CCR 5144, 8 CCR
15400.2; 8 CCR §3204(d)(1)
et seq., GC §§12946, 12960,
34090; 3105; LC §1198.5; 29
CFR 1602.14; DP

Personnel Urinalysis / Drug & Alcohol Test Results that are NOT sent to Human Resources 5Y 5Y
29 CFR 1627.3(b)(1)(v), GC
§§12946, 12960, 34090; 49
CFR 655.71 et seq.; 49 CFR
382.401 et seq.; DP

Schedules – Events, Work Hours 2Y 2Y GC §34090 et seq.; DP Staff Meetings 2Y 2Y GC §34090 Minutes, agendas
Ticket Stock, Unused AV AV GC §34090 et seq.; DP Preliminary Drafts Unused Ticket Log 2Y 2Y GC §34090 et seq.

Visitors & Convention Bureau - Booking Sheets and
Cancellations 2Y 2Y GC §34090
Event Billings 5Y 5Y GC §34090; DP
Billable Rent, Labor, & Services Information;
Service/Work orders; Invoices for damaged
property
Fixed Asset Additions Invoices from City Owned Venues 5Y 5Y GC §34090; DP Tenant and Receivable Reconciliations 5Y 5Y GC §34090; DP

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

 Record: generally any writing containing information relating to the conduct of the public’s business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted.
 Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non-record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization.  Indefinite (IND): databases where data fields are interrelated and have no fixed retention period.  Permanent (P): record is retained permanently and may never be destroyed.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
Economic Development Department

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Economic Development

Page 2 of 4 ends

Resolution: 2025-
Approved:

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Property Management Case Files CL + 5Y CL + 5Y GC §34090 et seq.; DP Real Estate Appraisal Reports (Acquisition or Sale,
including tax-defaulted properties): Purchased 2Y 5Y
2 CFR 200.333; 24 CFR

91.105(h), 24 CFR 97.42(b),
24 CFR 570.502(a);
982.158, 884.214; 29 CFR

97.42, GC §34090
Generally not a public record until purchase
completed.

Real Estate Appraisal Reports: Not Purchased 2Y 2Y GC §§34090, 7928.705 Not public records/confidential.

Reconveyances (Paid Loans) 5Y 5Y GC §34090 et seq.; DP
Relocation Files CL + 1Y CL + 5Y
CCP §§ 337 et seq.; GC §§
945, 34090, 34090.6; PC
§832.5
Residential Rehabilitation Loans - No Recapture /
Resale Restrictions CL + 5Y CL + 5Y
2 CFR 200.334; 24 CFR

92.508(a)(c)(2) &
570.502(a), 982.158,
884.214; 29 CFR 97.42, GC
§34090

Residential Rehabilitation Loans - With Recapture /
Resale Restrictions CL + 5Y CL + 5Y
2 CFR 200.334; 24 CFR,

92.508(a)(c)(2) &
570.502(b), 982.158,
884.214; 29 CFR 97.42, GC
§34090
CL = After the Affordability Period Terminates, or
the Written Agreement Terminates, Whichever is
Longer

REDEVELOPMENT / SUCCESSOR AGENCY
Economic Development where
Redevelopment/Successor Agency is the Lead
(Projects will vary over time - e.g. Proposed Hotels,
etc.)
2Y 2Y GC §34090

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Economic Development

Page 3 of 4 ends

Resolution: 2025-
Approved:

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Oversight Board of the Successor Agency
AGENDAS, AGENDA PACKETS, STAFF REPORTS 2Y 2Y GC §34090; DP Oversight Board of the Successor Agency

AUDIO RECORDINGS OF MEETINGS / AUDIO
TAPES
30 days 30 Days GC §54953.5(b); DP Appointed by Council; Retain until minutes have been approved
Oversight Board of the Successor Agency
MINUTES & BYLAWS P P GC §34090(e) Appointed by Council
Redevelopment / Capital Improvement Projects (CIP)
– Pre-Development, Construction, Administration &
Monitoring
CL CL + 10Y GC §34090 et seq.; DP Administration File. Ensure audit requirements are met.

Redevelopment Construction Projects / Capital
Improvement Projects (CIP) CL P GC §34090 et seq.; DP
Permanent File: Plans, specifications,
agreements, contracts, proposal, change orders,
EIRs, Notice of Completion, etc.

Redevelopment Plans / Successor Agency Property
Management Plan CL + 5Y P GC §34090; DP
Redevelopment/Successor Agency Project Files
& Project Plans Including Environmental
Environmental Documents, CIP Projects, Real
Property records. Historically Significant Records
Only
CL + 5Y P GC §34090; DP
Redevelopment/Successor Agency Project Files
& Project Plans –
OTHER THAN Environmental Documents, CIP
Projects, Real Property records. Historically
Significant Records Only
10Y 10Y GC §34090; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Economic Development

Page 4 of 4 ends

Resolution: 2025-
Approved:

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Relocation Files Where Redevelopment/Successor
Agency is the Lead CL + 1Y CL + 5Y CCP §§ 337 et seq.; GC §§ 945, 34090, 34090.6
Site Clearance / Soils Remediation / Mitigation P P GC §34090 et seq.; DP Statement of Indebtedness / Annual Report to State /
State Controllers Report / Recognized Obligation
Payment Schedules / Due Diligence Reviews
10Y 10Y GC §34090 Per requirements of AB-26, AB-1484, & subsequent related legislation

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
Finance Department

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Finance

Page 2 of 8 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS

FINANCE / ADMINISTRATION
Audit Committee

AUDIO RECORDINGS OF MEETINGS / AUDIO
TAPES
See Citywide
Retention
See Citywide
Retention GC §54953.5(b); DP
See also City Administration / Audit. Boards and
Commissions (created by City Council): See
Citywide Retention Schedule
Audit Committee

AGENDAS, AGENDA PACKETS
See Citywide
Retention
See Citywide
Retention GC §34090; DP Boards and Commissions (created by City Council):

See Citywide Retention Schedule
Audit Committee

MINUTES, BYLAWS
See Citywide
Retention
See Citywide
Retention GC §34090(e) Boards and Commissions (created by City Council):

See Citywide Retention Schedule
Cost Allocation Report 2Y 7Y GC §34090 et seq.; DP
External Audit Reports / Financial Reports, Annual /
Annual Consolidated Financial Report (ACFR) 5Y P GC §34090 et seq.; DP External Audit Work Papers / Audit Schedules for
External Audits 2Y 5Y GC §34090 et seq.; DP
Financial Services Database IND
(Min. 10Y)
IND
(Min. 10Y)
GC §34090 et seq.; Meets
municipal government
auditing standards, and
accommodates retention for
Accounts Payable; DP

FINANCE / ASSESSMENT DISTRICTS
Acquisition Payment Files / Cost of Improvements /
Improvement Purchases / Engineer's Reports for
formation of CFDs
2Y P GC §34090 et seq.; DP
Annual Assessments Transmitted to County Assessor 2Y 5Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Finance

Page 3 of 8 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Assessment Districts / Maintenance Districts,
Landscape & Lighting / Street Improvement District
Projects / Community Facilities Districts
P P
CCP §§337. 337.1(a),
337.15, 343; GC §34090;
DP

Bonds: Debt Official Statements / Certificates of
Participations (COPs)

Other City Financing & Work papers
CL CL + 10Y
CCP §§336(a), 337.5(2); 26
CFR 1.6001-1(e); GC
§43900 et seq.; DP

Fiscal Agent Statements - Assessment Districts P P GC §34090 et seq.; DP

FINANCE / BUDGET
Budget Adjustments 3Y 5Y GC §34090 et seq.; DP
Budget, Investment, and Technology Commission, etc.

AUDIO RECORDINGS OF MEETINGS / AUDIO
TAPES
See Citywide
Retention
See Citywide
Retention GC §54953.5(b); DP Boards and Commissions (created by City Council):

See Citywide Retention Schedule
Budget, Investment, and Technology Commission, etc.

AGENDAS, AGENDA PACKETS, STAFF REPORTS
See Citywide
Retention
See Citywide
Retention
GC §§34090, 54960.1(c)(1);
DP
Boards and Commissions (created by City Council):

See Citywide Retention Schedule
Budget, Investment, and Technology Commission, etc.

MINUTES & BYLAWS
See Citywide
Retention
See Citywide
Retention GC §34090(e) Boards and Commissions (created by City Council):

See Citywide Retention Schedule
Budgets - Adopted / Final P P GC §34090, 40802, 53901;
DP
Budgets - Proposed AV AV GC §34090 et seq.; DP Preliminary Drafts

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Finance

Page 4 of 8 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Budgets - Work Papers AV AV GC §34090 et seq.; DP Preliminary Drafts

FINANCE / ACCOUNTING
1099's / 1096, DE542 (California Report of
Independent Contractors) 5Y 5Y
29 USC 436; 26 CFR

31.6001-1, R&T §19530,
GC §34090; DP

Accounts Payable Checks / Invoices and Backup 2Y 10Y GC §34090 et seq.; DP Monthly Accounts Payable Purchasing Card
Statements and Backup 2Y 5Y GC §34090 et seq.; DP
Accounts Receivable Invoices, Credit Card Slips for
Receivables - Includes DUI Invoices 1Y 5Y GC §34090 et seq.; DP Bank Statements, Bank Reconciliations 2Y 5Y GC §34090, 26 CFR

31.6001-1; DP
Cash Reconciliations: Adjustments, Receipts 1Y 5Y GC §34090 et seq.; DP Checks & Warrants, Includes Payroll 2Y 5Y GC §34090, CCP § 337; DP Depositor Trust Fund Receipts CL + 2Y CL + 5Y GC §34090 et seq.; DP Direct Deposits 5Y 5Y GC §34090 et seq.; DP
Escheat 2Y 5Y CCP §§340(4); ), 1355. GC
§34090; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Finance

Page 5 of 8 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Fixed Assets L + 2Y L + 5Y GC §34090 et seq.; DP
Fixed Asset Working Papers 2Y 5Y GC §34090 et seq.; DP
Journal Vouchers / Journal Entries 2Y 5Y GC §34090, CCP § 337; DP Management Reports / Measure "A" / GANN Limit 5Y 5Y GC §34090 et seq.; DP Notices to Bill 1Y 5Y GC §34090 et seq.; DP
Reports: Annual State or Federal: State Controller's
Report, etc. 10Y 10Y GC §34090 et seq.; DP
Reports from Financial System: General Ledger
Reports, Trial Balance, Warrant Registers, etc. AV AV GC §34090 et seq.; DP Preliminary Drafts Tax Returns - Except for Payroll 2Y 5Y
26 CFR 31.6001-1, R&T
§19530; 29 CFR 516.5 -
516.6, 29 USC 436, GC
§34090; 26 CFR 31.6001-1;
DP

W-9s 2Y CL + 3Y GC §34090 et seq.; IRS
Audit

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Finance

Page 6 of 8 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS

FINANCE / PAYROLL
Employee Payroll File (Includes W-4s) T + 2Y T + 5Y
26 CFR 31.6001-1, R&T
§19530; 29 CFR 516.5 -
516.6, 29 USC 436, GC
§34090; DP

Garnishments CL + 5Y CL + 5Y GC §34090 et seq.; DP
Labor Distribution Reports NR NR GC §34090 et seq.; DP Preliminary Drafts Payroll Adjustments 2Y 5Y
26 CFR 31.6001-1, R&T
§19530; 29 CFR 516.5 -
516.6, 29 USC 436, GC
§34090

Payroll Check Register 2Y P GC §34090 et seq.; DP
PERS Summary, Annual / CalPERS Annual Report 2Y 15Y
26 CFR 31.6001-1, R&T
§19530; 29 CFR 516.5 -
516.6, 29 USC 436, GC
§34090; DP

Reports: Employee Deductions, Payroll Reports AV AV GC §34090 et seq.; DP Preliminary Drafts Salary Records AV AV GC §34090 Copies. See Human Resources.

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Finance

Page 7 of 8 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Taxes - Withholding, Per Pay Period, Monthly,
Quarterly, Yearly Payroll Tax Reports, DE-6 & 941
Forms; IRS 5500 Forms (Employee Benefit Plans),
2Y 5Y
26 CFR 31.6001-1, R&T
§19530; 29 CFR 516.5 -
516.6, 29 USC 436, GC
§34090; 26 CFR 31.6001-1;
DP

W-2's 2Y 5Y
26 CFR 31.6001-1, R&T
§19530; 29 CFR 516.5 -
516.6, 29 USC 436, GC
§34090; DP

FINANCE / PURCHASING
Equipment Leases L + 2Y L + 2Y GC §34090 et seq.; DP Excluding computer leases maintained by Information Technology Division
Formal Bids - Successful 2Y 5Y GC §34090 et seq.; DP
Formal Bids – Unsuccessful 2Y 2Y GC §34090 et seq.

Purchase Orders & Master Agreements 2Y 5Y CCP §337 et. seq., GC §34090; DP

FINANCE / INFORMATION SERVICES
Computer Backups / Disaster Recovery Computer
Backups AV AV GC §34090 et seq.

Used for Disaster Recovery Purposes only;
Preliminary Drafts. Data backups are taken at
varying intervals depending on the defined server
data type and are for purposes of system
restoration only, in the event of server failure. (See
AR 155)

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Finance

Page 8 of 8 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Computer Leases L + 2Y L + 2Y GC §34090 et seq.

GIS Database / Data / Layers AV - P AV - P GC §34090 et seq.

See Citywide Retention Schedule; Some layers
need to be retained Permanently; Preliminary
Drafts; Lead Departments maintain data.

IT Service Requests AV AV GC §34090 et seq. Preliminary Drafts Network Configuration Maps & Plans AV AV GC §34090 et seq. Preliminary Drafts Software Licenses, Warrantees, Installation Media AV AV GC §34090 et seq. Preliminary Drafts Telephone Invoice Backup (not sent to Financial
Services) 2Y 5Y GC §34090 et seq.; DP
Video Recordings – Not Ongoing City Operations AV AV GC §34090 et seq. Preliminary Drafts Video Recordings – Ongoing City Operations 1Y 1Y GC §34090.6(a)

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
Fire & Rescue Department

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Fire & Rescue

Page 2 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS

FIRE ADMINISTRATION
Case Files / Claims: Office of Emergency Services /
FEMA Reports / FEMA Reimbursements / EOC
Activations / Strike Team Reimbursements
CL + 10Y CL + 10Y GC §34090 et seq.; DP
Public Information / Disaster Preparedness Public
Education 2Y 2Y GC §34090 et seq.; DP
Fire Incident Reports AV AV GC §34090 et seq.; DP Preliminary Drafts Fire Incident RMS Database IND - P IND - P
GC §34090 et seq.; If used
for Inspections, California
Fire Code requires 5 years
or Life of the Structure or
Activity for Approvals,
Inspections, Fires,
Modification / Alternative
Methods or Materials; CFC
§§ 104.6 – 104.6.4; DP

Personnel Medical Files for Fire Employees – Includes
Respiratory Fit Tests (PPE Fit Tests), Medical
Examinations, and Vaccinations Consents
T + 30Y T + 30Y
8 CCR §3204(d)(1) et seq.,
8 CCR 10102, 15400.2; GC
§§12946, 12960, 34090 et
seq.; DP

Historical Fire Incidents P P GC §34090 et seq.; DP
Homeland Security Clearances P P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Fire & Rescue

Page 3 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
ISO Insurance Ratings 15Y 15Y GC §34090 et seq.; DP
Mutual Aid Agreements, Joint Power Authorities AV AV GC §34090.7 Copies. See also City Clerk.

Programs and Projects 2Y 2Y GC §34090 et seq.; DP
Reports: Monthly (MetroNet) AV AV GC §34090 et seq.; DP Preliminary Drafts Resources: All Subjects (Amateur Radio Members,
Emergency Broadcast System, Law Enforcement,
Vendors, Schools, Shelters, etc.)
AV AV GC §34090 et seq.; DP Preliminary Drafts
CUPA / CalARP
Aboveground Storage Tank Verifications 5Y 5Y 27 CCR§15185 & 15280; GC §34090; DP
Annual Waste Minimization Certification 5Y 5Y 27 CCR §15185 & 15280; GC §34090; DP
Business Forms: Owner / Operator, Activities, HazMat
Disclosures, etc. 5Y 5Y 27 CCR §15185 & 15280;
GC §34090; DP
Collection Call Reports 5Y 5Y 27 CCR §15185 & 15280;
GC §34090; DP
Complaint Files / Requests for Services 5Y 5Y 27 CCR §15185 & 15280; GC §34090; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Fire & Rescue

Page 4 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Consolidated Contingency Plan / Business Emergency
Plan / Emergency Response Plans E + 2Y E + 2Y GC §34090 et seq.; DP Correction Notice 5Y 5Y 27 CCR §15185 & 15280;
GC §34090; DP
Correspondence with Regulatory Agencies 5Y 5Y GC §34090 et seq.; DP CUPA Business Advisory Group 5Y 5Y GC §34090 et seq.; DP CUPA Consolidated Permits E + 5Y E + 5Y 27 CCR §15185 & 15280; GC §34090; DP
CUPA Hazardous Waste Data Entry Form 5Y 5Y 27 CCR §15185 & 15280; GC §34090; DP
CUPA Self-Audit (City Facilities) 6Y 6Y
27 CCR §15185 & 15280;
GC §34090; 19 CCR 5090.6,
19 CCR 5100.8, 19 CCR
5090.7, 19 CCR 5100.8, 19
CCR 5100.6; DP
Retain 2 most recent compliance audits, or 6 years

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Fire & Rescue

Page 5 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
FEP Facility File - 5 year forms:

CalARP and CUPA: Inspections, Permits, Reports,
Correspondence, Financial Assurance / Responsibility,
Chain of Custody, Estimated Closure Costs, Facility
Status Change Form, Final Demand for Payment,
Hazardous Materials Inspections, Lab Results,
Monitoring System Certification, Remote Waste
Consolidation, Tank Closure Certification, Integrity
Testing, Leak Detection, Notice of Violation, Prop 65
Notification, Public Notice, Return to Compliance
Certificates, Revised CUPS Consolidated Permit,
Secondary Containment Testing, SPCC Plan Status
Referral Form, Spill Bucket Testing, Tier II Inventory
Forms, TP Inspections, UST Unauthorized Release
(Leak) / Contamination Site Report, etc.

5Y 5Y
23 CCR 2712(b); H&S
§25284.2(i);.27 CCR 15185
& 15280; GC §34090; 19
CCR 2775.1, 19 CCR
5090.7 DP

FEP Facility File - Superseded + 5 year forms:

CalARP and CUPA: Designated Operator Notification,
and Agreement, Hazardous Materials Business Plan
Certification, Inventory Form, Determination Form,
Generator Application, Onsite hazardous Waste
Treatment Notification, Permit to Operate UST, Risk
Management Plan, Site Map, TP Process
Combinations, TP Units Page, UST Facility Form /
Facility Information, UST Installation Certificate, UST Monitoring Plan, UST Plot Plan, UST Response Plan,
UST Tank Information, etc.

S + 5Y S + 5Y
23 CCR 2712(b); H&S
§25284.2(i); 19 CCR 2760 et
seq.; 27 CCR15185 &
15280; 19 CCR 2775.1, 19
CCR 5090.7 GC §34090; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Fire & Rescue

Page 6 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Hazardous Materials Area Plan S + 5Y S + 5Y GC §34090 et seq.; DP Hazardous Waste Transporter Registration 2Y 2Y GC §34090 HMS Income Statements / EPS Balance Sheets 5Y 5Y GC §34090 et seq.; DP Inspection and Enforcement Committee Meeting 5Y 5Y GC §34090 et seq.; DP Investigations: Hazardous Materials CL + 5Y CL + 5Y
19 CCR 2755 et seq.;19
CCR 2760 et seq.; 27
CCR15185 & 15280 ; GC
§34090; 19 CCR 2775.1, 19
CCR 5090.7

Judgments / Legal Settlements (includes Small Claims
Court) 5Y 5Y
19 CCR 2755 et seq.;19
CCR 2760 et seq.; 27
CCR15185 & 15280; GC
§34090

Plan Checks - CUPA (Facility Closures, USTs) AV AV GC §34090.7 Preliminary Drafts SHARP Files (Pick Up, Work Forms) 5Y 5Y GC §34090 et seq.; DP Specifications / Requirements for Hazardous Materials
& USTs S + 5Y S + 5Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Fire & Rescue

Page 7 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS

EMERGENCY PREPAREDNESS
Citizen's Emergency Response Training (CERT) /
Neighborhood Training 10Y 10Y GC §34090 et seq.; DP
EOC Activations & After Action Reports CL + 10Y CL + 10Y GC §34090 et seq.; DP

FIRE MARSHAL / FIRE PREVENTION
Building Occupancy Files L / 5Y L / 5Y CFC §§ 104.6 – 104.6.4, GC §34090 Life of Building, with a minimum of 5 years
Conditions of Approval AV AV GC §34090 et seq. Copies
Fire Code Permits / Special Event Permits / Fire
Works Permits / Explosives Permits / Pyrotechnic
Permits
2Y 2Y GC §34090; et seq.

Historical Records P P GC §34090 et seq., DP
Inspections: Life Safety - ROUTINE 5Y 5Y CFC §§ 104.6 – 104.6.4, GC §34090
Inspections: Life Safety - STD 850 FORM (Healthcare
Providers, etc.) P P CFC §§ 104.6 – 104.6.4, GC
§34090; DP
Investigation Reports - Capital Crimes & Suspected
Capital Crimes (Arson, etc) P P CFC §§ 104.6 – 104.6.4, GC §34090; DP
Investigation Reports - Criminal & Citations
(Administrative, Infraction, or Misdemeanor), Service
Requests
5Y 5Y CFC §§ 104.6 – 104.6.4, GC
§34090; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Fire & Rescue

Page 8 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Juvenile Fire Setter MIN 5Y or
Age 18
MIN 5Y or
Age 18 GC §34090 et seq., DP
Knox Box L L GC §34090 et seq.; DP
Plans - Construction, Building Plans L L GC §34090 et seq.; CFC §106.4; DP
Fire sprinkler, safety plans, construction
documents are required to be retained for
completion + 180 days
Weed Abatement 2Y 5Y GC §34090 et seq.; DP
Apparatus & Equipment Records & Testing L + 2Y L + 2Y 8 CCR §3203(b)(1), CCP §340.5, GC §34090
Personnel Training File T + 5Y T + 5Y
8 CCR §3203 et seq29 CFR
1602.31, LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b); 53237.2(b); DP

Station Log Books 2Y P GC §34090 et seq.; DP
Vehicle Safety Checks / Daily Vehicle Inspections /
Daily Equipment Checks 2Y 2Y GC §34090

OPERATIONS / EMERGENCY MEDICAL SERVICES
Controlled Substance Logs and Inventories 7Y 7Y
21 CFR §1304.04, 1310.04;
22 CCR 70263 and 71233;
FA §32003(e), B&P 4081
GC §34090.6, DP
3 years are required
Dispatch Calls, Recordings 3Y 3Y 13 CCR 1100.7, GC
§34090.6;

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Fire & Rescue

Page 9 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Employee Injury File / Industrial Accidents AV AV GC §34090 et seq.; DP Copies EMS Complaints / CQI (Continuous Quality
Improvement) / Quality Assurance 3Y 3Y
13 CCR 1100.7, CFC
§§104.6 - 104.6.4; CCP
§340.5, GC §34090

HIPAA Policies and Procedures S + 6Y S + 6Y 24 CFR 164.530(j) Mandated Reporting: Child Abuse, Elder Abuse, etc. 2Y 2Y GC §34090 Paramedic Training Files / Paramedic Certificates E + 4Y E + 4Y 8 CCR §3204(d)(1) et seq.,
8 CCR §3203 et seq., 22
CCR 100395. 29 CFR
1627.3(b)(ii), LC §6429(c);
GC §§12946, 12960, 34090
et seq.; DP

Patient Care Reports / PCRs / Paramedic Release
Forms: ADULTS 3Y 10Y
13 CCR 1100.7, CCP
§340.5, GC §34090; H&S
§123145; 42 CFR 482.24(b);
9 CCR 9444, 22 CCR
70751(c) & 71551(c);
73543(a), 74731(a),
75055(a), 75343(a),
77143(a), W&I 14124.1; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Fire & Rescue

Page 10 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Patient Care Reports / PCRs / Paramedic Release
Forms: JUVENILES 3Y 20Y
13 CCR 1100.7, CCP
§340.5, GC §34090; H&S
§123145; 42 CFR 482.24(b);
9 CCR 9444, 22 CCR
70751(c) & 71551(c);
73543(a), 74731(a),
75055(a), 75343(a),
77143(a), W&I 14124.1; DP

Vaccination Consent AV 10Y GC §34090 et seq.; DP

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

 Record: generally any writing containing information relating to the conduct of the public’s business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted.
 Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non-record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization.  Indefinite (IND): databases where data fields are interrelated and have no fixed retention period.  Permanent (P): record is retained permanently and may never be destroyed.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
Housing & Community Development Department

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Housing & Community Development

Page 2 of 7 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS

CDBG (COMMUNITY DEVELOPMENT BLOCK GRANTS)
Applications - CDBG - Unsuccessful 2Y 2Y GC §34090 et seq.

CDBG & Subrecipient Files 2Y 5Y
2 CFR 200.334; 24 CFR,

91.105(h), 92.505, &
570.502(a), 29 CFR 97.42;
OMB Circular A-133.320(g);
GC §34090; GC §8546.7
Ensure audit requirements are met prior to
destruction.

HOUSING / AFFORDABLE HOUSING
Affordable Housing Projects & Services - Loans or
Grants CL + 2Y CL + 5Y
2 CFR 200.334; 24 CFR

92.508(a)(c)(2) &
570.502(b), 982.158,
884.214; 29 CFR 97.42, GC
§34090
CL = After the Affordability Period Terminates, or
the Written Agreement Terminates, Whichever is
Longer
Applications for Loans, Rejected (First Time Home
Buyers, Rehabilitation, etc.) 5Y 5Y GC §34090 et seq.; DP Consolidated Action Plan E + 5Y E + 5Y 24 CFR 91.105(h) Consolidated Annual Performance and Evaluation
Review (CAPER) E + 5Y E + 5Y 24 CFR 91.105(h)
Emergency Shelter Grants (ESG), Environmental
Remediation P P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Housing & Community Development

Page 3 of 7 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Emergency Shelter Grants (ESG) / Emergency
Rental Assistance Program (ERAP) 2Y 5Y
2 CFR 200.334; 24 CFR

91.105(h), 92.505, &
570.502(a), 982.158,
884.214 OMB Circular A-
133.320(g); GC §34090; ;
GC §8546.7
Ensure audit requirements are met prior to
destruction.

General Plan - Housing Element P P GC §34090 et seq.; DP HAP–Housing Assistance Payments 13Y 13Y GC §34090 et seq.; DP Housing and Community Development Commission

AUDIO RECORDINGS OF MEETINGS / AUDIO
TAPES
See Citywide
Retention
See Citywide
Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule
Housing and Community Development Commission

MINUTES & BYLAWS
See Citywide
Retention
See Citywide
Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule
Housing and Community Development Commission

AGENDAS, AGENDA PACKETS, STAFF REPORTS
See Citywide
Retention
See Citywide
Retention
GC §§34090, 54960.1(c)(1);
DP
Boards and Commissions (created by City
Council): See Citywide Retention Schedule
Housing / Capital Improvement Projects (CIP) – Pre-
Development, Construction, Administration &
Monitoring
CL CL + 10Y GC §34090 et seq.; DP Administration File. Ensure audit requirements are met.

Housing / Construction Projects / Capital
Improvement Projects (CIP) CL P GC §34090 et seq.; DP
Permanent File: Plans, specifications, agreements,
contracts, proposal, change orders, EIRs, Notice of
Completion, etc.

HUD Annual Reports (e.g., CAPER, HOME Match
Report, etc.) 5Y 5Y
2 CFR 200.333; 24 CFR
570.502(a), 982.158,
884.214; 29 CFR 97.42; GC
§34090

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Housing & Community Development

Page 4 of 7 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
HUD Programs and Reports (HAP - Housing
Assistance Payments, Minority Business Enterprise,
Neighborhood Councils, Neighborhood Preservation,
etc.)
2Y 5Y
2 CFR 200.333; 24 CFR

92.508(a)(c)(2) &
570.502(a), 982.158,
884.214; 29 CFR 97.42, GC
§34090

Neighborhood Preservation: Deferred Payment
Program CL + 2Y CL + 5Y
2 CFR 200.333; 24 CFR

92.508(a)(c)(2) &
570.502(a), 982.158,
884.214; 29 CFR 97.42, GC
§34090

Property Management Case Files CL + 5Y CL + 5Y GC §34090 et seq.; DP Real Estate Appraisal Reports (Acquisition or Sale,
including tax-defaulted properties): Purchased 2Y 5Y
2 CFR 200.333; 24 CFR

85.42(b), 24 CFR 91.105(h),
24 CFR 97.42(b), 24 CFR
570.502(ab); 982.158,
884.214; 29 CFR 97.42, GC
§34090
Generally not a public record until purchase
completed.

Real Estate Appraisal Reports: Not Purchased 2Y 2Y GC §§34090, 6254(h) 7928.705 Not public records/confidential.

Reconveyances (Paid Loans) 5Y 5Y GC §34090 et seq.; DP
Relocation Files CL + 1Y CL + 5Y
CCP §§ 337 et seq.; GC §§
945, 34090, 34090.6; PC
§832.5

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Housing & Community Development

Page 5 of 7 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Residential Rehabilitation Loans - No Recapture /
Resale Restrictions CL + 5Y CL + 5Y
2 CFR 200.334; 24 CFR

92.508(a)(c)(2) &
570.502(b), 982.158,
884.214; 29 CFR 97.42, GC
§34090

Residential Rehabilitation Loans - With Recapture /
Resale Restrictions CL + 5Y CL + 5Y
2 CFR 200.334; 24 CFR

85.42, 92.508(a)(c)(2) &
570.502(b), 982.158,
884.214; 29 CFR 97.42, GC
§34090
CL = After the Affordability Period Terminates, or
the Written Agreement Terminates, Whichever is
Longer
Section 8 Administrative Records 7Y 7Y
2 CFR 200.334; 24 CFR
982.158; 884.214; 29 CFR

97.42; HUD Notice PIH 98-
48, 99-49; GC §34090

Section 8 Applications for Program – Disqualified or
not placed 3Y 3Y 2 CFR 200.334; 24 CFR
982.158, GC §34090
Section 8 Database IND
(Min. 7Y)
IND
(Min. 7Y)
GC §34090; HUD Notice
PIH 98-48, 99-49; GC
§34090
Minimum 7Y
Section 8 Funding Applications 7Y 7Y
2 CFR 200.334; 24
CFR982.158; 29 CFR

97.42; HUD Notice PIH 98-
48, 99-49; GC §34090

Section 8 Public Housing Agency Plans P P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Housing & Community Development

Page 6 of 7 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Section 8 Tenant Files - WITH Unpaid Balances CL + 2Y P 2 CFR 200.334; 24 CFR
982.158; 29 CFR 97.42;
HUD Notice PIH 98-48, 99-
49; GC §34090

Section 8 Tenant Files - WITHOUT Unpaid Balances CL CL + 3Y 2 CFR 200.334; 24 CFR
982.158; 29 CFR 97.42;
HUD Notice PIH 98-48, 99-
49; GC §34090

Section 8 Voucher Management System (VMS)
Report 7Y 7Y
2 CFR 200.334; 24 CFR
982.158; 29 CFR 97.42;
HUD Notice PIH 98-48, 99-
49; GC §34090

Section 8 Waiting List 3Y 3Y 24 CFR 982.158, GC
§34090
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, Community
Housing Development Organizations, CDBG &
HOME, etc.

CL + 5Y CL + 5Y
2 CFR 200.334; 24 CFR,

92.508(a)(c)(2) &
570.502(a), 29 CFR 97.42,
GC §34090
CL = After the Affordability Period Terminates, or
the Written Agreement Terminates, Whichever is
Longer

Deeds and Insurance are sent to City Clerk
Site Clearance / Soils Remediation / Mitigation P P GC §34090 et seq.; DP

WORKFORCE DEVELOPMENT
Workforce Development Five-year Strategic Plan E + 5Y E + 5Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Housing & Community Development

Page 7 of 7 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Workforce Development Grants / Program Files
(Records include, but are not limited to, Master
Subgrant Agreement, Monitoring Reports
(Program/EEO/Fiscal/Procurement/Training
providers), County of Orange CalWORKs
Agreement)
2Y 5Y
2 CFR 200.333; 7 CFR
3016.42; 21 CFR 1403.36 &
1403.42(b); 24 CFR

91.105(h), 92.505, &
570.502(a), 28 CFR 66.42;
29 CFR 97.42; 40 CFR

31.42; 44 CFR 13.42; 45
CFR 92.42; OMB Circular
A-133.320(g); GC §34090;
31 USC 7502
Ensure audit requirements are met prior to
destruction.

Workforce Development Participant Case Files,
Procurement Records, Property Inventory 2Y 5Y
2 CFR 200.333; 7 CFR
3016.42; 21 CFR 1403.36 &
1403.42(b); 24 CFR

91.105(h), 92.505, &
570.502(a), 28 CFR 66.42;
29 CFR 97.42; 40 CFR

31.42; 44 CFR 13.42; 45
CFR 92.42; OMB Circular
A-133.320(g); GC §34090;
31 USC 7502

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
Human Resources Department

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Human Resources

Page 2 of 7 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS

HUMAN RESOURCES
1095-C, 1094-C (Employer-Provided Health Insurance
Offer and Coverage & Transmittal Form) 5Y 5Y Form Instructions; GC §34090 et seq
Affirmative Action / Equal Opportunity Employment -
EEOC Reports (EEO-4 Reports) 3Y 3Y 29 CFR 1602.30; 29 CFR 1602.32
Classification / Reorganization Studies 3Y 3Y
29 CFR 1602.31 &
1627.3(b)(2), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090; DP

COBRA Participant Files CL + 5Y CL + 5Y GC §34090 et seq.; DP Compensation Surveys & Studies 3Y 3Y
29 CFR 1602.31 &
1627.3(b)(2), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090; DP

Eligibility Lists 4Y 4Y
29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR
11013(c)), 8 CCR
§11040.7(7).(C)), GC
§§12946, 12960, 34090;DP

Employee Benefit Plans / Insurance Policies CL + 2Y CL + 2Y 9 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR
1300.85.1; GC §34090; DP

Equal Opportunity Employment - Complaints /
California Civil Rights Department (CRD) / Department
of Fair Employment & Housing (DFEH or EEOC)
Claims / Harassment Claims –Employees
T + 4Y T + 4Y 2 CCR 11013(c) ; GC
§§12946, 12960, 34090; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Human Resources

Page 3 of 7 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Equal Opportunity Employment - Complaints /
California Civil Rights Department (CRD) / Department
of Fair Employment & Housing (DFEH or EEOC)
Claims / Harassment Claims –Non-Employees
CL + 4Y CL + 4Y 2 CCR 11013(c) ; GC
§§12946, 12960, 34090; DP
Grievances / Employee Rights / Arbitration /
Investigations T + 4Y T + 4Y
29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090; 29 USC 1113,
LC 1174; DP

Health Council 2Y 2Y GC §34090
Human Resources Management Database
IND
(Min. T +
30Y)
IND
(Min. T +
30Y)
Matches retention for
Personnel files; GC §34090
et seq.; DP

Job Descriptions / Job Classifications / Job
Specifications 5Y 5Y
29 CFR 1602.31 &
1627.3(b)(2), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090; 29
USC 1113; DP

Labor Relations 10Y 10Y GC §34090 et seq.; 29 CFR
405.9; DP
MOUs / Memoranda of Understanding AV AV GC §34090.7 Copies Negotiation Binders - Notes, Side Letters,
Correspondence, Interpretations, etc. P P GC §34090 et seq.; 29 CFR 405.9; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Human Resources

Page 4 of 7 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Personnel Files - All City Employees T + 5Y T + 30Y
29 CFR 1602.14
1627.3(b)(2), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090;
53235.2(b); 29 USC 1113;
LC §1198.5 DP
See Citywide Retention Schedule for retention of
department-level personnel files.

Personnel Files - Medical Records (all City employees)
FMLA / Disability Accommodations / Requests
Leaves
T + 5Y T + 30Y
8 CCR 5144, 8 CCR
15400.2; 8 CCR §3204(d)(1)
et seq., GC §§12946, 12960,
34090; 3105; LC §1198.5; 29
CFR 1602.14; DP
Breathing Apparatus Fit Tests may also be
retained in Fire's Medical File
Personnel Management / Benefits Database
IND
(Min. T +
30Y)
IND
(Min. T +
30Y)
Matches retention for
Personnel files; GC §34090
et seq.; DP

Personnel MAPS documentation (Performance
Evaluations)
See Citywide
Retention
See Citywide
Retention GC §34090 et seq.; DP See Citywide Retention Schedule; Preliminary Drafts.

Pre-Employment Physicals, DOT Physicals T + 1Y T + 30Y
8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090;
DP

Recruitment / Applicant Tracking Database (NeoGov) IND
(MIN 4Y)
IND
(MIN 4Y)
29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR
11013(c,) 8 CCR
§11040.7(()(C)), GC
§§12946, 12960, 34090; DP

Recruitment Files
(Includes Applications, Advertisements, Job Brochures,
Test Data, Rating Sheets, Questions, etc.)
4Y 4Y
29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR
11013(c),8 CCR
§11040.7(7(C)), GC
§§12946, 12960, 34090; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Human Resources

Page 5 of 7 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Retirement Program (PERS) - Contract Administration
Files 10Y 10Y CCP §337 et. seq., GC
§34090; DP
Studies & Surveys Conducted on Behalf of the City
(Attrition, Benefits, Succession Planning, etc.) 3Y 3Y GC §34090 et seq.; DP Workplace Violence Incident Logs / Workplace
Violence Plans, Training 5Y 5Y LC §6401.9(f); GC §34090

DEFERRED COMPENSATION
Deferred Compensation Action Reports 2Y 5Y GC §34090 et seq.; DP Deferred Compensation Committee: Agendas, Agenda
Packets, Minutes P P GC §34090 et seq.; DP
Deferred Compensation Committee: Correspondence 2Y 2Y GC §34090 Deferred Compensation Participant Files - Retired
Employees CL + 4Y CL + 4Y GC §§12946, 12960, 34090;
DP CL = Zero Balance
Deferred Compensation Participant Files - Separated
Employees CL + 3Y CL + 7Y
29 CFR 1602.31 &
1627.3(b)(ii), , GC §§12946,
12960, 30490 DP
CL = Zero Balance
Deferred Compensation Plan T + 5Y T + 5Y 29 CFR 1627.3(b)(2); GC §§12946, 12960, 34090; DP
Deferred Compensation Quarterly Rate Sheets AV AV Not City Records

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Human Resources

Page 6 of 7 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Deferred Compensation Reports AV AV GC §34090 et seq.; DP Preliminary Drafts Deferred Compensation Wire / ACH Receipt
Confirmations 2Y 2Y GC §34090

RISK MANAGEMENT
Accident Reports That Do Not Result in a Claim /
Patron Injury Reports 2Y 2Y GC §34090
Actuarials 10Y 10Y GC §34090 et seq.; DP
Claims - Liability CL + 1Y CL + 5Y
CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; PC
§832.5; DP

DMV - Employee Certification Form T T GC §34090 et seq.; DP Drug Testing Program / DOT Testing - Eligible Pool
Lists, Drug & Alcohol Test Results, Training, BIT
Inspections, etc.
5Y 5Y
29 CFR 1627.3(b)(1)(v), GC
§§12946, 12960, 34090; 49
CFR 655.71 et seq.; 49 CFR
382.401 et seq.; DP

Fire Inspection & Facility Safety Inspection Reports 5Y 5Y GC §34090 et seq.; DP Insurance Policies, City: General Liability, Property, Public Employee Bonds / Fidelity Bonds / Dishonesty,
etc.

P P GC §§36507, 34090; PC
§§801.5, 803(c); DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Human Resources

Page 7 of 7 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
OSHA Inspections & Citations, Log 200 and Log 300,
301, 301A, etc. 2Y 5Y 8 CCR §3203(b)(1), GC
§34090; LC §6429(c); DP
Risk Management Database
IND
(Min. CL +
5Y)
IND
(Min. CL +
5Y)
Matches Claims retention;
GC §34090 et seq.; DP
Unemployment Insurance Claims 2Y 5Y GC §34090 et seq.; DP Workers' Compensation / Employee Accident Reports
– Future Medical Awards CL P
8 CCR 5144, 8 CCR
15400.2; 8 CCR §3204(d)(1)
et seq., GC §§12946, 12960,
34090; 3105; LC §1198.5; 29
CFR 1602.14; DP

Workers' Compensation / Employee Accident Reports
– No Future Medical Award CL T + 30Y
8 CCR 5144, 8 CCR
15400.2; 8 CCR §3204(d)(1)
et seq., GC §§12946, 12960,
34090; 3105; LC §1198.5; 29
CFR 1602.14; DP

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
Planning Department

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Planning

Page 2 of 6 ends

Resolution: 2025-
Approved:

Previous approval: RES-2013-089, 6/18/2013
RES-2015-175, 5/19/2015

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS

BUILDING SERVICES
Building Inspection Activity Reports 2Y 2Y GC §34090 Inspector Log Building Permit Database IND - P IND - P
GC §34090 et seq.; Building
Permits are required for the
Life of the Building; H&S
19850; DP

Building Permits / Building Address Files 1Y P GC §34090; H&S §19850; DP
Sub Contractors / Professional Services List (Business
License Division) 2Y 2Y GC §34090
Structural Calculation for Low-Rise Structures 2Y 2Y GC §34090; H&S §19850 Structural Calculation for High-Rise Structures (4 +
stories) 2Y P GC §34090; H&S §19850;
DP
Soils Reports 1Y P GC §34090 et seq.; DP
Title 24 Energy Forms AV AV GC §34090 et seq.; DP Preliminary Drafts Building Plan Checks – Not approved AV AV GC §34090 et seq.; DP Preliminary Drafts Issued Building Plans - Void or Withdrawn AV AV GC §34090 et seq.; DP Preliminary Drafts Building Plans - Industrial, Commercial, Multi-Family
and Single-Family Residential Dwellings and
Appurtenances, Places of Public Accommodation,
Tenant Improvements, Production Homes, Title 24
Energy Calculations and Modification Requests
CL + 6M P CBC §§104.7 & 107.5, H&S
§19850, GC §34090

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Planning

Page 3 of 6 ends

Resolution: 2025-
Approved:

Previous approval: RES-2013-089, 6/18/2013
RES-2015-175, 5/19/2015

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Certificates of Occupancy P P GC §34090 et seq.; DP
Requests & Permissions to Receive Copies of Plans 2Y 2Y GC §34090 Uniform Building Codes / California Building Code P P GC §50022.6; DP Books

COMMUNITY PRESERVATION AND LICENSING (CODE ENFORCEMENT AND BUSINESS LICENSES) Business License Database IND
(Min. 2Y)
IND
(Min. 2Y) GC §34090 et seq.; DP
Business Licenses Renewals 2Y 2Y GC §34090 et seq.; DP
Code Enforcement / Abatement Case Files CL + 2Y CL + 2Y , GC §34090; DP Code Enforcement Database IND
(Min. 2Y)
IND
(Min. 2Y) GC §34090 et seq.; DP
Graffiti Removal Consent Forms / Authorizations 2Y 2Y GC §34090 Parking Citations 2Y 2Y GC §34090
Regulatory Permits (Business License) CL + 2Y CL + 2Y GC §34090 et seq.; DP Bingo, Peddlers, Solicitors, Operations, and Short-Term Rentals (STR), etc.

Taxi Company / Cab Permits L L + 5Y GC §34090 et seq.; DP 10-Year Franchises

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Planning

Page 4 of 6 ends

Resolution: 2025-
Approved:

Previous approval: RES-2013-089, 6/18/2013
RES-2015-175, 5/19/2015

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Transient Occupancy Tax / TOT CL + 2Y CL + 5Y GC §34090 et seq.; DP

PLANNING SERVICES
Annexations / Boundaries / Consolidations / LAFCO 2Y P GC §34090 et seq.; DP Census, Demographics AV AV Not City Records
Enterprise Zone Applications and Voucher Records 5Y 5Y 25 CCR §8463(a)(3) Environmental Impact Reports (EIRs), Negative
Declarations, etc. / CEQA
Correspondence and staff notes that provide insight
into the project or the agency’s CEQA compliance with
respect to the project
Project
Approval or
Denial + 2
years
Project
Approval or
Denial + 2
years
Golden Door Properties, LLC
v. Superior Court of San
Diego County (County of
San Diego, et al., Real
Parties in Interest)
(D076605, D076924,
D076993) (4th Dist. 2020);
53 Cal.App.5th 733; PRC
21167,6; GC §34090

Environmental Impact Reports (EIRs), Negative
Declarations, etc. P P 14 CCR §15095(c); GC
§34090; DP
General Plan Working Papers AV AV GC §34090 et seq.; DP Preliminary Drafts General Plan, Elements and Amendments P P GC §34090.7; DP Copies. See City Clerk.

Master Plans, Area Development Plans, Specific Plans,
etc. P P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Planning

Page 5 of 6 ends

Resolution: 2025-
Approved:

Previous approval: RES-2013-089, 6/18/2013
RES-2015-175, 5/19/2015

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Planning Commission
ACTION AGENDAS P P GC §34090 et seq.; Records Prior to August 1, 2011 Planning Commission
ACTION AGENDAS WITH EMBEDDED AUDIO P P GC §34090(e), GC §54953.5(b) Meetings of legislative bodies
Planning Commission
AGENDA PACKETS P P GC §34090
Planning Commission
MINUTES & BYLAWS P P GC §34090(e)
Planning Commission

AUDIO RECORDINGS OF MEETINGS / AUDIO
TAPES
5Y 5Y GC §54953.5(b); DP Meetings of legislative bodies Planning Commission
RESOLUTIONS P P GC §34090(e)
Planning Project Files / Case Files - Incomplete or
Withdrawn AV AV GC §34090 et seq.; DP Preliminary Drafts Planning Project Files / Case Files – Approved, Denied, or Expired P P 14 CCR §15095(c);
GC§§34090, 34090; DP
Planning Services Database IND - P IND - P
GC §34090 et seq.; Planning
Permits & Entitlements are
Permanent; DP

Conceptual Development Review File ( No Final
Application) AV AV GC §34090 et seq.; DP Preliminary Drafts Project Log Index / Spreadsheet / Binders of Historic
Actions P P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Planning

Page 6 of 6 ends

Resolution: 2025-
Approved:

Previous approval: RES-2013-089, 6/18/2013
RES-2015-175, 5/19/2015

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Regional Organizational Studies & Programs where
other Agencies are the Lead (e.g. Air Quality Studies,
etc.)
AV AV Not City Records
Regulatory Permits (Land Use) P P GC§34090; DP
Special Event Permits CL + 2Y CL + 2Y GC§34090
Special Studies (Not related to a specific project) 2Y 2Y GC §34090 et seq.; DP Time Tracking Reports & Certifications 2Y 2Y GC §34090 et seq.; DP Zoning Administrator Decisions / Resolutions P P GC §34090(e) Zoning Verification Letter P P GC §34090 et seq.; DP
Zoning Maps P P GC §34090; DP

PLANNING TECHNOLOGY SYSTEMS
GIS - Address Assignments P P GC §34090 et seq.; DP

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
Police Department

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 2 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
CHIEF OF POLICE / INTEL & JTTF / PIO / SB1421 / PROFESSIONAL STANDARDS Claims - Liability AV AV GC §§ 911.2, , 34090,
34090.6; PC §832.5; DP
Official copy at Human Resources / Risk
Management and City Clerk.

Telephone Invoice Backup / Cell Phone Detail 2Y 10Y GC §34090 et seq.; DP Not sent to Finance Department.

Grievances AV AV
29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090, LC 1174; DP
Official copy at Human Resources (T + 3Y)
Reports and Studies Regarding Police Operations 2Y 2Y GC §34090 et seq.

STOP Source Data, Audit Log / Racial and Identity
Profiling Act (RIPA) Annual Report 3Y 3Y
11 CCR 999.228; 11 CCR
999.229; GC §§12525.5,
34090 et seq.

Report to the State Commission on Peace Officer
Standards and Training (POST Commission) of peace
officer employment, compliant, finding, disposition, or judgement pursuant to §PC 13510.9
2Y 2Y GC §34090 et seq.

Officer Recordings: Body-Worn Cameras – Homicide,
Officer-Involved Shootings, , Sexual Assault IND IND PC§ 832.18(b)(5)(E); GC §34090.6 et seq. Orange County DA recommendation
Officer Recordings: Body-Worn Cameras – Domestic
Violence, DUI, Gang – FI / STEP Notices, Shootings &
Stabbings, Prosecution, Life Sentences, Appeals &
Habeas Corpus Petitions, No Category
As Long As
Possible
As Long As
Possible
PC§ 832.18(b)(5)(E); GC
§34090.6 et seq. Orange County DA recommendation
Officer Recordings: Body-Worn Cameras – LOGS of
Access or Deletion of Data P P PC§ 832.18(b)(5)(E); GC
§34090.6 et seq.

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 3 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Officer Recordings: Body-Worn Cameras - that ARE
evidence in a Crime
Follows
Statute of
Limitations
for Crime
Follows
Statute of
Limitations for
Crime
PC§ 832.18(b)(5)(B)&(C);
GC §34090.6 et seq. Orange County DA recommendation
Officer Recordings: Body-Worn Cameras - that are NOT
evidence 60 days 60 days PC§ 832.18(b)(5)(A); GC
§34090.6 et seq.

Chief of Police / Professional Standards - Internal Affairs Internal Affairs Investigations / Disciplinary Files /
Complaints / In-Custody Deaths, Major Incident
Response Team (MIRT), and Officer Involved Shootings
WITHOUT Sustained Finding of Misconduct as
defined in PC §832.7
CL + 5Y CL + 5Y
EVC §1045(b)(1), GC
§§12946, 12960, 34090, PC
§§801.5, 803(c), 832.5(b),
VC §2547; DP

Internal Affairs Investigations / Disciplinary Files /
Complaints / In-Custody Deaths, Major Incident
Response Team (MIRT), and Officer Involved Shootings
WITH Sustained Finding of Misconduct as defined in
PC §832.7
CL + 15Y CL + 15Y
PC §§832.5(b), 832.7; GC
§34090

Ride-A-Long Waiver Form 2Y 2Y GC §34090 et seq.

COMMUNITY POLICING (DISTRICTS / YOUTH ENGAGEMENT / RESORT, SPORTS, ENTERTAINMENT / VICE) Crime Prevention Programs 2Y 2Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 4 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Programs (Cops 4 Kids, APAL, DARE, COPS, etc.) 2Y 2Y GC §34090 Uniform Vouchers 2Y 2Y GC §34090 et seq.

Community Policing / Vice / Narcotics
Alcohol Beverage Control - Licenses (ABC License
Applications) AV AV Not a City record
Asset Forfeiture Files 5Y 5Y
Per Federal DOJ
requirements (Equitable
Sharing Guide); GC §34090
et seq.

Business License Review Board - Administrative 2Y 2Y GC §34090 et seq. Police / Special Ops Narcotics Destruction Log / Report P P GC §34090 et seq.; DP Vice / Narcotics Complaints 2Y 2Y GC §34090 et seq. Auto delete

INVESTIGATIONS (MAJOR CRIMES, CRIMINAL INVESTIGATIONS, OCFJC) Automated License Plate Readers (ALPR) Data 1Y 1Y GC §34090 et seq.; DP If evidence, segment to follow Evidence/Property Files retention.

Drone (Unmanned Aerial Vehicle) Recordings and Flight
Logs AV AV GC §34090.6 et seq, If evidence, segment to follow Evidence/Property Files retention.

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 5 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Case Management Database Legacy RMS IND - P IND - P
GC §34090 et seq.; some
crimes have no statute of
limitations – homicide, etc.;
DP

Criminal Intelligence Files 5Y 5Y 28 CFR 23.20(h); GC
§34090; DP
Digital Lab Records / Analysis IND IND GC §34090 et seq.; DP Any physical files/drives/etc. booked into Property follows Evidence/Property Files retention.

Gang Books 5Y 5Y GC §34090 et seq.; DP
Gang Files 5Y 5Y GC §34090 et seq.; DP
Guns: Dealers Record of Sale (DROS) 2Y 2Y GC §34090
Housing – Backgrounds (Intake and Add-on) / Complaint
Investigations CL + 2Y CL + 2Y GC §34090 et seq.; DP CL = notification from CommDev/Housing of no Housing granted / no more assistance
Informant Files 2Y 2Y GC §34090 et seq.

Investigation Files and Arrest Files / Detective's Files / Analysis - ALL INVESTIGATIONS
(Family Justice, Persons, Property)
AV AV GC §34090 et seq.; DP Originals Transferred into Records Files or RMS Missing Persons Investigations AV AV GC §34090 et seq.; DP Originals Transferred into Records Files or RMS

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 6 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Pawn Slips 2Y 2Y GC §34090 et seq.

Permits: Pawn Shop, Second Hand CL + 2Y CL + 2Y GC §34090 et seq.; DP Video Recordings - Surveillance AV AV GC §34090 et seq.; DP Warrants - all, including Burglary (Felony) L + 1Y
(MIN 2Y)
L + 1Y
(MIN 2Y) GC §34090 et seq. Warrants to be retained for L + 1Y or 2Y, whichever is longer.

Warrants - all, including Burglary (Misdemeanor) L + 1Y (MIN 2Y)
L + 1Y
(MIN 2Y) GC §34090 et seq. Warrants to be retained for L + 1Y or 2Y, whichever is longer.

Investigations / Forensics
Calls for Service (Service Log) 11Y 11Y GC §34090 et seq.; DP DIMS - Digital Image Management System Database IND - P IND - P GC §34090 et seq.; some
crimes have no statute of
limitations – homicide, etc.;
DP

Latent Prints (Crime Scene – Miscellaneous) 11Y 11Y GC §34090 et seq.; DP Mug Shots P P GC §34090 et seq.; DP
Photos, Negatives - Crime Scene (Major) P P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 7 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Photos, Negatives – Crime Scene (Miscellaneous) 11Y 11Y GC §34090 et seq.; DP Work Request Log 11Y 11Y GC §34090 et seq.; DP
PATROL (AIR SUPPORT, JAIL, K9, UNIFORMED PATROL)
Canine Use Reports 2Y 2Y GC §34090
Canine (Police Dogs) Training & Service Records T + 2Y T + 2Y GC §34090 et seq.; DP Helicopter Flight Logs, Maintenance History L + 2Y L + 2Y GC §34090 et seq.; DP Monthly Statistics / Helicopter Tally 2Y 2Y GC §34090 et seq.; DP Preliminary Drafts Logs (Case Assignment, Daily Activity, etc.) AV AV GC §34090 et seq.; DP Preliminary Drafts Investigation Files and Arrest Files / Detective's Files / Analysis - ALL INVESTIGATIONS AV AV GC §34090 et seq.; DP Originals Transferred into Records Files CHP 180 Reports - Abandoned, Impounded, Stored AV AV GC §34090 Originals Transferred into Records Files Logs: Watch Commander Logs, Officer Watches, etc. AV AV GC §34090 et seq.; DP Preliminary Drafts

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 8 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Officer Recordings 2Y 2Y GC §34090 If evidence, to follow Evidence/Property Files retention.

Problem Oriented Policing (POP) Projects 5Y 5Y GC §34090 et seq.; DP Auto-delete Pursuit Critiques 2Y 2Y GC §34090
Taser Use Reports 2Y 2Y GC §34090
Unusual Occurrence 2Y 2Y GC §34090
Patrol / Detention (Jail)
Arrest / Bookings (Bail Receipts, INS Holds, Jail Incident Reports, etc.) P P GC §34090 et seq.; DP
Bail 2Y 2Y GC §34090 Hard Copy Prior to July 2011
INS Holds 2Y 2Y GC §34090 Hard Copy Prior to July 2011
In-Custody Medical CL + 7Y CL + 7Y 22 CCR 70751(c); GC
§34090 et seq.; DP
Jail Booking Recovery Receipts 2Y 2Y GC §34090

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 9 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Jail Incidents 5Y 5Y GC §34090 Hard Copy Prior to July 2011 Jail In-Custody Rosters 2Y 2Y GC §34090
Jail Inspections - All 2Y 2Y GC §34090
Logs: Detention, Juvenile, Holding Cells, etc. 2Y 2Y GC §34090 Self-Pay Prisoners / Private Jail Contracts CL CL + 5Y CCP §§336(a), 337 et. seq.; GC §34090; DP
Video Recordings - Detention Facility 1Y 1Y GC §34090.6(a) Auto re-write

OPERATIONS (EMERGENCY MANAGEMENT, PERSONNEL, TRAINING, CRIME ANALYSIS, RTCC, TRAFFIC) Emergency Action Plan (EAP) 5Y 5Y GC §34090 et seq.; DP Unless part of criminal investigation, then in Investigation file.

Operations / Personnel
Carry Concealed Weapon Permits (CCW) E + 2Y E + 2Y GC §34090 et seq.; DP Personnel Background Packet - Unsuccessful -
Employees, Reservists, Volunteers 4Y 4Y
29 CFR 1602.14; 2 CCR
11013(c); , , GC §§12946,
12960, 34090;

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 10 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Personnel Background Packets for Employees
Reservists, Volunteers - Conclusions and Medical
Records
T + 4Y T + 4Y
29 CFR 1602.14; 2 CCR
11013(c); GC §§12946,
12960, GC §34090 et seq.;
DP

Operations / Training
Bulletins – Law Enforcement and Training 9Y 9Y GC §34090; DP Department Training Records - Course Records 5Y 5Y
29 CFR 1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090; DP
Attendance rosters, outlines & materials, use of
force training, etc.

Emergency Management 2Y 2Y GC §34090 et seq.; DP.

General Orders / Policies & Procedures / Operation
Directives S + 5Y S + 5Y GC §34090 et seq.; DP
Personnel Training File - Tests, Bulletins, Certificates, Range Files, Program Information, Needs Assessment,
Field Training
T + 1Y T + 5Y
8 CCR §3203 et seq., 8
CCR 14300.33(a); 29 CFR
1627.3(b)(2), 29 CFR
1904.33, 29 CFR 1904.44;
LC §6429(c); GC §§12946,
12960, 34090, 53235.2(b);
DP

Reserve Hours - Monthly Summary 2Y 2Y GC §34090 et seq.

Silencer Control Permits (for guns) P P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 11 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Special Events (logs, deployments) 2Y 2Y GC §34090 et seq.

Training Database IND
(Min. 5Y)
IND
(Min. 5Y)
OSHA requires 5 years for
safety training; 8 CCR
§3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c);
GC §§12946, 53235.2(b),
53237.2(b); GC §34090 et
seq.; DP

Training Requests & Approvals 2Y 2Y GC §34090 et seq.

Training - Historical Awards, Videos P P GC §34090 et seq.; DP Legal Updates 9Y 9Y GC §34090; DP
Course of Fire - Range P P GC §34090; DP
Lesson Plans - Range L + 15Y L + 15Y GC §34090; DP
Weapons Inventory IND IND GC §34090 et seq.; DP
Weapons List / Department Weapons (Range master) IND IND GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 12 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Operations / Traffic
Accident Reports / Collision Reports AV AV GC §34090 et seq. Originals transferred into Records files or RMS Accident Reports / Collision Reports - Fatalities AV AV GC §34090 et seq.; DP Originals transferred into Records files or RMS Arresting Agency Notice Report 2Y 2Y GC §34090 et seq.

Blood Alcohol Results / Reports AV AV GC §34090 et seq. Originals transferred into Records files or RMS Certified Receipts – Follow-up Hit & Run Letters / Notice of Filing 3Y 3Y GC §34090 et seq.

Cash Register Receipts 4Y 4Y GC §34090 et seq.

Citation Logs 7Y 7Y GC §34090 et seq.; DP
Citations - Administrative Initial Reviews, Refunds 2Y 2Y GC §34090 et seq.

Citations – Parking 2Y 2Y GC §34090 et seq. Includes Corrections & Voids Citation Log Books (numbers / ranges) - Parking, Traffic 2Y 2Y GC §34090 et seq.

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 13 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Citations – Traffic (Notice to Appear) 7Y 7Y GC §34090 et seq.; DP Collection Officer Receipts 2Y 2Y GC §34090 et seq.

Court Dispositions (Non-Report Related) 2Y 2Y GC §34090 et seq.

Crossing Guard Company Reports 3Y 3Y GC §34090 et seq.; DP Includes schedules, incident reports, and correspondence
Emergency Cost Recovery / DUI Claims 7Y 7Y GC §34090 et seq.; DP Includes Notice to Bill, Finance Dept. has original invoice
Notice to Defendant (Owner’s Responsibility) 2Y 2Y GC §34090 et seq.

PAS Device Calibration Logs 2Y 2Y GC §34090 et seq.

Permits, Parades & Special Events (including payroll
event sign-in sheet, schedules, billings, assignments) 2Y 2Y GC §34090 et seq.

Preliminary Alcohol Screening Device Records 2Y 2Y GC §34090 et seq.

Radar Calibration Records L L GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 14 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Suspension Notices (Non-Report Related) 2Y 2Y GC §34090 et seq.

Traffic Complaints 5Y 5Y GC §34090 et seq.; DP Auto delete Traffic Hearing Officer Records 2Y 2Y GC §34090
Traffic Statistics 2Y 2Y GC §34090 et seq.

Verbal Notice by Peace Officer, DMV or Court Employee 2Y 2Y GC §34090 et seq.

Vehicle Abatement 2Y 2Y GC §34090 et seq.

SUPPORT SERVICES (BUDGET, COMMUNICATIONS, INFORMATION TECHNOLOGY, PROPERTY AND EVIDENCE, RECORDS) Support Services / Budget (See Citywide Schedule for Records Not Listed Here) Overtime Slips / Time Off Slips (Police Only) 2Y

GC §34090 et seq.; DP
Time Sheets / Timecards 2Y 10Y GC §34090.7 Maintained at APD, not sent to Finance Support Services / Communications
Alarm Records 2Y 2Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 15 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Computer Aided Dispatch (Unit & Call Histories) 5Y 5Y GC §34090 et seq.; DP Crime Tips (Text Messages) 2Y 2Y GC §34090 et seq.

Dispatch Tapes / Recordings (Police CAD) / Recordings
of Communications Dispatch 2Y 2Y GC §§34090, 34090.6; DP Auto re-write Billing & Reports - False Alarm, 911 Incidents AV AV GC §34090.7 Copies Dispatch - Manual Cards 2Y 2Y GC §§34090, 34090.6; DP
Support Services / Information Technology (Police)
Computer Backups AV AV GC §34090 et seq.; DP
For Disaster Recovery purposes only; Preliminary
Drafts. Data backups are taken at varying intervals
depending on the defined server data type and are
for purposes of system restoration only, in the event
of server failure. (See AR 155)
Mobile Data Terminal (MDT) Messages 2Y 2Y GC §34090 et seq.; DP Software Licenses, Warrantees, Installation Media AV AV GC §34090 et seq.; DP Preliminary Drafts

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 16 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Support Services / Property & Evidence
Auctions 5Y 5Y GC §34090 et seq.; DP
Evidence / Property Database IND - P IND - P
GC §34090 et seq.; some
crimes have no statute of
limitations – homicide, etc.;
DP

Evidence / Property Files, including Interview Audio
Recordings, Photographs, all evidence CL CL GC §34090 et seq.; DP CL = Final after appeals, adjudication Evidence / Property Reports AV AV GC §34090 et seq.; DP Preliminary Drafts Gun and Weapons Destruction Log / Report P P GC §34090 et seq.; DP Property Owner's Notifications P P GC §34090 et seq.; DP Support Services / Records
Audits - CJIS, CORI 2Y 2Y GC §34090
Clearance Letters 2Y 2Y PC 11105.3, 136300(c)(8),
and 13321
Local record review for visa, immigration, foreign
adoption, housing authority, persons of record
Court Calendar 2Y 2Y GC §34090 et seq.

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 17 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
C.A. Worksheet (Criminal Citations) 2Y 2Y GC §34090 et seq.

Factually Innocent (Adult Sealings) CL + 3Y CL + 3Y GC §34090; PC §851.8(a) CL=Date of Arrest Field Investigation Cards (FIs) AV AV GC §34090 et seq.; DP Originals transferred into RMS Investigation Files and Arrest Files / Detective's Files / Analysis - ALL INVESTIGATIONS AV AV GC §34090 et seq.; DP Originals transferred into RMS Juvenile Sealings / Ward Cases - Except those with
Child Abuse or Severe Neglect, (Substantiated),
outstanding stolen property, including firearms, or lost firearms
CL + 5Y CL + 5Y CCP §§340.1, GC §34090;
W&I §§389(a), 781(d) CL=Sealing Date
LiveScan Applications 2Y 2Y GC §34090 et seq.

Misdemeanor or Infraction – Marijuana / Cannabis CL + 2Y CL + 2Y H&S § 11361.5 et seq., GC §68152(e)(8)
CL= Conviction or Arrest (if No Conviction); Auto
delete
Applications: Massage Technicians, Bingo Licenses,
Business Licenses, Taxi Cab Drivers, Escorts, Sex
Oriented Businesses, Dancers, Fortune Tellers,
Solicitors and Vendors
2Y 2Y GC §34090 et seq. Business License (Planning) is office of record for licenses.

Private Party Impound (PPI) & Repossessed Vehicles AV AV GC §34090 et seq.; DP Originals transferred into RMS Registrants: Arson - Adults 5Y P W&I §781; GC §34090 Originals transferred into RMS

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 18 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Registrants: Arson - Juveniles released from Division of Juvenile Justice CL + 5Y CL + 5Y W&I §781; GC §34090 CL= Age 25 or Sealing Date Registrants: Gang Registrations: Adults 5Y 5Y PC § 186.3(a); GC § 34090 Originals transferred into RMS Registrants: Gang Registrations: Juveniles CL + 5Y CL + 5Y W&I § 781; PC 186.3(a); GC § 34090 Originals transferred into RMS
Registrants: Narcotic 5Y 5Y GC §34090, H&S §11590 et
seq., H&S §11594(a); DP Originals transferred into RMS
Registrants: Sex Offenders - Adults P P PC §290 et seq. Originals transferred into RMS Registrants: Sex Offenders - Juveniles P P PC §290 et seq.; W&I §781; DP Originals transferred into RMS
Reports: Crime Statistics / Hate Crimes / Monthly Arrest & Citation Register (MACR) / Uniform Crime Reports
(UCR) - Summaries (BCS) / National Incident-Based
Reporting System (NIBRS)
2Y 2Y GC §34090 Entered directly into DOJ’s portal (a State record) RMS Database IND – P IND - P
some crimes have no
statute of limitations –
homicide, etc.; PC §§ 261,
286, 288, 288a, 288.5, 289,
289.5, 290, and 799; PC
§802, PC §§187, 800 et
seq.; GC §34090 et seq.;
DP
Includes all Crime, Incident & Traffic Reports,
Scanned Supplemental Documents, FIs & Booking
Records

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Police

Page 19 of 19 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13
RES-2015-175, 5/19/15

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Subpoenas (Duces Tecum & Officer Appearance) 2Y 2Y GC §34090 Validation List, DOJ, NCIC Validation 2Y 2Y GC §34090

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

• Record: generally any writing containing information relating to the conduct of the public’s business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non-record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
Public Works Department

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Works

Page 2 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS

ENGINEERING
Abandonments / Vacations (Streets) / Survey File P P GC §34090(a) Applications and associated records for any project
that is Cancelled, Withdrawn, or Expired 2Y 2Y GC §34090 et seq Assessment District / Maintenance District /
Landscape & Lighting / Street Improvement District
Projects / Community Facilities Districts
P P
CCP §§337. 337.1(a),
337.15, 343; GC §34090 et
seq.; DP

Benchmarks / Center Line Ties P P GC §34090 et seq.; DP Bonds: Construction Bonds / Subdivision Bonds L L GC §34090 et seq.; DP Capital Improvement Projects (CIP) – Permanent
File CL P GC §34090 et seq.; DP
Capital Improvement Projects (CIP) –Administrative /
Construction File (State & Federal Funds) CL CL + 10Y CCP §337 et. seq., GC §34090 et seq; DP
Capital Improvement Projects (CIP) –Administrative /
Construction File (No State & Federal Funds) CL CL + 5Y CCP §337 et. seq., GC §34090 et seq; DP
Capital Improvement Projects (CIP), Unsuccessful
Proposals 2Y 2Y GC §34090
Certificates of Compliance P P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Works

Page 3 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Design & Construction Standards P P GC §34090 et seq.; DP Survey Record Maps, Final Parcel Maps, Final Tract
Maps P P GC §34090 et seq.; DP
Encroachment Licenses - Permanent
Encroachments P P GC §34090 et seq.; DP
Engineering Studies / Surveys (Cancelled,
Withdrawn, or Expired) 2Y 2Y GC §34090 et seq.;
Engineering Studies / Surveys / Plans / Reports P P GC §34090 et seq.; DP Includes water quality management plans, etc.

Exception to Accessibility Design Standards P P GC §34090 et seq.; DP Flow Measurements AV AV GC §34090 et seq.; DP Copies
Geotechnical and Soils Reports; Hydrology Reports P P GC §34090 et seq.; DP Grading Permits / Plans P P GC §34090 et seq.; DP
Lot Line Adjustment P P GC §34090 et seq
Master Plans (Transportation, Sewer, Water, Storm
Drain, etc.) P P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Works

Page 4 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
NPDES Monitoring – Storm water 3Y 3Y 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.

NPDES Permits – Storm water E + 3Y E + 3Y
40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.;
DP

Private Development Projects – Permanent File CL P GC §34090 et seq.; DP Private Development Projects – Administrative File CL CL + 10Y CCP §337 et. seq., GC §34090 et seq; DP
Railroad Correspondence P P GC §34090 et seq.; DP
Real Property Acquisitions / Sale Case Files CL CL + 10Y CCP §337 et. seq GC §34090 et seq.; DP See also City Clerk.

Right of Way Permits (Temporary) - RCP, Street
Permits, Temporary Construction, Utility Cuts, etc. 5Y 5Y GC §34090 et seq.; DP Temporary in nature (for construction, etc.) Right of Way Permits / Plans (Permanent) P P GC §34090 et seq.; DP Rights of way that do not expire Traffic Complaints 2Y 2Y GC §34090 et seq.; DP
Traffic Signal Inventory AV AV GC §34090 et seq.; DP
Traffic Signals P P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Works

Page 5 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Traffic Speed Surveys 10Y 10Y GC §34090 et seq.; DP
Traffic Studies / Traffic Counts / Traffic Calming
Requests 2Y 2Y GC §34090 et seq.; DP
Transportation Permits - Wide Load Permits, Debris
Boxes, etc. 2Y 2Y GC §34090

FINANCIAL & ADMINISTRATIVE SERVICES
Rideshare / AQMD Reports 3Y 3Y AQMD rule 2201(j)(7); GC §§12946, 12960, 34090

FLEET & FACILITY SERVICES
Aboveground Petroleum Storage Tanks 20Y P GC §34090 et seq.; DP AQMD Permits, ARB Reports (Fleet Average,
DOORS) CU + 2Y CU + 5Y 40 CFR 70.6; GC §34090 et
seq.;
Backflows, Fire Sprinklers 2Y 2Y GC §34090
Certifications: Overhead Crane, Vehicles, etc. 5Y 5Y 8 CCR 14300.33(a); GC §60201 et seq.; LC §6429c
Disposal Receipts / Manifests - Hazardous Waste /
Certificates of Disposal 5Y P
40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR
66262.40

DMV Weight Tickets - Residential and Commercial
Vehicles 2Y 2Y GC §34090

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Works

Page 6 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Employee Badges / Access to City Facilities IND IND GC §34090 et seq.; DP Fuel and Gas Usage 5Y 5Y GC §34090 et seq.; DP
Generator Operation Logs / Inspections 5Y 5Y
AQMD Rule 1470; Form
400–E–13a instructions GC
§34090 et seq.; DP

Operations & Maintenance Manuals L L GC §34090 et seq.; DP Pressure Vessel Certifications or Permits (Air
Compressors, CNG Tank, Propane, etc.) CU + 2Y CU + 2Y GC §34090 et seq.; DP Pre-Trip Inspections / DOT Program / CHP
Inspections / Vehicle Safety Checks / Daily Vehicle
Inspections / Daily Equipment Checks
2Y 2Y
13 CCR 1234(c); VC
34505.5(c); 49 CFR
396.11;GC §34090

Surveys Issued by US Department of Energy for
Alternative Fuel Vehicles 2Y 2Y GC §34090
Tire Recycling Permits & Manifests 5Y P GC §34090 et seq.; 14 CCR 18459.3(b); DP
Underground Storage Tanks
UST Monitoring, Inspections and Maintenance,
Release Detection Systems, Cathodic Protection
Maintenance Records
7Y 7Y 23 CCR 2712(b); H&S
§25284.2(i)
Underground Storage Tanks
Repairs, Lining, Upgrades L L 23 CCR 2712(b), H&S
§25284.2(i)

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Works

Page 7 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Underground Storage Tanks
Location, Removal, Soil Remediation, Monitoring
Well Records
10Y P
23 CCR 2712(b), H&S
§25284.2(i); GC §34090 et.
seq.; DP

Used Oil Disposal 3Y 3Y
22 CCR 66266.130(c)(5),
H&S §25250.18(b),
25250.19(a)(3) et seq.

Vehicle & Equipment Database IND
(Min. 2Y)
IND
(Min. 2Y) GC §34090 et seq.; DP
Vehicle Accident Report CU + 2Y CU + 2Y GC §34090 et seq.; DP Vehicle Registration 2Y 2Y GC §34090
Vehicle, Equipment & Radio History Files L + 2Y L + 2Y
8 CCR § 3203(b)(1); 49
CFR 396.21(b)(1); 49 CFR
396.3(c); CCP §337 et.

Seq., GC §34090

Work Orders / Service Requests Database IND
(Min. 5Y)
IND
(Min. 5Y) GC §34090 et seq.; DP

OPERATIONS
Pre-Trip Inspections / DOT Program / CHP
Inspections / Vehicle Safety Checks / Daily Vehicle
Inspections / Daily Equipment Checks
2Y 2Y
13 CCR 1234(c); VC
34505.5(c); 49 CFR 396.11;
GC §34090

Sidewalks: Notification of Liability for Hazardous
Conditions 10Y 10Y GC §34090 et seq.; DP
Traffic Complaints 2Y 2Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Works

Page 8 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Traffic Signal Outages 2Y 2Y GC §34090
Trees - Inventory 2Y P GC §34090 et seq.; DP

OPERATIONS – SOLID WASTE
Annual Report - HHW (Household Hazardous
Waste) 5Y P
GC §34090 et seq.; H&S
§25160.8(c)(3)(D); 14 CCR
18812.4; DP

Base Year Change 10Y P GC §34090 et seq.; DP
Cal-EPA ID Number 5Y P GC §34090 et seq.; DP.

Compliance Orders (e.g. 25% Diversion, etc.) / AB
939 / SB 1383 Compliance (Organic Waste
Collection and Recycling)
E + 5Y E + 5Y
14 CCR § 18995;.2 H&S
§39730.7;GC §34090 et
seq

Electronic Waste / e-waste / Covered Electronic
Waste (CEW) Net Cost Reports (to State),
Recertifications
5Y 5Y GC §34090 et seq.; DP
Electronic Waste / e-waste / Covered Electronic
Waste (CEW) Permits 5Y P GC §34090 et seq.; DP.

Recycling Events 2Y 2Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Works

Page 9 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Reports: Solid Waste - Recycling 10Y 10Y GC §34090 et seq.; DP Scheduling & Routes AV AV GC §34090 et seq.; DP
Source Reduction and Recycling Element (SRRE) 10Y P GC §34090 et seq.; DP State Operating Permit (County on City Property) 5Y P GC §34090 et seq.; DP Time Extension or Alternative Diversion
Requirement (ADR) - SB1066 Extensions E + 2Y E + 2Y GC §34090 et seq.; DP Waste Disposal Contract Administration CL CL + 5Y CCP §§336(a), 337 et. seq., GC §34090; DP
OPERATIONS – WASTEWATER COLLECTION
CCTV Collection Line Inspection Tapes / Video
Inspections / Video Tapes or Digital Recordings 10Y 10Y GC §34090 et seq.; DP Complaints 2Y 2Y GC §34090 et seq.; DP
Confined Space Entries 3Y 3Y
8 CCR 5157(d)(14) & (e)(6);
29 CFR 1910.146(e)(6); GC
§34090

Correspondence - Regulatory Agencies 10Y 10Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Works

Page 10 of 10 ends

Resolution: 2025-
Approved:

Previous Approval: RES-2013-089, 6/18/13

RECORD SERIES ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Lift Station - Inspections, Maintenance, Repairs,
Service Requests, Alarm Recording, Logs, Charts,
Flow Monitoring, Voltage Readings, Permits
10Y 10Y
WC §13263.2(b) et seq.; 40
CFR 122.41(j)(2)GC
§34090; DP

Public Works Operations Database IND
(Min. 5Y)
IND
(Min. 5Y)
WC §13263.2(b) et seq.; 40
CFR 122.41(j)(2)GC
§34090; DP
Maintenance, Cleaning, Repairs, Stoppage Calls,
Spills, Line Replacement
Operations & Maintenance Manuals L L GC §34090 et seq.; DP Sanitary Spills and Overflows (SSOs) 5Y 5Y
40 CFR 122.41(j)(2);
SWRCB General Order
2006-03; & 2022-0103-
DWQ; GC §34090 et seq.;

Sewer System Management Plan / Sanitary Spills
Overflow Prevention Plan (SSOPP) and Sanitary
Sewer Overflow Response Plan
S + 5Y S + 5Y
40 CFR 122.41(j)(2);
SWRCB General Order
2006-03; & 2022-0103-
DWQ; GC §34090 et seq.;
DP

Waste Discharge Monitoring Reports 5Y 5Y 40 CFR §§122.21, 122.41; DP
Wastewater / Sewer System Management Plans
(SSMP) and Audits, Sanitary Sewer Overflows
(SSOs)
5Y 5Y GC §34090; DP
Work Orders / Service Requests Database IND
(Min. 5Y)
IND
(Min. 5Y) GC §34090 et seq.; DP
Work Orders / Service Requests - NOT entered in
Database 5Y 5Y CCP §§338 et seq., 340 et
seq., 342, GC §34090; DP

Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions.

Each schedule will include the following columns:

Office of Record

Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head.

Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies.

RECORD RETENTION SCHEDULE
Public Utilities Department

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Utilities

Page 2 of 11 ends

Resolution: 2025
Approved:

Previous Approval: RES-2013-089, 6/18/2013

RECORD SERIES

ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS

ADMINISTRATIVE SERVICES
Annual Report for the Utility P P GC §34090 et seq.; DP Bond Covenants P P GC §34090 et seq.; DP
Bonds & Bond Financing MA MA + 10Y
CCP §§336(a)(1) & (2),
337.5(2); GC §43900 et
seq.; DP

Department Policies, Department Orders, Advanced
Planning S P GC §34090 et seq.

Joint Power Authorities P P 18 CFR §125.3, GC §34090
et seq.

IPA, San Juan, SONGS, SCPPA, PCC & any RTO
(Regional Transmission Organizations): Agendas,
Agenda Packets, Staff Reports, Minutes
Member Agencies, Municipal Associations P P GC §34090 et seq. Ex. CMUA, MWD, MWDOC, OCWD, etc.

Public Utilities Board (PUB) – Audio Recordings of
Meetings / Audio Tapes 30 days 30 days GC §54953.5(b) Retain until minutes have been approved.

Public Utilities Board (PUB) - Minutes 10Y P GC §34090(e) Public Utilities Board (PUB) - Agendas, Agenda
Packets 10Y P GC §§34090,
54960.1(c)(1); DP
Public Utilities Board (PUB) -Transcripts of Rate
Hearings 10Y P GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Utilities

Page 3 of 11 ends

Resolution: 2025
Approved:

Previous Approval: RES-2013-089, 6/18/2013

RECORD SERIES

ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Rates, Rules & Regulations S P 18 CFR §125.3, GC §34090 et seq.; DP
Records Management System Database IND - P IND - P
Accommodates records
with Permanent retention;
18 CFR §125.3; GC §34090
et seq.

ADMINISTRATIVE SERVICES - SAFETY
Lockout-Blockout / Lockout-Tagout 2Y 2Y GC §34090
OSHA Inspections & Citations, Log 200 and Log
300, 301, 301A, etc. 2Y 5Y
8 CCR §3203(b)(1), GC
§34090; 8 CCR 14300.33,
LC §6429(c); DP

Safety Inspections 1Y 5Y 8 CCR §3203; DP
Safety Program Administration - Subject Files 2Y 5Y 8 CCR §3203; DP Safety Training Records 7Y 7Y
8 CCR §3203 et seq., 29
CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946,
34090, 53235.2(b); DP

BUSINESS & COMMUNITY PROGRAMS
Audits (Customer Programs) 5Y 5Y GC §34090 et seq.; DP
Customer Conservation & Rebate Programs 5Y 5Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Utilities

Page 4 of 11 ends

Resolution: 2025
Approved:

Previous Approval: RES-2013-089, 6/18/2013

RECORD SERIES

ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Public Benefit Programs (State & Federal) 2Y P GC §34090 et seq.; DP

CUSTOMER SERVICE
Bankruptcy Case Files CL CL + 5Y GC §34090 et seq.; DP
Customer Information System Database (CIS)
(Account Maintenance, Call Center, Credit &
Collections, Field Services)
IND
(Min 5 Y)
IND
(Min 5 Y)
Meets municipal
government auditing
standards; GC §34090 et
seq.

Meter Reading Cards 2Y 2Y GC §34090 et seq.

Payment Collection Cards / Stubs Customer
Account Records 120 days 120 days AMC §1.10.080
CIS - Revenue Protection 7Y 7Y GC §34090 et seq.

Anaheim Public Utilities Rates Rules and
Regulations (includes Policy on Discontinuation of
Residential Service for Nonpayment)
S + 2Y S + 2Y
GC §34090; H&S
§116908

ELECTRIC SERVICES
Construction Standards / Specifications S P GC §34090 et seq.; DP Confined Space Entry Forms 5Y 5Y
8 CCR 5157(d)(14) & (e)(6);
29 CFR 1910.146(d)(14) &
(e)(6); GC §34090; DP

Critical Infrastructure Information Management
Program P P 18 CFR §125.3; GC §34090
et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Utilities

Page 5 of 11 ends

Resolution: 2025
Approved:

Previous Approval: RES-2013-089, 6/18/2013

RECORD SERIES

ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Electric Field Document Management Program 2Y 5Y GC §34090 et seq.; DP Customer Plan Check 2Y 7Y GC §34090 et seq.; DP
GIS Inventory Maps (Electrical) 2Y 2Y GC §34090 et seq.

Electric Project Files / Case Files - Incomplete or
Withdrawn AV AV GC §34090 et seq.: DP Preliminary Drafts Electric System Operations - Dispatch Tapes 1Y 1Y GC §34090.6 Electric System Operations - Dispatch Orders 7Y 7Y
CCP §§338 et seq., 340 et
seq., 342, GC §§945.6, GC
§34090; DP

Electrical Underground Subcommittee 10Y P GC §34090(e) Approved Minutes (Signed), Agendas Electric Service
Databases:

FEI (Field Equipment Inventory), Outage
Management System (OMS), Supervisory Control &
Data Acquisition (SCADA)
IND
(Min 5Y)
IND
(Min 5Y)
Matches FERC Work Order
retention requirements; 18
CFR §125.3; GC §34090 et
seq.

Generation Facilities Document Management
Program (CTG, Canyon Power Plant) P P 18 CFR §125.3; GC §34090 et seq.; DP
Medical Necessity Customers (Emergencies / Shut-
offs - Customers who must have electricity for critical medical equipment)
S + 2Y S + 2Y GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Utilities

Page 6 of 11 ends

Resolution: 2025
Approved:

Previous Approval: RES-2013-089, 6/18/2013

RECORD SERIES

ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Substations Document Management Program 10Y 10Y GC §34090 et seq.; DP Project Files (Electric) CL P 18 CFR §125.3; GC §34090
et seq.

Safety Inspections 2Y 3Y GC §34090; 8 CCR 3203;
DP
Underground Service Alerts (USA's) 3Y 3Y
GC §34090 et seq.; GC
§§4216.2(f) & 4216.3(d),
DP

Warehouse Document Management Program 5Y 5Y GC §34090 et seq.; DP

ENERGY RISK & COMPLIANCE
Asbestos Monitoring Compliance Program P P GC §34090 et seq.; DP CEQA Compliance Documentation Program P P PRC §21000 et seq.; DP Energy Risk Compliance Document Management
Program 5Y 10Y GC §34090 et seq.; DP
Environmental Compliance & Groundwater
Protection Program P P GC §34090 et seq.; DP
Environmental Permits & Compliance
Documentation 5Y 5Y GC §34090 et seq.; DP Air, Water, Waste, Transport, Sewer, etc.

Environmental Audits 5Y 5Y GC §34090 et seq.; DP Waste Treatment & APUD Disposal Facilities, APUD Facilities

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Utilities

Page 7 of 11 ends

Resolution: 2025
Approved:

Previous Approval: RES-2013-089, 6/18/2013

RECORD SERIES

ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Hazardous Waste, Communication, Disposal,
Inspection Documentation Program P P GC §34090 et seq.; DP Hearing Conservation Program 2Y 30Y 8 CCR §5095; GC §34090 et seq.; DP
Legislative and Regulatory Affairs Document
Management Program 2Y 2Y GC §34090
SDS (Safety Data Sheets) / MSDS (Material Safety
Data Sheets) / Chemical Use Report Form / records
of the chemical / substance / agent, where & when it
was used
30Y 30Y 8 CCR 3204(d)(1)(B)(2) and
(3), GC §34090
NERC Compliance Document Management
Program 10Y 10Y GC §34090 et seq.; DP
SF6 Compliance Documentation Program P P GC §34090 et seq.; DP CARB & US EPA Greenhouse Gas Regulations ERTMS (SoftSmiths) Information System Database IND
(Min. 5Y)
IND
(Min. 5Y)
Matches FERC Work Order
retention requirements; 18
CFR §125.3; GC §34090 et
seq.

PCB Compliance Documentation Program 30Y 30Y GC §34090 et seq.; DP Respiratory Protection Program 2Y 30Y 8 CCR §5144; GC §34090 et seq.

Water System Permit and Compliance
Documentation Program / Water Quality Report
(Consumer Confidence Report)
12Y P
40 CFR 141 et seq.; 22
CCR §64001 et seq.; 22
CCR 64470; 22 CCR
§64483, 40 CFR 141.33(a);
40 CFR 141.155. DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Utilities

Page 8 of 11 ends

Resolution: 2025
Approved:

Previous Approval: RES-2013-089, 6/18/2013

RECORD SERIES

ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Wholesale Settlement / Reconciliations 4Y 7Y GC §34090 et seq.; DP

FINANCIAL SERVICES
Financial Management & Accounting Document
Management Program 5Y 7Y GC §34090 et seq.; DP
Department of Energy (DOE) Document
Management Program 5Y 5Y GC §34090 et seq.; DP
Financial Management & Accounting Reports AV AV GC §34090 et seq.; DP Preliminary Drafts. Finance Department = Office of Record

INTEGRATED RESOURCES
Audio Recordings - Power Resources Scheduling 7Y 7Y GC §34090 et seq.; DP FERC (Federal Energy Regulatory Commission)
Dockets 5Y 5Y 18 CFR §125.3; GC §34090
et seq.; DP
FERC Regulatory Proceeding Documents related to
APUD
NERC Compliance Document Management
Program 10Y 10Y GC §34090 et seq.; DP
Power Contracts & Operations CL +10Y CL + 10Y 18 CFR §125.3; GC §34090 et seq.; DP
Power Production Operating Data Logs 10Y 10Y 18 CFR §125.3; GC §34090 et seq.; DP
Regulatory Agency Licenses & Permits P P 18 CFR §125.3; GC §34090 et seq.; DP

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Utilities

Page 9 of 11 ends

Resolution: 2025
Approved:

Previous Approval: RES-2013-089, 6/18/2013

RECORD SERIES

ACTIVE /

IN OFFICE
TOTAL

RETENTION AUTHORITY COMMENTS
Regulatory Filings & Audits (FERC, CEC, NERC,
WECC, CAISO, etc.) 10Y 10Y 18 CFR §125.3; GC §34090
et seq.; DP
Resource Planning & Regulatory Compliance
Program P P GC §34090 et seq.; DP
Technology Development Databases:

Customer Information System Database (CIS),
Oracle (WAMS) Information System Database
IND
(Min. 5Y)
IND
(Min. 5Y)
Matches FERC Revenue
retention requirements; 18
CFR §125.3; GC §34090 et
seq.

Technology Development Document Management
Program L + 10Y L + 10Y 18 CFR §125.3; GC §34090
et seq.; DP

WATER SERVICES
Construction Standards / Specifications S P GC §34090 et seq.; DP Cross Connection Testing / Backflow Testing 3Y 3Y
Cross-Connection Control
Policy Handbook Section

3.5.1 requires records be
retained for the previous
three calendar years; GC
§34090

Private Development Files (Water) CL P GC §34090 et seq.; DP Water Operations - Production Program 3Y P GC §34090 et seq.; DP Maps (Rule 15 (b)) 10Y P GC §34090 et seq.; Rule 15
of RR&R (APUD-Water)

CITY OF ANAHEIM

RECORD RETENTION SCHEDULE
DEPARTMENT: Public Utilities

Page 10 of 11 ends

Anaheim City CouncilJuly 15, 2025

Anaheim City Council
July 15, 2025