14-H — Bellflower City Council, May 27, 2025

14-H
TO: Honorable Mayor and Members of the City Council

ATTENTION: Ryan Smoot, City Manager

FROM: Mayra Ochiqui, City Clerk
Dakota Wallace, Management Assistant

SUBJECT: Consideration and possible action to adopt Resolution No. 25-17 – A Resolution adopting a Records Retention Schedule for City records and superseding Resolution No. 23-46.

DATE: May 27, 2025

EXECUTIVE SUMMARY

The City’s Records Retention Schedule is reviewed biennially, updated interactively with all departments, reviewed by the City Attorney’s Office, and amended as needed to maintain compliance with all laws and standard business practices for California cities.

If adopted, Resolution No. 25-17 will update the City’s Records Retention Schedule.

RECOMMENDATION TO CITY COUNCIL

1) Adopt Resolution No. 25-17; or

2) Alternatively, discuss and take other action related to this item.

FISCAL IMPACT

Some savings in storage expenses as the Records Retention Schedule is re-evaluated, along with soft savings in labor and increased operational efficiencies.

BACKGROUND

On October 12, 1998, the City Council adopted Resolution No. 98 -105 establishing the City’s Records Management Program and Records Retention Schedule. Subsequently, the Retention Schedule was updated in 2015 (Resolution No. 15-62) with the assistance of a records management consultant. In 2022, the review and updating process was brought in-house for cost-savings, consistency, and efficiency of future updates (Resolution No. 22-67). Since 2023, the Records Retention Schedule is reviewed biennially in odd-numbered years, updated interactively with all departments, reviewed by the City Attorney’s Office, and amended as needed to maintain compliance with all laws and standard business practices for California cities.

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1 Staff Report – Records Retention Schedule Update
May 27, 2025

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DISCUSSION

The Records Retention Schedule provides clear, specific descriptions of records and retention periods, applying current law to the management of the City’s records.

By identifying which department is responsible for maintaining the original record and establishing clear retention periods for different categories of records, the City will reduce its storage expenses, save filing and office space, and create operational efficiencies.

The Records Retention Schedule included in proposed Resolution No. 25-17 was updated interactively with all City departments to capture department preferences and reviewed by the City Attorney’s Office to ensure compliance with applicable laws. The proposed retention periods are in compliance with all laws and are standard business practices for California cities.

ATTACHMENTS

Revisions Made to Retention Schedules……………………………………………………..3 Resolution No. 25-17....................................................................................................... 7

2 REVISIONS MADE TO RETENTION SCHEDULES (2025 UPDATE)

GENERAL CHANGES (ALL SCHEDULES)
1) General/consistent changes to format
2) Minor clerical changes and corrections made throughout 3) Re-alphabetized and renumbered Reference Nos. accordingly

CITYWIDE
1) CW-001 (Affidavits)
a. Included language to differentiate that Affidavits related to the posting of an Agenda are to be filed with the Agenda Packet for a permanent retention. 2) CW-009 (Grants – Administrative Files – Successful)
a. Included “Administrative Files” to differentiate it this line item from the Agreement File (if there is an agreement), which has a different retention. b. Included a detailed description of the types of records that could be included in the administrative file for staff reference.
c. Revised off-site and total retention from “After Funding Agency Audit, if Required – Minimum 5 years” to “4 years after the final retention payment has been released by the granting agency or 1 year after the granting agency audit completion, whichever is applicable.”
3) Added CW-011 (Historical Records) with a permanent retention as each department may maintain historical records.

CITY CLERK
1) CC-004 (Agreements & Contracts: Non-Infrastructure / MOUs / JPAs) a. Included “bonds and certificates of participation” as these are maintained in the agreement file.
2) CC-005 (Agreements & Contracts: Infrastructure / Land Records / Property Ownership) a. Included “bonds and certificates of participation as these are maintained in the agreement file.
3) CC-022 (Oaths of Office: Boards and Commission Members) a. Revised retention from permanent to Leaving Office + 7 years. Council Member oaths will still be maintained permanently.
4) Added CC-013 (Litigation Hold) with a retention of Hold Lifted + 2 years. 5) Removed (Annexations / Boundaries / Consolidations) (Formerly CC-006) and added it to CC-026 (Real Property – Records that Affect the Title to Real Property). 6) Removed (Bond Transcripts / Certificates of Participations (COPs) / Official Statements) (Formerly CC-008) and added it to Finance’s retention schedule as these are maintained by Finance.
7) CC-029 (Records Management Records)
a. Revised the description to only read: “Authority to Transfer Forms.”

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3 2025 Retention Schedule Update

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CITY CLERK – Continued
8) CC-036 (Elections – Administration)
a. Revised retention from 5 years to Duration of term of office sought + 4 years to mirror CC-040 (Nomination Papers – All Candidates (Successful and Unsuccessful)).
b. Removed “blank forms” from the description.
c. Removed “polling places/vote centers listings” and added it to CC-037 (Elections – Historical).
9) CC-041 (Oath of Office Files (Historical))
a. Revised line item title to: “Oath of Office Ceremony Files.” 10) CC-049 (Political Reform Act – Annual File)
a. Included “Form 470s for unsuccessful candidates without a committee.”

CITY MANAGER’S OFFICE
1) Removed “Certificates / Proclamations” from CM-005 and added it to Economic Development’s retention schedule as these records are not created or maintained by the City Manager’s Office.

CITY MANAGER’S OFFICE - HUMAN RESOURCES
2) HR-024 (Subpoenas / Summons / Lawsuits)
a. Added “Subpoenas” to the line item and included “When City is a party” to make the distinction between Subpoenas for Records the City Clerk’s Office maintains and the Subpoenas maintained by HR.
3) HR-012 (Employee Newsletter)
a. Revised retention from 6 years to 2 years, according to HR’s request. 4) HR-016 (Live Scan Applications with Clearance Notes) a. Revised onsite retention from an onsite retention of 10 years and an offsite retention of 30 years to an onsite retention of 2 years and total retention to permanent, as advised by the City Attorney’s Office.
5) Removed (Workers’ Compensation or Disability Claims / Employee Accident Reports) (Formerly HR-027) and added it to HR-020 (Personnel Files – Confidential File – All Employees) as the retention is the same and the records may be filed together.

ECONOMIC DEVELOPMENT (INCLUDES HOUSING AND GRANTS AND

REDEVELOPMENT/SUCCESSOR AGENCY RECORDS)
1) ED-002 (City Newsletter)
a. Revised retention from permanent to 5 years, according to ED’s request. 2) Added ED-003 (Certificates / Proclamations) with a retention of 2 years. This line item was under the City Manager’s Office retention schedule (CM-005), but was not created or maintained by the City Manager’s Office.

4 2025 Retention Schedule Update

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FINANCE
1) Added FIN-0013 (Bond Transcripts / Certificates of Participations (COPs) / Official Statements) and removed it from the City Clerk’s retention schedule as these are maintained by Finance.

PARKS AND RECREATION
1) Removed (Applications for Employment or Resumes for Parks and Recreation Jobs:

Unsolicited / Interest Cards (No Open Position)) (Formerly PR-005) as P&R confirmed that these records are no longer created or exist.

PLANNING AND BUILDING SERVICES – BUILDING SERVICES
1) BS-002 (Building Permit Files (Finalized and Withdrawn)) a. Removed “inspection records, correction notices, blue slips, inspection requests, covenants to hold a single parcel” from the description as these are no longer created/maintained in the permit file.
b. Added “applications, covenants/agreements, finaled permits, and withdrawn permits” to the description.
2) BS-003 (Building Plans and Construction Documents – Finalized and Expired – Single Family Residential)
a. Revised line item to read: “Building Plans – Single Family Residential – Finalized and Expired.”
b. Revised description to read: “(Site Plan and Floor Plan Only).” c. Added the following to the comments/legal references (provided by Building Official Cook): “CBSC (A) 107.5 Retention of construction documents. One set of approved construction documents shall be retained by the building official for a period of not less than 180 days from date of completion of the permitted work, or as required by state or local laws.”
3) BS-004 (Building Plans and Construction Documents – Finalized and Expired –

COMMERCIAL)
a. Revised description to read: “(Site Plan, floor(s) plan, structural calculations, soils, as built plans only).”
4) BS-007 (Plan Checks (Not Finalized/Iterations) – Comments, Corrections, Transmittal Sheets)
a. Revised line item to read: “(Not Finalized/Iterations).” i. According to the City Attorney’s Office in October 2024, draft plan checks no longer need to be maintained; only the finaled version is to be maintained.
b. Revised total retention from “Until Plan Approval” to “Superseded or expired.” 5) BS-008 (Plan Checks (Withdrawn or Expired) – Permits not Obtained) a. Revised retention from 2 years to When Expired or Withdrawn. 6) Added BS-012 (Self Certification) with an onsite retention of Until Finalized + Scanned and total retention of permanent.

5 2025 Retention Schedule Update

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PLANNING AND BUILDING SERVICES – PLANNING
1) Added PL-001 (Over the Counter Permits, ADU & SB9 Applications, Permanent Sign Applications, Lot Line Adjustments, Planning Projects (that do not go to Planning Commission or City Council))” with a retention a retention of permanent. 2) PL-012 (Miscellaneous Minor Planning Applications)
a. Removed “ABC Permits and Business Recovery Program Applications” from description and added it to PL-003 (Alcoholic Beverage License Application Copies / Notices of Transfer of ABC License / Liquor License Requests (City’s Copy).”

PLANNING AND BUILDING SERVICES – BUSINESS LICENSE
1) BL-001 (Business Licenses – Applications, Renewals, and Closeouts) a. Revised onsite retention from Closed + 2 years to Closed with a total retention of 3 years.
2) BL-002 (Business Licenses – One-time Permits)
a. Revised onsite retention from “Closed + 2 years” to “Closed.” 3) BL-004 (Permits)
a. Removed “dance” from the description.
b. Combined (Taxi Cab Company Permits / Taxi Cab Driver Permits / Taxi Cab Business License Renewals) (Formerly BL-005) with BL-004. c. Revised onsite retention from “Closed + 2 years” to “Closed” with a total retention of 3 years.

PUBLIC SAFETY
1) PS-005 (Citations)
a. Removed “Handwritten Administrative Citations” and “Firework Citations” from the description.
b. Added “Vendor Citations” to description as these are kept for a retention of 2 years and are not considered a Code Enforcement case. c. Added to “Firework Citations” to line-item PS-014 (Video of Illegal Fireworks). 2) PS-009 (Local Hazardous Mitigation Plan)
a. Revised the line item title from Hazardous Mitigation Plan to Local Hazard Mitigation Plan
b. Revised retention from “2 years” to “After Agency Audit, if required, Minimum 2 years, whichever is longer,” according to PS’s request. 3) Added PS-007 (Criminal Citations) with an onsite retention of Until Final Resolution and total retention of Final Resolution + 7 years.

PUBLIC SAFETY – CODE ENFORCEMENT
1) Removed from (Vendor Citations) (Formerly CE-004) and added to PS-005 (Citations) as these are kept for a retention of 2 years and are not considered a Code Enforcement case.

PUBLIC WORKS
1) No changes made.

6 CITY OF BELLFLOWER

RESOLUTION NO. 25-17

A RESOLUTION ADOPTING A RECORDS RETENTION SCHEDULE
FOR CITY RECORDS AND SUPERSEDING RESOLUTION NO. 23-46

THE CITY COUNCIL RESOLVES AS FOLLOWS:

SECTION 1. The City Council finds as follows:

A. Keeping and maintaining public records that are unnecessary or duplicative results in the consumption of significant public resources including money, time, and space;

B. Government Code §34090, et seq. establishes methods by which the City may approve the destruction of unneeded documents; and

C. It is in the public interest to reduce the City’s cost for storing documents while, at the same time, ensuring that the City preserves those records that are required to conduct City business.

SECTION 2. As used in this Resolution, “record” has the same definition as set forth in Government Code § 7920.530.

SECTION 3. The City Council takes the following actions:

A. Pursuant to Government Code § 34090, the City Council approves the records retention schedule in attached Exhibit “A,” which is incorporated by reference (the “Schedule”).

B. The City Clerk is authorized to dispose of records according to the time intervals listed in the Schedule upon the request of the City Manager, or designee, and the written approval of the City Attorney, or designee.

C. The Schedule does not authorize the destruction of the following original records:

1. Records affecting the title to real property or recorded liens.

2. Records required to be kept permanently by applicable law;

3. Records less than two years old; and

4. The minutes, ordinances, or resolutions of the City Council of the City of Bellflower or of any City board, committee, or commission.

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7 City of Bellflower
Resolution No. 25-17

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D. Records that contain permanent or archival information will be duplicated and stored offsite for preservation and operational purposes in the event of a major disaster including, without limitation, earthquake, fire, or flood. If such disaster occurs, then those records will be accessed and brought back online to regain operations.

E. Those records which are not required in the current operation of the office where they are made or kept may be transferred to storage until they have met their specific retention requirements and destroyed.

F. Updates to the Records Retention Schedule that are required to conform to applicable law are authorized to be made by the City Clerk without immediate action by the City Council upon review and written approval by the City Manager and City Attorney. Such changes must be ratified by the City Council at the next practicable opportunity following the change in law.

G. Notwithstanding the Schedule adopted by this Resolution, the City Clerk may, upon complying with the provisions of Government Code § 34090.5, dispose of documents in any legal manner without the further approval of the City Council or City Attorney.

H. Upon destroying any documents in accordance with this Resolution, the City Clerk is directed to complete a certificate verifying the destruction of such records and file the certificate with the City’s official records.

SECTION 4. Supersession; Preservation. Resolution No. 23-46 (adopted November 27, 2023) is superseded in its entirety. Nothing in this Resolution affects such additional resolutions that may regulate the destruction of public records including, without limitation, Resolution No. 17-34 (adopted June 26, 2017) regulating electronic communications or Resolution No. 19-18 (adopted March 11, 2019) regulating social media.

SECTION 5. Electronic Signatures. This Resolution may be executed with electronic signatures in accordance with Government Code §16.5. Such electronic signatures will be treated in all respects as having the same effect as an original signature.

SECTION 6. The Mayor, or presiding officer, is hereby authorized to affix the Mayor’s signature to this Resolution signifying its adoption by the City Council of the City of Bellflower, and the City Clerk, or duly appointed deputy, is directed to attest thereto.

SECTION 7. This Resolution will become effective immediately upon adoption. ///
///
///

8 City of Bellflower
Resolution No. 25-17

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PASSED, APPROVED, AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF BELLFLOWER THIS 27TH DAY OF MAY 2025.

________________________________
Ray Dunton, Mayor
ATTEST:

________________________________
Mayra Ochiqui, City Clerk

APPROVED AS TO FORM:

_________________________________
Karl H. Berger, City Attorney

ATTACHMENT:

Exhibit A – Records Retention Schedule

9 EXHIBIT A

RECORDS RETENTION SCHEDULE
10 RECORDS RETENTION SCHEDULE: CITYWIDE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CW-1

Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc.

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Lead
Dept. CW-001
Affidavits

(Includes affidavits of publications,
affidavits of posting, legal advertising,
notices, proofs of publications, public
hearing notices)

(Affidavits of Posting an Agenda are filed
with the Agenda / Agenda Packet (CC-001)
with a permanent retention)
2 years N/A 2 years
Brown Act challenges must be
filed within 30 or 90 days of action;
CCP§ 337, et seq; GC §§34090,
54960.1(c)(1)

Lead
Dept. CW-002
Agreements & Contracts: Administrative
Files NOT Funded by a Grant

(Includes correspondence, project
administration, logs, project schedules,
copies of invoices, backup, insurance
certificates, Requests for Proposals
(“RFPs”), etc.)
Completion 10 years Completion
+ 10 years
Vital: Before Completion. Covers
E&O Statute of Limitations.

Published Audit Standards= 4-7
years.

Statute of Limitations:

Contracts & Spec’s = 4 years.

Wrongful Death = death + 5 years.

Developers = comp. + 10 years.

Statewide guidelines propose
termination + 5 years; CCP
§§336(a), 337 et. seq., GC §34090

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11 RECORDS RETENTION SCHEDULE: CITYWIDE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CW-2

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Lead
Dept. CW-003
Agreements & Contracts: Administrative
Files WITH Grant Funding

(Includes correspondence, project
administration, certified payrolls, logs,
project schedules, copies of invoices,
backup, insurance certificates, Requests
for Proposals (“RFPs”), etc.)
Completion
10 years or
after
funding
agency
audit, if
required,
whichever
is longer
Completion
+ 10 years
or after
funding
agency
audit,
if required,
whichever
is longer
Vital: Before Completion. Covers
E&O Statute of Limitations
(insurance certificates are filed
with agreement); Published Audit
Standards=4-7 years; Statute of
Limitations:

Contracts & Spec’s=4 years.

Wrongful Death=comp. + 5 years.

Developers=comp. + 10 years.

Statewide guidelines propose
termination + 5 years; CCP
§§336(a), 337, et seq., GC §34090
Lead
Dept. CW-004
Agreements & Contracts:

UNSUCCESSFUL

(Includes bids, unsuccessful proposals, or
responses to Requests for Proposals
(“RFPs”), and/or Request for Qualifications
(“RFQs”) that don’t result in a contract)
2 years N/A 2 years
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= death + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §§336(a), 337 et. seq., 21
CFR §§ 1403.36 & 1403.42(b); 24
CFR §§ 85.42, 91.105(h), 92.505,
& 570.502(b), 28 CFR § 66.42; 29
CFR § 97.42; 40 CFR § 31.42; 44
CFR § 13.42; 45 CFR § 92.42;
OMB Circular A-133; GC § 34090
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12 RECORDS RETENTION SCHEDULE: CITYWIDE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CW-3

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Lead
Dept. CW-005
Meeting Records: SUBCOMMITTEES of
the City Council (comprised solely of a
minority of City Council members)

(Includes all records)
2 years N/A 2 years
Brown Act challenges must be
filed within 30 or 90 days of action:

GC §§34090, 54960.1©(1)
Lead
Dept. CW-006
Meeting Records: INTERNAL – Attended
by employees only.

(Includes all records)

(e.g., Records Management Committee, In-
House Task Forces, etc.)
2 years N/A 2 years GC §34090
Lead
Dept. that
Authors /
Receives
City's
Original
CW-007
Correspondence – ROUTINE

(Interagency and Intra-agency memoranda
retained in the ordinary course of business)

(e.g., administrative, general, letters,
memorandums, miscellaneous reports not
included on department schedule, press
releases received/not generated,
calendars, invitations, logs, mailing lists,
meeting room registrations, supply
inventories, voicemail messages,
transmittal letters, undeliverable mail,
visitors logs, newspaper clippings)
2 years N/A 2 years
Complies with electronic record
retention policy (adopted via
separate resolution). GC
§§34090, 6252, 6254(a))

Lead
Dept. CW-008 Eminent Domain / Condemnation
Proceedings / Relocations 2 years 3 years 5 years Vital: Before Purchase (meets auditing standards); GC §34090
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13 RECORDS RETENTION SCHEDULE: CITYWIDE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CW-4

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Lead
Dept. CW-009
Grants: Administrative Files –

SUCCESSFUL

(The primary grant file maintained by the
lead department contains all
documentation related to the lifecycle of a
grant. This file serves as the official record
for grant compliance, audit readiness, and
project management)

(At a minimum, the file should include the
following: fully executed grant agreements
and amendments, if not maintained by the
City Clerk’s office in the agreement files;
grant reports and reimbursement requests
(e.g., general ledger entries, payroll,
accounts payable, and procurement
records such as timesheets, pay stubs,
invoices, and other proof of payment); and
all grant-related correspondence and
communication. This file serves as the
official record for grant compliance, audit
readiness, and project management)
2 years
4 years
after the
final
retention
payment
has been
released by
the
granting
agency or 1
year after
the
granting
agency
audit
completion,
whichever
is
applicable
4 years
after the
final
retention
payment
has been
released by
the granting
agency or 1
year after
the granting
agency
audit
completion,
whichever
is
applicable
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; statewide guidelines
propose 4 years; 21 CFR
§ 1403.36 & 1403.42(b); 24 CFR
§ 85.42, 91.105(h), 92.505, &
570.502(b), 28 CFR § 66.42; 29
CFR § 97.42; 40 CFR § 31.42; 44
CFR § 13.42; 45 CFR § 92.42;
OMB Circular A-133; GC §34090
Lead
Dept. CW-010
Grants – UNSUCCESSFUL

(Applications / Correspondence)
2 years N/A 2 years GC §34090
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14 RECORDS RETENTION SCHEDULE: CITYWIDE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CW-5

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Lead
Dept. CW-011 Historical Records P N/A P
GC §34090; Records can address
a variety of subjects and media;
the Lead Department determines
historical significance based on
the following criteria: 1) is
associated with events that have
made a significant contribution to
the broad patterns of the City’s
history and cultural heritage; 2) is
associated with the lives of
persons important in the City’s
past; 3) embodies the distinctive
characteristics of a type, period,
region, or method of construction,
or represents the work of an
important creative individual, or
possesses high artistic values; and
4) has yielded, or may be likely to
yield, information important in the
City’s prehistory or history.

Lead
Dept. CW-012 Legal Opinions (Formal Advice) 2 years N/A 2 years Vital (all). Department Preference; GC §34090
Lead
Dept. CW-013
Personnel Files

(e.g., Supervisor’s notes; includes leave
requests and vacation requests)
After
Inclusion in
Performance
Evaluation
N/A
After
Inclusion in
Performance
Evaluation
Vital: Before Annual Performance
Evaluation. Ensure records kept in
department files comply with City
policy (all originals are sent to
Human Resources, only the
Supervisor’s file is
maintained in departments);
GC §34090.7
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15 RECORDS RETENTION SCHEDULE: CITYWIDE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CW-6

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Lead
Dept. CW-014 Personnel Work Schedules 2 years N/A 2 years Notes maintained in a separate
folder to be incorporated into
performance evaluation, or to
document progressive.
discipline; GC §34090 et seq.

Lead
Dept. CW-015
Progress Payments

(NOTE: This is an internal tracking
mechanism. The invoice associated with
the progress payment is the official record.

Finance is the office of record for invoices)
Completion
of Payment
+ 2 years
N/A
Completion
of Payment
+ 2 years
GC §34090
Lead
Dept. CW-016
Purchase Orders – INFORMAL (Under the
Purchasing Threshold)

(Includes Request for Proposals (“RFPs”),
specifications, contracts, amendments,
successful bids, Notice of Award, Request
for Qualifications (“RFQs”), etc.)
2 years 3 years 5 years Meets auditing standards; GC
§34090
Lead
Dept. CW-017 Real Estate Appraisal Reports:

PURCHASED Property / Funded Loans 5 years N/A 5 years
Vital: Before Purchase. Meets
auditing standards; GC §34090;
24 CFR 85.42(b), 24 CFR

91.105(h), 24 CFR 97.42(b), 24
CFR 570.502(b); 29 CFR 97.42,
GC §34090
Lead
Dept. CW-018 Real Estate Appraisal Reports: Property
NOT Purchased 2 years N/A 2 years GC §34090
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16 RECORDS RETENTION SCHEDULE: CITYWIDE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CW-7

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Lead
Dept. CW-019
Reference Materials – Produced by

OUTSIDE ORGANIZATIONS

(i.e., League of California Cities, Chamber
of Commerce, Educational Seminar
Announcements, etc.; includes policies,
procedures, brochures, flyers, manuals,
etc.)
2 years N/A 2 years GC §34090
Lead
Dept. CW-020
Reports and Studies – HISTORICALLY

SIGNIFICANT

(e.g., Zoning Studies, etc.)
10 years P P Department Preference; GC
§34090
Lead
Dept. CW-021 Reports and Studies – NO HISTORICAL
VALUE 2 years N/A 2 years Department Preference; GC
§34090
Lead
Dept. CW-022 Special Event Permits Expiration +
2 years N/A Expiration +
2 years
Vital: During Class or Program.

Department Preference; GC
§34090
Lead
Dept. CW-023 Surveys / Questionnaires Issued by the
City 2 years N/A 2 years GC §34090
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17 RECORDS RETENTION SCHEDULE: CITYWIDE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CW-8

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Lead
Dept. CW-024
Training – ALL MATERIALS

(Internal training created by a department)

2 years N/A 2 years
Department Preference; Ethics
Training is 5 years; Statewide
guidelines propose 7 years; Calif.

Labor Division is required to keep
their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
State Law requires 2 -3 years for
personnel actions; 8 CCR § 3203,
et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 34090,
53235.2(b)
Lead
Dept. CW-025 Volunteer / Unpaid Intern Applications &
Agreements – SUCCESSFUL Applicants
Separation
+ 3 years N/A Separation
+ 3 years
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 §§12946,
34090
Lead
Dept. CW-026 Volunteer / Unpaid Intern Applications –
UNSUCCESSFUL Applicants 2 years N/A 2 years GC §34090

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18 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-1

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total

GENERAL OFFICE
City Clerk CC-001
Agendas / Agenda Packets

(Includes City Council and all City Brown Act
bodies; e.g., Commissions, Committees,
Boards)
Until
Scanned P P GC §34090, et seq.;
Department Preference
City Clerk CC-002
Annotated Agendas

(Includes City Council and all City Brown Act
bodies staffed by the City Clerk’s Office)
2 years N/A 2 years GC §34090, et seq.;
Department Preference
City Clerk CC-003

Informational Materials for Meetings of the
City Council and City Brown Act bodies; e.g.,
Commissions, Committees, Boards):

(Includes Mayor’s Agenda, Roll Call Order
Sheet, Potential Conflicts of Interest, etc.)

2 years N/A 2 years GC §34090, et seq.
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19 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-2

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-004
Agreements & Contracts:

NON-INFRASTRUCTURE / MOUs / JPAs

[Examples: consulting, disposal, employment
contracts, instructors, sports leagues,
franchises, housing, leases, loans, mutual
aid, professional service, CalPERS, Joint
Powers, maintenance, training, software]

(Includes all contractual obligations; e.g.,
amendments, scope of work or successful
proposal, insurance certificates, bonds,
certificates of participation, covenants, Notice
of Completion, etc.)
Completion
+ Until
Scanned
Up to
10 years
Completion
+ 10 years
Vital: Before Completion. Statute of
Limitations is 4 years; 10 years for
Errors & Omissions; Published
Audit Standards is 4-7 years;
Wrongful Death is death + 5 years,
Developers is completion +
10 years; Relocation Files is Settle
+ 5 years; CCP §§336(a), 337, et.
seq.; GC §§34090, 34090.7
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20 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-3

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-005
Agreements & Contracts:

INFRASTRUCTURE / LAND RECORDS /

PROPERTY OWNERSHIP

[Examples: architects, buildings, bridges,
covenants, deferred improvement
agreements, design/build, construction,
development, environmental, park
improvements, property restrictions,
reservoirs, sewers, sidewalks, street & alley
improvements, settlement, subdivisions,
utilities, water, land records: plans, permits;
ownership: purchase and sale]

(Includes all contractual obligations; e.g.,
amendments, scope of work or successful
proposal, insurance certificates, bonds,
certificates of participation, covenants, Notice
of Completion, etc.)
Completion
+ Until
Scanned
N/A P
All infrastructure should be
permanent for emergency
preparedness; land records are
permanent by law; property records
(purchase/sale) are permanent by
law; Statute of Limitations is 4
years; CCP §§337, 337.1(a),
337.15, 343; GC §34090,
Contractor has retention
requirements in 48 CFR § 4.703 -
3 years retention after final
payment.

City Clerk CC-006
Assessment / Maintenance / Landscape &
Lighting / Street Improvement District –
Formation Documents (other than records
related to Council action)
Termination
of District
Up to
10 years
Termination
of District
+10 years
GC §34090, et seq.;
Department Preference
City Clerk CC-007
Bylaws

All Advisory Bodies Appointed by City Council
(e.g., Commissions, Committees, Boards)
2 years P P Vital (all). GC §34090
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21 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-4

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-008 Central Files (Prior Subject Filing System) – Property Records and Weed Abatement P P P
Department Preference; Before
1982, agenda packets were broken
into subject matters then filed; most
are copies of records maintained
by Lead Department; After 1982,
Agenda Packets are saved intact
as permanent records; Minutes are
the permanent record; GC §34090
et seq.

City Clerk CC-009 Central Files (Prior Subject Filing System) – NOT Property Records and Weed Abatement 2 years N/A 2 years Department Preference; Before
1982, agenda packets were broken
into subject matters then filed; most
are copies of records maintained
by Lead Department; After 1982,
Agenda Packets are saved intact
as permanent records; Minutes are
the permanent record; GC §34090
et seq.

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22 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-5

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-010
Historical Records

(Includes History of Service Logs for
City Council, Commissions, Committees,
Boards and all Brown Act Bodies;
Incorporation, City Seal, Local Appointment
List, etc.)

P N/A P
GC §34090; Records can address
a variety of subjects and media; the
City Clerk determines historical
significance based on the following
criteria: 1) is associated with
events that have made a significant
contribution to the broad patterns
of the City’s history and cultural
heritage; 2) is associated with the
lives of persons important in the
City’s past; 3) embodies the
distinctive characteristics of a type,
period, region, or method of
construction, or represents the
work of an important creative
individual, or possesses high
artistic values; and 4) has yielded,
or may be likely to yield,
information important in the City’s
prehistory or history.

City Clerk CC-011
Index to Actions / Legislative History

(i.e., Resolution and Ordinance logs)
P N/A P Vital (all). GC §34090
City Clerk CC-012
Insurance Certificates

(Not corresponding to an active or closed City
agreement)
10 years N/A 10 years GC §34090; Department
Preference
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23 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-6

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-013 Litigation Hold Closed + 2
years N/A Closed + 2
years
GC §34090; Department
Preference
City Clerk CC-014 Maddy Act Notices 2 years N/A 2 years GC §34090 City Clerk CC-015
Minutes

(Includes City Council and all City Brown Act
bodies; e.g., Commission, Committees,
Boards)
2 years P P Vital (all). GC §34090
City Clerk CC-016 Municipal Code – Official City Copy issued to City Clerk (Current Publication) P N/A P GC §34090, et seq.; Department Preference
City Clerk CC-017 Municipal Code – Prior Publication
(Historical Significance) P N/A P GC §34090, et seq.;
Department Preference
City Clerk CC-018 Municipal Code Supplements – Prior
Publication
After
Republication N/A After
Republication
Supplements are used to update
the current publication of the
Municipal Code, so these copies
are a duplicate record and retained
for reference purposes only.

Following republication of the
Municipal Code, they are no longer
necessary to retain.

City Clerk CC-019 Municipal Code – Supplement History File (Current Publication) P N/A P
Supplements used to update
current publication of the Municipal
Code; these copies are a duplicate
record and retained for reference
purposes only; Department
preference; GC §34090
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24 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-7

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-020
Network/System Backup Tapes

(Weekly or monthly; All files on servers)
N/A 3 Months 3 Months
Vital. Used for Disaster Recovery
Purposes Only; Considered a copy
and can be destroyed when no
longer required; tapes are in
autochangers and are overwritten;
store off-site in a commercial
facility for disaster recovery
purposes; GC §34090 et seq.

City Clerk CC-021
Notices

(i.e., public hearing notices, notice of special
vacancy, etc.)
1 year +
Current
year
N/A 2 years
Brown Act challenges must be filed
within 30 or 90 days of action;
CCP§337, et seq; GC §§34090,
54960.1(C)(1)
City Clerk CC-022 Oaths of Office: Boards and Commission Members (Non-Elected Officeholders)
Leaving
Office + 7
years
N/A
Leaving
Office + 7
years
Department Preference; HR
maintains employee Oaths of
Office in Personnel Files, including
the City Council; Statute of
Limitations: Public official
misconduct is discovery of offense
+ 4 years, retirement benefits is 6
years from last action; statewide
guidelines propose Termination + 6
years; GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC § 1113.

Officeholders are permanent.

City Clerk CC-023 Ordinances (Includes Affidavits of Publication) P N/A P Vital (all). GC §§34090, et seq.

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25 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-8

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-024
Outgoing Mayor’s Ceremony Files (Historical)

(Includes, but not limited to,
coordinating/planning documents, speeches,
photos, correspondence, etc.)
P N/A P These files are maintained on-site
in the City Clerk’s Office.

City Clerk CC-025
Public Records Act Requests

(Includes Affidavit & Request to Duplicate
Plans)
1 year +
Current
year
1 year 2 years GC §34090
City Clerk CC-026
Real Property – Records that Affect the Title
to Real Property

(e.g., Annexations, Boundaries,
Consolidations, Abandonments, Deeds, Deed
Restrictions, Easements, Liens, Resale
Restrictions, Vacations)
2 years P P GC §34090
City Clerk CC-027
Recordings: AUDIO

(Includes audio recordings of meetings of the
City Council, BFA, etc.)

(NOTE: Commission/Committee Meetings are
maintained by the staffing department.)
1 year +
Current
year
N/A 2 years
Department Preference; State law
only requires for 30 days; GC
§54953.5(b)
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26 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-9

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-028
Recordings: VIDEO

(Includes video recordings of meetings of the
City Council, BFA, RDA, BPFC, Successor
Agency, or Oversight Board, etc. – NOTE:

Commission/Committee Meetings are not
video recorded; only audio recorded.)
2 years 4 years 6 years
Department Preference; Video
recording of meetings are only
required for 90 days; GC
§§34090.7, 60201. Also refer to
Resolution No. 11-75 regarding
Action Minutes, which notes a
6-year retention.

City Clerk CC-029
Records Management Records

(Authority to Transfer Records Forms)
Until
Scanned P P
Department Preference; GC
§34090, et seq. Certificates of
destruction filed with the
corresponding Resolution
authorizing records destruction.

City Clerk CC-030 Redevelopment Plan 10 years P P
Vital: Before Purchase or Sale.

Department Preference; GC
§34090, et. seq.

City Clerk CC-031
Reorganization Files (Historical)

(Includes, but not limited to, Notice of
Reorganization, correspondence to various
agencies)

P N/A P
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27 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-10

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-032
Resolutions

(Includes City Council, all City Brown Act
bodies; e.g., Commissions, Committees,
Boards)
P N/A P Vital (all). GC §34090, et seq.

City Clerk CC-033 Social Media Records 2 years N/A 2 years GC §34090, et seq.; Department Preference
City Clerk CC-034 Subpoenas to Appear / Subpoenas for
Records
1 year +
Current
year
1 year 2 years GC §34090, et seq.;
Department Preference

ELECTIONS
City Clerk CC-035 Assessment District Ballots / Protest Letters – Prop. 218 proceedings 2 years N/A 2 years
Department preference to be
consistent with other types of
ballots; Statewide guidelines
propose permanent; EC §§ 17302,
17306; CA Constitution Art. XIII
City Clerk CC-036
Elections – ADMINISTRATION

(Includes, without limitation, correspondence,
Los Angeles County Registrar-Recorder
reports and election-related meeting
materials, calendars, copy of
candidate/nomination notebook, copies of
requisitions/invoices)
5 years N/A 5 years
Department Preference; Used as a
model for the next election;
Deadline to contest an Election is
within 30 days after the declaration
of results, EC §16401(d); GC
§34090
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28 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-11

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-037
Elections – HISTORICAL

(Includes, without limitation, sample ballot,
copies of election-related Resolutions and
staff reports, election notices, certificate of
election results/canvass, Certificates of
Election, maps, polling places/vote centers
listings)
4 years P P
Retained for Historical Value;
Deadline to contest an Election is
within 30 days after the declaration
of results, EC §16401(d);
GC §34090
City Clerk CC-038
Elections – NON-MUNICIPAL

(Includes, without limitation, correspondence,
sign complaints/notices)
2 years N/A 2 years GC §34090
City Clerk CC-039 Petitions (Initiative, Recall, or Referendum) Election
Results or
Final
Examination
+ 8 Months
N/A
Election
Results or
Final
Examination
+ 8 Months
Not accessible to the public; The
8-month retention applies after
election results, or final
examination if no election. Applies
unless a legal/FPPC proceeding.

EC §§17200, 17400
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29 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-12

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-040
Nomination Papers – All Candidates
(Successful and Unsuccessful)

(Includes official Nomination Papers and
signature verification records, Code of Fair
Campaign Practices, candidate statement
forms and receipts, ballot designation
worksheet, transliteration form, and all other
required forms filed with the nomination
papers, except FPPC records)
Duration of
term of
office
sought
+ 4 years
N/A
Duration of
term of
office
sought
+ 4 years
Department Preference; Statewide
guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term
of office and 4 years after the
expiration of term and does not
delineate between the two; EC
§17100; Deadline to contest an
Election is within 30 days after the
declaration of results, EC
§16401(d);
City Clerk CC-041
Oath of Office Ceremony Files (Historical)

(Includes, without limitation, signed oaths of
office, copies of certificates of election,
coordinating/planning documents, photos)
P N/A P These files are maintained on-site
in the City Clerk’s Office.

POLITICAL REFORM ACT – FAIR POLITICAL PRACTICES COMMISSION (FPPC) RECORDS City Clerk CC-042
Campaign Statements – OFFICEHOLDERS
(Mayors, Council Members, Candidates
holding the above offices, their controlled
committees, and committees supporting such
officeholders and candidates)

(Includes Forms 410, 460, 470, 497, 501 and
all forms related to campaign statements; and
any correspondence regarding enforcement
action or request for advice from the FPPC)
Until
Leaving
Office &
Scanned
P P
Authority: GC §§81009 and 84615,
and FPPC Regulations §§ 18944
and 18944.1. Includes all pre-
election statements, semi-annual,
and statements of termination.

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30 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-13

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-043
Campaign Statements – NON-INCUMBENT

CANDIDATES/NOT ELECTED

(Non-incumbent candidates not elected and
committees supporting candidates not elected
to above offices)

(Includes Forms 410, 460, 470, 497, 501 and
all forms related to campaign statements; and
any correspondence regarding enforcement
action or request for advice from the FPPC)
Termination
of
Committee
+ 2 years
5 years
Termination
of
Committee
+ 7 years
Authority: GC §§81009 and 84615,
and FPPC Regulations §§ 18944
and 18944.1. Includes all pre-
election statements, semi-annual,
and statements of termination.

City Clerk CC-044
Campaign Statements – GENERAL

PURPOSE AND BALLOT MEASURE

COMMITTEES

(All other filers not listed above, e.g., general
purpose (PAC), ballot measure committees)

(Includes Forms 410, 501, 460, 470, and all
forms related to campaign statements; and
any correspondence regarding enforcement
action or request for advice from the FPPC)
Termination
of
Committee
+ 2 years
5 years
Termination
of
Committee
+ 7 years
Authority: GC §§81009 and 84615,
and FPPC Regulations §§ 18944
and 18944.1.

City Clerk CC-045 FPPC Form 804
(Agency Report of New Positions)
Until
Scanned N/A P
Authority: GC §§81009 and 84615,
and FPPC Regulations §§ 18944
and 18944.1. Optional form; not
readily used. If used, file with
corresponding Conflict of Interest
Code Resolution.

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31 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-14

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-046 FPPC Form 805
(Agency Report of Consultants)
Until
Scanned N/A P
Authority: GC §§81009 & 84615, &
FPPC Regulations §§ 18944 &
18944.1. Optional form; not readily
used. If used, file w/ corresponding
Conflict of Interest Code.

City Clerk CC-047
Political Reform Act – Annual File

(Includes, without limitation, log,
correspondence, filer notifications/reminders,
Form 470s (Short Form) for unsuccessful
candidates without a committee, Form 501s
(Candidate Intention Statement) for
unsuccessful candidates without a committee,
Forms 801 (Gift to Agency Report), 802
(Tickets Provided by Agency Report), 803
(Behested Payment Report), and 806
(Agency Report of Public Official
Appointments), 496 (Independent
Expenditure Reports), Real Property Interests
List, Local Agency Biennial Notice, and other
miscellaneous forms)
2 years 5 years 7 years
Authority: GC §§81009 and 84615,
and FPPC Regulations §§ 18944
and 18944.1.

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32 RECORDS RETENTION SCHEDULE: CITY CLERK’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CCO-15

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk CC-048
Statements of Economic Interests (Form 700)
– ALL FILERS

(Includes all original statements, copies of GC
§87200 filers’ statements, copies of
statements filed electronically with the FPPC,
and ethics training certificates for
Commissioners/Committee Members
(employee certificates filed with HR))
Leaving
Office
+ 2 years
5 years
Leaving
Office
+ 7 years
Authority: GC §§81009 and 84615,
and FPPC Regulations §§ 18944
and 18944.1.

Ethics training certificates minimum
5 years per GC §53235.2(b).

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33 RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CMO-1

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City
Manager CM-001 Cannabis Business Permit (“CBP”)
Applications 7 years N/A 7 years Department Preference; GC §34090 City
Manager CM-002
Correspondence – Ingoing and Outgoing

(Includes letters, memorandums, invitations to
City Council and staff, etc.)
2 years N/A 2 years GC §34090
City
Manager CM-003 Press Releases 2 years N/A 2 years GC §34090 City
Manager CM-004
Project Files

(i.e., Cannabis Business Permits (CBP),
special projects, etc.)
2 years N/A 2 years Vital: While Active Issues;
GC §34090
City
Manager CM-005 Speeches 2 years N/A 2 years GC §34090
City
Manager CM-006
Surveys / Questionnaires

(Issued by the City Manager)
4 years N/A 4 years GC §34090
City
Manager CM-007
Weekly Updates

(Final from all Departments)
2 years N/A 2 years GC §34090

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34 RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE
(HUMAN RESOURCES)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
HR-1

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-
site Total
Human
Resources HR-001
Accident / Incident Reports:

(Including vehicle accident reports with no
injuries (Employees))

(See Workers’ Compensation for vehicle
accident reports with injuries)
2 years N/A 2 years
Department Preference; Claim
must be filed within 1 year, lawsuit
within 2 years; Statute of
Limitations for contracts is 4 years;
CCP §§337, et seq.; GC §§911.2,
945, 34090, 34090.6
Human
Resources HR-002
Benefit Plans / Insurance Policies

(Health, dental, life insurance, medical etc.)
Plan
Termination
+ 4 years
N/A
Plan
Termination
+ 4 years
Department preference to meet
municipal government auditing
standards; EEOC / ADEA (Age)
requires 1 year after benefit plan
termination; Federal law requires 6
years after filing date; State Law
requires 2 years after action;
Health Care Service Providers are
3 years; Managed Health Care
Plan & Solicitors are 5 years; 29
CFR §1627.3(b)(2); 29 USC §
1027; 11 CCR § 560; 28 CCR §
1300.85.1; GC §34090

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35 RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE
(HUMAN RESOURCES)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
HR-2

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-
site Total
Human
Resources HR-003
City Employee Events

(e.g., employee recognition events)
6 years N/A 6 years Department Preference; GC
§34090
Human
Resources HR-004 Claims – Liability Claims against the City Final Resolution
5 years
Final
Resolution +
5 years,
unless
claimant is a
minor*
Vital: Until Resolution. Department
Preference; Covers various statute
of limitations; CCP §§ 337 et seq.;
GC§§ 911.2, 945, 34090, 34090.6;
PC §832.5.
* If claimant is a minor, retention is
when minor turns 18 years old + 4
years (if age/DOB is known) OR, if
age/DOB is not known, 24 years
from the date of incident.

Human
Resources HR-005 Claims – Potential Claim Forms 2 years N/A 2 years GC §34090 Human
Resources HR-006 Carl Warren Claim Register (Database) Indefinite N/A Indefinite Vital: Until Settlement. Department
Preference (meets auditing
requirements); GC §34090
Human
Resources HR-007
Classification Studies / Reorganization
Studies (for employee classifications and
department structures)
Until
Superseded,
Minimum
2 years
N/A
Until
Superseded,
Minimum
2 years
Department Preference; EEOC /
FLSA / ADEA (Age) requires 3
years for promotion, demotion,
transfer, selection, or discharge;
State Law requires 2-3 years;
retirement benefits is 6 years from
last action; 29 CFR § 1602.31 &
1627.3(b)(ii), GC §§12946, 34090;
29 USC § 1113
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36 RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE
(HUMAN RESOURCES)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
HR-3

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-
site Total
Human
Resources HR-008 Compensation Studies
When No
Longer
Required,
Minimum
2 years
N/A
When No
Longer
Required,
Minimum
2 years
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,
GC §§12946, 34090
Human
Resources HR-009
Disability Insurance Reports

(Received monthly from The Standard)
2 years N/A 2 years Department Preference; GC
§34090
Human
Resources HR-010 DMV Pull Notices
When
Superseded,
Minimum
2 years
N/A
When
Superseded,
Minimum
2 years
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
Human
Resources HR-011 Equal Employment Opportunity EEO-4
Reports 6 years N/A 6 years
Department Preference (only 3
years is required); 29 CFR §
1602.30
Human
Resources HR-012 Employee Newsletter (i.e., City Scope) 2 years N/A 2 years Department Preference; GC §34090
Human
Resources HR-013 Grievances
Final
Resolution +
2 years
N/A
Final
Resolution +
2 years
Department Preference; GC
§12946
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37 RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE
(HUMAN RESOURCES)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
HR-4

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-
site Total
Human
Resources HR-014
Insurance Policies & Certificates (City-
owned)

(Includes CJPIA / Liability (General & Public),
Workers’ Compensation, Property Surety
Bonds & Insurance (Pre CJPIA))

P N/A P
Vital: Before Expiration.

Department preference; GC
§34090; CCP§ 337 et seq.; 2 year
minimum requirement statements,
bond disclosure, bond pay-offs,
bond GC 43900-43903;
Destruction guidelines for bonds;
Statutes of limitations, 10 years
after expiration FC 30210;
Maintain State of California
Guidelines; 10 years after
closure/expiration convenance and
cash/surety bonds. CCP 337.5
Human
Resources HR-015 Job Descriptions / Specifications
When
Superseded
+ 6 years
N/A
When
Superseded
+ 6 years
Vital: Before Superseded.

Department Preference;
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
State Law requires 2-3 years;
retirement benefits is 6 years from
last action; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946, 34090;
29 USC 1113
Human
Resources HR-016 Live Scan Applications with Clearance Notes (employees, volunteers, CBP permittees) 2 years P P
Human
Resources HR-017 Negotiations with Bargaining Units MOU Term + 4 years N/A MOU Term +
4 years
Department Preference; GC
§34090
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38 RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE
(HUMAN RESOURCES)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
HR-5

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-
site Total
Human
Resources HR-018 OSHA Inspections & Citations Log 200 and Log 300, 301, 301A 7 years N/A 7 years
Department Preference;
Calif. Labor Division is required to
keep their records 7 years; OSHA
requires 5 years; State law
requires 2 years; 8 CCR §
14300.33(a); 29 CFR § 1904.33,
29 CFR § 1904.44; GC §60201 et
seq.; LC §6429c
Human
Resources HR-019
Personnel Files – BENEFIT File
– All employees

(Includes benefit enrollment forms, W-4s,
etc.)
Separation +
2 years
28 years
Separation +
30 years
Vital: Until Separation. 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 2-3 years; 29
CFR § 1602.31 & 1627.3(b)(ii),
GC §§12946, 60201; 29 USC §
1113
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39 RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE
(HUMAN RESOURCES)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
HR-6

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-
site Total
Human
Resources HR-020
Personnel Files – CONFIDENTIAL File
– All employees

(Includes Workers’ Compensation or
disability claims, employee accident reports,
pre-employment physicals, drug and alcohol
tests, FMLA, Department of Fair Employment
& Housing (DFEH or EEOC), I-9s,
investigations, etc.)
Separation +
2 years
28 years
Separation +
30 years
Vital: Until Separation. 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, 34090; 29 CFR
1627.3(b)(1)(v), GC §§12946,
34090; 49 CFR § 655.71, et seq.;
49 CFR § 382.401, et seq. 49
CFR § 653.71
Human
Resources HR-021
Personnel Files – Regular, Active,
Permanent, Non-Regular, Temporary and
Part-time (Employees)

(Includes evaluations, trainings, action forms,
accommodations, policy receipts etc.)
Separation +
2 years
28 years
Separation +
30 years
Vital: Until Separation. 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 2-3 years; 29
CFR § 1602.31 & 1627.3(b)(ii),
GC §§12946, 60201; 29 USC §
1113
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40 RECORDS RETENTION SCHEDULE: CITY MANAGER’S OFFICE
(HUMAN RESOURCES)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
HR-7

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-
site Total
Human
Resources
/
Parks &
Recreation
HR-022
Recruitment File / Test File

(Includes advertisements, applications,
brochures, flyers, job announcements,
letters, scantrons, tests, questions, physicals
of rejected candidates, etc.)
List Creation
+ 3 years N/A List Creation
+ 3 years
Department Preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 3
years; 29 CFR § 1627.3(b)(i), 29
CFR § 1602.14 et seq.

GC §§12946, 34090
Human
Resources HR-023 Safety Meetings 2 years N/A Resolution + 2 years*
* Resolution of any identified
hazards / complaints + 2 years.

Human
Resources HR-024
Subpoenas / Summons / Lawsuits

(When City is a party)
Resolution +
5 years N/A Resolution +
5 years
The City Attorney’s Office only
retains documents where they
take on the litigation; CJPIA
attorneys are responsible for most
civil cases.

Human
Resources HR-025 Unfair Labor Practice Charge Resolution + 4 years N/A Resolution +
4 years
Department Preference; GC §
12946
Human
Resources HR-026 Union Decertification Petitions Resolution + 4 years N/A Resolution +
4 years
Department Preference; GC §
12946

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41 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT

(INCLUDES HOUSING & GRANTS / REDEVELOPMENT/SUCCESSOR AGENCY RECORDS)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
ED-1

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Economic
Develop. ED-001 City Historian Files (Photos and Newspaper Clippings of Significant Historical Value) P N/A P Department Preference; GC §34090
Economic
Develop. ED-002 City Newsletter (e.g. E-Citizen) 5 years N/A 5 years Department Preference; GC §34090
Economic
Develop. ED-003 Certificates / Proclamations 2 years N/A 2 years GC §34090 Economic
Develop. ED-004 Economic Development Agreements / Loan
Agreements or Grants (Administrative Files)
Forgiven
or Fully
Paid
+ 5 years
N/A
Forgiven or
Fully Paid
+ 5 years
Department Preference (meets
auditing standards); GC §34090
Economic
Develop. ED-005 Economic Development Agreements /
Marketing Agreements (Administrative Files)
Completion
+ 5 years N/A Completion
+ 5 years
Department Preference;
GC §34090; CCP §337 et seq.

«‘1 0‘: BELLFLOWGR
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42 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT

(INCLUDES HOUSING & GRANTS / REDEVELOPMENT/SUCCESSOR AGENCY RECORDS)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
ED-2

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Economic
Develop. ED-006 Economic Development Projects / Potential Projects 2 years N/A 2 years
Department Preference;
GC §34090

Economic
Develop. ED-007 Marketing Materials 2 years N/A 2 years Preliminary drafts not retained in
the ordinary course of business;
GC §34090

HOUSING & GRANTS
Economic
Develop. /
Housing
& Grants
ED-008
CDBG Grants: Non-profit Agencies

(Applications, selection process, audits, etc.)
2 years
After
Funding
Agency
Audit, if
Required –
Minimum
5 years
After
Funding
Agency
Audit, if
Required –
Minimum
5 years
Meets Grant auditing
requirements; 7 CFR § 3016.42;
21 CFR § 1403.36 & 1403.42(b);
24 CFR §§ 85.42, 91.105(h),

92.505, 570.490, & 570.502(a&b),
28 CFR § 66.42; 29 CFR § 97.42;
40 CFR § 31.42; 44 CFR § 13.42;
45 CFR § 92.42; OMB Circular
A-110 & A-133; GC §34090
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43 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT

(INCLUDES HOUSING & GRANTS / REDEVELOPMENT/SUCCESSOR AGENCY RECORDS)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
ED-3

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Economic
Develop. /
Housing
& Grants
ED-009
Housing and Commercial Programs: Grants
WITHOUT recapture / resale restrictions

(e.g., Home Improvement Program,
Commercial Rehabilitation Program, and
Micro Enterprise Program)
2 years
After
Funding
Agency
Audit, if
Required –
Minimum
7 years
After
Funding
Agency
Audit, if
Required –
Minimum
7 years
HUD requires 5 years after the
project is paid back; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements for
Grants to Local Governments is
3 years from expenditure report;
statewide guidelines propose
4 years; 24 CFR §§ 85.42,

92.508(a)&(c)(2) &
570.502(a)(16)(b), 29CFR
§ 97.42, GC §34090
Economic
Develop. /
Housing
& Grants
ED-010
Housing and Commercial Programs: Grants
WITH recapture / resale restrictions

(e.g., Home Improvement Program,
Commercial Rehabilitation Program, and
Micro Enterprise Program)
2 years
5 years
after the
Affordability
Period
Terminates,
or when
the Written
Agreement
Terminates,
Whichever
is Longer
5 years
After the
Affordability
Period
Terminates,
or when
the Written
Agreement
Terminates,
Whichever
is Longer
HUD requires 5 years after the
project is paid back; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements for
Grants to Local Governments is
3 years from expenditure report;
statewide guidelines propose
4 years; 24 CFR §§ 85.42,

92.508(a)&(c)(2) &
570.502(a)(16)(b), 29 CFR § 7.42,
GC §34090
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44 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT

(INCLUDES HOUSING & GRANTS / REDEVELOPMENT/SUCCESSOR AGENCY RECORDS)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
ED-4

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Economic
Develop. /
Housing
& Grants
ED-011
Housing Programs: Loans WITHOUT
recapture / resale restrictions

(e.g., First time home buyers, deferred loans,
promissory notes, trust deeds, low interest
loans, commercial rehabilitation loans, etc.)
Loan
Pay-off
+ 5 years
N/A
Loan
Pay-off
+ 5 years
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements for
Grants to Local Governments is
3 years from expenditure report;
statewide guidelines propose
4 years; 24 CFR §§ 85.42,

92.508(a)&(c)(2) &
570.502(a)(16)(b), 29 CFR
§ 97.42, GC §34090
Economic
Develop. /
Housing
& Grants
ED-012
Housing Programs: Loans WITH recapture /
resale restrictions

(e.g., First time home buyers, deferred loans,
promissory notes, trust deeds, low interest
loans, commercial rehabilitation loans, etc.)
Loan Pay-
off +
5 years
5 years
After the
Affordability
Period
Terminates,
or when
the Written
Agreement
Terminates,
Whichever
is Longer
5 years
After the
Affordability
Period
Terminates,
or when
the Written
Agreement
Terminates,
Whichever
is Longer
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements for
Grants to Local Governments is
3 years from expenditure report;
statewide guidelines propose
4 years; 24 CFR §§ 85.42,

92.508(a)&(c)(2) &
570.502(a)(16)(b), 29 CFR
§ 97.42, GC §34090

REDEVELOPMENT / SUCCESSOR AGENCY
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45 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT

(INCLUDES HOUSING & GRANTS / REDEVELOPMENT/SUCCESSOR AGENCY RECORDS)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
ED-5

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Economic
Develop. ED-013 Redevelopment Plan
Full
Dissolution
of RDA +
2 years
N/A
Full
Dissolution
of RDA +
2 years
Department Preference for
historical purposes; GC §34090
Economic
Develop. ED-014 Redevelopment Project Files
Full
Dissolution
of RDA +
2 years
N/A
Full
Dissolution
of RDA +
2 years
Department Preference;
GC §34090

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46 RECORDS RETENTION SCHEDULE: FINANCE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
FIN-1

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total

FINANCE / ACCOUNTING
Finance /
Accounting FIN-001 1099’s Issued 2 years N/A 6 years
Department Preference; IRS:
4 years after tax is due or paid
(longer for auditing & contractor
delinquency); Ca. FTB: 3 years; IRS
Reg §31.6001 1(e)(2), R&T §19530,
GC §34090
Finance /
Accounting FIN-002
Accounts Payable / Invoices and Backup

(All Records and Reports - Includes
invoices, P.O.s, travel expense
reimbursements, petty cash, postage,
PERS reports, check requests, backups,
refunds, credits etc.)
3 years 4 years 7 years
Vital: Until Paid. Department
preference to facilitate grant audits
or claim reimbursements; Statewide
guidelines propose audit + 4 years;
Published articles show 3 – 7 years;
A P.O. is an Agreement. GC
§34090
Finance /
Accounting FIN-003
Accounts Receivable / Business License
Receipts / Cash Receipts / Cash Register
Tapes / Citations / Court-Ordered Payments
/ Deposit Slips / Transient Occupancy Tax
(TOT) / Utility User's Tax / Invoices to
Outside Entities / Collection Agency
Assignments and Statements / Use Tax
Returns, etc.
3 years 2 years 5 years
Vital: Until Audited + 4 years.

Department preference to meet
municipal government auditing
standards and IRS guidelines for
records supporting employee and
federal taxes (4 yrs. after tax is due
or paid); IRS Reg §31.6001-1(e)(2);
GC §34090
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47 RECORDS RETENTION SCHEDULE: FINANCE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
FIN-2

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Finance /
Accounting FIN-004 “Armored Truck Manifests” / Customer Receipt Books 2 years N/A 2 years GC §34090
Finance /
Accounting FIN-005
Annual Direct Assessments

(Parking districts, nuisance abatements,
CR&R, etc.)
3 years 2 years 5 years
Department Preference (these are
maintenance districts and do not
have bonds); IRS is 4 years after tax
is due or paid; Supporting
documentation for Investments of
Operating Funds; meets auditing
standards; IRS Reg
§31.6001-1(e)(2), R&T §19530,
GC §34090
Finance /
Accounting FIN-006 Audit Management Letters 5 years N/A 5 years Department Preference; GC §34090 Finance /
Accounting FIN-007
Audit Reports

(Comprehensive Annual Financial Reports
(“CAFR”), RDA, BPFC, etc.)
20 years N/A 20 years Department Preference; GC §34090
Finance /
Accounting FIN-008 Audit Work Papers, Correspondence, Other Related Documents from Audit Conclusion 5 years N/A 5 years Department Preference; GC §34090 Finance /
Accounting FIN-009
Bank Statements, Fiscal Agent Statements,
Trustee Statements, Investment Account
Statements, PERS Statements, Bank
Reconciliations, etc.
3 years 4 years 7 years
Department Preference; Published
articles show 3 – 4 years; Other
cities show 7 – 10 years; GC
§34090, 26 CFR § 1.6001-1
Finance /
Accounting FIN-010 Bankruptcy Notices – City is NOT a
claimant 2 years N/A 2 years
Bankruptcy Court records – City
may not be a party; may or may not
choose to file a claim; GC §34090, et
seq
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48 RECORDS RETENTION SCHEDULE: FINANCE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
FIN-3

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Finance /
Accounting FIN-011
Bankruptcy Court records – City may not be
a party; may or may not choose to file a
claim; GC §34090, et seq
2 years N/A Resolution
+ 2 years
Bankruptcy Court records – City may
not be a party; may or may not
choose to file a claim; GC §34090,
et seq
Finance /
Accounting FIN-012 Budgets: Final 20 years N/A 20 years Vital: Current Fiscal Year.

Department Preference; GC §34090
Finance /
Accounting FIN-013 Bond Transcripts / Certificates of
Participations (COPs) / Official Statements
Cancellation,
Redemption,
or Maturity
Fully
Defeased
+ 10
years
Fully
Defeased +
10 years
Vital: Until Maturity. Department
Preference; Statute of Limitations for
bonds, mortgages, trust deeds,
notes or debentures is 6 years;
Bonds issued by local governments
are 10 years; There are specific
requirements for disposal of unused
bonds; CCP §§336, et seq. 337.5(a);
GC §43900, et seq.

Finance /
Accounting FIN-014 Check Registers: Accounts Payable 3 years 2 years 5 years Department Preference (meets auditing standards); GC §34090
Finance /
Accounting FIN-015 Checks / Warrants – Canceled (Cashed) or Voided 3 years 2 years 5 years Department Preference (meets auditing standards); GC §34090
Finance /
Accounting FIN-016 Developers’ Bond Documents Returned
+ 2 years N/A Returned
+ 2 years
Department Preference (meets
auditing standards); GC §34090
Finance /
Accounting FIN-017 Financial Services Database / Business Permit Database P N/A P Vital. Department Preference – Data is inter-related; GC §34090
Finance /
Accounting FIN-018 Fixed Assets – Annual Listing (Source Documents) 3 years 2 years 5 years Department Preference (meets auditing standards); GC §34090
Finance /
Accounting FIN-019 Indirect Cost Plans 5 years N/A 5 years Department Preference (meets auditing standards); GC §34090
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49 RECORDS RETENTION SCHEDULE: FINANCE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
FIN-4

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Finance /
Accounting FIN-020
Investment Files / Receipts / Advisor
Reports / Trade Tickets / LAIF (Local
Agency Investment Fund)
5 years N/A 5 years
Vital: Until Paid. Department
Preference (meets auditing
standards); GC §34090
Finance /
Accounting FIN-021 Journal Entries / Vouchers 3 years 2 years 5 years Department Preference (meets
auditing standards); GC §34090;
CCP 337 26 CFR 31.6001- 1€(2)
Finance /
Accounting FIN-022
State Reports: State Controller’s Report /
Local Government Compensation Report,
Property Management Plan, Obligation
Payment Schedules, Due Diligence
Reviews, Gas Tax, MOE (Maintenance of
Effort) Report, RDA Statement of
Indebtedness
5 years N/A 5 years Department Preference (meets
auditing standards); GC §34090
Finance /
Accounting FIN-023 Utility Users' Tax Exemption Applications 3 years N/A 3 years Department Preference; GC §34090

FINANCE / PAYROLL
Finance /
Payroll FIN-024 Annual Valuation Reports / Periodic
Employer Statements 3 years 2 years 5 years
Department Preference; Retained to
match other auditing periods;
GC §34090
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‘7
50 RECORDS RETENTION SCHEDULE: FINANCE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
FIN-5

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Finance /
Payroll FIN-025 Checks / Warrants – Payroll Canceled
(Cashed) or Voided 3 years 2 years 5 years
Department Preference; IRS: 4 yrs.
after tax is due or paid; Ca. FTB:
3 years; Articles show 7 years; IRS
Reg §31.6001-1(e)(2), R&T §19530;
29 CFR §§ 516.5 - 516.6, 29 USC
§ 436, GC §34090
Finance /
Payroll FIN-026 Payroll Tax Returns 3 years 2 years 5 years 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; 29 CFR § 516.5 -
516.6, 29 USC § 436, GC §34090
Finance /
Payroll FIN-027
Payroll Registers (Taxes, Salary/Wages,
Deductions, etc.) / CalPERS Bi-Weekly
Reports / Payroll Check Registers
3 years 4 years 7 years
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; 29 CFR §§ 516.5 -
516.6, 29 USC § 436, GC §34090;
3 years (29 CFR 516.5(a) LC
1174(d))
Finance /
Payroll FIN-028 Time Cards WITH employee signatures 3 years 4 years 7 years Meets auditing standards (audit +
4 years); IRS requires 4 years; other
State and Federal regulations
require 2 years; FTB keeps 3 years;
29 CFR § 516.6(a)(1); IRS Reg
§31.6001-1(e)(2), R&T §19530; LC
§1174(d); GC §34090; 2 years (29
CFR 516.6(a)(1); LC 1174(d))
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51 RECORDS RETENTION SCHEDULE: FINANCE

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
FIN-6

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Finance /
Payroll FIN-029 W-2’s 20 years N/A 20 years
Department Preference to assist with
PERS Buy-backs; Ca. FTB: 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; 29 CFR §§ 516.5 - 516.6,
29 USC § 436, GC §34090; 26 CFR

31.6001- 1(e) 29 CFR 516.5- 516.6

0‘: BELLFLO 0““ W91?
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‘7
52 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PR-1

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Parks &
Recreation PR-001 Agendas / Agenda Packets – Parks and
Recreation Commission
2 years
+ Until
Scanned
P P Department Preference; GC §34090;
GC §34090.5
Parks &
Recreation PR-002
Agreements for Contractors: City Events

(i.e., staging rentals, snow, etc.)
Completion
+ 10 years N/A Completion
+ 10 years
Vital: Before Completion. Covers
E&O Statute of Limitations;
Published Audit Standards =
4-7 years; Statute of Limitations:

Contracts & Spec's = 4 years;
Wrongful Death = death + 5 years;
Developers = comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§§336(a), 337 et. seq., GC §34090
Parks &
Recreation PR-003 Annotated Agendas – Parks & Recreation Commission 2 years N/A 2 years Department Preference; GC §34090 or BELLFL c5“! OWER
w «- 0 w 1'0a 1woc.\fi1*"“L
53 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PR-2

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Parks &
Recreation PR-004
Applications for Employment or Resumes
for Parks and Recreation Jobs:

SOLICITED / RECRUITMENT FILE
3 years N/A 3 years
Department Preference (Parks &
Recreation handles its own
recruitments; No positions open;
therefore, not deemed to be an
applicant, nor part of City
recruitment practices; 2 CCR
§ 7287.0(b)(1), GC §34090
Parks &
Recreation PR-005
Audio Recordings – Meetings

(All advisory bodies appointed by the City
Council, including Parks and Recreation
Commission)
1 year +
Current
year
N/A 2 years
Department Preference; State law
only requires for 30 days; GC
§54953.5(b)
Parks &
Recreation PR-006 Bravo Sponsorship / Applications 2 years N/A 2 years Department Preference; GC §34090 Parks &
Recreation PR-007
City Store Inventory

(The Volunteer Center maintains the City
Store and keeps track of current inventory
on a spreadsheet. The City Store consists of
selling items that are branded with the City
logo and include: clothing (t-shirts, tank
tops, hats), as well as mugs, pencils, pens,
blankets and more. Items are sold at City
events and at the Volunteer Center.)
2 years N/A 2 years Department Preference; GC §34090
Parks &
Recreation PR-008 Evaluations / Surveys of Programs 2 years N/A 2 years Department Preference; GC §34090 FLOWER ELL B F 0 «‘1 c
« g?- 11‘ E G 1'00
~01") Wm
54 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PR-3

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Parks &
Recreation
/ WJBCA
PR-009
Facility Use Permits / Facility Use
Agreements

(Includes Insurance Certificates)
2 years
from End
of Event
N/A 2 years
Vital: Before Event. Department
Preference; GC §34090; CCP §337,
et seq.

Parks &
Recreation PR-010 Film Permits on Park Facilities
2 years
from End
of Event
N/A 2 years Department preference; GC §34090;
CCP §337, et seq.

Parks &
Recreation
/ WJBCA
PR-011
Grant Project Files

(i.e., applications, agreements, supporting
documentation, etc.)
2 years
After
Funding
Agency
Audit, if
required
-
Minimum
5 years
After
Funding
Agency
Audit, if
required -
Minimum
5 years
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; statewide guidelines
propose 4 years; 21 CFR § 1403.36
& § 1403.42(b); 24 CFR § 85.42, §

91.105(h), § 92.505, & § 570.502(b),
28 CFR § 66.42; 29 CFR § 97.42; 40
CFR § 31.42; 44 CFR § 13.42; 45
CFR 92.42; OMB Circular A-133
Parks &
Recreation PR-012 Insurance for Special Events Event Date + 2 years N/A Event Date
+ 4 years
Vital: Before Event. Statute of
limitations for breach of contract is
four years. Department preference;
GC §34090; CCP §337, et seq.

Parks &
Recreation PR-013 Park / Facility Historical Files P N/A P Department Preference; GC §34090 FLOWER ELL B F 0 «‘1 c
« g?- 11‘ E G 1'00
~01") Wm
55 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PR-4

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Parks &
Recreation PR-014
Recreation Database

(The program used is ActiveNet. It is used
for facility rentals, and class/event
registration. The information is stored by
ActiveNet in the cloud.)
Indefinite N/A Indefinite GC §34090
Parks &
Recreation PR-015 Recreation Program Brochures P N/A P Department Preference; GC §34090 Parks &
Recreation PR-016
Special Event and Program Files

(e.g., Car Show, Chamber of Commerce
events, Holiday Decorating Contest, July
4th, Liberty, Streetfest, Tree Lighting,
BRAVO, etc.)
5 years N/A 5 years Department Preference; GC §34090;
CCP §337, et seq.

Parks &
Recreation PR-017
Transportation – Trolley

(e.g., purchase, repairs, miscellaneous
correspondence)
P N/A P Department Preference; GC §34090
Parks &
Recreation PR-018 Transportation – Trolley Rentals 5 years N/A 5 years Department Preference (meets auditing requirements); GC §34090
Parks &
Recreation PR-019 Transportation / Dial-a-Ride / Fixed Route Applications 2 years N/A 2 years*
* 2 years unless a grant agreement
requires longer retention.

Department Preference; GC §34090
FLOWER ELL B F 0 «‘1 c
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~01") Wm
56 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PR-5

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Parks &
Recreation PR-020 Transportation / Dial-a-Ride / Fixed Route Contract Administration
Completion
+ 5 years N/A Completion
+ 5 years*
* Completion + 5 years unless a
grant agreement requires longer
retention. Vital: Before Completion.

Department preference; GC §34090;
CCP §337, et seq.

Parks &
Recreation PR-021 Transportation / Dial-a-Ride / Fixed Route Ridership Breakdowns / Monthly Reports 2 years N/A 2 years* * 2 years unless a grant agreement
requires longer retention.

Department preference (meets
auditing requirements); GC §34090
Parks &
Recreation PR-022 Video Recordings of Special Events 2 years N/A 2 years Does not record regular and ongoing
operations; GC §§34090.6, 60201,
et seq.

PARK FACILITIES
Parks &
Recreation
/ Park
Facilities
PR-023 Agreements for Contractors: Adult and
Youth Sports Leagues, DJ's
Completion
+ 5 years N/A Completion
+ 5 years
Vital: Until Completion. Department
preference; GC §34090; CCP §337,
et seq.

Parks &
Recreation
/ Park
Facilities
PR-024 Agreements for Class Instructors Completion
+ 4 years N/A Completion
+ 4 years CCP §337
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'
57 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PR-6

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Parks &
Recreation
/ Park
Facilities
PR-025
Program Files

(These files do NOT include public facilities
records)

(e.g., Bellflower Looking Better, BRIM,
Farmer's Market, Holiday Food Basket)
2 years N/A 2 years Department Preference; GC §34090
Parks &
Recreation
/ Park
Facilities
PR-026
Registration / Liability Forms / Release of
Liability Forms / Permissions

(e.g., field trips)
2 years N/A
2 years,
Unless for
Minors*
Department preference; GC §34090

*If for minors, must be retained until
minor is 18 years old + 2 years.

Parks &
Recreation
/ Park
Facilities /
Public
Works
PR-027
Pool Chemical Addition Logs

(i.e., Caruthers Park wading pool and
Aquatic Center pool)
2 years 28 years
Discontinued
Use of
Chemicals
+ 30 years
Department Preference; Claims can
be made for 29 years for toxic
substance exposure; 8 CCR
§3204(d)(1), et seq., GC §§12946,
34090
Parks &
Recreation
/ Park
Facilities
PR-028 Weekend Reports 2 years N/A 2 years Department Preference; GC §34090 FLOWER ELL B F 0 «‘1 c
« g?- 11‘ E G 1'00
~01") Wm
58 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PR-7

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total

VOLUNTEER CENTER
Parks &
Recreation
/ Volunteer
Center
PR-029
Farmer's Market Files

(e.g., Health Dept. and U.S. Dept. of
Agriculture licenses and permits for the
Farmer's Market to operate; citations and
warnings issued by the Health Dept. or
USDA)
2 years N/A 2 years Vital: During Event. Department
Preference; GC §34090
Parks &
Recreation
/ Volunteer
Center
PR-030 Volunteer Applications / Youth Sports
Coaches – SUCCESSFUL Applicants
Inactive /
Separation
+ 3 years
N/A
Inactive /
Separation
+ 3 years
Consistent with employee personnel
files (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)(ii), 8 CCR §3204(d)(1), et
seq., GC §§12946, 34090
Parks &
Recreation
/ Volunteer
Center
PR-031
Volunteer Applications / Youth Sports
Coaches – UNSUCCESSFUL or Pending
Applicants
3 years N/A 3 years
Consistent with employee personnel
files (Courts treat volunteers as
employees); EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
emotion, transfer, selection, or
discharge; 29 CFR §§ 1602.31 &
1627.3(b)(ii), 8 CCR §3204(d)(1), et
seq., GC §§12946, 34090

FLOWER ELL B F 0 «‘1 c
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~01") Wm
59 RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (PLANNING DIVISION)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PL-1

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Planning PL-001
ADU & SB9 Applications, Over the Counter
(OTC) Permits, Permanent Sign Applications
Lot Line Adjustments, Planning Projects (that
do not go to the Planning Commission or City
Council)
Until
Scanned N/A P Department Preference;
GC §34090, et seq.

Planning PL-002 Aerial Maps P N/A P Department Preference; GC §34090, et seq.

Planning PL-003
Alcoholic Beverage License Application
Copies / Notices of Transfer of ABC License /
Liquor License Requests / ABC Permits
(City’s copy)
2 years N/A 2 years GC §34090, et seq.

Planning PL-004 Annexations / City Boundaries 2 years P P GC §34090, et seq.

Planning PL-005
Audio Recordings – Meetings

(All advisory bodies appointed by the City
Council, including Planning Commission)
1 year +
Current year N/A 2 years
Department Preference; State law
only requires for 30 days;
GC §54953.5(b)
0F BELLFLOWER 6‘“
1‘ gfi» ~0R°WIN0 1-0051“
60 RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (PLANNING DIVISION)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PL-2

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Planning PL-006 Census / Demographics 10 years N/A 10 years Must be retained as it relates to the redistricting process.

Planning PL-007 Conceptual Projects & Renderings 2 years N/A 2 years Department Preference; GC §34090
Planning PL-008
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative
Declarations, etc.

(Projects outside City boundaries; for projects
inside City boundaries, see “Planning Case
Files”)
Upon
Completion
of Review
and
Comments,
if any
N/A
Upon
Completion
of Review
and
Comments,
if any
EIRs and Negative Declarations
within the City Boundaries are with
the project file. Records created in
response to this entry is subject to
the standard retention of 2 years.

Planning PL-009 General Plan / Elements and Amendments / Housing Element P N/A P Vital: Current. Department
Preference; GC §34090, et seq.

Planning PL-010 GIS Database Indefinite N/A Indefinite Vital. Data is interrelated; GC §34090
Planning PL-011 Master Plans / Specific Plans P N/A P Department Preference; GC §34090, et seq.

Planning PL-012
Miscellaneous Minor Planning Applications

(Includes temporary use permits (“TUPs”),
outside display permits, banner permits,
outdoor dining permits, and yard sale permits)
2 years N/A
2 years from
Permit End
Date
GC §34090 et seq.
6“ 0g BELLFLOWER
C
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OQOWmo TooET“
61 RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (PLANNING DIVISION)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PL-3

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Planning PL-013
Planning Case Files – Approved &
Unapproved Permanent Entitlements (Denied
& Withdrawn)

(Includes project denials & withdrawals after
consideration by reviewing body)

(Includes associated CEQA noticing,
Environmental Impact Reports (EIRs),
Negative Declarations, public noticing,
environmental determinations, staff reports,
plans, maps, determination letters, action
letters, various studies including noise and
seismic, etc.)

[Examples: Conditional Use Permit (CUP),
subdivisions, tentative parcel maps, tentative
track maps, zone changes, zone variances,
etc.]
Project
Completion
+ Until
Scanned
P P
Vital. GC §34090, et seq.

Final environmental determinations
are required to be kept a
"reasonable period of time";
14 CCR §15095(c); GC §34090
Planning PL-014
Planning Case Files – Withdrawn & Expired

(Includes projects that are withdrawn and/or
expired before consideration by
reviewing/approving body)
Withdrawn
/Expired +2
years
N/A
Withdrawn
/Expired +2
years
GC §34090
Planning PL-015 Planning Case Logs / Indexes 2 years P P Vital. Department Preference; GC §34090, et seq.

Planning PL-016 Poster Boards 2 years N/A 2 years GC §34090 6“ 0g BELLFLOWER
C
.~ ’1 a“
OQOWmo TooET“
62 RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (PLANNING DIVISION)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PL-4

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Planning PL-017
Private Development Project Maps & Records

(Includes parcel maps, easements, tract
maps)
2 years P P Vital (all). Department Preference;
GC §34090
Planning PL-018
Regional Organizational Studies & Programs
where other agencies are the lead

(e.g., air quality studies, etc.)
Upon
Completion
of Review &
Comments,
if any
N/A
Upon
Completion
of Review &
Comments,
if any
Department Preference;
GC §34090

6“ 0g BELLFLOWER
C
.~ ’1 a“
OQOWmo TooET“
63 RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (BUILDING & SAFETY DIVISION)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
B&S-1

Note: If the record type you are looking for is not listed on this schedule, refer to the Citywide Retention Schedule. Retentions b egin when the record is finished/completed and are applied at the file folder level (e.g., date of last record in file + retention period). Litigation, claims, complaints, audits, pending records requests, and/or investigations may suspend normal retention periods (retention r esumes after settlement). The City Clerk is the City’s custodian of records; while some records may be – as a practical matter – stored in a particular department, only the City Clerk responds to public records requests, litigation, etc.

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Building
& Safety BS-001 Building Permit Database Indefinite N/A Indefinite Vital (all). Department Preference -
Data is interrelated; GC §34090,
H&S §19850

Building
& Safety BS-002
Building Permit Files (Finalized and
Withdrawn)

(Includes applications,
covenants/agreements, certificate of
occupancy, expired permits, etc.)
Until
Scanned N/A P
Vital (all). Statewide guidelines
propose permanent; UAC §303.2,
CBC §106.4.2, GC §34090, H&S
§19850
0F BELLFLO 0““( W81?
'1 9
GROWING meef‘fig.
64 RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (BUILDING & SAFETY DIVISION)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
B&S-2

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Building
& Safety BS-003
Building Plans – Finalized and Expired –

SINGLE FAMILY RESIDENTIAL

(Site plan and floor plan only)

(Under 2 stories and basement in height)
Until
Finalized +
Scanned
P P
Vital (all). Law requires for the life of
the building for commercial only;
Statewide guidelines propose
2 years for blueprints &
specifications; CBSC (A) 107.5
requires one set of approved
construction documents be retained
by the Building Official for a period of
not less than 180 days from date of
completion of the permitted work, or
as required by state or local laws;
CBC and UAC require plans be
retained 90 days from completion
date for residential and
appurtenances; UAC §303.2; CBC
§106.4.2; H&S§19850, GC §34090
Building
& Safety BS-004
Building Plans – Finalized and Expired –
COMMERCIAL (Site plan, floor(s) plan,
structural calculations, soils, as built plans
only)

(Commercial, Industrial, Multi-family
dwellings, places of public accommodation,
tenant improvements)
Until
Finalized +
Scanned
P P
Vital (all). Department Preference;
Law requires for the life of the
building for commercial only;
Statewide guidelines propose
2 years for blueprints &
specifications; UAC §303.2; CBC
§106.4.2; H&S §19850, GC §34090
Building
& Safety BS-005
California Building Codes / Uniform Codes
Adopted by the City

(CBC, CPC, etc.)
When
Superseded N/A P Department Preference
0F BELLFLO 0““( W81?
'1 i. o ROWING mofififig’
65 RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (BUILDING & SAFETY DIVISION)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
B&S-3

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Building
& Safety BS-006
Daily Inspection Schedule / Log

(Includes daily work records, inspection logs,
and plan check correction lists)
2 years N/A 2 years GC §34090
Building
& Safety BS-007
Plan Checks (Not Finalized/Iterations) –
Comments, Corrections, Transmittal Sheets

[Includes versions of BS-004 records that
have been submitted during the plan check
process. For retention of final building plans,
see entry BS-004.]
When
Superseded
or Expired
N/A Superseded
or Expired Department Preference
Building
& Safety BS-008 Plan Checks (Withdrawn or Expired) –
Permits not obtained
When
Expired or
Withdrawn
N/A
When
expired or
Withdrawn
Department Preference
Building
& Safety BS-009
Permit Files – Supplemental Information

(Includes plan transmittal sheets; owner,
builder, contractor, and special inspector
driver’s licenses; GIS/Property Owner
information print out; Secretary of State
documents; contractor’s license
report/details; receipts)
2 years N/A 2 years GC §34090
Building
& Safety BS-010 Reports: Annual Report of Building Permit Activity 2 years N/A 2 years
Department Preference; Drafts and
transitory / preliminary draft records;
GC §34090
0F BELLFLO 0““( W81?
'1 i. o ROWING mofififig’
66 RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (BUILDING & SAFETY DIVISION)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
B&S-4

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Building
& Safety BS-011 Reports: Monthly and Periodic Reports of Building Activity (Dodge Reports, etc.) 2 years N/A 2 years Preliminary draft / transitory record; GC §34090
Building
& Safety BS-012
Self-Certification

(Site plan and as built plans only)
Until
Finalized +
Scanned
N/A P Department Preference

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67 RECORDS RETENTION SCHEDULE: PLANNING AND BUILDING SERVICES (BUSINESS LICENSING DIVISION)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
BL-1

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Business
Licenses BL-001 Business Licenses – Applications, Renewals, and Closeouts Closed 3 years 3 years
Department Preference; meets
auditing standards; GC §34090, et
seq.

Business
Licenses BL-002
Business Licenses – One-time Permits

(Includes closing-out, fireworks, fire sale,
parking lot sales, sidewalk sales, temporary
use related events, etc.)
Closed N/A Closed + 2
years
Department Preference; meets
auditing standards; GC §34090, et
seq.

Business
Licenses BL-003 Business Licenses (Database) Indefinite N/A Indefinite Vital: Before Termination. Data is inter-related; GC §34090, et seq.

Business
Licenses BL-004
Permits

(Includes amusement, entertainment, block
party, escort bureau, fortune telling, massage
establishment, news rack, non-profit, parade,
patrol system and private patrolmen business,
tow car business, sidewalk vendors, film,
bingo, solicitor, motorized vehicle vendors,
mechanical and electronic amusement, taxi
cab company permits, taxi cab driver permits,
taxi cab business license renewals)
Closed 3 years 3 years Vital: Before Close. Department Preference; GC §34090, et seq.

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68 RECORDS RETENTION SCHEDULE: PUBLIC SAFETY

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PS-1

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Public
Safety PS-001 Administrative Citation Hearings 2 years N/A 2 years GC §34090 Public
Safety PS-002 Administrative Payment Plans Paid
+ 2 years N/A Paid
+ 2 years GC §34090
Public
Safety PS-003 Annotated Agendas – Public Safety
Commission 2 years N/A 2 years Department Preference;
GC §34090
Public
Safety PS-004
Audio Recordings – Meetings

(All advisory bodies appointed by the City
Council, including Public Safety Commission)
1 year +
Current year N/A 2 years
Department Preference; State law
only requires for 30 days;
GC §54953.5(b)
Public
Safety PS-005
Citations

(Handwritten Parking Citations / Vendor
Citations)
2 years N/A 2 years Department Preference;
GC §34090
Public
Safety PS-006
City Towing Records

(Includes CHP 180s and tow releases)
2 years N/A 2 years Department Preference;
GC §34090
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69 RECORDS RETENTION SCHEDULE: PUBLIC SAFETY

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PS-2

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Public
Safety PS-007
Criminal Citations

(e.g., citations filed in court; citations not filed
in court but have a one-year period in which
they can be filed; and citations rejected for
filing by the City Attorney’s Office)

(Includes citation, criminal complaints, formal
report, and photos/videos, if available)
Until Final
Resolution N/A
Final
Resolution +
7 years

Public
Safety PS-008 Emergency Operation Plans When
Superseded N/A When
Superseded
Department Preference;
GC §34090
Public
Safety PS-009 False Alarms – Warning Letters and Violation Notices 2 years N/A 2 years GC §34090
Public
Safety PS-010 Local Hazard Mitigation Plan
After
Agency
Audit, if
Required –
Minimum 2
years,
whichever is
longer
N/A
After
Agency
Audit, if
Required –
Minimum 2
years,
whichever is
longer
Meets Grant auditing requirements;
Department Preference;
GC §34090
Public
Safety PS-011 Miscellaneous Crime Reports (Created by
Public Safety) 2 years N/A 2 years Department Preference; GC §34090
Public
Safety PS-012 Parking Citation Database Indefinite N/A Indefinite Data is inter-related; GC §34090 Public
Safety PS-013 Permit Parking Application Forms (All) 2 years N/A 2 years Department Preference; GC §34090
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70 RECORDS RETENTION SCHEDULE: PUBLIC SAFETY

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PS-3

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Public
Safety PS-014
Firework Citations and Video of Illegal
Fireworks

2 years N/A
2 years or
until
pending
litigation is
resolved,
whichever is
later
Department Preference;
GC §§34090, 34090.6(a).

GC §34090.6(a) allows for
destruction after one year;
however, if the recordings are used
as evidence in any claim filed or is
pending, the recording must be
preserved until the pending
litigation is resolved.

Public
Safety PS-015 Weekly Field Activity Reports 2 years N/A 2 years Department Preference; GC §34090

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71 RECORDS RETENTION SCHEDULE: PUBLIC SAFETY
(CODE ENFORCEMENT DIVISION)

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
CE-1

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Code
Enforce. CE-001 Code Enforcement Database Indefinite N/A Indefinite Vital. Data fields are interrelated; GC §34090
Code
Enforce. CE-002
Code Enforcement Case Files
(Includes public nuisance abatements)

(e.g., administrative citations,
correspondence, Notices of Violation)
Until
Closed N/A Closed + 7
years
Vital: Until Resolution. 3 years in
effect, plus 4 years for breach;
GC §34090
Code
Enforce. CE-003 Vacant Property Registrations
Current
year
+ 1 year
N/A 2 years GC §34090

EL 06“ OF B “‘10",
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72 RECORDS RETENTION SCHEDULE: PUBLIC WORKS

[INCLUDES ENGINEERING, ENVIRONMENTAL SERVICES & SOLID WASTE, FACILITIES, MAINTENANCE, STREETS, AND WATER]

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PW-1

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Public
Works PW-001 Air Quality Management District (“AQMD”)
Permits
Expiration
of Permit
+ 5 years
N/A
Expiration
of Permit
+ 5 years
40 CFR 70.6; GC §34090
Public
Works PW-002
Billing / Invoices for Damage to City Property
– Supporting Documentation

(e.g., photos of accidents damaging light
poles, etc.)
Paid N/A Paid
+ 2 years
Vital: Until Paid. Department
Preference (copies); GC §34090.7
Public
Works PW-003
Confined Space Entries & Logs

(e.g., permitted entries into confined spaces
such as sewers and storm drains in order to
comply with regulations)
2 years N/A 2 years 8 8 CCR § 5157(c)(6); GC §34090
Public
Works PW-004 Storm Drain Video Inspection Reports / Video or Digital Recordings 10 years N/A 10 years Department Preference «I °F “unwise C
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GROWING 1006‘“
73 RECORDS RETENTION SCHEDULE: PUBLIC WORKS

[INCLUDES ENGINEERING, ENVIRONMENTAL SERVICES & SOLID WASTE, FACILITIES, MAINTENANCE, STREETS, AND WATER]

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PW-2

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total

ENGINEERING
Public
Works
/ Eng.

PW-005
Capital Improvement Projects (CIP) /
Specification Files: INFRASTRUCTURE
AND FACILITIES CONSTRUCTION (where
the Capital Improvement is owned by the
City)

(Includes project administration, certified
payrolls, insurance certificates, project
schedules, punch lists, unsuccessful
proposals, plans, specifications, agreements,
contracts, bids/RFPs, successful proposal,
change orders, notice of completion,
materials testing reports, grading permits,
soils reports, studies, surveys, as-builts, etc.)
Upon
Completion P P
Vital: Until Completed. All permanent
project files are maintained in
Engineering no matter what
department was involved in the
project; retained for disaster
preparedness purposes (City Clerk
does not maintain original
agreements for CIP Projects, Plans,
Materials Testing Reports, etc.)
Statewide guidelines propose
Permanent for Infrastructure plans;
GC §34090
Public
Works
/ Eng.

PW-006
Capital Improvement Projects (CIP) /
Specification Files: MAINTENANCE
PROJECTS where Public Works is the Lead
Department – Painting, Tree Trimming, etc.

(Includes plans, specifications, agreements,
contracts, bids/RFPs, successful proposal,
change orders, insurance certificates, notice
of completion, materials testing reports, etc.)
Completion
+ 3 years
7 years or
after
funding
agency
audit,
if
required,
whichever
is longer
Completion
+ 10 years
or after
funding
agency
audit,
if required,
whichever
is longer
Vital: Until Completed. Maintenance
projects do not need to be
maintained permanently; 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; Statewide guidelines
propose termination + 5 years; CCP
§§336(a), 337, et seq., GC §34090
FLOWGQ ELL B F O «‘1 o
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74 RECORDS RETENTION SCHEDULE: PUBLIC WORKS

[INCLUDES ENGINEERING, ENVIRONMENTAL SERVICES & SOLID WASTE, FACILITIES, MAINTENANCE, STREETS, AND WATER]

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PW-3

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
City Clerk PW-007
Deeds and Easements

(NOTE: City Clerk is the Office of Record for
deeds and easements.)
Copies -
When No
Longer
Required
N/A
Copies -
When No
Longer
Required
Copies; GC §34090.7
Public
Works
/ Eng.

PW-008
Encroachment Permits / Licenses / Plans and
Drawings for Utilities and Miscellaneous
Infrastructure: PERMANENT

(Includes as-builts, record drawings, awnings,
retaining walls, permission to occupy, etc.)

P N/A P
Vital: Until Revocation. Department
Preference; CCP §337, et seq.;
GC §34090
Public
Works
/ Eng.

PW-009
Encroachment Permits / Licenses:

CONSTRUCTION

(Includes as-builts, record drawings, awnings,
retaining walls, permission to occupy, etc.)

P N/A P
Vital: Until Completion. Department
preference for billing purposes, and
because (warrantees are typically for
5 years); Covers various statute of
limitations, including errors and
omissions; Statewide guidelines
propose Permanent; CCP §337,
et seq.; GC §34090
Public
Works
/ Eng.

PW-010
Encroachment Permits / Licenses:

TEMPORARY

(Includes as-builts, record drawings, awnings,
retaining walls, permission to occupy, traffic
control, debris boxes, dumpsters, etc.)
Expiration
+ 2 years N/A Expiration
+ 2 years
Vital: Until Completion. Department
Preference; GC §34090
Public
Works
/ Eng.

PW-011
Engineering Studies / Surveys

(NOTE: All, except for street surveys. See
PW-015 for street surveys retention.)
P N/A P Department Preference; GC §34090
FLOWGQ ELL B F O «‘1 o
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75 RECORDS RETENTION SCHEDULE: PUBLIC WORKS

[INCLUDES ENGINEERING, ENVIRONMENTAL SERVICES & SOLID WASTE, FACILITIES, MAINTENANCE, STREETS, AND WATER]

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PW-4

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Public
Works
/ Eng.

PW-012
Master Plans / Strategic Plans

(e.g., tree master plan, sewer master plan,
etc.)
P N/A P Vital (all). Department Preference;
GC §34090
Public
Works /
Eng.

PW-013 National Pollutant Discharge Elimination
System (NPDES) Monitoring Reports 5 years 5 years 10 years Department Preference; GC §34090
Public
Works PW-014 Safety Data Sheet (SDS) Database Indefinite N/A Indefinite Data is interrelated; GC §34090 Public
Works
/ Eng.

PW-015 Street Surveys 10 years N/A 10 years Vital (all). Department Preference; GC §34090
Public
Works /
Eng.

PW-016 Subdivision Bonds
Release
of Bond /
Security
N/A
Release of
Bond /
Security
Department Preference;
GC §34090

ENVIRONMENTAL SERVICES & SOLID WASTE
Public
Works
/ Environ.

Services
PW-017 Disposal Receipts / Manifests – Hazardous
Waste 5 years 25 years 30 years
Department Preference (City
contracts with the County for
Household Hazardous Waste
program); Consistent with statute of
limitations for employee exposure to
hazardous materials; 8 CCR
§ 3204(d)(1)(A)
Public
Works
/ Environ.

Services
PW-018 National Pollutant Discharge Elimination
System (NPDES) Permits – Site Specific
Expiration
+ 5 years P P
Vital: Until Expiration. City
Preference; Monitoring records
required for 3 years; 40 CFR
§§122.21, 122.41, 122.44
FLOWGQ ELL B F O «‘1 o
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76 RECORDS RETENTION SCHEDULE: PUBLIC WORKS

[INCLUDES ENGINEERING, ENVIRONMENTAL SERVICES & SOLID WASTE, FACILITIES, MAINTENANCE, STREETS, AND WATER]

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PW-5

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Public
Works
/ Environ.

Services
PW-019 Recycling Programs / AB 939 Compliance 3 years N/A 3 years Department Preference; GC §34090, et seq.

Public
Works
/ Environ.

Services
PW-020 Sanitary Sewer Overflow (SSO) Files 5 years N/A 5 years Required for a minimum of 5 years;
40 CFR §122.41(j)(2); SWRCB
Order 2006-03; 40 CFR §
122.41(j)(2); GC §34090
Public
Works
/ Environ.

Services
PW-021 Sewer System Management Plans (SSMP)
and Audits 5 years P P Department Preference; GC §34090, et seq.

Public
Works
/ Environ.

Services
PW-022 Solid Waste Franchisee – Administrative File 4 years 3 years 7 years Vital: Before Completion.

Department Preference

FACILITIES
Public
Works /
Facilities
PW-023
Backflow Certifications & Gate Valve
Inspections

(e.g., irrigation, fire sprinklers, potable water
system)
2 years N/A 2 years CFC §2-5.7, CPC §603.3.3,
GC §34090
FLOWGQ ELL B F O «‘1 o
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77 RECORDS RETENTION SCHEDULE: PUBLIC WORKS

[INCLUDES ENGINEERING, ENVIRONMENTAL SERVICES & SOLID WASTE, FACILITIES, MAINTENANCE, STREETS, AND WATER]

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PW-6

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Public
Works /
Facilities
PW-024
Maintenance Contracts – Administrative File

(e.g., fire alarm, janitorial, landscaping,
pavement management, parking lot
sweeping, pest control, security, striping, tree
trimming, etc.)
Completion 5 years Completion
+ 5 years
Vital: Before Completion.

Department Preference; CCP
§§336(a), 337, et seq., GC §34090
Public
Works /
Facilities
PW-025 Playground and Parks Safety Audits /
Equipment Inspections 5 years N/A 5 years
Vital: Before Completion.

Department Preference; CCP
§§336(a), 337, et seq., GC §34090
Public
Works /
Facilities
PW-026
Pressure Vessel Certifications or Permits

(Includes air compressors, propane, etc.)
Expiration
+ 2 years N/A Expiration
+ 2 years
Department Preference (attached to
vessel); GC §34090, et seq.

Public
Works /
Facilities
PW-027
Safety Certifications

(Includes elevators, chairlifts, fire systems,
etc.)
Expiration
+ 2 years N/A Expiration
+ 2 years
Certificates provided by the State,
which may not perform inspections
every year; GC §34090
Public
Works /
Facilities
&
Parks &
Rec
PW-028 Swimming Pool Chemical Addition Logs
(Aquatic Center) 3 years 27 years 30 years
Department Preference; Claims can
be made for 29 years for toxic
substance exposure; 8 CCR
§3204(d)(1), et seq., GC §§12946,
34090
FLOWGQ ELL B F O «‘1 o
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78 RECORDS RETENTION SCHEDULE: PUBLIC WORKS

[INCLUDES ENGINEERING, ENVIRONMENTAL SERVICES & SOLID WASTE, FACILITIES, MAINTENANCE, STREETS, AND WATER]

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PW-7

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total

MAINTENANCE
Public
Works
/ Maint.

PW-029
Equipment and Vehicle Maintenance History

(Includes vehicle accident reports)
Life of
Equipment
or Vehicle
+ 2 years
N/A
Life of
Equipment
or Vehicle
+ 2 years
Department Preference; GC §34090
Public
Works
/ Maint.

PW-030 Fuel Tickets / Gasoline Reports 2 years N/A 2 years GC §34090 Public
Works
/ Maint.

PW-031 Vehicle Inspections / Daily Equipment Checks
/ CHP Reports / DMV Reports 2 years N/A 2 years 13 CCR § 1234(e); GC §34090

STREETS
Public
Works /
Streets
PW-032 Graffiti Removal Database Indefinite N/A Indefinite Data is interrelated; GC §34090 Public
Works /
Streets
PW-033
Pesticide and Herbicide Records

(NOTE: Includes training and written
recommendations; usage records are filed
with the County Agriculture Department.)
2 years N/A 2 years
Department Preference (agricultural
pesticide records are required for
2 years); GC §26202; 3 CCR
§ 6623, 40 CFR § 171.11, et seq.

Public
Works /
Streets
PW-034 Tree Inventory Database Indefinite N/A Indefinite Data is interrelated; GC §§34090, 12168.7
FLOWGQ ELL B F O «‘1 o
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79 RECORDS RETENTION SCHEDULE: PUBLIC WORKS

[INCLUDES ENGINEERING, ENVIRONMENTAL SERVICES & SOLID WASTE, FACILITIES, MAINTENANCE, STREETS, AND WATER]

For any questions about this retention schedule, please contact the City Clerk’s Office. Resolution No. 25-17 Adopted: May 27, 2025
PW-8

Office of
Record
(OFR)
Reference
No. Description of Records / Record Type
Retention
Comments / Legal References On-site Off-site Total
Public
Works /
Streets
PW-035 Underground Service Alerts (USAs) 3 years N/A 3 years Required for 3 years; GC §§4216.2(d) & 4216.3(d)
WATER
Public
Works /
Water
PW-036 License to Operate / Permits for System 10 years P P Department Preference; GC §34090, et seq.

FLOWGQ ELL B F O «‘1 o
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80

Bellflower City CouncilMay 27, 2025

Bellflower City Council
May 27, 2025