Agenda packet — Beaumont City Council, June 2, 2026 (part 4 of 12)

Ver. 16.0
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC -7
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or invest�ations suspend normal retention periods (retention resumes after settlement or completion,.

City Clerk
CC -039
Ordinances:

P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
City Clerk
CC -039.1
Passport Transmittal Forms
24 months
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
US Passport requirement to destroy forms
monthly; GC §34090
Petitions: (submitted to Council on any
subject - Dog Parks, Parking, Traffic
Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; only 1 year is
required; GC §50115
City Clerk
CC -052
Proclamations / Commendations
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
City Clerk
CC 041
Public Records Requests: Request for
Records (except for Police Department)
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
City Clerk
CC -042
Recorded Documents: Deeds, Easements,
Rights of Way, Notices of Completion,
Recorded Agreements / Contracts,
Certificate of Compliance, Vacations, etc.

P
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090 et seq.

City Clerk
CC 043
City Council, Redevelopment Agency,
Successor Agency, Beaumont Conservation
Authority, Beaumont Financing Authority,
Beaumont Parking Authority, Beaumont
Public Improvement Authority, Beaumont
Utility Authority, Planning Commission, All
Boards / Committees: Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
2 years
Mag
Department preference; State law only
requires for 30 days; GC §54953.5(b)
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 308 of 1413 ends

Ver. 16.0
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC -8
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or invest�ations suspend normal retention periods (retention resumes after settlement or completion,.

City Clerk
CC 044
City Council, Redevelopment Agency,
Successor Agency, Beaumont Conservation
Authority, Beaumont Financing Authority,
Beaumont Parking Authority, Beaumont
Public Improvement Authority, Beaumont
Utility Authority, Planning Commission, All
Advisory Bodies: Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes
Minimum 10
years
Mag
Department Preference; Video recording of
meetings are only required for 90 days; GC
§§34090.7, 34090
City Clerk
CC -045
Records Destruction Authorization
Forms
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
City Clerk
CC -046
Records Retention Schedules /
Amendments to Records Retention
Schedules
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090 et. seq.

City Clerk
CC -046.1
Redistricting Web Page / District
Boundary Web Page (Map, Redistricting
Process, Agendas, Calendars, Notice, etc.)
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
EC §21160(i) ; GC §34090
City Clerk
CC 047
Resolutions: City Council, Planning
Commission, Redevelopment Agency,
Successor Agency, Beaumont Conservation
Authority, Beaumont Financing Authority,
Beaumont Parking Authority, Beaumont
Public Improvement Authority, Beaumont
Utility Authority
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
City Clerk
CC 047.5
Secretary of State Statement of Facts /
Registry of Public Agencies
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
City Clerk
CC -048
Solid Waste Reporting / AB 939 Compliance
/ Recycling / Source Reduction
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
City Clerk
CC 049
Speaker Cards
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Preliminary drafts used to produce minutes;
GC §34090
City Clerk
CC 049.1
Statement of Facts - Registry of Public
Agencies
2 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 309 of 1413 ends

Ver. 16.0
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC -9
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods (retention resumes after settlement or completion,.

City Clerk
CC -050
Subpoenas
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
City Clerk
CC -051
Vehicle Titles (Pink Slips) - All Vehicles
Sale or
Disposal
Mag, Mfr,
OD, Ppr
S / I
Department Preference; GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 310 of 1413 ends

Ver. 5.0
RECORDS RETENTION SCHEDULE: CITY MANAGER
Page CM -1
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record
is not listed here,
refer to the Retention for City -Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY MANAGER
City
Manager
CM 001
Projects, Programs, Subject / Issues:

Issues / projects will vary over time
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
City
Manager
CM 002
Speech Notes / PowerPoint Presentations
When No
Longer
Recuired
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Notes, drafts, or preliminary documents; GC
§34090 et seq.

Finance
CM -003
Travel / Conferences
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Invoices are maintained by Finance; GC
§34090.7
BEAUMONT, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 4/9/2026

Page 311 of 1413 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: CODE ENFORCEMENT
Page CE -1
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

CODE ENFORCEMENT
Code
Enforce.

PD 024
Administrative Citation Hearings / Hardship
Waivers / Board of Appeals
Minimum
Resolution +
2 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
Code
Enforce.

PD -025
Citations - Code Enforcement
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Code
Enforce.

PD -026
Code Enforcement / Abatement Case Files
(Includes appeals / Code Enforcement
Complaint Letters)
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Case is open until
satisfactorily resolved (some cases are not
resolved); CFC §104.3.4, GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 312 of 1413 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS -1
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
(lC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY SERVICES
Community
Services
CS -001
Attendance Tracking
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Community
Services
CS -002
Backflows: for City Irrigation Systems
2 years
Yes:

Before
Event
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Community
Services
CS 003
Class Instructors Contracts / Performers
Contracts:

Includes Insurance Certificates /
Administration Records
Completion +
2 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference;, GC §34090
Community
Services
CS 004
Community Service: Sheriff Labor Logs /
Hours worked
2 years
Yes:

During
Class or
Program
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Community
Services
CS 005
Donations / Sponsorship Letters:

Requests for Donations / Acknowledgements
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Community
Services
CS 006
Evaluations / Surveys: of programs
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Preliminary drafts / Transitory records; GC
§34090
Community
Services
CS -007
Special Event Service Agreements:

Concerts / Special Event Contracts /
Professional Service Agreements (PSAs)
Includes Insurance Certificates /
Administration Records
Completion +
2 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference;, GC §34090
Community
Services
CS 008
Facility Use Rental Contracts: Field Use
Contracts / Facility Use Requests
2 years
Yes:

Before
Event
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Community
Services
CS -009
Playground Inspections: Park Safety
Checks
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 313 of 1413 ends

Adopted: 4/9/2026

Ver. 6.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS -2
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
Services
CS 010
Program Development Files: Activity Files /
Program Files / Special Programs / Special
Event Files / Reports / ABC Permits, where
required
After School, Children's Programs, Cultural
Arts, Sports, Seniors, etc.

Minimum 3
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
Community
Services
CS 011
Registration Applications: Liability Forms /
Release of Liability Forms / Waivers of
Liability / Permissions: Camps, Field Trips,
Authorization to give Medicine, etc.
2 years
Yes:

During
Class or
Program
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Community
Services
CS 012
Schedules / Hours
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community
Services
CS 013
Sign -in / Sign -Out Sheets: for classes /
programs
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Community
Services
CS -014
Special Event Permits
2 years
Yes:

Before
Event
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Community
Services
CS 015
Sports Organizations: Non -Profit
Organizations (Little League, etc.)
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 314 of 1413 ends

Adopted: 4/9/2026

Ver. 7.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED -1
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and impl i a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

ECONOMIC DEVELOPMENT
Economic
Develop.

ED -001
Economic Development Projects:

Programs, Subject / Issues / Economic
Development
Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Economic
Develop.

ED -002
Oversight Board Agenda Packets
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
City Clerk
ED -003
Oversight Board Minutes, Resolutions
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Send originals to City Clerk; GC §34090.7
Economic
Develop.

ED 004
Real Estate Appraisals
Minimum 5
years
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference, meets municipal
auditing standards; GC §34090
Economic
Develop.

ED -005
Redevelopment Long Range Property
Management Plans: Oversight Plans
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
Economic
Develop.

ED 006
Redevelopment Plans
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference for Historical
Purposes; GC §34090
Economic
Develop.

ED -007
Redevelopment Projects / Project Areas:
(Ensure Planning has all Environmental
Documents, Engineering has all CIP
Projects, / City Clerk has all Real Property
records for Permanent retention)
Completion +
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Planning, Building and Engineering retains
final documents of construction projects
(transfer any CIP project files to Engineering);
Covers various Statute of Limitations; CCP
§337 et seq.; GC §34090
Economic
Develop.

ED 008
Small Business Loans / Fagade
Improvement
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Meets Municipal
Government Auditing Standards; GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 315 of 1413 ends

Adopted: 4/9/2026

Ver. 11.0
RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -1
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE
Finance
FIN -001
1099's / 1096's / DE542 (California Report
of Independent Contractors)
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; IRS: 4 years after tax
is due or paid (longer for auditing & contractor
delinquency); Ca. FTB: 3 years; 26 CFR
§31.6001-1(e)(2), R&T §19530, GC §34090;
29 USC 436
Finance
FIN 002
Accounts Payable: Invoices / Backup,
Proof of Bids, Purchase Orders, Check
Copies
(Includes Invoices, Travel Expense
Reimbursements, Transit
Reimbursements, Direct Payment
Vouchers, etc.)
7 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC §34090
Finance
FIN 003
Accounts Receivable: Received Tax
Revenue, Invoices to Outside Entities
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance
FIN 004
Audit Work Papers
3 years
Mag, Mfr,
OD, Ppr
Department Preference (meets municipal
government auditing standards); GC §34090
Finance
FIN -005
Audits: Annual Financial Statements,
Reports, ACFR
P
Mag, Mfr,
OD, Ppr
S I I
Yes: After

QC & OD
Department Preference; GC §34090
Finance
FIN 006
Audits - Single: Grant, IRS,
Transportation, PERS, etc.
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference (meets municipal
government auditing standards); GC §34090
Finance
FIN 007
Bank Statements / Reconciliations:

Trustee Statements, Fiscal Agent
Statements, Investment Account
Statements
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-1
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 316 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -2
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

QC & OD
Department Preference; Statute of Limitations
for bonds issued by local governments are 10
years; IRS bond auditing regulations state,
'...material records should generally be kept
for as long as the bonds are outstanding, plus
3 years after the final redemption date of the
bonds; There are specific requirements for
disposal of unused bonds; CCP §§336 et seq.
337.5(a); 26 CFR 1.6001-1(e): 26 CFR §

1.148-5(d)(6)(iii)(E); GC §43900 et seq.

Finance
FIN -009
Budgets
7 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Preliminary drafts; GC §34090
Finance
FIN -010
Budgets - Preliminary: Proposed, Backup
Documents
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Preliminary drafts; GC §34090
Finance
FIN 011
Deposit Receipts: Daily Cash Summaries,
Cashiers Reports, Cash Reports, Petty
Cash
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance
FIN 012
Checks: Warrants (Cashed)
5 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; years; GC §
34090
Finance
FIN -013
Collections: Collection Agency Case Files
/ Statements, Delinquent Accounts
7 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Delinquencies remain
on credit reports for 7 years; GC §34090 et
seq.

Finance
FIN 014
Developer's Fee Accounts
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-1
Finance
FIN -015
Escheat: Unclaimed money, uncashed
checks
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; All tangible property
held by government agencies escheats after 3
years; Statute of Limitations is 1 year for
seized property; CCP §§340(d), 1519; GC
§34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 317 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -3
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act re. uests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance
FIN 016
Financial Services Database
Indefinite
Minimum 7
years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Data Fields / Records are interrelated;
Consistent with Accounts Payable; meets
municipal government auditing standards; GC
§34090
Finance
FIN 017
Fixed Assets
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference (bond auditing
purposes; IRS regulations state, "...material
records should generally be kept for as long
as the bonds are outstanding, plus 3 years
after the final redemption date of the bonds");
26 CFR 1.6001-1(e); GC §34090
Finance
FIN -018
Investment Reports / Backup
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Finance
FIN -019
Investments: Arbitrage, Certificate of
Deposit, Investment Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF
(Local Agency Investment Fund))
5 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; Meets auditing
standards; FTC Reg's rely on "self -
enforcement"; GC§§ 34090, 43900
Finance
FIN -020
Journal Entries / Journal Vouchers
7 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-1
Finance
FIN -021
Leases / Tenant Files
Completion +
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference, meets municipal
auditing standards; CCP §337 et seq.; GC
§34090
Finance
FIN -022
Reports - Finance Reports created from
Database / Monthly/ Periodic: Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue / Expenditure Reports, etc.

When No
Longer
Required
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference (The Financial System
Database is the original; reports are
considered drafts or copies); GC §34090
Finance
FIN -023
Reports - Annual: State / Federal, State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 318 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -4
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance
FIN -024
Returned Checks / NSF Checks
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance
FIN 025
TUMF (Transportation Uniform Mitigation
Fee accounts)
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-1
Finance
FIN -026
W -9s
Vcndor
Yes: Until
Paid
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Vendor Inactive + 3 years; GC §34090;
nactivc + 3
y arc,
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 319 of 1413 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: FIRE
(Fire Marshal / Fire Prevention)
Page FR -1
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record 's not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

FIRE / FIRE MARSHAL / FIRE PREVENTION (The County retains most records series) Fire / Fire
Prevention
FR -001
Fire Plans (Those Plans Only Reviewed By
Fire. Examples Are Fire Sprinkler, Fire
Alarm, Alternative Fire Extinguishing
Systems, Private Underground Fire Mains,
other Fire Protection Systems, etc.)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Loncer
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
CFC §§ 1.8.4.3.1, 104.7; CBC § 107.5; H&S
§19850; GC §34090
Fire / Fire
Prevention
FR -002
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Fires, Modification /
Alternative Methods / Materials / Citations
/ Notice of Violations
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Loncer
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
CFC § 104.7; GC §34090
CFC §§ 104.7 - 104.7.6 ;
Fire / Fire
Prevention
FR 004
Permits: Fire Code Permits / Special Event
Permits (assembly permits, burn permits,
candle permits, tent permits, open flame,
etc.)
Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
CFC § 104.7; GC §34090
BEAUMONT, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 4/9/2026

Page 320 of 1413 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR -1
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HUMAN RESOURCES
Human
Resources
HR 001
Benefit Plan Documents: CaIPERS,
Optical, Dental, etc.

Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
EEOC / ADEA (Age) requires 1 year
after benefit plan termination; Federal
law requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(1)(2); 29
USC 1027; GC §§12946, 12960, 34090
Human
Resources
HR 002
Classification / Reorganization Studies: for
employee classifications / department
structures
Minimum 3
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Bureau of National Affairs recommends
2 years for all supplementary Personnel
records; Wage rate tables are 1 or 2
years; State requires 2 years; 29 CFR
516.6, 29 CFR 1602.14, GC §§12946,
12960, 34090
Human
Resources
HR 003
Compensation Surveys / Studies
Minimum 3
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; PERS requires
5 years for Compensation Earnable
(usually compensation is adopted via
Resolution of the City Council); Bureau
of National Affairs recommends 2 years
for all supplementary Personnel
records; Wage rate tables are 1 or 2
years; State requires 2 years; 29 CFR
516.6(2), 29 CFR 1602.14, 2 CCR
270.5; GC §§12946, 12960, 34090
Human
Resources
HR 004
California Civil Rights Department (CRD) /
Department of Fair Employment / Housing
(DFEH / EEOC) Claims / Harassment
Claims
Final
Disposition + 4
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 321 of 1413 ends

Adopted: 4/9/2026

Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR -2
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources
HR -005
DMV Pull Notices
When
Superseded, or
Upon
Separation
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Human
Resources
HR -006
Drug / Alcohol Test Results: All - Positives
/ Negatives
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; D.O.T.

Requires 5 years for positive tests, 1
year for negative tests;
EEOC/FLSA/ADEA (Age) requires 3
years physical examinations; State Law
requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946, 12960,
34090; 49 CFR 655.71 et seq.; 49 CFR
382.401 et seq. 49 CFR 653.71
Human
Resources
HR 007
Employee Investigations
Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; All State and
Federal laws require retention until final
disposition of formal complaint; State
requires 4 -years after "fully and finally
disposed"; 2 CCR 1101(c); GC
§§12946, 12960, 34090
Human
Resources
HR 008
Ethics / Harassment Prevention Training
Certificates: Employees
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §53235.2(b); GC §53237.2(b) LC
§1198.5
Human
Resources
HR -009
I -9s
I
Separation + 3
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Non -citizens must re -certify periodically;
Required for 1 year from termination or
3 years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of
employment inquiry"; State Law requires
2 -3 years; 8 CFR 274a.2; 29 CFR
1627.3(b)(1); GC §§12946, 12960,
34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 322 of 1413 ends

Adopted: 4/9/2026

Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR -3
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources
HR -010
Job Descriptions / Classification
Specifications
Minimum
Superseded + 4
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4 years;
29 CFR 1602.31 & 1627.3(b)(ii), GC
§§12946, 12960, 34090
Human
Resources
HR 011
Labor Relations Files:

Negotiation Notes, Correspondence,
Interpretation of MOU Provisions,
Documentation, etc.

Minimum 10
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Human
Resources
HR -012
OSHA Logs: 200, 300, 301, 301A
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Calif. Labor Division is required to keep
their records 7 years; OSHA requires 5
years; State law requires 2 years; 8
CCR 14300.33, 8 CCR §3203(b)(1), GC
§34090.7; LC §6429c
Human
Resources
HR 013
Personnel Files: Employee File Includes
Application, Evaluations, Policies, Oaths of
Office, Payroll Change Notices, Training
Certificates, etc.

Except Police Employees
Separation + 6
years or
Termination of
Benefits,
Whichever is
Longer
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; W -4s are required
four years after the due date of such tax
for the return period to which the
records relate, or the date such tax is
paid, whichever is the later. 26 CFR 31-
6001-1; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946,
12960, 34090; 53237.2(b), LC §1198.5
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 323 of 1413 ends

Adopted: 4/9/2026

Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR -4
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources
HR 014
Personnel Grievance Files
Separation + 6
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; All State and
Federal laws require retention until final
disposition of formal complaint; State
requires 4 -years after "fully and finally
disposed"; 2 CCR 1101(c); GC
§§12946, 12960, 34090
Human
Resources
HR 015
Personnel Medical File / Benefit File: (all
employees)
Pre -employment Medical Clearances,
ADA Accommodations, Respirator Fit
Tests, etc.

Except Police Employees
Separation + 30
years or
Termination of
Benefits + 5
years,
Whichever is
Longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Files
maintained separately; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR§3204(d)(1)et seq.,
29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090; LC §1198.5
Human
Resources
HR 016
Recruitment / Testing File:

Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
/ statistical Metric, Job Analysis, Rating
Sheets, Scantrons, etc.

Expiration of
Eligibility List +
4 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; EEOC / FLSA /
ADEA (Age) requires 1-3 years; State
Law requires 2 - 3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources
HR 017
Studies / Surveys Conducted on Behalf of
the City: Sick Leave, Attrition, Benefits, etc.

When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Human
Resources
HR 017.5
Verifications of Employment, Child
Support, etc. (From lenders / other
outside companies)
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Not an Agency record / Content does
NOT relate in a substantive way to the
conduct of the public's business; GC
§34090 et seq
Human
Resources
HR -018
Volunteer / Unpaid Intern Applications /
Agreements: Unsuccessful / Pending
Applicants
3 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC §§ 12960,
34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 324 of 1413 ends

Adopted: 4/9/2026

Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR -5
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

QC & OD
Department preference (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC §§12960,
34090
Human
Resources
HR 020
Workers Compensation Claim Runs
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
York provides these (reports can be
produced on demand); GC §34090
Human
Resources
HR 021
Workers Compensation Claims Long
Term: Disability Claims (Includes all
Accident, Incident, / Injury Reports from
P
Employees)
Separation + 30
years or
Termination of
Benefits + 5
years,
Whichever is
Longer
Yes: Until
Separation
P
Mag, Mfr,
OD, Ppr
P
S / I
Yes: After

QC & OD
Department preference; Files
maintained separately; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR§3204(d)(1)et se
P q•,
29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
Human
Resources
HR -021.5
Workplace Violence — Hazard
identification, evaluation, correction,
incident logs, investigations, etc.
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
LC §6401.9(f), GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 325 of 1413 ends

Adopted: 4/9/2026

Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR -6
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HUMAN RESOURCES / RISK MANAGEMENT
HR / Risk
Manage.

HR 022
Accident Reports - No Claim: Incidents -
Vehicles, Liability
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
HR / Risk
Manage.

HR -023
Billing for Damage to City Property: to
insurance companies as a result of an
accident, etc.
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
HR / Risk
Manage.

HR -024
Claim Runs
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
HR / Risk
Manage.

HR 025
Liability Claims
Final
Resolution + 5
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; Covers various
statute of limitations; CCP §§ 337 et
seq.; GC §§ 911.2, 945.6, 34090,
34090.6; PC §832.5
HR / Risk
Manage.

HR -026
Insurance Policies (City Owned)
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
HR / Risk
Manage.

HR -027
OSHA Inspections / Citations
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Calif. Labor Division is required to keep
their records 7 years; OSHA requires 5
years; State law requires 2 years; 8
CCR §3203(b)(1), OMB 1220-0029; GC
§34090.7; LC §6429c
HR / Risk
Manage.

HR -028
Safety Committee
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
GC §34090.7; LC §6429c
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 326 of 1413 ends

Adopted: 4/9/2026

Ver. 7.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT -1
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

INFORMATION TECHNOLOGY
Information
Technology
IT -001
Backups / Computer Backups (ALL
Disaster Recovery Computer Backups)
When No
Longer
Required
Yes
Mag.

Used for Disaster Recovery Purposes Only;
Considered a copy and can be destroyed
when no longer required; tapes are in
autochangers and are overwritten; GC §34090
et seq.

Information
Technology
IT 003
GIS Database: Data / Layers (both City-
wide / Specialized)
When No
Longer
Required
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require the
data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Information
Technology
IT -004
Network Configuration Maps / Plans
When No
Longer
Required
Yes
Mag.

Preliminary documents not retained in the
ordinary course of business; GC §34090 et
seq.

Information
Technology
IT -005

UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup) /
(WORM / DVD-r / CD -r / Blue Ray -R) /
other unalterable media that does not
permit additions, deletions, / changes
Follows
Retention of
Official
Electronic
Record
OD
For legal compliance for Trustworthy
Electronic Records (when the electronic record
serves as the official record); GC 34090,
12168.7, EVC 1550, CCR 22620 et seq.

Page 327 of 1413 ends

Adopted: 4/9/2026

Ver. 8.0 RECORDS RETENTION SCHEDULE: PAYROLL
Page PAY -1
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PAYROLL
Payroll
PAY -001
CaIPERS Reports: Annual Valuation Reports,
Actuarial Valuation Reports
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Payroll
PAY 002
IRS Forms: DE -6, DE -7, DE -9, DE -43, W-3, /
DE -166, 941 Forms, IRS 5500 Forms
(Employee Benefit Plans), PERS / FICA /
Medicare Adjustments - Quarterly Payroll Tax
Returns / OASDI, Federal Tax Deposits,
Adjustments, etc.
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; IRS: 4 yrs after tax
is due or paid; Ca. FTB: 3 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Payroll
PAY -003
Deferred Compensation (City Statements)
5 years
Mag, Mfr,
OD, Ppr
S /I
Yes: After

QC & OD
Produced by Deferred Comp. Provider; GC
§304090, 26 CFR 31.6001.1
Payroll
PAY 004
Payroll Batches: Includes W -4s
5 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; W -4s are
required four years after the due date of
such tax for the return period to which the
records relate, or the date such tax is paid,
whichever is the later. 26 CFR 31-6001-1;
GC §34090
Payroll
PAY 005
Payroll Database
Indefinite
Minimum 5
years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Data Fields / Records are interrelated;
Consistent with Time Cards; meets
municipal government auditing standards;
GC §34090
Payroll
PAY 006
Payroll File: (By Employee Name)
Separation +
5 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department preference; ; GC §34090
Payroll
PAY 007
Payroll Reports Periodic: Includes Deduction
Registers, Payroll Journals, Leave Registers,
Time Transaction Reports, etc.

P
Mag, Mfr,
OD, Ppr
S /1
Yes: After

QC & OD
Department preference for PERS Buy-back
purposes; Meets municipal government
auditing standards; PERS Circular letter
200-051-17; GC §34090
Payroll
PAY 008
Payroll Reports Year End: (December)
Cumulative
5 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 328 of 1413 ends

Adopted: 4/9/2026

Ver. 8.0 RECORDS RETENTION SCHEDULE: PAYROLL
Page PAY -2
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Payroll
PAY 009
Time Sheets: Time Cards / Overtime Sheets /
Overtime Cards
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Meets auditing
standards (audit + 4 years); IRS requires 4
years; Ca. requires 2 yr min.; FTB keeps 3
years; Most Employees provide digital
signatures when they submit their
timecards, but some in Public Works and
Community Services do not (another
employee enters their time); IRS Reg
§31.6001-1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5; GC §34090
Payroll
PAY -010
W -2's
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference for Grant Auditing
Purposes; Meets municipal government
auditing standards; GC §34090
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Page 329 of 1413 ends

Adopted: 4/9/2026

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -1
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE / CHIEF / ADMINISTRATION
Police /
Chief /
Admin.

PD 001
Accounts Receivable - Invoices for
Restitution, School Resources, etc.
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Police /
Chief /
Admin.

PD -002
Alarm Permits
Expiration +
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090 et seq.

Police /
Chief /
Admin.

PD 003
Asset Forfeiture
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference (meets auditing
standards); GC §34090 et seq.

Police /
Chief /
Admin.

PD -004
Background Checks for Outside Agencies
When No
Longer
Recuired
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Preliminary drafts not
retained in the ordinary course of business; GC
§34090 et seq.

Police /
Chief /
Admin.

PD 005
Background File / Recruitment File /
Psychological Police Employees /
Police Volunteers (SUCCESSFUL)
Separation +
4 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
City preference; State Law requires 4 years
after the date of the employment action taken;
29 CFR 1627.3(b)(1)(i), 29 CFR 1602.14; GC
§§12946, 12960, 34090; 29 USC 1113
Police /
/
Admin.

PD -006
Background File / Recruitment File /
Phycological - Police Employees / Police
Volunteers (UNSUCCESSFUL)
4 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
City preference; State Law requires 4 years
after the date of the employment action taken;
29 CFR 1627.3(b)(1)(i), 29 CFR 1602.14; GC
§§12946, 12960, 34090; 29 USC 1113
Police /
Chief /
Admin.

PD -007
Carry Concealed Weapon Permits (CCW
Permits) APPROVED
Expiration +
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090 et seq.

Police /
Chief /
Admin.

PD -008
Carry Concealed Weapon Permits (CCW
Permits) DENIED
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090 et seq.

Police /
Chief /
Admin.

PD -009
Department Policies / Procedures /
Operation Directives / General Orders /
Lexipol (Department Policies / Procedures)
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC § 34090 et seq.

Page 330 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -2
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Chief /
Admin.

PD 010
DOJ Inquiries / Responses
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090 et seq.

Police /
Chief /
Admin. 5
PD 011
Internal Affairs Investigations Individual
Officers / Complaints Against Officers
COMPLAINTS - WITHOUT Sustained
Finding of Misconduct as defined in PC
§832.
(May include criminal acts, moral turpitude,
complaints generated from a citizen)
Final
Disposition +
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for civilian complaints; other
State & Federal laws require retention until final
disposition of formal complaint; State requires 2
years after action is taken; Statute of
Limitations is 4 years after the discovery of the
offense for misconduct in office; PC 801.5,
803(c), 832.5; EVC § 1045(b)(1), GC §§12946,
12960, 34090; VC §2547
Police /
Chief /
Admin.

PD 011.1
Internal Affairs Investigations - Individual
Officers / Complaints Against Officers -
COMPLAINTS - WITH Sustained Finding
of Misconduct as defined in PC §832.

Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
PC §832.7; GC §34090
Police /
Chief !
Admin.

PD 013
Internal Pursuit Critiques
Incident + 2
years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department preference; GC §34090 et seq.

Police /
Chief /
Admin.

PD 014
Neighborhood Watch
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090 et seq.

Police /
Chief /
Admin.

PD 015
Personnel Files - Police Dept. Employee
File
Includes Application, Evaluations, Policies,
Oaths of Office, Payroll Change Notices,
Training Certificates, etc.

Separation +
6 years or
Termination
of Benefits,
Whichever is
Longer
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; statute of limitations
for retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§
3105, 12946, 12960, 34090; LC §1198.5
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 331 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -3
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention oeriods (retention resumes after settlement or completion).

Police /
Chief /
Admin.

PD -016
Personnel Files - Police Dept. Medical
File / Benefit File
Pre -employment Medical Clearances,
ADA Accommodations, Respirator Fit
Tests, etc.

Separation +
30 years or
Termination
of Benefits,
Whichever is
Loncer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30 years
for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i),
GC §§12946, 12960, 34090; LC §1198.5
Police /
Chief /
Admin.

PD 017
Personnel Training Evaluations / Daily
Observation Reports
2 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
GC §34090
Police /
Chief /
Admin.

PD -018
Pitchess Motions Notifications
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Police /
Chief /
Admin.

PD 019
Press Releases
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Police /
Chief /
Admin.

PD 020
Range Qualifications
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Police /
Chief /
Admin.

PD 021
Training Bulletins
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Police /
Chief /
Admin.

PD 022
Use of Force Review - NO Employment
Actions, (Not as a result of a civilian
complaint, / not resulting in death / in great
bodily in'ury.)
Incident + 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §§12946, 12960,
34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 332 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -4
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE / CAD / DISPATCH
Police /
Commun.

PD 023
Recordings - Audio Recordings / Tapes -
(CAD/RMS) Recordings of Telephone /
Radio Communications Dispatch Tapes
(CAD)
Minimum 180
days
Ma g
Department Preference (consortium standard);
(legally mandated for 100 days); (may be
discoverable or made public in some
circumstances), GC §§34090, 34090.6

POLICE / DETECTIVE BUREAU
Police /
Detectives
PD -026.3
Automated License Plate Reader Data /
ALPR Recordings
When No
Longer
Required
Mag
Recordings that become evidence are stored
with evidence; Does not record regular and
ongoing operations; GC §34090.6 et seq;
Police /
Detectives
PD 026.5
Drone (Unmanned Aerial Vehicle)
Recordings
When No
Longer
Required
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Detectives
PD -027
Informant Files
Minimum 5
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference GC §34090
Police /
Detectives
PD 028
Intelligence Files (Criminal Intelligence
Files)
No Longer
than 5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity.

Misleading, obsolete or unreliable information is
required to be destroyed; remaining records
must not be retained longer than 5 years; 28
CFR 23.20(h); GC §34090
Police /
Detectives
PD 029
Investigation Files / Arrest Files
Transfer to
Records
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Final reports and records are transferred to the
case file stored in Records; GC §34090 et seq.

Police /
Detectives
PD -030
Narcotics Buy Fund Logs
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090 et seq.

POLICE / PATROL
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 333 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -5
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Patrol
PD 031
Canine (Police Service Dogs) Program
Files / Training Files: Animal Files
Separation +
3 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
3 years is required for animal care / treatment
records; FA §32003(e), PC §597.1(d); GC
§34090 et seq.

Police /
Patrol
PD 032
Canine (Police Service Dogs) Program
Files: Action Reports, Monthly Reports
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090 et seq.

Police /
Patrol
PD -033
Officer Daily Logs
2 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department preference; Preliminary drafts not
retained in the ordinary course of business; GC
§34090 et seq.

Police /
Patrol
PD 034
PAS Device Calibration Logs
2 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
GC §34090 et seq.

Police /
Patrol
PD 035
Ride Along Waivers
2 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
GC §34090 et seq.

Police /
Patrol
PD 036
Special Events / Ops Plan
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Preliminary drafts not made or retained for the
purpose of preserving the informational content
for future reference; GC §34090, GC §
7920.530; 64 Ops. Cal. Atty. Gen. 317 (1981))
Police /
Patrol
PD -037
Traffic Control: Radar Calibration Records
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090 et seq.

Police /
Patrol
PD -038
Vacation House Checks / Extra Patrol
Requests
When No
Longer
Recuired
Mag, Mfr
OD, Ppr,
S / I
QC & OD Yes: After
Department preference; Preliminary drafts not
retained in the ordinary course of business; GC
§34090 et seq.

Police /
Patrol
PD 039
Watch Commander Logs
2 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department preference; Preliminary drafts not
retained in the ordinary course of business; GC
§34090 et sec.
_

POLICE / PROPERTY AND

EVIDENCE
Police /
Property &
Evidence
PD 040
Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr'
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Police /
Property &
Evidence
PD 041
Forfeiture Notification
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

Page 334 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -6
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Property &
Evidence
PD -042
Gun / Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Police /
Property &
Evidence
PD -043
Lost / Found Property (Documents related
to)
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Police /
Property &
Evidence
PD -044
Property / Evidence Logs
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Police /
Property &
Evidence
PD -045
Property Auctions
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

Page 335 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -7
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE / RECORDS
Police /
Records
PD -046
Alarm Responses
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090 et seq.

Police /
Records
PD -047
Bicycle Registrations
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Police /
Records
PD 048
Citations / Notice to Appear - Parking,
Marijuana, / Moving (Includes Voided /
Warnings)
2 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department preference; GC §34090 et seq.

Police /
Records
PD 049
CRIME REPORTS / INCIDENT REPORTS:

ALL, Except for those Specifically
Mentioned Elsewhere (mandated
purges / retention)
10 years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; Domestic Violence
incident reports are required or a minimum of 5
years; Provided there are no outstanding
warrants, unrecovered weapons, criminal
deaths, they are not historically significant, and
it is not classified under PC §800 & 290 and
H&S §11850; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5,
GC §34090, PC §802, PC §§187, 800 et seq,
FC 6228(d)
Police /
Records
PD 050

POLICE REPORTS / INCIDENT
REPORTS:

Capital Crimes / Homicides / Major
Crimes / Serious Felonies / Sex Crimes /
Child Abuse / Felony DNA (Crimes Subject
to the Death Penalty), Sex Crimes (PC
§288, 290, WIC 707(b)), PC 803(h)
P
Yes
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; others have no limitations on
commencement of action; Courts keep
permanently PC §§ 261, 286, 288, 288a, 288.5,
289, 289.5, 290, 799, 803(h), 11169 et seq.;
11170(a); WIC 707(b)
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 336 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -8
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records
PD 051
CRIME REPORTS / INCIDENT REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, / lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090; PC
§851.8(a)
Police /
Records
PD -052
CRIME REPORTS / INCIDENT REPORTS:

Firearms entered into CLETS (if not
Permanent Retention) - Found /
Recovered Firearms
Firearm
Found or
Recovered -
Minimum 2
years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
PC§ 11108.2(b); GC§ 34090
Police /
Records
PD 053
CRIME REPORTS / INCIDENT REPORTS:

Misdemeanor / Infraction - Adult
Marijuana - HS §11357(b)(c)(d)(e) / HS
§11360(b) (with procedure in HS
§11361.5) - Except those with outstanding
stolen property, including firearms, / lost
firearms
2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
("Shall" Destroy); GC §§68152(c)(8), 34090;
H&S §11361.5
Police /
Records
PD 054
CRIME REPORTS / INCIDENT REPORTS:

Misdemeanor / Infraction - Juvenile
Marijuana HS §11357(E) Except those
with outstanding stolen property, including
firearms, / lost firearms
Conviction or
Arrest (if No
Conviction) +
2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
QC & OD 2
years
(Courts and other Agencies "Shall" Destroy);
H&S §11361.5; GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 337 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -9
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records
PD 055
CRIME REPORTS / INCIDENT REPORTS:

Misdemeanor / Infraction Marijuana
§11357(d) - Juvenile on School Grounds
during School Hours (with procedure in
HS §11361.5)
Offender is
18 Years Old
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(d)
Police /
Records
PD 056
CRIME REPORTS / INCIDENT REPORTS:

Sealed Adult, Juvenile / Ward Cases -
Except those with Except Childhood
Sexual Assault Child Abuse / Severe
Neglect, (Substantiated), outstanding
stolen property, including firearms, / lost
firearms
Sealing Date
+ 5 years (or
Court Order)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Sealed records for juveniles and wards of the
Court must be destroyed 5 years after sealing
date; CCP §§340.1, GC §34090; W&I
§§389(a), 781(d)
Police /
Records
PD -056.1
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile / Ward Cases -
Childhood Sexual Assault - Before
January 1, 2024
Age of
Majority + 22
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP §§340.1,
GC §34090
Police
PD 034.1
DR Reports / Crime Reports
Sealed Juvenile / Ward Cases -
Childhood Sexual Assault - After January
1, 2024
P
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP §§340.1,
GC §34090
Police /
Records
PD 056.5
CRIME REPORTS / INCIDENT REPORTS:

Vacatur Relief Granted by Court - Victim
of Human Trafficking (Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
QC & OD 3
years
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 338 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -10
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records
PD 057
Crime Statistics / National Incident -Based
Reporting System (NIBRS) / Uniform
Crime Reports (UCR) - Summaries (BCS)
2 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Filed on line with the State; GC §34090
Police /
Records
PD -058
Direct Files (Sent to District Attorney)
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090 et seq.

Police /
Records
PD -059
DMV Verbal Notices
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090 et seq.

Police /
Records
PD -060
Field Investigation Cards (FI's) - After
Entry into RMS
When No
Longer
Rec u i re
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Preliminary Drafts; GC§ 34090 et seq.

Police /
Records
PD -061
Logs: Arrest Packet, JDIC
2 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department preference; Preliminary drafts not
retained in the ordinary course of business; GC
§34090 et seq.

Police /
Records
PD -062
NCIC Validation
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Police /
Records
PD -063
Officer Recordings: Body -Worn Camera
Videos — LOGS of Access / Deletion of
Data
P
Mag
PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Records
PD -064
Officer Recordings: Body -Worn Camera
Videos - that ARE evidence, Officer
Involved Shootings / Detention / Arrest /
Complaints
Follows the
Retention of
the Evidence,
Minimum 2
years
Mag
PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Records
PD 065
Officer Recordings: Body -Worn Camera
Videos - that are NOT evidence
Minimum 60
days
Mag
PC§ 832.18(b)(5)(A); GC §34090.6 et seq.

Police /
Records
PD 065.5
Recordings: Body Worn Cameras —
Accidental Recordings Reviewed and
Approved for Deletion (Non-evidentiary)I
After
Approval
Mag
Department preference; consistent with Lexipol
policies (review, supervisory authorization, and
documentation required); PC§ 832.18 et seq.

GC §34090.6 et seq.

Page 339 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -11
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records
PD -066
Officer Recordings: Mobile Audio Video
(MAV) Recordings - that are NOT
evidence
1 year
Mag
Department preference (consistent with Lexipol
Section 422); Recordings that become
evidence are stored with evidence - these are
preliminary documents / transitory recordings;
GC §34090.6 et seq.

Police /
Records
PD -067
Pawn Slips
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference to provide information
to other agencies; Non -records used for
investigations; Originals entered into the State
Automated Property System; most agencies
retain for 2 years; GC §34090
Police /
Records
PD 068
Police RMS Database
Indefinite
Follows
Retention of
the Crime
Report
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Data is interrelated; May contain independent
contractor's compensation, expense
reimbursement, or District credit card records;
GC §34090(d)(12)
Police /
Records
PD -069
Registrants: Arson Adults
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Pursuant to PC §457.1 et seq.; required to
register for life; If released from DOJJ , records
are destroyed after age 25 or sealing pursuant
to W&I §781; GC §34090
Police /
Records
PD -070
Arson Registrations: Juveniles released
from Division of Juvenile Justice
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Pursuant to PC §457.1 et seq.; If released from
DOJJ , records are destroyed after age 25 or
sealing pursuant to W&I §781; GC §34090
Police /
Records
PD 070.2
Registrants: Gang Adults
Minimum 5
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); GC §34090
Police /
Records
PD -070.3
Registrants: Gang Juveniles
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); Records are destroyed
pursuant to W&I §781;GC §34090
Police /
Records
PD 070.4
Registrants: Gang Adults Shared Gang
Databases / CalGang
5 years After
Last Reset
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.30(a));11 CCR 773.8; GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 340 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -12
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act re. uests, audits and/or investigations suspend normal retention oeriods (retention resumes after settlement or completion).

Police /
Records
PD 070.5
Registrants: Gang Juveniles Shared
Gang Databases / CalGang
3 years After
Last Reset
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.30(a)); Records are destroyed
pursuant to W&I §781; 11 CCR 774; PC
§186.30; GC §34090 et seq.

Police /
Records
PD 071
Registrants: Narcotic
5 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department Preference; Registration is
required for 5 years; GC §34090, H&S §11590
et seq., H&S §11594(a)
Police /
Records
PD 072
Registrants: Sex Offenders - Adults
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; Pursuant to PC §290
et seq.

Police /
Records
PD 073
Registrants: Sex Offenders - Juveniles
P
or Sealing
Date + 5
years (or
Court Order)
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Pursuant to PC §290 et seq.; W&I §781(d)
Police /
Records
PD 074
Regulatory Permits / Backgrounds
(Solicitors, Massage, Taxi, etc.)
Expiration +
2 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department preference; GC §34090 et seq.

Police /
Records
PD -074.5
Report to the State Commission on Peace
Officer Standards / Training (POST
Commission) of peace officer employment,
compliant, finding, disposition, / judgement
pursuant to §PC 13510.9
3 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
11 CCR 999.228; 11 CCR 999.229; GC §34090
Police /
Records
PD 075
Repossession Notices
When No
Longer
Recuired
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Preliminary drafts not retained in the ordinary
course of business; GC §34090
Police /
Records
PD 075.1
STOP Source Data, Audit Log / Racial /
Identity Profiling Act (RIPA) Annual Report
3 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
11 CCR 999.228; 11 CCR 999.229; GC
§§12525.5, 34090
Police /
Records
PD 076
Subpoenas (Personal Appearance / Duces
Tecum)
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Police /
Records
PD -077
Subpoenas (Records)
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

Page 341 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -13
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records
PD 078
Recordings - Video Recordings - Parking
Lots, Public Areas
When No
Longer
Recuired
Mag
Does not record "regular and ongoing
operations"; GC §34090.6
Police /
Records
PD 079
Recordings - Video Recordings - Police
Operations
1 year
Mag
Records "regular and ongoing operations"; GC
§34090.6
Police /
Records
PD -080
Warrants (Recalled / Served)
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference;; GC §34090 et seq.

POLICE / TEMPORARY HOLDING

FACILITY
Police /
THF
PD -081
Daily Inspection Log, Juvenile Log
2 years
2 years
1 year
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Police /
THF
PD -082
Monthly Counts, Official Counts
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Police /
THF
PD -083
Recordings Video Recordings
(Temporary Holding Facility)
Mag
GC §34090.6(a)
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 342 of 1413 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC INFORMATION Page PIO-1
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC INFORMATION
Public
Information
PI -001
Brochures / Newsletters
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
Public
Information
PI 002
Public Relations / Press Releases / News
Releases / Announcements / Media
Coverage
IF the CONTENT relates in a
SUBSTANTIVE way to the conduct of the
public's business
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
Public
Information
PI -004
Social media postings (Content NOT
Substantive)
Final, Official records are retained for their
retention period by the Office of Record
When No
Longer
Required
Mag, Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.

Records where either the CONTENT
relates in a SUBSTANTIVE way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are SAVED by placing
them in an electronic or paper
(project) file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC
§§34090, 7927.500, 7928.705.; 64 Ops.

Cal. Atty. Gen. 317 (1981)); City of San
Jose v. Superior Court (2017) 2 Cal.5th
608 Jose vs. Superior Court, 5 Cal. 5th
608 (2017).

Page 343 of 1413 ends

Adopted: 4/9/2026

Ver. 10.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance / Streets, Solid Waste, Wastewater) Page PW-1
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 /ears), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / ENGINEERING
Public Works
/ Engineering
PW-001
Aerial Maps: Analog, Historical
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Public Works
/ Engineering
PW-002
Benchmarks
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Public Works
/ Engineering
PW-003
Bonds - Improvements: Performance
Bonds, Subdivision Bonds, Letters of Credit
Release of
Bond / Letter
of Credit
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Securities (Performance Bonds, Letters of
Credit, CD's, etc.) are released after the
Notice of Completion is issued and replaced
with the Warranty Bond, which is released 1
year after the Notice of Completion date. GC
§34090
Public Works
/ Engineering
PW 004
Capital Improvement Projects (CIP) -
Maintenance Projects: Painting, Pavement
Overlays, Repairs, Ramps, Re -Roof,
Sidewalk Repairs, Slurry Seals, etc.

Completion +
5 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Some grant funding
agencies require audits; Statute of Limitations
for Errors & Omissions is not applicable;
Statute of Limitations: Contracts & Spec's=4
years; CCP §337 et. seq., GC §34090
Public Works
/ Engineering
PW-005
Capital Improvement Projects (CIP):

Administration File, Grants, Funding, Project
Administration, Certified Payrolls,
Community Outreach / Notifications,
Funding / Grants, Project Schedules,
Progress meetings, Punch Lists, Real Estate
Appraisals, RFIs / Responses, Temporary
Easements, Construction Manager's Logs,
Daily Inspections, Daily Logs, Photos, etc.

Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Some grant funding
agencies require audits; Statute of Limitations
for Errors & Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337 et.
seq., GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 344 of 1413 ends

Ver. 10.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance / Streets, Solid Waste, Wastewater) Page PW-2
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 /ears), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints,
claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Engineering
PW 006
Capital Improvement Projects (CIP)
Permanent File: Specifications / Addenda,
Agreement / Contract (copy), Successful
Proposal, Change Orders, Geotechnical
Studies / Reports, Operations / Maintenance
Manuals (O&M Manuals,) Materials Testing
Reports, Grading Permits, Hazardous
Materials Plans, Notice of Completion, Soil
Reports, Studies, Submittals, Surveys, etc.

P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; retained for disaster
preparedness purposes; GC §34090
Public Works
/ Engineering
PW 007
Community Facilities District Projects
(CFD Projects): Maintenance Projects
P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
Public Works
/ Engineering
PW-008
Correspondence Not Related to a CIP:

State / Federal Agencies, EPA, Health
Department, etc.

Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC
Department preference; Some
correspondence from Regulatory Agencies
need to be retained for long periods of time;
GC §34090
Public Works
/ Engineering
PW 009
Design / Construction Standards -
Authored by the City
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Public Works
/ Engineering
PW 010
Drawings, Plans / Maps: Plans / Record
Drawings, Large Format Drawings, Capital
Improvement Project "As Built", Base Maps,
Final Parcel Maps, Final Tract Maps, Lot
Line Adjustments, etc.

P
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Drafts should be destroyed; Some maps are
also retained by Planning; Selected maps are
retained in Public Works for administrative
purposes; GC §34090, 34090.7
Public Works
/ Engineering
PW-011
Encroachment /Excavation Permits -
Temporary: (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic
Control, Utility Cuts etc.) Includes Insurance
Certificates
Final /
Completion +
2 years
Yes: Until
Completion
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC § 34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 345 of 1413 ends

Ver. 10.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance / Streets, Solid Waste, Wastewater) Page PW-3
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 /ears), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints,
claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Engineering
PW-012
Encroachments - Permanent:
((PPeermanent structures in the City's Right of
y)
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Public Works
/ Engineering
PW-013
Engineering Permits Database
Indefinite -
Permanent
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Data Fields / Records are interrelated; Some
Permits are Permanent; GC §34090
Public Works
/ Engineering
PW-014
Engineering Studies / Surveys:

Preliminary Studies / Project Assessments
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Public Works
/ Engineering
PW 015
Geotechnical, Soil, / Hydrology Reports:

Authored on behalf of the City
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Public Works
/ Engineering
PW-016
Grading Plans
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Public Works
/ Engineering
PW-017
Heavy Load Permits / Wide Load Permits
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Public Works
/ Engineering
PW-018
Master Plans: Bikeway, Park, Pavement,
Traffic, Transportation, etc.

P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Drafts should be
destroyed; GC §34090
Public Works
/ Engineering
PW-020
Private Development Projects / Job Files:

Administration File: Construction
Inspections, Correspondence, Photos, etc.

Completion +
10 years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Statute of Limitations for Errors & Omissions
is 10 years; Statute of Limitations: Contracts
& Spec's=4 years, Wrongful Death=comp. +
5 years, Developers=comp. + 10 years; CCP
§337 et. seq., GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 346 of 1413 ends

Ver. 10.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance / Streets, Solid Waste, Wastewater) Page PW-4
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 /ears), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints,
claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Engineering
PW 021
Private Development Projects / Job Files -
Permanent Files:

Certificate of Acceptance, Drainage,
Driveway, Grading Plans, Rights of Way,
Soil Reports, Stormwater, Private Lab
Verifications, Testing Lab Final Reports, etc.

Dedications, Easements, Abandonments
(City Clerk is OFR)
Includes Final Parcel Maps, Final Tract
Maps / Subdivisions, Lot Line Adjustments,
etc.

P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; retained for disaster
preparedness purposes; GC §34090
City Clerk
PW-022
Recorded Documents: All Deeds,
Easements, Liens / Releases, Rights of
Way, Notices of Completion, Recorded
Agreements / Contracts, Certificate of
Compliance, Maintenance Covenant
Agreements, etc.

Send all originals to City Clerk
P
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Send all finals to the City Clerk; Department
preference GC §34090.7
Public Works
/ Engineering
PW 023
Sewer Lift Station / Storm Drain Lift Station
Inspections
Minimum 5
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
Public Works
/ Engineering
PW-025
Traffic Congestion Management Plans /
Transportation Plans
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
Public Works
/ Engineering
PW-026
Traffic Counts
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

Page 347 of 1413 ends

Ver. 10.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance / Streets, Solid Waste, Wastewater) Page PW-5
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 /ears), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Engineering
PW-027
Traffic Investigation Reports
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Public Works
/ Engineering
PW-028
Traffic Speed Surveys
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference (required every 5
years, but can be extended to 7 or 10 years);
GC §34090

PUBLIC WORKS / ENVIRONMENTAL

PROGRAMS
Lead Dept.

PW-029
Environmental Agencies / Regulatory
Agencies:

EPA, DHS, etc.

Minimum 10
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Lead Dept.

PW-030
Hazardous Waste Manifests / Certificates of
Disposal
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference (City has "cradle to
grave" liability); 40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR 66262.40
Public Works
/ Engineering
PW 031
Household Hazardous Waste / Recycling / e-
waste / Shredding Events, etc.
3 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
14 CCR 18812.4; GC §34090
Public Works
/ Environ.

Programs
PW-032
Solid Waste Price Adjustments
Copies -
When No
Longer
Required
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
GC §34090.7 et seq.

Public Works
/ Environ.

Programs
PW 033
Solid Waste Reports: Reduction /
Recycling / AB 939 Compliance / Tonnage
Reports / SB 1383 Compliance (Organic
Waste Collection / Recycling)
10 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department preference; SB 1383 compliance
.
is required for 5 years; 14 CCR § 18995.2;
GC §34090
Public Works
/ Environ.

Programs
PW-034
Stormwater Illicit Discharges
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Required for a minimum of 5 years; 40 CFR
122.41(j)(2); SWRCB Order 2006-03; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
Public Works
/ Environ.

Programs
PW-035
Stormwater Low Impact Development:

Permits / Plans
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 348 of 1413 ends

Ver. 10.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance / Streets, Solid Waste, Wastewater) Page PW-6
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 /ears), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Environ.

Programs
PW-036
Stormwater Monitoring / NPDES Monitoring
/ Inspection
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; Monitoring records
required for 3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et seq.

Public Works
/ Environ.

Programs
PW-037
Stormwater Business Inspections
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Required for a minimum of 5 years; 40 CFR
122.41(j)(2); SWRCB Order 2006-03; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
Public Works
/ Environ.

Programs
PW-038
Stormwater NPDES Annual Reports
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC
Department preference; Monitoring records
required for 3 years; 40 CFR §§122.21,
122.41, 122.44
Public Works
/ Environ.

Programs
PW-039
Stormwater NPDES Permits
Superseded +
5 years
Yes: Until
Expiration
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; Monitoring records
required for 3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et seq.

Public Works
/ Environ.

Programs
PW-040
Stormwater Total Maximum Daily Load Plan
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; plans must be
updated every 5 years, audits are required
every 2 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC §34090

PUBLIC WORKS / MAINTENANCE

AND STREETS
Public Works
/ Maint. &
PW-041
Aboveground Storage Tanks - Agency
Owned:

Spill Prevention Control / Countermeasures
(SPCC), Inspections, Integrity Testing,
Maintenance, Repairs
Life of the
Tank
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; EPA FAQs
recommend Life of the Tank; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
ired to have an integrity test every 20
years); GC §34090
Public Works
/ Maint. &
Streets
PW-042
AQMD Permits: Generators, etc.
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
40 CFR 70.6; GC §34090
Public Works
/ Maint. &
Streets
PW 043
Daily Logs / Inspector Daily Logs / Project
Manager Weekly Logs
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Public Works
/ Maint. &
Streets
PW-044
Generator Operation Logs / Inspections:

Fixed / Stationary Generators
3 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
AQMD Rule 1470; GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 349 of 1413 ends

Ver. 10.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance / Streets, Solid Waste, Wastewater) Page PW-7
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 /ears), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints,
claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Maint. &
Streets
PW-045
Generator Operation Logs / Inspections:

Portable / Emergency Generators
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
AQMD Rule 1470; Form 400 —E -13a
instructions; GC §34090
Public Works
/ Maint. &
Streets
PW-046
Maintenance Stormwater Compliance:

Catch Basins, Field, General Cleaning,
Open Channels, Slots, Stormwater
Treatment Measures / Trash Cleaning
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; plans must be
updated every 5 years, audits are required
every 2 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC §34090
Public Works
/ Maint. &
Streets
PW-047
Operations / Maintenance Manuals
Life of Facility
or Equipment
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090 et. seq.

Public Works
/ Maint. &
Streets
PW-048
Pesticide Use Permits / Applications
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference (agricultural pesticide
records are required for 2 years); GC §34090;
3 CCR 6623; 40 CFR 110.3(d)
Public Works
/ Maint. &
Streets
PW-049
Pre -Trip Inspections: DOT Program,
Vehicle Safety Checks, Daily Vehicle
Inspections, Daily Equipment Checks
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
13 CCR 1234(e); VC 34505.5(c); 49 CFR
396.11; GC §34090
Department Preference; EPA FAQs
recommend Life of the Tank; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); GC §34090
22 CCR 66266.130(c)(5), H&S §25250.18(b),
25250.19(a)(3) et seq.

Public Works
/ Maint. &
Streets
PW-050
Underground Service Alerts USAs / Dig
Alerts
3 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Public Works
/ Maint. &
Streets
PW-051
Used Oil Disposal
3 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Public Works
/ Maint. &
Streets
PW-052
Vehicle / Equipment History Files:

AQMD Certifications, Maintenance,
Registrations, Safety Certifications, etc.

Disposal of
Vehicle or
Equipment + 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; If a motor carrier,
required for 18 months after vehicle is sold;
CHP requires life of vehicle; OSHA requires 1
year; 8 CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c); CCP §337 et.

Seq., GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 350 of 1413 ends

Ver. 10.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance / Streets, Solid Waste, Wastewater) Page PW-8
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 /ears), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Division
Providing
Service /
Work
PW-053
Work Orders / Service Requests:

Computerized Maintenance Management
System Database
Indefinite -
Minimum 5
years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Data is interrelated; Databases where sewer
records may be stored are required for 5
years; SWRCB Order 2022-0103-DWQ; CCP
§§338 et seq., 340 et seq., 342, GC §34090
Division
Providing
Service /
Work
PW-054
Work Orders / Service Requests - Paper
Drafts: All Information Entered in CMMS
Database
When No
Longer
Required
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service /
Work
PW-055
Work Orders / Service Requests NOT /
partially entered in CMMS Database:

Division providing service retains originals;
Division requesting service is considered a
copy
5 years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq.,340 et seq.,
342, GC §, GC §34090

PUBLIC WORKS / SOLID WASTE
Public Works
/ Solid Waste
PW-056
Solid Waste Routes
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Preliminary drafts; GC §34090
Public Works
/ Solid Waste
PW-057
Tonnage / Weighmaster Certificates
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

Page 351 of 1413 ends

Ver. 10.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance / Streets, Solid Waste, Wastewater) Page PW-9
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 /ears), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / WASTEWATER COLLECTION AND TREATMENT
Public Works
/ Wastewater
PW-058
CCTV - Sewers
Minimum 5
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
Public Works
/ Wastewater
PW-059
Waste Water Collection / Treatment
Complaints
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Public Works
/ Wastewater
PW-060
Wastewater Collection / Treatment Confined
Space Entries
3 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Code of Federal Regulations requires 3
years; 40 CFR 122.41(j)(2)
Public Works
/ Wastewater
PW-061
Correspondence to/from Regulatory
Agencies
Minimum 10
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; Some
correspondence from Regulatory Agencies
need to be retained for long periods of time;
GC §34090
Lead Dept.

PW-062
Daily Logs
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC §34090
Public Works
/ Wastewater
PW-063
Emergency Call Out Logs / Storm Call Out
Logs
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference (used for FEMA /
OES reimbursements); GC §34090
Public Works
/ Wastewater
PW-064
FOG (Fats, Oil / Grease) / Source Control /
Pretreatment Reports / Maintenance / Line
Cleaning
3 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Department preference; Monitoring records
required for 3 years; 40 CFR §§122.21,
122.41; 40 CFR 403.12
Lead Dept.

PW-065
Generator Operation Logs / Inspections
Fixed / Stationary Generators
3 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
AQMD Rule 1470; GC §34090
Lead Dept.

PW-066
Generator Operation Logs / Inspections -
Portable / Emergency Generators
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
AQMD Rule 1470; Form 400 —E -13a
instructions; GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 352 of 1413 ends

Ver. 10.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance / Streets, Solid Waste, Wastewater) Page PW-10
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 /ears), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints,
claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Wastewater
PW-067
Lift Station: Inspections, Maintenance,
Repairs, Service Requests, Alarm
Recording, Logs, Charts, Flow Monitoring,
Voltage Readings, Permits
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference WC §13263.2(b) et
seq.; 40 CFR 122.41(j)(2)GC §34090
Public Works
/ Wastewater
PW-068
Pump Houses Log Book
7 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
Public Works
/ Wastewater
PW-069
Wastewater Line: Maintenance, Cleaning,
Repairs, Stoppage Calls, Spills, Line
Replacement
Minimum 5
years
Mag, Mfr,
OD, Ppr
S / I

Yes: After

QC & OD
Policy;
Department WC 13263.2 b et seq.;
y' § ()
40 CFR 122.41(j)(2)GC §34090
Public Works
/ Wastewater
PW-070
Operations / Maintenance Manuals
Life of Facility
or Equipment
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090 et. seq.

Public Works
/ Wastewater
PW-071
Reclaimed Water / Recycled Water (Water
Quality Tests)
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes - After

QC & OD
Department Preference (only 5 years is
required for reclaimed water; no requirement
for salt water); 40 CFR 141.33(a) and (b)(1);
22 CCR §64470
Public Works
/ Wastewater
PW-072
Sanitary Spills / Overflows
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Required for a minimum of 5 years; SWRCB
Order 2022-0103-DWQ; 40 CFR
122.41(j)(2); GC §34090
Public Works
/ Wastewater
PW-073
SCADA Database
Indefinite
Minimum 5
years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Data is interrelated; Databases where sewer
records may be stored are required for 5
years; SWRCB Order 2022-0103-DWQ; GC
§§34090, 12168.7
Public Works
/ Wastewater
PW-073.2
Sewage Sludge
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
40 CFR 61.54, 122.41, 503.47; GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 353 of 1413 ends

Ver. 10.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Maintenance / Streets, Solid Waste, Wastewater) Page PW-11
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 /ears), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints,
claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works
/ Wastewater
PW 074
Sewer System Management Plans / Audits /
Sanitary Spills Overflow Prevention Plan
(SSOPP) / Sanitary Sewer Overflow
Response Plan
Superseded +
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; SSMPs are required
to be required 5 years and updated every 6
years; SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB General
Order 2022-0103-DWQ; GC §34090
Public Works
/ Wastewater
PW-075
Water Quality Plant Water Quality Reports /
Outfall Reports
P
Mag, Mfr,
OD, Ppr
S / I
Yes - After

QC & OD
Department Preference (only 5 years is
required); 40 CFR 141.33(a) and (b)(1); 22
CCR §64470
Division
Providing
Service /
Work
PW 076
PW Work Orders / Service Requests:

CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Data is interrelated; Databases where sewer
records may be stored are required for 5
years; SWRCB Order 2022-0103-DWQ; CCP
§§338 et seq., 340 et seq., 342, GC §34090
Division
Providing
Service /
Work
PW-077
PW Work Orders / Service Requests - Paper
Drafts: All Information Entered in CMMS
Database
When No
Longer
Required
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service /
Work
PW 078
Work Orders / Service Requests - NOT /
partially entered in CMMS Database
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Yes
Mag, Mfr,
OD, Ppr
p
S / I
Yes: After

QC & OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022 -
0103-DWQ; CCP 338 et se 340 et seq.,
§§ q•,
342, GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/9/2026

Page 354 of 1413 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: TRANSIT
Page TR-1
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

TRANSIT
Transit
TR-001
Accident, Incident Reports
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC § 34090
Transit
TR-002
Applications for Service: Commuter
Shuttles, Dial -a -Ride, etc.
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC § 34090
Transit
TR-003
Audits: DMV / CHP
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Consistent with CHP requirements; OSHA
requires 1 year; 8 Ca. Code Reg. §
3203(b)(1); GC § 34090
Transit
TR-004
Bus / Vehicle Procurement
Disposal of
Vehicle + 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; If a motor carrier,
required for 18 months after vehicle is sold;
CHP requires life of vehicle; OSHA requires 1
year; 8 CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c); CCP §337 et.

Seq., GC §34090
Transit
TR-005
Dispatch System Dial -a -Ride Database
Indefinite -
Minimum 2
years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §§ 34090 &
26202
Human
Resources ?
TR-006
DMV Pull Notices
When
Superseded
or Separated
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Transitory or source records not retained in
the ordinary course of business; CHP audits
every 2 years; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; GC §34090
Transit
TR-007
Employee Seniority Lists
Superseded
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090 et seq.

Transit
TR-008
Equipment Maintenance System Records
Disposal of
Vehicle + 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

Seq., GC §34090
BEAUMONT, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 355 of 1413 ends

Adopted: 4/9/2026

Ver. 7.0 RECORDS RETENTION SCHEDULE: TRANSIT
Page TR-2
Office of
Record
(OFR)
Retention
No.

Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ,HOLDS:

Transit TR-009
Fixed Route Trip Sheets: Fuel, mileage, etc.
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC § 34090
Transit
TR-010
Funding / Grants Equipment Purchases /
Real Property Only:

Buses, Vehicles, Includes all records,
including application, administration, reports,
audits, etc.

Disposition /
Sale
+ 5 years
Mag, Mfr,
OD, Ppr
S /I
Yes: After

QC & OD
Meets auditing standards and federal
requirements; OMB Circular A-110 & A-133;
FTA - Ciricular_5010_1 D, 111(7); GC §34090
Transit
TR 011
Funding / Grants FTA, Others: Excluding
Equipment Purchases / Real Property
Includes all records, including application,
administration, reports, audits, etc.

Close (Final
Expenditure
Report)
+ 5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Meets auditing standards and federal
requirements; OMB Circular A-110 & A-133;
FTA Ciricular 5010 1 D, 111(7); GC §34090
Transit
TR-012
Memos / Policies to Bus Operators
20 years
Mag, Mfr,
OD, Ppr
S /1
Yes: After

QC & OD
Department preference; GC § 34090
Transit
TR-013
Transit Monthly Reports:
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
GC § 34090
Transit
TR-014
Pre -Trip Inspections: DOT Program, CHP
Inspections, Vehicle Safety Checks, Daily
Vehicle Inspections, Daily Equipment Checks
Transit Only
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
13 CCR 1234(c); GC §34090
Transit
TR-015
Rule Book, Driver Policies / Procedures
P
Mag, Mfr,
OD, Ppr
S /I
Yes: After

QC & OD
Department preference; GC § 34090
Lead Dept.

TR-016
Safety Meetings Training Records
Separation +
5 years
Mag, Mfr,
OD, Ppr
S / 1
Yes: After

QC & OD
Department preference (OSHA
Requirements) 8 CCR §3203 et seq., 29 CFR
1627.3(b)(1)(ii), LC §6429(c); GC §§12946,
12960, 34090
Transit
TR-017
Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S /1
Yes: After

QC & OD
Department Preference; GC § 34090
Transit
TR-018
Route Reassignments:

Operator Bid Sheets, Seniority Lists, Route
Assignments, Vacation Bids
2 years
Mag, Mfr,
OD, Ppr
S /1
Yes: After

QC & OD
GC § 34090
BEAUMONT, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 356 of 1413 ends

Adopted: 4/9/2026

Ver. 7.0 RECORDS RETENTION SCHEDULE: TRANSIT
Page TR-3
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Transit TR-019
Terminal Inspections
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC § 34090
Transit
TR-020
Transportation Management System
Database:

Includes Dispatch / Assignments, Payroll Time
/ Overtime Information for all Operators,
including Part-time Employees, Accidents,
Operator Training, etc.

Minimum 5
years
Separation +
5 years
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §§ 34090 LC
§1198.5
Transit
TR-021
Vehicle / Equipment Maintenance History
Files: Transit Vehicles only
Disposal of
Vehicle + 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

Seq., 13 CCR 1234(f); GC §34090
Transit
TR 022
Videotapes of Vehicle Operations
1 year
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Records regular ongoing operations; GC
§34090.6 et seq.

Page 357 of 1413 ends

Adopted: 4/9/2026

HOW TO USE RETENTION SCHEDULES
©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained.

Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.

The term "records" shall include all records as defined by the California Public Records Act.

STRUCTURE: CITY-WIDE. DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e -mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage — paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):

Destruction or deletion of an official (original) record that has exceeded its retention period (and has SUBSTANTIVE CONTENT) must be authorized prior to destruction or deletion. • If there is a minimum retention ("Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non -records (or originals that do NOT have SUBSTANTIVE CONTENT) do NOT require authorization, and can be destroyed "When No Longer Required." If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive.

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution)."

Page 358 of 1413 ends

RECORDS RETENTION SCHEDULE LEGEND
©1995 — 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or "record copy") record for its retention period, then authorizes destruction.

Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the "Destroy Paper after Imaged & QC'd" below for the Legal Requirements for the electronic record to be the official (original) record.

Records Description: The record series (a group of like records).

Non -Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.

Retention/Disposition:

Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off -site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated and certain data may require minimum retention.

Vital? = Those records that are needed for basic operations in the event of a disaster.

Media Options (guideline) terms used in State law:

Scan / Import (guideline):

Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, "Hard Copy"
OD = Optical Disk or other Unalterable Media which does not allow changes "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record was microfilmed
Destroy Paper after Imaged & QC'd (quality checked) / Trustworthy Electronic Record: "Yes" means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD -R, Blue -ray -R, or WORM, or microfilmed) which is stored in a safe & separate location.

Employees are required to Quality Check ("QC'd") both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.

Legend for legal citations (§: Section)
CC: Civil Code (CA)
CFC: California Fire Code
EVC: Evidence Code (CA)
FTB: Franchise Tax Board (CA)
HUD: Housing & Urban Develop. (US)
PC: Penal Code (CA)
UFC: Uniform Fire Code
W&I: Welfare & Institutions Code (CA)
B&P: Business & Professions Code (CA)
CCP: Code of Civil Procedure (CA)
CFR: Code of Federal Regulations (US)
FA: Food & Agriculture Code
GC: Government Code (CA)
LC: Labor Code (CA)
PRC Public Resources Code
USC: United States Code (US)

Page 359 of 1413 ends

CBC: California Building Code
CCR: California Code of Regulations (CA)
EC: Elections Code (CA)
FC: Family Code (CA)
H&S: Health & Safety Code (CA)
Ops. Cal. Atty. Gen..: Attorney General Opinions (CA)
R&T: Revenue & Taxation Code (CA)
VC: Vehicle Code (CA)

Ver. 11.0
RECORDS RETENTION SCHEDULE: ALL DEPARTMENT STANDARDS
(Used by ALL Departments)
Page ALL -1
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

ALL DEPARTMENT STANDARDS (Used by ALL Departments)
Lead Dept.
(Manacing the
AD 001
Project Files (Administrative Files):

Agreements / Contracts,
Correspondence, Insurance Certificates,
Project Administration, Project
Schedules, Certified Payrolls, Invoices,
Logs, RFP, etc.

Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Covers E&O Statute of Limitations (insurance
certificates are filed with agreement); Statute
of Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337 et.
seq., GC §34090

QC & OD
Agreement /
L Don
Contract)
Comp ction
Lead Dept.
(Manacing the
AD 002
Project Files with Grant Funding
(Administrative Files):

Agreements / Contracts,
Correspondence, Insurance Certificates,
Project Administration, Project
Schedules, Certified Payrolls, Invoices,
Logs, RFP, etc.

Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions
is 10 years; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; CCP
§337 et. seq., 2 CFR 200.334 24 CFR

91.105(h), 92.505, & 570.502(b), 29 C=�

QC & OD
Acreement /
Upon
Contract)
Completion

97.42; OMB Circu A 133; GC GC
ar §34090;
§8546.7
Lead Dept.
(Manacing the
AD 003
Agreements / Contracts:

UNSUCCESSFUL BIDS / PROPOSALS
I RESPONSES to RFPs (Request for
Proposals) / RFQs (Request for
Qualifications) that don't result in a
contract
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
The RFP / RFQ and the successful proposal
becomes part of the agreement or contract;
GC §34090
Agreement /
Contract)
Lead
(Responding)
Dept.

AD 004
Complaints / Concerns: from Citizens
Minimum 2
years
Mag, Mfr
S II
Yes: After
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP § 340
et seq., 342, GC §34090
OD, Ppr

QC & OD
Human
Resources
AD -005
Complaints Against Employees
Send to
Human
Resources
Mag, Mfr
/ I
Yes: After
GC §34090.7
OD, Ppr

QC & OD
BEAUMONT, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 360 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: ALL DEPARTMENT STANDARDS
(Used by ALL Departments)
Page ALL -2
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

Lead Dept.

AD -006
Copies / duplicates: of any record
Copies -
When No
Longer
Required
Mag, Mfr
OD, Ppr
S / I
Yes: After
GC §34090.7

QC & OD
Dept. that
Authors
Document
or
Receives the
City's Original
Document
AD -007
Correspondence - ROUTINE
(IF CONTENT relates in a
SUBSTANTIVE way to the conduct of
the public's business)
(e.g. e-mail / email with SUBATANTIVE
2 years
Mag, Mfr
OD, Ppr
S / I
Yes: After
ONLY IF the Content relates in a substantive
way to the conduct of the public's business;
City of San Jose v. Superior Court (2017) 2
Cal.5th 608 GC §34090;
content, Letters, Memorandums,
Administrative Files, Cirono oc ica
,
General Files, Rcacing Fi e, Working

QC & OD
Files,
etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
IF the Content in
rc a cs a
SUBSTANTIVE way to tic conduct o
tic ic's businec.,
ouD
BEAUMONT, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 361 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: ALL DEPARTMENT STANDARDS
(Used by ALL Departments)
Page ALL -3
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
AD -008
Correspondence Transitory /
Preliminary Drafts, Interagency / Infra -
agency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, / NOT made
/ retained for the purpose of preserving
the informational content for future
reference
(e.g. calendars, checklists, e-mail /
email, / social media posting, employee
When No
Longer
Required
Mag, Ppr
Electronic and paper records are filed and
retained based upon their CONTENT E -
mails, electronic records, or social media
postings where either the CONTENT relates
in a SUBSTANTIVE way to the conduct of
the public's business, or ARE made or
retained for the purpose of preserving the
informational content for future reference are
SAVED by printing them out and placing
them in a file folder, or saving them
electronically. If not mentioned here, consult
the City Attorney to determine if a record is
considered transitory / preliminary draft. GC
§§34090, 7927.500; 64 Ops. Cal. Atty. Gen.
317 (1981); City of San Jose v. Superior
Court (2017) 2 Cal.5th 608
directories, flyers, invitations, instant
messaging, inventories, logs, mailing
lists, meeting room registrations,
speaker cards, staff Teams
carends,
videoc chats, notes /
recordings, supply inventories,
telephone messages, text messages,
transmittal letters, thank yous, requests
from other cities, undeliverable
envelopes / returned mail, visitors logs,
voice mails, webpages, etc.)
Lead Dept.

AD -009
Drafts / Notes: Drafts that are revised
(retain final version)
When No
Longer
Required
Mag, Mfr
S / I
Yes: After
As long as the drafts and notes are not
retained in the "Regular Course of Business".

Consult the City Attorney to determine if a
record is considered a draft. GC §§34090,
7927.500
OD, Ppr

QC & OD
Lead Dept.

AD -010
Employees Staff Meetings: Department
Staff Meetings Agendas / Minutes (if
created)
2 years
Mag, Mfr,
S / I
Yes: After
GC §34090 et seq.

OD, Ppr

QC & OD
BEAUMONT, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 362 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: ALL DEPARTMENT STANDARDS
(Used by ALL Departments
Page ALL -4
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

Lead Dept.
(Managing the
AD -011
Grants Unsuccessful: Applications /
Correspondence
2 years
Mag, Mfr
OD, Ppr
S / I
Yes: After
GC §34090

QC & OD
Grant)
Lead Dept.
(Manacinc the
AD -012
Grants: CDBG / Reimbursable Claims
(Successful Reports, other records
required to pass the funding agency's
audit, if required)
Applications (successful), grant
agreement, program rules, regulations /
procedures, reports to grant funding
agencies, correspondence, audit
records, completion records
After Funding
Agency Audit,
if required
years
Mag, Mfr
OD, Ppr
S / I
Yes: After
Meets auditing standards; Grants covered by
a Consolidated Action Plan are required for 5
years; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from
expenditure report or final payment of grantee
or subgrantee; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, & 570.502(a), 29 CFR

QC & OD

97.L2; OVB Circu A ' 33; GC GC
ar §34090,
§8546.7
Lead Dept.

AD -013
Misc.: Photographs, etc.

When No
Longer
Required
Mag, Mfr,_
OD, Ppr

SS / II
Yes: After
Preliminary Drafts; destroy unnecessary
photographs. GC §§34090

QC & OD
Human
Resources
AD -014
Personnel Files Department Level:

Copies
Send all oricinals to Human Resources
Send to
Human
Resources
Upon
Separation or
Transfer
Before
Separation
Mag, Mfr
I
Yes: After
Yes:/
Ensure records kept in Department files
comply with City policy (all originals are sent
to Human Resources); GC §34090.7
OD, Ppr

QC & OD
Lead Dept.

AD -015
Personnel Files Supervisor's Notes
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag, Mfr

SS / II
Yes: After
Notes maintained in a separate folder to be
incorporated into performance evaluation, or
to document progressive discipline; GC
§34090 et seq.

OD Ppr

QC & OD
Lead Dept.

AD 015.5
Photographs
When No
Longer
Required
Mag, Mfr
OD, Ppr
S / I
Yes: After
Preliminary Drafts (retention is placed on the
record the photograph is used in - Brochure,
Report, etc.); destroy unnecessary
photographs. GC §34090

QC & OD
BEAUMONT, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 363 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: ALL DEPARTMENT STANDARDS
(Used by ALL Departments)
Page ALL -5
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

Lead Dept.

AD -016
Reference Materials: Policies,
Procedures, Flyers, Handbooks,
Minimum 2
years
Mag, Mfr
S / I
Yes: After
Department preference; GC §34090
Manuals, Plans (if not provided in the
schedule), Standard Operating
OD, Ppr

QC & OD
Procedures (SOPs), Studies, Reports (if
not provided in the schedule), etc.:

Produced by YOUR Department
Lead Dept.

AD 017
Reports, Studies Historically
Significant: e. Zoning Studies
9•,
P
Mag, Mfr,
OD, Ppr'
p
S / I
Yes: After
QC & OD 1 -0 -
Administratively and Historically significant,
therefore retained permanently; GC §34090

ycar&
Lead Dept.

AD -018
Reports, Studies NOT Historically
Significant: e.g. Annual Reports)
10 years
Mag, Mfr
S / I
Yes: After
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC §34090
OD Ppr

QC & OD
Lead Dept.

AD 019
Safety Data / Reports: Material Safety
Data Sheet (MSDS) / Safety Data Sheet
(SDS) / Chemical Use Report Form (/
records of the chemical / substance /
agent, where / when it was used)
30 years
Mag, Mfr
OD, Ppr'
S / II
Yes After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long as
a record of the chemical / substance / agent,
where & when it was used is maintained for
30 years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR 3204(d)(1)(B)(2
and 3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
Lead Dept.

AD -020
Staff: Leave Slips / Time Off Requests
When No
Longer
Required
Mag, Mfr
S / I
Yes: After
Preliminary drafts not retained in the Regular
Course of Business GC §34090
OD, Ppr

QC & OD
Lead Dept.

AD -021
Surveys / Questionnaires: City issued
If a summary of the data is compiled, the
survey forms are considered a draft /
transitory record, / can be destroyed as
drafts (When No Longer Required)
2 years
Mag, Mfr

SS / II
Yes: After
GC §34090
OD, Ppr

QC & OD
BEAUMONT, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 364 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: ALL DEPARTMENT STANDARDS
(Used by ALL Departments)
Page ALL -6
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

Lead Dept.

AD -021.5
Traininc EMPLOYEE RECORDS (If
Mag, Mfr,
S / I
Yes: After
Records are Created)
Required Information for all Employee
Training:

Employee Name
Training Provider's Name

QC & OD
OD, Ppr
Date
Duration ,length)
Core Competencies / Skills
Certifications / Qualifications
Lead Dept.

Training Presented by Staff - COURSE

RECORDS
(Attendance Rosters / Sign -in Sheets,
(Presenting the AD -O22 5 years
Outlines / Materials; includes Ethics,
Fiscal & Financial, Harassment,
Mag, Mfr
OD, Ppr,
S / I
Yes: After
Department preference; Ethics, Fiscal and
Financial, Harassment & Workplace Violence
Prevention Training are 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law 4 2 3 for

QC & OD
W
Training)
len
requires years
personnel actions; 8 CCR §3203 et seq., 29
CFR 1602.31; LC §6429(c); GC §§12946,
12960, 34090, 53235.2(b),_53237.2(b);
53238.3(h); LC ,56401.9(f),
Inactive
Workplace Violence, Safety Training,
Tailgates)
BEAUMONT, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 365 of 1413 ends

Ver. 13.0
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(BUILDING, PLANNING)
Page BL/PL-1
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY DEVELOPMENT / BUILDING AND SAFETY
CD / Building
& Safety
BLD-001
Address Assignments / Changes / Corrections
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
CD / Building
& Safety
BLD-002
Address Files / Building Permits
Life of
Structure
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
CBC §§104.6 104.7 and 107.5; GC §34090
CD / Building
& Safety
BLD-003
Building Permit Database
Indefinite -
Permanent
Yes
Mag, Mfr,
S I
Yes: After
CBC §§ 1.8.4.3.1, '0&.6 104.7 and 107.5;
OD, PDr

QC & OD
H&S §19850; GC §34090
CD / Building
& Safety
BLD-004
Building Plans: Cancelled,
work done, / Withdrawn
Upon
Expiration,
Canceo�lation
r
Withdrawal
, Mfr,
OD, Ppr
S I
Yes: After

QC & OD
CBC §§ 1.8.4.3.1, '04.6 104.7 and 107.5;
H&S §19850; GC §34090
CD / Building
& Safety
BLD-005
Building Plans Finalled (all NON SFR):

Industrial, Commercial, Multi -Family Dwellings,
Places of Public Accommodation, Tenant
Improvements, Tract Homes / Production Homes
P
Yes (all)
Mag, Mfr,
OD, Ppr
S I
Yes: After

QC & OD
CBC §§ 1.8.4.3.1, "0L.6 104.7 and 107.5;
H&S §19850; GC §34090
CD / Building
& Safety
BLD-006
Building Plans Finalled (SFR): Single Family
Residential / APPURTENANCES (Except Tract
Homes / Production Homes)
180 days
Yes
Mag, Mfr,
OD, Ppr
S / i
Yes: After

QC & OD
CBC §§ 1.8.4.3.1, '0L.6 104.7 and 107.5;
H&S §19850; GC §34090
CD / Building
& Safety
BLD-007
Certificate of Occupancy
P
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
CD / Building
& Safety
BLD-008
Construction Notices / Inspection Notices:
correction notices, compliance orders, stop work
notices, etc.

When Permit
is Finalled
Mag, Mfr,

SS / II
Yes: After
Preliminary Drafts; GC §34090
OD, Ppr

QC & OD
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 366 of 1413 ends

Ver. 13.0
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(BUILDING, PLANNING)
Page BL/PL-2
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CD / Building
& Safety
BLD-009
Energy Calculations: Title 24 / Structural
Calculations
When Permit
is Finalled
Mag, Mfr
S / I
Yes: After
Preliminary drafts not retained in the
ordinary course of business; GC §34090
OD, Ppr

QC & OD
CD / Building
& Safety
BLD-010
Plan Check Comments
When
Finalled
Mag, Mfr
S / I
Yes: After
Preliminary Drafts; GC §34090
OD, Ppr

QC & OD
CD / Building
& Safety
BLD 011
Reports: Building Activity
When No
Longer
Required
Mag, Mfr
S / I
Yes: After
Preliminary Drafts (the database is the
original); GC §34090
OD, Ppr

QC & OD
CD / Building
& Safety
BLD-012
Requests I Permissions to Receive Copies of
Plans: (to / from Architects)
2 years
Mag, Mfr
S / I
Yes: After
GC §34090
OD Ppr

QC & OD
CD / Building
& Safety
BLD-013
Uniform Building Codes / California Building
Codes
Minimum
While
Ordinance is
in Force
Mag, Mfr
S / I
Yes: After
GC §50022.6
OD, Ppr

QC & OD

COMMUNITY DEVELOPMENT / PLANNING
CD /
Planning
PL -001
Address File / Planning Project Files:

Approved Permanent Entitlements (Includes
Associated CEQA Noticing, Conditions of
Approval, Environmental Determinations, Staff
Reports, Plans)
Examples: Conditional Use Permits (CUPs),
Correspondence, Design Review, Parcel Maps,
Planned Unit Developments (PUD), Site Plans,
Tentative Subdivisions, Variances, Zone
Changes, etc.

P
Yes
Mag, Mfr,
OD, Ppr
S f lI
Yes: After

QC & OD
Department preference; Final environmental
determinations are required to be kept a
"reasonable period of time"; 14 CCR
§15095(c); GC§§34090, 34090.7
CD /
PL 001.5
Planning Project Files - Cancelled / Expired /
Minimum
—
Mag, Mfr
S / I
Yes: After
Department preference (pro'ect was not
Cancellation,
Expiration or
Planning
Withdrawn
OD, Ppr,

QC & OD
pursued by applicant); GC §34090
withdrawal +
2 years
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 367 of 1413 ends

Ver. 13.0
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(BUILDING, PLANNING)
Page BL/PL-3
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CD /
Planning
PL 002
Annexations / Boundaries / Consolidations /
LAFCO
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Land Records; GC §34090
CD /
Planning
PL -003
Census, Demographics
When No
Longer
Required
Mag, Mfr
S / I
Yes: After
(Non -Records - Census Bureau is OFR)
OD, Ppr

QC & OD
CD /
Planning
PL 003.1
Environmental Determinations:

Environmental Impact Reports (EIRs), Negative
Declarations, Categorical Exceptions, etc.) /

CEQA / NEPA
Correspondence / staff notes that provide
insight into the project / the agency's CEQA
compliance with respect to the project
Project
Approval or
Denial + 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Not all internal communications and notes
are required to be saved; "E mails that do
not provide insight into the project or the
agency's CEQA compliance with respect to
the project — are not within the scope of
section 21167.6, subdivision (e) and need
not be retained." Golden Door Properties,
LLC v. Superior Court of San Diego County
(2020) 53 Cal.App.5th 733;; PRC 21167,6;
GC §34090
CD /
Planning
PL 004
Environmental Determinations Inside City
Limits: Environmental Impact Reports (EIRs),
Negative Declarations, etc.)
P
Mag, Mfr,
OD, Ppr
S f lI
Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are required
to be kept a "reasonable period of time"; 14
CCR §15095(c); GC §34090
CD /
Planning
PL -005
Environmental Determinations Outside City
Limits: Environmental Impact Reports (EIRs),
Negative Declarations, etc.

When No
Longer
Required
Maq, Mfr
S / I
Yes: After
Non records; EIRs and Negative
Declarations within the City Boundaries are
with the project file
OD, Ppr

QC & OD
CD /
Planning
PL 006
General Plan, Elements / Amendments
Land Use Element, Circulation (Transportation)
Element, Housing Element, Conservation
Element, Open Space Element, Noise Element,
etc.

P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
City Clerk Maintains all Agenda Packets
Permanently; GC §34090.7
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 368 of 1413 ends

Ver. 13.0
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(BUILDING, PLANNING)
Page BL/PL-4
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CD /
Planning
PL-006.

Housing Preliminary Application Form
(required for a housing development project that
California Department of Housing / Community
Development
Mag, Mfr

Yes: After
Various benchmarks are placed using the
number of residential dwelling units on the
project site within the last five years; GC
§34090,
OD, Ppr

QC & OD
CD /
Planning
PL 008
Master Plans, Specific Plans, Land Use Plans,
etc.

P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
CD /
Planning
PL 009
Materials Boards
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
City Clerk
PL -010
Planning Commission Records: All Records
Copies -
When No
Longer
Rec uired
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
City Clerk maintains originals; GC §34090.7
CD /
Planning
PL 011
Planning Project: Log of Applications,
Spreadsheet
Indefinite -
Permanent
Yes (all)
Mag, Mfr
S I
Yes: After
Department Preference - Data is
interrelated; GC §34090, H&S §19850
OD, Ppr

QC & OD
CD /
Planning
PL -012
Preliminary Review File
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
CD /
Planning
PL -013
Special Studies
Minimum 2
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
CD /
Planning
PL -014
Temporary Use Permits: Temporary
Encroachment Permits / Temporary Signs
(Approved / Unapproved)
Minimum 2
years
Yes:

During
Event
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; GC§34090
CPlanDn ng /
PL -015
Zoning Maps: Historically Significant
P
Yes (all)
Mag, Mfr,
OD Ppr
S / I
Yes: After
Department Preference; GC §34090.7Ne

QC & OD
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 369 of 1413 ends

Ver. 13.0
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(BUILDING, PLANNING)
Page BL/PL-5
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CD /
Planning
PL 016
Zoning Ordinance Amendments:

Reclassifications / Zone Change
P
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 370 of 1413 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: BUSINESS LICENSE AND CUSTOMER SERVICE Page BLCS-1
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for All Department Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

BUSINESS LICENSE AND CUSTOMER SERVICE
Business
License &
Customer
Service
BLCS 001
Bankruptcies NOT pursued
When No
Longer
Required
Mag, Mfr,
S I
Yes: After
Preliminary drafts not retained in the
ordinary course of business; GC §34090
OD, Ppr

QC & OD
Business
License &
Customer
Service
BLCS-002
Bankruptcies - Claim filed
10 years
Mag, Mfr,
SS/ I
Yes: After
Department Preference (negative
information remains on credit ratings for
7 years); GC §34090
ODD Ppr

QC & OD
Business
License &
Customer
Service
BLCS-003
Business License / Permit Changes:

Addresses, Names etc..

When No
Longer
Required
Mag, Mfr,
S I
Yes: After
Preliminary drafts not retained in the
ordinary course of business; GC §34090
OD, Ppr

QC & OD
Business
License &
Customer
Service
BLCS-004
Business License / Permit Database
Indefinite -
Minimum 5
years
Yes
Mag, M
S / I
Yes: After
Data Fields / Records are interrelated;
meets municipal government auditing
standards; GC §34090
OD, Ppr

QC & OD
Business
License &
Customer
Service
BLCS-005
Business License / Permits - Inside
City: Applications, Change in
Ownership, Changes in Use -
Occupation Permits
P
Mag, Mfr,
S / I
Yes: After
Department preference (used for
Planning / Zoning approvals); GC

OD, Ppr

QC & OD
Business
License &
Customer
Service
BLCS-006
Business License / Permits - Outside
City: Applications, Change in Ownership,
Changes in Use
5 years
Mag, Mfr,
S / I
Yes: After
Department preference (meets municipal
government auditing standards); GC
§34090 et seq.

OD, Ppr

QC & OD
Business
License &
Customer
Service
BLCS-007
Checks Deposited to Bank: (City scans
them for the Bank, rather than physically
taking the checks to the bank to deposit
them.)
Follow Bank
Instructions
Mag, Mfr,
S I
Yes: After
These are bank instruments, and not
City records; per bank agreement.

OD, Ppr

QC & OD
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 371 of 1413 ends

Adopted: 4/16/2024

Ver. 8.0 RECORDS RETENTION SCHEDULE: BUSINESS LICENSE AND CUSTOMER SERVICE Page BLCS-2
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for All Department Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

Business
License &
Customer
Service
BLCS-008
Liens I Releases: Sewer / Trash
Accounts
P
Mag, Mfr,
OD, Ppr
S I
Yes: After

QC & OD
GC §34090
Business
License &
Customer
Service
BLCS-009
Utility Billing: Sewer, Trash
5 years
Mag, Mfr
OD, Ppr
S / I
Yes: After
Department preference; Meets auditing
standards; GC §34090 et seq.

QC & OD
Business
License &
Customer
Service
BLCS-010
Utility Billing Autopay Authorizations:

Bank Drafts, ACH, Authorization for Bank
Auto -payments
2 years
Mag, Mfr
OD, Ppr
S / I
Yes: After
GC §34090

QC & OD
Business
License &
Customer
Service
BLCS-011
Utility Billing Landlord / Tenant
Authorization Forms: Tenant's name
on the utility bill; if Tenant doesn't pay,
Landlord responsible
Account
Closed, No
Balance
Mag, Mfr,
S / I
Yes: After
Department Preference; GC §34090
OD, Ppr

QC & OD
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 372 of 1413 ends

Adopted: 4/16/2024

Ver. 15.0
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC -1
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion,.

CITY CLERK
City Clerk
CC 001
Accounts Payable Legal Counsel:

Invoices
5 years
Yes: Before
Payment
Mag, Mfr
S / I
Yes: After
Department preference; Meets municipal
government auditing standards; GC §34090
OD, Ppr

QC & OD
City Clerk
CC -002
Affidavits of Publications: Public Hearing
Notices / Legal Advertising / Affidavits of
Posting
2 years
Mag, Mfr,_
OD Ppr
S / I
Yes: After
Statute of Limitations for some Municipal
Government actions is 3 6 months;
CCP§335 337 et seq; GC §§34090,

QC & OD
65009(c)(1)
City Clerk
CC -003
Agenda Packets City Council: City
Council, Redevelopment Agency, Successor
Agency, Beaumont Conservation Authority,
Beaumont Financing Authority, Beaumont
Parking Authority, Beaumont Public
Improvement Authority, Beaumont Utility
Authority
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Includes final budget
and final audit reports / ACFR; GC §34090
J
ycor
City Clerk
CC -004
Agenda Packets Advisory Bodies: All
Advisory Bodies to City Council / Planning
Commission (Ad Hoc, / Continuing
Jurisdiction), City Council Subcommittees -
Finance / Audit Committee, Economic
Development Committee, Capital
Improvement Committee, General Plan Task
Force
2 years
Mag, Mfr,_
OD, Ppr

SS / II
Yes: After
Department preference; GC §34090

QC & OD
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 373 of 1413 ends

Ver. 15.0
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC -2
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investations suspend normal retention periods (retention resumes after settlement or completion,.

City Clerk
CC -005
Agreements / Contracts Infrastructure,
JPAs, MOUs, Franchises, Settlement
Agreements:

Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property / property
restrictions, redevelopment, reservoirs,
sewers, sidewalks, street / alley
improvements, settlement, subdivisions,
utilities, water, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr
S I
Yes: Upon
Completion
Department Preference; All infrastructure
contracts should be permanent for emergency
preparedness; Statute of Limitations is 4
years; 10 years for Errors & Omissions; land
records are permanent by law; CCP §337 et.
seq., GC §34090; Contractor has retention
requirements in 48 CFR 4.703
City Clerk
CC -006
Agreements / Contracts Professional
Services:

Examples of Non -Infrastructure:

Consultants, Landscaping, Painting, Slurry
Seals (Paving), Tree Trimming, Leases,
Personnel, Professional Services, etc.

Completion +
10 years
Yes: Before
Completion
Mag, Mfr
S / I
Yes: After
Department Preference; Statute of Limitations
is 4 years; 10 years for Errors & Omissions;
land records are permanent by law; CCP
§§337. 337.1(a), 337.15, 343; GC §34090,
Contractor has retention requirements in 48
CFR 4.703(a)
OD Ppr

QC & OD
City Clerk
CC -007
Articles of Incorporation
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC &OD
Department preference; GC §34090
City Clerk
CC 008
Board / Commission / Committee
Notices: Maddy Act Lists / Vacancy Notices
2 years
Mag, Mfr
S I
Yes: After
GC §34090; 2 CCR 18702.5
OD, Ppr

QC & OD
City Clerk
CC -009
Board / Commission Applications:
(Successful / Unsuccessful)
2 years
Mag, Mfr
S / I
Yes: After
GC §34090
OD Ppr

QC & OD
City Clerk
CC -010
Bonds; Maintenance: Securities
(Performance Bonds, Letters of Credit,
CD's, etc.)
Release of
Bond / Letter
of Credit
Mag, Mfr,
S I I
Yes: After
Securities (Performance Bonds, Letters of
Credit, CD's, etc.) are released after the
Notice of Completion is issued and replaced
with the Warranty Bond, which is released 1
year after the Notice of Completion date. GC
§34090
OD, Ppr

QC & OD
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 374 of 1413 ends

Ver. 15.0
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC -3
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
1lf the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or invest�ations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk
CC -011
City Clerk Filing System: (if not identified
elsewhere)
Minimum 2
years
Mag, Mfr
S / I
Yes: After
Department preference; GC §34090
OD, Ppr

QC & OD
City Clerk
CC -012
City Council, Board / Commission Historical
List of Members
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC &OD
Department preference; GC §34090
Human
Resources /
Risk
Management
CC 013
Claim Forms
Copies -
When No
Longer
Required
Mag, Mfr
S / I
Yes: After
Risk Management retains Claim File; GC
§34090
OD, Ppr

QC & OD
City Clerk
CC 012
Community Facilities District Creation
Documents: Legal Advertisements,
Recorded Notice of Lien, copies of
resolutions / ordinances
P
Mag, Mfr
OD, Ppr,
S / I
Yes: After
QC &OD
Department preference; GC §34090
City Clerk
CC 014
Form 700 Economic Interest Filings:

Statement of Economic Interests
7 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC 2
City maintains original statements; GC
§81009(d)(e)(f)&(g)
ycam
City Clerk
CC 015
Form 635 or 602 - Lobbyist Authorization /
Reporting
5 years
Mag, Mfr
S / I
Yes: After
QC 2
2 CCR 18615(d)
OD, Ppr
y ars
City Clerk
CC -016
Form 801 Payment to Agency : Gift to
Agency Report
7 years
Mag, Mfr
S / I
Yes: After
QC 2
Must post on website; GC §81009(e)
OD, Ppr
years
City Clerk
CC -017
Form 802 Ceremonial Role Events /
Ticket/Pass Distributions: Event Ticket /
Pass Distributions Agency Report
7 years
Mag, Mfr
S / I
Yes: After
QC 2 y am
Should post on website for 4 years; GC
§81009(e)
OD, Ppr
City Clerk
CC -018
Form 803 Behested Payment Report
7 years
Mag, Mfr
S / I
Yes: After
QC 2 am
GC §81009e
OD, Ppr
y
City Clerk
CC -019
Form 804 Agency Report of New Positions
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC 2
FPPC Regulation 18734(c); GC §81009e
y arc,
City Clerk
CC -020
Form 805 Agency Report of Consultants
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC 2
FPPC Regulation 18734(c); GC §81009e
y am
City Clerk
CC 021
Form 806 Agency Report of Public Official
Appointments
7 years
Mag, Mfr
S / I
Yes: After
QC 2
Must post on website; 2 CCR 18702.5(b)(3);
GC §34090; GC §81009(e)
OD, Ppr
ycars

CITY CLERK / ELECTIONS CONSOLIDATED
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 375 of 1413 ends

Ver. 15.0
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC -4
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investations suspend normal retention periods (retention resumes after settlement or completion,.

City Clerk /
Elections
CC -022
Elections Prop. 218 Proceedings:

Assessment District Ballots, CFD Ballots,
Protest Letters, / Envelopes
2 years
Ppr
GC §53753(e)(2), 53755(d)
City Clerk /
Elections
CC -023
Campaign Filings Successful
Candidates: FPPC 400 Series Forms /
Form 501 (Elected Officials)
P
Mag, Mfr,
OD, Ppr
S
Yes: After
QC 2 y ars
Department Preference; as of January 1,
2025, the FPPC is the Filing Officer for 87200
filers; City maintains copies only; original
statements are filed with FPPC; GC
§81009(f)&(g)
City Clerk /
Elections
CC -024
Campaign Filings Unsuccessful
Candidates: FPPC 400 Series Forms /
Form 501
5 years
Mag, Mfr,
OD, Ppr
S
Yes: After
QC 2 ars
Candidates without committees are not
required to file their statements, reports or
Paacr
copies online or electronically; muc se
y
retainer for at least 2 years; GC
§81009(b)&(g)u
City Clerk /
Elections
CC 025
Campaign Filings Copies: FPPC 400
Series Forms Those not required to file
original with City Clerk
4 years
Mag, Mfr,
OD, Ppr
S
Yes: After
QC 2 y ars
Paper must ae retainer for at cast 2
year:,;
GC §81009(f)&(g)
City Clerk /
Elections
CC 026
Campaign Filings PACS: FPPC 400 Series
Forms of other committees (PACS not
candidate -controlled)
7 years
Mag, Mfr,
OD, Ppr
S
Yes: After
QC 2 year:,
Paper must be retainer for at least 2
years;
GC §81009(c)&(g)
City Clerk /
Elections
CC -027
Candidate File Successful Candidates:

Nomination Papers, Candidate Statement
Forms, etc.

Term of
Office + 4
years
Mag, Ppr
CA law states term of office and 4 years after
the expiration of term for Nomination Papers;
EC §17100
City Clerk /
Elections
CC -028
Candidate File Unsuccessful Candidates:

Nomination Papers, Candidate Statement
Forms, etc.

Election + 4
years
Mag, Ppr
Department Preference; CA law states term of
office and 4 years after the expiration of term
for Nomination Papers; EC §17100
City Clerk /
Elections
CC 029
Elections File: General, working /
administration files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be
printed in the Sample Ballot, Polling
Locations / Precinct Board Members,
Notices, Postings, etc.)
2 years
Mag, Ppr
GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 376 of 1413 ends

Ver. 15.0
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC -5
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
elf the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investations suspend normal retention periods (retention resumes after settlement or completion,.

City Clerk /
Elections
CC -030
Elections Historical: Sample ballot, copies
of resolutions, final results; Certificate of
Election
P
Mag, Mfr,
OD, Ppr
S
No
Retained for Historical Value, GC §34090
City Clerk /
CC -031.1
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Ppr
Not accessible to the public; The 8 month
Examination
retention applies after election results, or final
+ 1 year after
examination if no election, unless there is a
Elections
Petition
legal or FPPC proceeding. EC §§17200(b)(3),
examination
17400
City Clerk /
CC -031.2
Elections - Petitions (Initiative, Recall /
Determinatio
Not accessible to the public; The 8 month
retention applies after the City Clerk makes
n of
Referendum) - IF INSUFFICIENT - NOT
the determination of insufficiency / examines
Elections
Insufficiency
Examined by Proponents
the petitions. unless there is a lecal or FPPC
+ 8 months
proceedinc. EC §§17200(b)(3), 17400
City Clerk /
CC -031.3
Elections - Petitions (Initiative, Recall /
Results + 8
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
Elections
Referendum) IF SUFFICIENT
months
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk
CC 03'
Elections Petitions: Rcca /
Rcsu ts + 8
Rpr
No c to tic Tic 8 month
months, or
Final
Examination
accc'cib public;
ter ion ts, ina
if No Election
retention applies a c cc rcsu or
i ticrc is
nitiativc,
Re
+ 1 a
examination no election, un csc a
Icga or FPPC EC §§'7200(b)(3),
crcncum
y r a—cr
proccccing.
'7 00
petition
if
examination
is
petition
insu-ficicnt
(End of Elections Section)
City Clerk
CC -032
Ethics / Harassment Prevention Training
Certificates: City Council, Board /
Committee Members
5 years
Mag, Mfr,

SS / II
Yes: After
GC §53235.2(b); GC §53237.2(b)
OD. Ppr

Page 377 of 1413 ends

Ver. 15.0
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC -6
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk
CC -033
Historical Records: Photographs, /
Historical Projects (e.g. Incorporation, City
Seal, Awards of significant historical
interest, etc.)
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090

QC & OD
Ne
City Clerk
CC -033.1
COIs / Certificate of Insurance / Insurance
Certificates that can't be matched to an
agreement / contract but vendor may be
doing business with the City
11 years
Mag, Mfr
S / I
Yes: After
Department preference to cover the longest
statute of limitations; CCP §§ 337 et seq.;
34090
OD, Ppr

QC & OD
City Clerk
CC 034
Litigation Files: Lawsuits, Court Case Files
(Original case files are retained by the City
Attorney)
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr
S I
Yes: After
Department preference; CCP §§ 337 et seq.;
GC 911.2, 34090, 34090.6; PC 832.5 b
§§ § ()
OD Ppr
p

QC & OD
City Clerk
CC -035
Minutes City Council: City Council,
Redevelopment Agency, Successor Agency,
Beaumont Conservation Authority,
Beaumont Financing Authority, Beaumont
Parking Authority, Beaumont Public
Improvement Authority, Beaumont Utility
Authority
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
GC §34090

QC & OD
No
Minutes Advisory Bodies: Planning
Commission (Ad Hoc, / Continuing
Jurisdiction), City Council Subcommittees -
City Clerk CC -O36 P
Finance / Audit Committee, Economic
Development Committee, Capital
Improvement Committee
Mag, Mfr,
OD, Ppr
S / I
Yes: After
GC §34090

QC & OD
Ne
City Clerk
CC 037
Municipal Code Administration,
Distribution, etc.

When No
Longer
Required
Mag, Mfr
OD, Ppr
S I
Yes: After
Preliminary drafts not retained in the ordinary
course of business; GC §34090

QC & OD
City Clerk
CC -038
Oath of Office: City Council, Boards /
Commission Members
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC d & OD
Department Preference; GC §34090
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 378 of 1413 ends

Ver. 15.0
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC -7
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or invest�ations suspend normal retention periods (retention resumes after settlement or completion,.

City Clerk
CC -039
Ordinances:

P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QClet & OD
GC §34090
City Clerk
CC -039.1
Passport Transmittal Forms
24 months
Mag, Mfr,
S / I
Yes: After
US Passport requirement to destroy forms
monthly; GC §34090
OD Ppr

QC & OD
City Clerk
CC 040
Petitions: (submitted to Council on any
subject - Dog Parks, Parking, Traffic
Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC4:1 & OD
Department preference; only 1 year is
required; GC §50115
City Clerk
CC -052
Proclamations / Commendations
2 years
Mag, Mfr,
S / I
Yes: After
GC §34090
OD, Ppr

QC & OD
City Clerk
CC 041
Public Records Requests: Request for
Records (except for Police Department)
2 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC1€1 & OD
GC §34090
City Clerk
CC -042
Recorded Documents: Deeds, Easements,
Rights of Way, Notices of Completion,
Recorded Agreements / Contracts,
Certificate of Compliance, Vacations, etc.

P
Yes (all)
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Department preference; GC §34090 et seq.

QC & OD
Ne
City Clerk
CC 043
City Council, Redevelopment Agency,
Successor Agency, Beaumont Conservation
Authority, Beaumont Financing Authority,
Beaumont Parking Authority, Beaumont
Public Improvement Authority, Beaumont
Utility Authority, Planning Commission, All
Boards / Committees: Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
2 years
Mag
OD
Department preference; State law only
requires for 30 days; GC §54953.5(b)
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 379 of 1413 ends

Ver. 15.0
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC -8
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investJgations suspend normal retention periods (retention resumes after settlement or completion,.

City Clerk
City Clerk
CC 044
CC -045
City Council, Redevelopment Agency,
Successor Agency, Beaumont Conservation
Authority, Beaumont Financing Authority,
Beaumont Parking Authority, Beaumont
Public Improvement Authority, Beaumont
Utility Authority, Planning Commission, All
Advisory Bodies: Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes
Records Destruction Authorization
Forms
Minimum 10
years
Mag
OD
Department Preference; Video recording of
meetings are only required for 90 days; GC
§§34090.7, 34090
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QCd & OD
Department preference; GC §34090
City Clerk
CC -046
Records Retention Schedules /
Amendments to Records Retention
Schedules
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
GC §34090 et. seq.

QC & OD
Ne
City Clerk
CC -046.1
Redistricting Web Page / District
Boundary Web Page (Map, Redistricting
Process, Agendas, Calendars, Notice, etc.)
10 years
Mag, Mfr,
S / I
Yes: After
EC §21160(i) 2'608(c); GC §34090
OD, Ppr

QC & OD
City Clerk
CC -047
Resolutions: City Council, Planning
Commission, Redevelopment Agency,
Successor Agency, Beaumont Conservation
Authority, Beaumont Financing Authority,
Beaumont Parking Authority, Beaumont
Public Improvement Authority, Beaumont
Utility Authority
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
GC §34090

QC & OD
Ne
City Clerk
CC -047.5
Secretary of State Statement of Facts /
2 years
Mag, Mfr,
S / I
Yes: After
GC §34090

QC & OD
Registry of Public Agencies
OD, Ppr
City Clerk
CC 048
Solid Waste Reporting / AB 939 Compliance
/ Recycling / Source Reduction
10 years
Mag, Mfr,
S / I
Yes: After
Department Preference; GC §34090
OD, Ppr

QC & OD
City Clerk
CC -049
Speaker Cards
When No
Longer
Required
Maq, Mfr,

SS / II
Yes: After
Preliminary drafts used to produce minutes;
GC §34090
OD, Ppr

Page 380 of 1413 ends

Ver. 15.0
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC -9
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods (retention resumes after settlement or completion,.

City Clerk
CC -049.1
Statement of Facts - Registry of Public
Agencies
2 years
Mag, Mfr
S / I
Yes: After
GC §34090
OD, Ppr

QC & OD
City Clerk
CC -050
Subpoenas
2 years
Mag, Mfr
S / I
Yes: After
GC §34090
OD, Ppr

QC & OD
City Clerk
CC -051
Vehicle Titles (Pink Slips) - All Vehicles
Sale or
Disposal
Mag, Mfr
S / I
Department Preference; GC §34090
OD, Ppr
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 381 of 1413 ends

Ver. 5.0
RECORDS RETENTION SCHEDULE: CITY MANAGER
Page CM -1
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY MANAGER
City
Manager
CM 001
Projects, Programs, Subject / Issues:

Issues / projects will vary over time
Minimum 2
years
Mag, Mfr
OD, Ppr
S / I
Yes: After
Department Preference; GC §34090

QC & OD
City
Manager
CM -002
Speech Notes / PowerPoint Presentations
When No
Longer
Recuired
Mag, Mfr
OD, Ppr
S / I
Yes: After
Notes, drafts, or preliminary documents; GC
§34090 et seq.

QC & OD
Finance
CM 003
Travel / Conferences
Copies -
When No
Longer
Required
Mag, Mfr
S I
Yes: After
Invoices are maintained by Finance; GC
§34090.7
OD, Ppr

Page 382 of 1413 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: CODE ENFORCEMENT
Page CE -1
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments I Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CODE ENFORCEMENT
Code
Enforce.

PD 024
Administrative Citation Hearings / Hardship
Waivers / Board of Appeals
Minimum
Resolution +
2 years
Yes: Until
Resolution
Mag, Mfr.

S I
Yes: After
Department preference; GC §34090
OD Ppr

QC & OD
Code
Enforce.

PD -025
Citations - Code Enforcement
Minimum 2
years
Mag, Mfr,
S / I
Yes: After
Department Preference; GC §34090
OD, Ppr

QC & OD
Code
Enforce.

PD -026
Code Enforcement / Abatement Case Files
(Includes appeals / Code Enforcement
Complaint Letters)
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr
S / II
Yes: After

Page 383 of 1413 ends

Adopted: 4/16/2024

Ver. 6.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS -1
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY SERVICES
Community
Services
CS -001
Attendance Tracking
2 years
Mag, Mfr,
S / I
Yes: After
GC §34090
OD, Ppr

QC & OD
Community
Services
CS -002
Backflows: for City Irrigation Systems
2 years
Yes:

Before
Event
Mag, Mfr,
S / I
Yes: After
GC §34090
OD, Ppr

QC & OD
Community
Services
CS 003
Class Instructors Contracts / Performers
Contracts:

Includes Insurance Certificates /
Administration Records
Completion +
2 years
Yes:

Before
Completion
Mag, Mfr,
S I
Yes: After
Department preference;, GC §34090
OD, Ppr

QC & OD
Community
Services
CS 004
Community Service: Sheriff Labor Logs /
Hours worked
2 years
Yes:

During
Class or
Program
Mag, Mfr S
/ I
Yes: After
GC §34090
OD Ppr

QC & OD
Community
Services
CS 005
Donations / Sponsorship Letters:

Requests for Donations / Acknowledgements
2 years
Mag, Mfr
S / I
Yes: After
GC §34090
OD, Ppr

QC & OD
Community
Services
CS 006
Evaluations / Surveys: of programs
When No
Longer
Required
Mag, Mfr S
/ I
Yes: After
Preliminary drafts / Transitory records; GC
§34090
OD Ppr

QC & OD
Community
Services
CS -007
Special Event Service Agreements:

Concerts / Special Event Contracts /
Professional Service Agreements (PSAs)
Includes Insurance Certificates /
Administration Records
Completion +
2 years
Yes:

Before
Completion
Mag, Mfr
S / I
Yes: After
Department preference;, GC §34090
OD, Ppr

QC & OD
Community
Services
CS 008
Facility Use Rental Contracts: Field Use
Contracts / Facility Use Requests
2 years
Yes:

Before
Event
Mag, Mfr
S I
Yes: After
GC §34090
OD, Ppr

QC & OD
Community
Services
CS -009
Playground Inspections: Park Safety
Checks
10 years
Mag, Mfr

SS / II
Yes: After
Department preference; GC §34090
OD, Ppr

Page 384 of 1413 ends

Adopted: 4/16/2024

Ver. 6.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS -2
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Minimum 3
years
Mag, Mfr
S / I
Yes: After
Department preference; GC §34090
OD, Ppr

QC & OD
Community
Services
CS 011
Registration Applications: Liability Forms /
Release of Liability Forms / Waivers of
Liability / Permissions: Camps, Field Trips,
Authorization to give Medicine, etc.
2 years
Yes:

During
Class or
Program
Mag, Mfr
S / I
Yes: After
GC §34090
OD Ppr

QC & OD
Community
Services
CS 012
Schedules / Hours
When No
Longer
Required
Mag, Mfr
OD, Ppr
S / I
Yes: After
Preliminary drafts not retained in the
ordinary course of business; GC §34090

QC & OD
Community
Services
CS 013
Sign -in / Sign -Out Sheets: for classes /
programs
2 years
Mag, Mfr
S / I
Yes: After
GC §34090
OD, Ppr

QC & OD
Community
Services
CS -014
Special Event Permits
2 years
Yes:

Before
Event
Mag, Mfr
S / I
Yes: After
GC §34090
OD, Ppr

QC & OD
Community
Services
CS 015
Sports Organizations: Non -Profit
Organizations (Little League, etc.)
When No
Longer
Required
Mag, Mfr
S I
Yes: After
Preliminary drafts not retained in the
ordinary course of business; GC §34090
OD, Ppr

Page 385 of 1413 ends

Adopted: 4/16/2024

Ver. 7.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED -1
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and impl i a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

ECONOMIC DEVELOPMENT
Economic
Develop.

ED -001
Economic Development Projects:

Programs, Subject / Issues / Economic
Development
Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr
S / I
Yes: After
Department Preference; GC §34090
OD, Ppr

QC & OD
Economic
Develop.

ED -002
Oversight Board Agenda Packets
Minimum 2
years
Mag, Mfr,
S / I
Yes: After
Department Preference; GC §34090
OD, Ppr

QC & OD
City Clerk
ED -003
Oversight Board Minutes, Resolutions
Copies
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Send originals to City Clerk; GC §34090.7

QC & OD
Ne
Economic
Develop.

ED -004
Real Estate Appraisals
Minimum 5
years
P
Mag, Mfr,
S I
Yes: After
Department preference, meets municipal
auditing standards; GC §34090
OD, Ppr

QC & OD
Economic
Develop.

ED 005
Redevelopment Long Range Property
Management Plans: Oversight Plans
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC &
OD
Department preference; GC §34090
Economic
Develop.

ED 006
Redevelopment Plans
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QOD &
Department Preference for Historical
Purposes; GC §34090
Economic
Develop.

ED 007
Redevelopment Projects / Project Areas:
(Ensure Planning has all Environmental
Documents, Engineering has all CIP
Projects, / City Clerk has all Real Property
records for Permanent retention)
Completion +
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QCd &
OD
Planning, Building and Engineering retains
final documents of construction projects
(transfer any CIP project files to Engineering);
Covers various Statute of Limitations; CCP
§337 et seq.; GC §34090
Economic
Develop.

ED 008
Small Business Loans / Fagade
Improvement
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag, Mfr,
S I
Yes: After
Department preference; Meets Municipal
Government Auditing Standards; GC §34090
OD, Ppr

Page 386 of 1413 ends

Adopted: 4/16/2024

Ver. 11.0
RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -1
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE
Finance
FIN -001
1099's / 1096's / DE542 (California Report
of Independent Contractors)
5 years
Mag, M�
S / I
Yes: After
Department Preference; IRS: 4 years after tax
is due or paid (longer for auditing & contractor
delinquency); Ca. FTB: 3 years; 26 CFR
§31.6001-1(e)(2), R&T §19530, GC §34090;
29 USC 436
OD Ppr

QC & OD
Finance
FIN -002
Accounts Payable: Invoices / Backup,
Proof of Bids, Purchase Orders, Check
Copies
(Includes Invoices, Travel Expense
Reimbursements, Transit
Reimbursements, Direct Payment
Vouchers, etc.)
7 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD 1-
Department preference; Meets municipal
government auditing standards; GC §34090
year
Finance
FIN -003
Accounts Receivable: Received Tax
Revenue, Invoices to Outside Entities
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance
FIN 004
Audit Work Papers
3 years
Mag, Mfr,
Department Preference (meets municipal
government auditing standards); GC §34090
OD, Ppr
Finance
FIN -005
Audits: Annual Financial Statements,
Reports, ACFR
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Department Preference; GC §34090

QC & OD
Ale
Finance
FIN -006
Audits - Single: Grant, IRS,
Transportation, PERS, etc.
5 years
Mag, Mfr,
S / I
Yes: After
Department Preference (meets municipal
government auditing standards); GC §34090
OD, Ppr

QC & OD
Finance
FIN -007
Bank Statements / Reconciliations:

Trustee Statements, Fiscal Agent
Statements, Investment Account
Statements
5 years
Mag, Mfr,
S I
Yes: After
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-1
OD, Ppr

Page 387 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -2
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance
FIN 008
Bonds / Bond Sales: CFDs, Official
Statements, Transcripts, Certificates of
Participations (COPs), Continuing
Disclosure Reports
P
Yes: Until
Maturity
Mag, Mfr
S / I
Yes: After
Department Preference; Statute of Limitations
for bonds, mortgages, trust cccds, notes or
debentures is 6 Bonds issued by local
y ars;
governments are 10 years; IRS bond auditing
regulations state, "...material records should
generally be kept for as long as the bonds are
OD, Ppr

QC & OD
outstanding, plus 3 years after the final
redemption date of the bonds; There are
specific requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a); 26 CFR

1.6001-1(e): 26 CFR § 1.148-5(d)(6)(iii)(E);
GC §43900 et seq.

Finance
FIN -009
Budgets
7 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD 1-
Preliminary drafts; GC §34090
year
Finance
FIN -010
Budgets - Preliminary: Proposed, Backup
Documents
When No
Longer
Required
Mag, Mfr,
S / I
Yes: After
Preliminary drafts; GC §34090
OD, Ppr

QC & OD
Finance
FIN -011
Deposit Receipts: Daily Cash Summaries,
Cashiers Reports, Cash Reports, Petty
Cash
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance
FIN -012
Checks: Warrants (Cashed)
5 years
Mag, Mfr,
OD, Ppr
S / II
Yes: After

OD, Ppr

QC & OD
Finance
FIN 014
Developer's Fee Accounts
P
Mag, Mfr,
S / I
Yes: After
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-1
OD, Ppr

Page 388 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -3
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance
FIN -015
Escheat: Unclaimed money, uncashed
checks
5 years
Mag, Mfr,
S / I
Yes: After
Department preference; All tangible property
held by government agencies escheats after 3
years; Statute of Limitations is 1 year for
seized property; CCP §§340(d), 1519; GC
§34090
OD Ppr

QC & OD
Finance
FIN -016
Financial Services Database
Indefinite
Minimum 7
years
Yes
Mag, Mfr,
S / I
Yes: After
Data Fields / Records are interrelated;
Consistent with Accounts Payable; meets
municipal government auditing standards; GC
§34090
OD, Ppr

QC & OD
Finance
FIN 017
Fixed Assets
5 years
Mag, Mfr,
S / I
Yes: After
Department Preference (bond auditing
purposes; IRS regulations state, "...material
records should generally be kept for as long
as the bonds are outstanding, plus 3 years
after the final redemption date of the bonds");
26 CFR 1.6001-1(e); GC §34090
OD, Ppr

QC & OD
Finance
FIN -018
Investment Reports / Backup
5 years
Mag, Mfr,
S I I
Yes: After
Department Preference; GC §34090
OD, Ppr

QC & OD
Finance
FIN -019
Investments: Arbitrage, Certificate of
Deposit, Investment Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF
(Local Agency Investment Fund))
5 years
Yes: Until
Paid
Mag, Mfr,_
S / I
Yes: After
Department Preference; Meets auditing
standards; FTC Reg's rely on "self -
enforcement"; GC§§ 34090, 43900
OD, Ppr

QC & OD
Finance
FIN -020
Journal Entries / Joumal Vouchers
7 years
Mag, Mfr,
S / I
Yes: After
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-1
OD, Ppr

QC & OD
Finance
FIN -021
Leases / Tenant Files
Completion +
5 years
Mag, Mfr,
S / I
Yes: After
Department preference, meets municipal
auditing standards; CCP §337 et seq.; GC
§34090
OD, Ppr

QC & OD
Finance
FIN -022
Reports - Finance Reports created from
Database / Monthly/ Periodic: Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue / Expenditure Reports, etc.

When No
Longer
Required
Yes
Mag, Mfr,

SS / II
Yes: After
Department preference (The Financial System
Database is the original; reports are
considered drafts or copies); GC §34090
OD, P r
p

Page 389 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: FINANCE
Page FIN -4
Office of
Record
(OFR)
Retention
No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance
FIN -023
Reports - Annual: State / Federal, State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance
FIN 024
Returned Checks / NSF Checks
5 years
Mag, Mfr,
S / I
Yes: After
Department Preference; Meets auditing
standards; GC §34090
OD, Ppr

QC & OD
Finance
FIN 025
TUMF (Transportation Uniform Mitigation
Fee accounts)
P
Mag, Mfr
S I
Yes: After
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-1
OD, Ppr

QC & OD
Finance
FIN -026
W -9s
Vendor
Inactive + 3
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Vendor Inactive + 3 years; GC §34090;
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 390 of 1413 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE - FIRE
(Fire Marshal / Fire Prevention)
Page FR -1
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

QC & OD
CFC §§ 1.8.4.3.1, 104.6 104.7 ; CBC §
107.5; H&S §19850; GC §34090
Fire / Fire
Prevention
FR -002
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Fires, Modification /
Alternative Methods / Materials / Citations
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Loncer
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
CFC §'04.6 104.7; GC §34090
/ Notice of Violations
=ire / Fire
FR 003
Fire Inspections / Citations / Notice of
Minimum 2
Mac,
S / I
Yes: Ater
Depot -.men Not -or tie
preference; rccuirec _i e
of the Structure or Activity, or Minimum 5
years
is ics Approva
M D,
Proven ion
Violations

QC & OD
whicicvcr onccr only aDD o s,
Inspections, Fires, Modification / A ternative
rPP
y arc
Mctiods or Matcria s; CFC §§ 104.7 - 104.7.6
'04.6 10,1.6.4-; 04.6.4; GC §34090
Fire / Fire
Prevention
FR -004
Permits: Fire Code Permits / Special Event
Permits (assembly permits, burn permits,
candle permits, tent permits, open flame,
etc.)
Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
CFC §' 04.6 104.7; GC §34090
BEAUMONT, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 4/16/2024

Page 391 of 1413 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR -1
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HUMAN RESOURCES
Human
Resources
HR 001
Benefit Plan Documents: CaIPERS,
Optical, Dental, etc.

Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr
S / I
Yes: After
EEOC / ADEA (Age) requires 1 year
after benefit plan termination; Federal
law requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(1)(2); 29
USC 1027; GC §§12946, 12960, 34090
OD, Ppr

QC & OD
Human
Resources
HR 002
Classification / Reorganization Studies: for
employee classifications / department
structures
Minimum 3
years
Mag, Mfr,_
S I
Yes: After
Bureau of National Affairs recommends
2 years for all supplementary Personnel
records; Wage rate tables are 1 or 2
years; State requires 2 years; 29 CFR
516.6, 29 CFR 1602.14, GC §§12946,
12960, 34090
OD, Ppr

QC & OD
Human
Resources
HR 003
Compensation Surveys / Studies
Minimum 3
years
Mag, Mfr,
S I
Yes: After
Department preference; PERS requires
5 years for Compensation Earnable
(usually compensation is adopted via
Resolution of the City Council); Bureau
of National Affairs recommends 2 years
for all supplementary Personnel
records; Wage rate tables are 1 or 2
years; State requires 2 years; 29 CFR
516.6(2), 29 CFR 1602.14, 2 CCR
270.5; GC §§12946, 12960, 34090
OD, Ppr

QC & OD
Human
HR 003.'
COVID 19 Notifications Emp
3 Mag, Mfr,

S / I LC
Ycs: After
GC
Resource,
to oyccs
y ar;,
OD, Ppr

QC & OD
§6409.6(<), §3'090
Human
Resources
HR 004
California Civil Rights Department (CRD) /
Department of Fair Employment / Housing
(DFEH / EEOC) Claims / Harassment
Claims
Final
Disposition + 4
years
Mag, Mfr
S / I
Yes: After
Department preference;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090
OD Ppr

Page 392 of 1413 ends

Adopted: 4/16/2024

Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR -2
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources
HR -005
DMV Pull Notices
When
Superseded, or
Upon
Separation
Mag, Mfr
S / I
Yes: After
Department Preference; GC §34090
OD. Ppr

QC & OD
Human
Resources
HR -006
Drug / Alcohol Test Results: All - Positives
/ Negatives
5 years
Mag, Mfr
S / I
Yes: After
Department preference; D.O.T.

QC & OD
Human
Resources
HR 007
Employee Investigations
Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr
S f lI
Yes: After

QC & OD
§1198.5
Human
Resources
HR -009
I -9s
Separation + 3
years
Mag, Mfr,
OD, Ppr
S I
Yes: After

Page 393 of 1413 ends

Adopted: 4/16/2024

Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR -3
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources
HR -010
Job Descriptions / Classification
Specifications
Minimum
Superseded + 4
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD a-
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4 years;
29 CFR 1602.31 & 1627.3(b)(ii), GC
§§12946, 12960, 34090
year
Human
Resources
HR 011
Labor Relations Files:

Negotiation Notes, Correspondence,
Interpretation of MOU Provisions,
Documentation, etc.

Minimum 10
years
Mag, M�
S / I
Yes: After
Department Preference; GC §34090
OD, Ppr

QC & OD
Human
Resources
HR -012
OSHA Logs: 200, 300, 301, 301A
5 years
Mag, Mfr,
S / I
Yes: After
Calif. Labor Division is required to keep
their records 7 years; OSHA requires 5
years; State law requires 2 years; 8
CCR 14300.33, 8 CCR §3203(b)(1), GC
§34090.7; LC §6429c
OD Ppr

QC & OD
Human
Resources
HR 013
Personnel Files: Employee File Includes
Application, Evaluations, Policies, Oaths of
Office, Payroll Change Notices, Training
Separation + 6
years or
Termination of
Benefits,
Whichever is
Longer
Mag, Mfr,
OD, Ppr
S I
Yes: After

Page 394 of 1413 ends

Adopted: 4/16/2024

Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR -4
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources
HR 014
Personnel Grievance Files
Separation + 6
years
Mag, Mfr,
OD, Ppr
S I
Yes: After

QC & OD
Department preference; All State and
Federal laws require retention until final
disposition of formal complaint; State
requires 4 -years after "fully and finally
disposed"; 2 CCR 1101(c); GC
§§12946, 12960, 34090
Human
Resources
HR 015
Personnel Medical File / Benefit File: (all
employees)
Pre -employment Medical Clearances,
ADA Accommodations, Respirator Fit
Tests, etc.

Except Police Employees
Separation + 30
years or
Termination of
Benefits + 5
years,
Whichever is
Longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Files
maintained separately; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq.,
29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090; LC §1198.5
Human
Resources
HR 016
Recruitment / Testing File:

Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
/ statistical Metric, Job Analysis, Rating
Sheets, Scantrons, etc.

Expiration of
Eligibility List +
4 years
Mag, Mfr,
S / I
Yes: After
Department preference; EEOC / FLSA /
ADEA (Age) requires 1-3 years; State
Law requires 2 - 3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
OD, Ppr

QC & OD
Human
Resources
HR 017
Studies / Surveys Conducted on Behalf of
the City: Sick Leave, Attrition, Benefits, etc.

When No
Longer
Required
Mag, Mfr,
S / I
Yes: After
Preliminary drafts not retained in the
ordinary course of business; GC §34090
OD, Ppr

QC & OD
Human
Resources
HR 017.5
Verifications of Employment, Child
Support, etc. (From lenders / other
outside companies)
When No
Longer
Required
Mag, Mfr,
S / I
Yes: After
Not an Agency record / Content does
NOT relate in a substantive way to the
conduct of the public's business; GC
§34090 et seq
OD Ppr

QC & OD
Human
Resources
HR -018
Volunteer / Unpaid Intern Applications /
Agreements: Unsuccessful / Pending
Applicants
3 years
Mag, Mfr,
OD, Ppr,
S / I
Yes: After
Department preference (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC §§ 12960,
34090
QC & OD 1-
year
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 395 of 1413 ends

Adopted: 4/16/2024

Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR -5
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources
HR -019
Volunteer / Unpaid Intern Applications /
Agreements: includes emergency contact
information - Successful Applicants
Inactive /
Separation + 3
years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Department preference (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC §§12960,
34090
QC & OD 1-
y ar
Human
Resources
HR 020
Workers Compensation Claim Runs
When No
Longer
Required
Mag, Mfr,
S / I
Yes: After
York provides these (reports can be
produced on demand); GC §34090
OD Ppr

QC & OD
Human
Resources
HR 021
Workers Compensation Claims Long
Term: Disability Claims (Includes all
Accident, Incident, / Injury Reports from
P
Employees)
Separation + 30
years or
Termination of
Benefits + 5
years,
Whichever is
Longer
Yes: Until
Separation
P
Mag, Mfr,
OD, Ppr
P
S I
Yes: After

QC & OD
Department preference; Files
maintained separately; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR§3204(d)(1)et se
P q•,
29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
Human
HR -021.5
Workplace Violence — Hazard
Mag, Mfr,
5 years S / I LC §64O1.9(f), GC §34O9O
Yes: After
identification, evaluation, correction,
Resources
OD, Ppr

QC & OD
incident locs, investigations, etc.

Page 396 of 1413 ends

Adopted: 4/16/2024

Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR -6
Office of
Record
(OFR)
Retention No.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HUMAN RESOURCES / RISK MANAGEMENT
HR / Risk
Manage.

HR 022
Accident Reports - No Claim: Incidents -
Vehicles, Liability
2 years
Mag, Mfr,
S I
Yes: After
GC §34090
OD Ppr

QC & OD
HR / Risk
Manage.

HR -023
Billing for Damage to City Property: to
insurance companies as a result of an
accident, etc.
5 years
Mag, MD
S / I
Yes: After
Department Preference; GC §34090
OD, Ppr

QC & OD
HR / Risk
Manage.

HR -024
Claim Runs
5 years
Mag, Mfr,
S / I
Yes: After
Department Preference; GC §34090
OD Ppr

QC & OD
HR / Risk
Manage.

HR 025
Liability Claims
Final
Resolution + 5
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr
S I
Yes: After

QC & OD
Department Preference; Covers various
statute of limitations; CCP §§ 337 et
seq.; GC §§ 911.2, 945.6, 34090,
34090.6; PC §832.5
HR / Risk
Manage.

HR -026
Insurance Policies (City Owned)
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC §34090
HR / Risk
Manage.

HR -027
OSHA Inspections / Citations
5 years
Maq, Mfr,
S / I
Yes: After
Calif. Labor Division is required to keep
their records 7 years; OSHA requires 5
years; State law requires 2 years; 8
CCR §3203(b)(1), OMB 1220-0029; GC
§34090.7; LC §6429c
OD, Ppr

QC & OD
HR / Risk
Manage.

HR -028
Safety Committee
i
5 years
Mac, Mfr
S / I
Yes: After
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
GC §34090.7; LC §6429c
OD, Ppr

Page 397 of 1413 ends

Adopted: 4/16/2024

Ver. 7.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT -1
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods 'retention resumes after settlement or completion).

INFORMATION TECHNOLOGY
Information
Technology
IT -001
Backups / Computer Backups (ALL
Disaster Recovery Computer Backups)
When No
Longer
Required
Yes
Mag.

Used for Disaster Recovery Purposes Only;
Considered a copy and can be destroyed
when no longer required; tapes are in
autochangers and are overwritten; GC §34090
et seq.

Information
Technology
IT -003
GIS Database: Data / Layers (both City-
wide / Specialized)
When No
Longer
Required
Yes
Mag, Mfr,
S / I
Yes: After
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require the
•. . • • • or historical purposes;
Department Pr-' .rence (Preliminary
• • 4090 et seq.

OD, Ppr

QC & OD
Information
Technology
IT -004
Network Configuration Maps / Plans
When No
Longer
Required
Yes
Mag.

Preliminary documents not retained in the
ordinary course of business; GC §34090 et
seq.

Information
Technology

UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup) /
(WORM / DVD-r / CD -r / Blue Ray -R) /
other unalterable media that does not
additions, deletions, / changes
P Follows
OD

_ _
• • , • • - • • rthy
• • electronic record
ElectronicIT-005
serves as the official record); t •
EVC CCR 22620 _ se•
q.

Retention of
Official
Electronic
Record
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

Page 398 of 1413 ends

Adopted: 4/16/2024

Ver. 8.0 RECORDS RETENTION SCHEDULE: PAYROLL
Page PAY -1
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PAYROLL
Payroll
PAY -001
CaIPERS Reports: Annual Valuation Reports,
Actuarial Valuation Reports
5 years
Mag, Mfr
S / I
Yes: After
Department Preference; GC §34090
OD, Ppr

QC & OD
Payroll
PAY 002
IRS Forms: DE -6, DE -7, DE -9, DE -43, W-3, /
DE -166, 941 Forms, IRS 5500 Forms
(Employee Benefit Plans), PERS / FICA /
Medicare Adjustments - Quarterly Payroll Tax
Returns / OASDI, Federal Tax Deposits,
Adjustments, etc.
5 years
Mag, Mfr S
/ I
Yes: After
Department Preference; IRS: 4 yrs after tax
is due or paid; Ca. FTB: 3 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
OD, Ppr

QC & OD
Payroll
PAY -003
Deferred Compensation (City Statements)
5 years
Mag, Mfr
/ I
Yes: After
Produced by Deferred Comp. Provider; GC
§304090, 26 CFR 31.6001.1
OD, Ppr

QC & OD
Payroll
PAY -004
Payroll Batches: Includes W -4s
5 years
Mag, Mfr
/ I
Yes: After
Department preference; Meets municipal
government auditing standards; W -4s are
required four years after the due date of
such tax for the return period to which the
records relate, or the date such tax is paid,
whichever is the later. 26 CFR 31-6001-1;
GC §34090
OD, Ppr

QC & OD
Payroll
PAY 005
Payroll Database
Indefinite
Minimum 5
years
Yes
Mag, Mfr
S I
Yes: After
Data Fields / Records are interrelated;
Consistent with Time Cards; meets
municipal government auditing standards;
GC §34090
OD, Ppr

QC & OD
Separation +
5 years
Mag, Mfr
OD, Ppr
S / I
Yes: After
Department preference; ; GC §34090
Payroll
PAY -006
Payroll File: (By Employee Name)

QC & OD
Payroll
PAY 007
Payroll Reports Periodic: Includes Deduction
Registers, Payroll Journals, Leave Registers,
Time Transaction Reports, etc.

P
Mag, Mfr,
OD, Ppr
S / I
Yes: After

Page 399 of 1413 ends

Adopted: 4/16/2024

Ver. 8.0 RECORDS RETENTION SCHEDULE: PAYROLL
Page PAY -2
Office of
Record
(OFR)
Retention
No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Payroll
PAY 009
Time Sheets: Time Cards / Overtime Sheets /
Overtime Cards
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

Page 400 of 1413 ends

Adopted: 4/16/2024

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief I Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -1
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE / CHIEF / ADMINISTRATION
Police /
Chief /
Admin.

PD 001
Accounts Receivable - Invoices for
Restitution, School Resources, etc.
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Police /
Chief /
Admin.

PD -002
Alarm Permits
Expiration +
2 years
Mag, Mfr,
S / I
Yes: After
Department preference; GC §34090 et seq.

ODD Ppr

QC & OD
Police /
Chief /
Admin.

PD 003
Asset Forfeiture
5 years
Mag, Mfr,
S I
Yes: After
Department preference (meets auditing
standards); GC §34090 et seq.

OD, Ppr

QC & OD
Police /
Chief /
Admin.

PD -004
Background Checks for Outside Agencies
When No
Longer
Recuired
Mag, Mfr,
S / I
Yes: After
Department preference; Preliminary drafts not
retained in the ordinary course of business; GC
§34090 et seq.

OD, Ppr

QC & OD
Police /
Chief /
Admin.

PD 005
Background File / Recruitment File /
Psychological Police Employees /
Police Volunteers (SUCCESSFUL)
Separation +
4 years
Mag, Mfr,
S / I
Yes: After
City preference; State Law requires 4 years
after the date of the employment action taken;
29 CFR 1627.3(b)(1)(i), 29 CFR 1602.14; GC
§§12946, 12960, 34090; 29 USC 1113
OD, Ppr

QC & OD
Police /
/
Admin.

PD -006
Background File / Recruitment File /
Phycological - Police Employees / Police
Volunteers (UNSUCCESSFUL)
4 years
Mag, Mfr,
S / I
Yes: After
City preference; State Law requires 4 years
after the date of the employment action taken;
29 CFR 1627.3(b)(1)(i), 29 CFR 1602.14; GC
§§12946, 12960, 34090; 29 USC 1113
OD, Ppr

QC & OD
Police /
Chief /
Admin.

PD -007
Carry Concealed Weapon Permits (CCW
Permits) APPROVED
Expiration +
2 years
Mag, Mfr,
S / I
Yes: After
Department preference; GC §34090 et seq.

OD, Ppr

QC & OD
Police /
Chief /
Admin.

PD -008
Carry Concealed Weapon Permits (CCW
Permits) DENIED
2 years
Mag, Mfr,
S / I
Yes: After
Department preference; GC §34090 et seq.

OD, Ppr

QC & OD
Police /
Chief /
Admin.

PD -009
Department Policies / Procedures /
Operation Directives / General Orders /
Lexipol (Department Policies / Procedures)
Minimum 2
Years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department Preference; GC § 34090 et seq.
cupersecec
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 401 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -2
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Chief /
Admin.

PD -010
DOJ Inquiries / Responses
2 years
Mag, Mfr
S / I
Yes: After
GC §34090 et seq.

OD, Par

QC & OD
Police /
Chief /
Admin.

PD -011
Internal Affairs Investigations Individual
Officers / Complaints Against Officers

CIVILIAN COMPLAINTS - WITHOUT
Sustained Finding of Misconduct as
defined in PC §832.
(May include criminal acts, moral turpitude,
complaints generated from a citizen)
Final
Disposition +
5 years
Mag, Mfr
S / I
Yes: After
Consistent with Lexipol Policy; State requires
for at least 5 years for civilian complaints; other
State & Federal Taws require retention until final
disposition of formal complaint; State requires 2
years after action is taken; Statute of
Limitations is 4 years after the discovery of the
offense for misconduct in office; PC 801.5,
803(c), 832.5; EVC § 1045(b)(1), GC §§12946,
12960, 34090; VC §2547
OD, Ppr

QC & OD
Police /
Chief /
Admin.

PD 011.1
Internal Affairs Investigations - Individual
Officers / Complaints Against Officers -

CIVILIAN COMPLAINTS - WITH
Sustained Finding of Misconduct as
defined in PC §832.

Final
Disposition +
15 years
Mag, Mfr
S I
Yes: After
PC §832.7; GC §34090
OD, Ppr

QC & OD
Police /
ntcrna Af-airs Inves igations Incividua
=ina
Mac, MMrr
S /
Yes: After
Consistent Lexipol policy; Not ian
Officers / Comp Against Officers
witi a civi
comp aint; o lcr State & Fcccra laws recuirc
aints

INTERNAL COMPLAINTS - NO
final forma
Employment Actions
retention until cisposition of
Clicf /
PD 0'2
Disaoeit on +

QC & OD
(May include criminal acts, moral turpitude,
OD, Ppr
comp aint; State requires 4 2 years after anc
is tacn; CC o
Admin.
2 y are
cmp oymcnt action §§12 6,
12960, 31090
rom a
coma aints generatec citizen)
Police /
Chief /
Admin.

PD -013
Internal Pursuit Critiques
Incident + 2
years
Mag, Mfr
S / I
Yes: After
Department preference; GC §34090 et seq.

OD, Ppr

QC & OD
Police /
Chief /
Admin.

PD -014
Neighborhood Watch
2 years
Mag, Mfr
S / I
Yes: After
GC §34090 et seq.

OD, Ppr

Page 402 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -3
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Chief /
Admin.

PD 015
Personnel Files - Police Dept. Employee
File
Includes Application, Evaluations, Policies,
Oaths of Office, Payroll Change Notices,
Traininc Certificates, etc.

Separation +
6 years or
Termination
of Benefits,
Whichever is
Longer
Mag, Mfr,
OD, Ppr
S — II
Yes: After

QC & OD
Department Preference; statute of limitations
for retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
years; 29 CFR 1602.31 & 1627.3(b)(ii), GC §§
3105, 12946, 12960, 34090; LC §1198.5
Police /
Chief /
Admin.

PD -016
Personnel Files - Police Dept. Medical
File / Benefit File
Pre -employment Medical Clearances,
ADA Accommodations, Respirator Fit
Tests, etc.

Separation +
30 years or
Termination
of Benefits,
Whichever is
Loncer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30 years
for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i),
GC §§12946, 12960, 34090; LC §1198.5
Police /
Chief /
Admin.

PD 017
Personnel Training Evaluations / Daily
Observation Reports
2 years
Mag, Mfr
_ OD, Ppr
S I
Yes: After
GC §34090

QC & OD
Police /
Chief /
Admin.

PD -018
Pitchess Motions Notifications
2 years
Mag, M
OD, Ppr
S /I
Yes: After
GC §34090

QC & OD
Police /
Chief /
Admin.

PD -019
Press Releases
2 years
Mag, Mfr,_
OD, Ppr
S / I
Yes: After
GC §34090

QC & OD
Police /
Chief /
Admin.

PD -020
Range Qualifications
2 years
Mag, Mfr
S / I
Yes: After
GC §34090
OD,, Ppr

QC & OD
Police /
Chief /
Admin.

PD -021
Training Bulletins
2 years
Mag, Mfr
OD Ppr
S / I
Yes: After
GC §34090

QC & OD
Police /
Chief /
Admin.

PD 022
Use of Force Review - NO Employment
Incident + 2
years
Mag, Mfr_
OD, Ppr
S / I
—
Yes: After
Department preference; GC §§12946, 12960,
34090
Actions, (Not as a result of a civilian
complaint, / not resulting in death / in great
bodily in'ury.)

Page 403 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -4
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE / CAD / DISPATCH
Police /
Commun.

POLICE /

DETECTIVE BUREAU
Police /
PD -026.3
Automated License Plate Reader Data /
When No
Mag
Recordings that become evidence are stored
Loncer
with evidence; Does not record recular and
Detectives
ALPR Recordings
Recuired
ongoing operations; GC §34090.6 et sec;
Police /
Detectives
PD 026.5
Drone (Unmanned Aerial Vehicle)
Recordings
When No
Longer
Recuired
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Detectives
PD -027
Informant Files
Minimum 5
years
Mag, Mfr
S / I
Yes: After
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference GC §34090
OD, Ppr

QC & OD
Police /
Detectives
PD 028
Intelligence Files (Criminal Intelligence
Files)
No Longer
than 5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After

OD, Ppr

QC & OD
Police /
Detectives
PD -030
Narcotics Buy Fund Logs
2 years
Mag, Mfr,
S / I
Yes: After
GC §34090 et seq.

OD, Ppr

QC & OD
POLICE
/ PATROL
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 404 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief I Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -5
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Patrol
PD 031
Canine (Police Service Dogs) Program
Files / Training Files: Animal Files
Separation +
3 years
Mag, Mfr
S I
Yes: After
3 years is required for animal care / treatment
records; FA §32003(e), PC §597.1(d); GC
§34090 et seq.

OD, Ppr

QC & OD
Police /
Patrol
PD 032
Canine (Police Service Dogs) Program
Files: Action Reports, Monthly Reports
2 years
Mag, Mfr
S I
Yes: After
GC §34090 et seq.

OD, Ppr

QC & OD
S / I
Police /
Patrol
PD -033
Officer Daily Logs
2 years
Mag, Mfr
Yes: After
Department preference; Preliminary drafts not
retained in the ordinary course of business; GC
§34090 et seq.

OD, Ppr

QC & OD
Police /
Patrol
PD -034
PAS Device Calibration Logs
2 years
Mag, Mfr
OD, Ppr

SS / II
Yes: After
GC §34090 et seq.

QC & OD
Police /
Patrol
PD -035
Ride -Along Waivers
2 years
Mag, Mfr
S / I
Yes: After
GC §34090 et seq.

OD, Ppr

QC & OD
Police /
Patrol
PD 036
Special Events / Ops Plan
Minimum 2
years
Mag, Mfr
OD, Ppr,
S / I
Yes: After

QC & OD
Preliminary drafts not made or retained for the
purpose of preserving the informational content
for future GC GC
reference; §34090, §6252
7920.530; 64 Ops. Cal. Atty. Gen. 317 (1981))
Police /
Patrol
PD -037
Traffic Control: Radar Calibration Records
2 years
Mag, Mfr
S / I
Yes: After
GC §34090 et seq.

OD, Ppr

QC & OD
Police /
Patrol
PD -038
Vacation House Checks / Extra Patrol
Requests
When No
Longer
Recuired
Mag, Mfr_

SS / II
Yes: After
Department preference; Preliminary drafts not
retained in the ordinary course of business; GC
§34090 et seq.

OD, Ppr

QC & OD
Police /
Patrol
PD -039
Watch Commander Logs
2 years
Mag, Mfr
S / I
Yes: After
Department preference; Preliminary drafts not
retained in the ordinary course of business; GC
34090 et se .

OD, Ppr

QC & OD

POLICE / PROPERTY AND

EVIDENCE
Police /
Property &
Evidence
PD -040
Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD -1-
Department Preference; GC §34090
year
Police /
Property &
Evidence
PD -041
Forfeiture Notification
2 years
Mag, Mfr

SS / II
Yes: After
GC §34090
OD, Ppr

Page 405 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -6
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention (periods (retention resumes after settlement or completion).

Police /
Property &
Evidence
PD -042
Gun / Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Mfr
S / I
Yes: After
Department Preference; GC §34090
OD, Ppr

QC & OD
Police /
Property &
Evidence
PD -043
Lost / Found Property (Documents related
to)
2 years
Mag, Mfr
S / I
Yes: After
GC §34090
OD Ppr

QC & OD
Police /
Property &
Evidence
PD -044
Property / Evidence Logs
2 years
Mag, Mfr
S / I
Yes: After
GC §34090
OD, Ppr

QC & OD
Police /
Property &
Evidence
PD -045
Property Auctions
2 years
Mag, Mfr

SS / II
Yes: After
GC §34090
OD, Ppr

Page 406 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -7
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE
Police /
Records
PD -046
Alarm Responses
2 years
Mag, Mfr
S / I
Yes: After
GC §34090 et seq.

OD, Ppr

QC & OD
Police /
Records
PD -047
Bicycle Registrations
2 years
Mag, Mfr
OD, Ppr
S / I
Yes: After
GC §34090

QC & OD
Police /
Records
PD -048
Citations / Notice to Appear - Parking,
Marijuana, / Moving (Includes Voided /
Warnings)
2 years
Mag, Mfr,_
OD, Ppr
S / I
Yes: After
Department preference; GC §34090 et seq.

QC & OD
Police /
Records
PD -049
CRIME REPORTS / INCIDENT REPORTS:

ALL, Except for those Specifically
Mentioned Elsewhere (mandated
purges / retention)
10 years
Yes
Mag, Mfr,
OD, Ppr
S f I
Yes: After
QC & OD 3-
Department Preference; Domestic Violence
incident reports are required or a minimum of 5
years Provided there are no outstanding
warrants, unrecovered weapons, criminal
deaths, they are not historically significant, and
it is not classified under PC §800 & 290 and
H&S §11850; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5,
GC §34090, PC §802, PC §§187, 800 et seq,
FC 6228(d)
y ar J
Police /
Records
PD 050

POLICE REPORTS / INCIDENT
REPORTS:

Page 407 of 1413 ends

Ver. 11.0
RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detective, Patrol, Property And Evidence, Records, THF) Page PD -8
Office of
Record
(OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:
1=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years,, since destruction is normally performed by file folder.

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Records
PD 051
CRIME REPORTS / INCIDENT REPORTS:

OD, Ppr,
S / I
Yes: After
QC & OD 3-
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090; PC
§851.8(a)

Police /
Records
PD -052
CRIME REPORTS / INCIDENT REPORTS:

Firearms entered into CLETS (if not
Permanent Retention) - Found /
Recovered Firearms
Firearm
Found or
Recovered -
Minimum 2
years
Yes
Mag, Mfr
OD, Ppr,
S / I

Yes: After
QC & OD 3-
PC§ 11108.2(b); GC§ 34090
aro
y
Police /
Records
PD 053
CRIME REPORTS / INCIDENT REPORTS:

QC & OD
("Shall" Destroy); GC §§68152(c)(8), 34090;
H&S §11361.5
or
y
Police /
Records
PD 054
CRIME REPORTS / INCIDENT REPORTS:

Misdemeanor / Infraction - Juvenile
Marijuana - HS §11357(E) - Except those
with outstanding stolen property, including
firearms, / lost firearms
Conviction or
Arrest (if No
Conviction) +
2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD 2-
(Courts and other Agencies "Shall" Destroy);
H&S §11361.5; GC §34090
y ar,
BEAUMONT, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 4/16/2024

Page 408 of 1413 ends

Beaumont City CouncilJune 2, 2026

Beaumont City Council
June 2, 2026