Attachment 2 — Burbank City Council, April 9, 2024

HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

The term “records” shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City -wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and t herefore responsible for maintaining the official (original) record for the prescribed length of time.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Depart ment. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

Destruction of an official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”
ATTACHMENT 2

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually it is the department that originates the record.

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

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

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained

For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes

Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed

Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format ;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes , and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-005
Agreements & Contracts -

ADMINISTRATION RECORDS
Project Schedules,
Correspondence with Vendor,
Includes Records related to
Administering
Agreements/Contracts, etc.
(See City Clerk for Original
Agreements & Contracts)
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Covers E&O Statute of
Limitations; Published Audit
Standards=4-7 years;
Statute of Limitations:

COUNCIL

AGENDAS, AGENDA

PACKETS
5 years 5 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
2 years
Department Preference;
Brown Act challenges must
be filed within 30 or 90 days
of action; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-011.1
Boards, Commissions, &
Committees: Citizens Advisory
Bodies Formed by CITY

COUNCIL
Attendance Reports
5 years 5 years Mag,
Ppr
Department preference; GC
§34090 et seq.

Lead Dept. CW-012
Boards, Commissions, &
Committees: Citizens Advisory
Bodies Formed by CITY

COUNCIL

MINUTES & BYLAWS
10 years P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
10 years
Notes taken to facilitate the
writing of the minutes can
be destroyed after minutes
have been adopted; GC
§34090 et seq.

BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. CW-013
Boards, Commissions, &
Committees: City Council Ad
Hoc Committees
(Composed solely of less than
a quorum of the City Council)
2 years 2 years Mag,
Ppr
All recommendations are
presented to the City
Council; GC §34090 et seq.

CW-014
Boards, Commissions, &
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-records
CW-015 Brochures: See Reference
Manuals
City Treasurer CW-017
Cash Receipts Detail /
Treasurer's Receipts ("TRs") /
City Treasurer Deposit Reports
/ Deposit Cash Receipts /
Backup / Cash Summaries /
Accounts Receivable Detail /
Refund Detail
2 years 3 years 5 years Mag,
Ppr
Department preference -
meets municipal
government auditing
standards; GC §34090
Lead Dept. CW-018 Cell Phone Bills (Detailed
Backup) 2 years 2 years Mag,
Ppr
Statement / Summary is
sent to Finance, detailed
backup is kept in
department; GC §34090
Manag.

Services / Risk
Manag.

CW-019 Claims
2 years from
denial or
resolution
unless litigation
2 years from
denial or
resolution
unless litigation
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090.7
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. CW-021
Committees Internal -
Attended by employees: All
Records
(e.g. Records Management
Committee, In-House Task
Forces, etc.)
2 years 2 years Mag,
Ppr GC §34090
Lead
(Responding)
Dept.

CW-022 Complaints / Concerns from
Citizens (operational) 2 years 2 years Mag Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3
years; Claims must be filed
in 6 months; CCP §340 et
seq., 342, GC §§ 911.2,
34090
Lead
(Responding)
Dept.

CW-023
Complaints / Concerns from
Citizens Computer Tracking
Software
2 years 2 years Mag,
Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3
years; Claims must be filed
in 6 months; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
CW-024 Contracts: See Agreements
CW-025 Copies or duplicates of any
record
Copies - When
No Longer
Required
Copies - When
No Longer
Required
Mag Ppr
The City Manager may
authorize destruction of
duplicate records no longer
required, provided the
original record is retained -
BMC §2-1-1007; AP I-8 GC
§34090.7
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
(from an
outside source)
CW-026
Correspondence - ROUTINE
(Content relates in a
substantive way to the
conduct of the public's
business)
(e.g. Administrative,
Chronological Files, e-mail,
General Files, Letters,
Memorandums, Miscellaneous
Reports, Press Releases,
Public Records Requests,
Reading Files, Working Files,
etc.)
IF the Content relates in a
SUBSTANTIVE way to the
conduct of the public's
business
2 years 2 years Mag,
Ppr
ONLY IF the Content
relates in a substantive way
to the conduct of the
public's business; City of
San Jose v. Superior Court
(Smith). S218066. Supreme
Court of California, 2017;
GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-027
Correspondence - Content
NOT Substantive, or NOT
made or retained for the
purpose of preserving the
informational content for
future reference (see
comments)
Transitory documents such as
calendars, checklists,
invitations, instant messaging,
logs, mailing lists, meeting
room registrations, supply
inventories, telephone
messages, transmittal letters,
thank yous, requests from
other cities, staff
videoconference chats, notes
and recordings, undeliverable
envelopes, visitors logs, voice
mails, etc., unless content
substantive..

When No
Longer
Required, or 90
days, whichever
is Shorter
When No
Longer
Required, or
90 days,
whichever is
Shorter
Mag,
Ppr
Electronic and paper
records are categorized,
filed and retained based
upon the CONTENT of the
record. Records where
either the Content relates in
a substantive way to the
conduct of the public's
business, or ARE made or
retained for the purpose of
preserving the
informational content for
future reference are saved
by placing them in an
electronic or paper (project)
file folder and retained for
the applicable retention
period of that project. If not
mentioned here, consult the
City Attorney to determine if
a record is considered
transitory/ preliminary
drafts. GC §34090, GC §§
7927.500, 7928.705 6252;
64 Ops. Cal. Atty. Gen.
317 (1981); City of San
Jose v. Superior Court
(Smith). S218066. Supreme
Court of California, 2017
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-027.1
Correspondence - Emails -
Content NOT Substantive,
or NOT made or retained
for the purpose of
preserving the
informational content for
future reference (see
comments).

Transitory documents such as
calendars, checklists,
invitations, instant messaging,
logs, mailing lists, meeting
room registrations, supply
inventories, telephone
messages, transmittal letters,
thank yous, requests from
other cities, undeliverable
envelopes, visitors logs, voice
mails, etc., unless content
substantive.
2 years 2 years Mag,
Ppr
Electronic and paper
records are categorized,
filed and retained based
upon the CONTENT of the
record. Records where
either the Content relates in
a substantive way to the
conduct of the public's
business, or ARE made or
retained for the purpose
of preserving the
informational content for
future reference are saved
by placing them in an
electronic or paper
(project) file folder and
retained for the applicable
retention period of that
project. If not mentioned
here, consult the City
Attorney to determine if a
record is considered
transitory/ preliminary
drafts. GC §34090, GC §§
7927.500, 7928.705;6252;
64 Ops. Cal. Atty. Gen.
317 (1981); City of San
Jose v. Superior Court
(Smith). S218066.

Supreme Court of
California, 2017
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. CW-029 Drafts & Notes: Drafts that are
revised (retain final version)
Until the
adoption of the
final document.

Until the
adoption of the
final document.

Mag,
Ppr
As long as the drafts and
notes are not retained in
the "Regular Course of
Business". Consult the City
Attorney to determine if a
record is considered a draft.

GC §34090,GC §§
7927.500, 7928.705 6252
Lead Dept. CW-030
Facility Use Applications /
Facility Use Permits / Room
Reservation Applications
2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-031
GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
When No
Longer
Required
Yes Mag
The Lead Department
should print out historical
documents (or save source
data) prior to replacing the
data, if they require the data
or output for historical
purposes; Department
Preference (Preliminary
documents); GC §34090 et
seq.

Lead Dept. CW-032 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years Mag,
Ppr GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. CW-033
Grants / CDBG / Reimbursable
Claims / FEMA or OES
Reimbursement Claims /
Subventions (SUCCESSFUL
Reports, other records required
to pass the funding agency's
audit, if required)
Send Grant Financial Reports
to Finance
Applications (successful), program
rules, regulations & procedures,
reports to grant funding agencies,
correspondence, audit records,
completion records
2 years
After
Funding
Agency
Audit, if
Required -
3 years,
unless
Grant
Conditions
requires
longer
retention
After Funding
Agency Audit,
if required - 5
years, unless
Grant
Conditions
requires longer
retention
Mag,
Ppr
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; 2 CFR
200.334; 2 CFR 200.333;
24 CFR 91.105(h), 92.505,
& 570.502(a), OMB Circular
A-133; GC §34090
Lead Dept. CW-034.1 Hazardous Waste Manifests P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference
(City has "cradle to grave"
liability); only 3 years is
mandated; 22 CCR
66262.40; GC §34090
Lead Dept. CW-036 Leave Slips
When No
Longer
Required, or 90
days, whichever
is shorter.

When No
Longer
Required, or
90 days,
whichever is
shorter.

Mag,
Ppr
Preliminary draft / transitory
record; GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. CW-038
Material Data Safety Sheet
(MSDS) / Safety Data Sheets
(SDS) / Chemical Use Report
Form (or records of the
chemical / substance / agent,
where & when it was used)
30 years 30 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Previous MSDS may be
obtained from a service;
MSDS may be destroyed
as long as a record of the
chemical / substance /
agent, where & when it
was used is maintained
for 30 years; Applies to
qualified employers; 8 CCR
3204(d)(1)(B)(2 and 3), 29
CFR 910.1020(d)(1)(ii)(B),
GC §34090
Lead Dept. CW-041 Newspaper Clippings / Online
News Articles
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be
obtained from the
newspaper company; GC
§34090
Staffing Dept. CW-042
Notices: Public Hearing
Notices, Affidavit of Posting
(City Clerk maintains Legal
Advertising)
2 years 2 years Mag,
Ppr
Statute of Limitations on
Municipal Government
actions is 3 - 6 months; GC
§34090
Manag.

Services /
Human
Resources
CW-044
Personnel Files Retained at the
Department/Division level
(When an employee transfers
to a different department, or
separates from the City, the file
should be sent to Management
Services)
Upon
Separation or
Transfer, Send
to Management
Services
Upon
Separation or
Transfer, Send
to
Management
Services
Before
Separation
Mag,
Ppr
Ensure records kept in
Department files comply
with City policy (all originals
are sent to Human
Resources); GC §34090.7
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. CW-045 Personnel Files (Supervisor's
Notes)
2 years
(After Incorp. In
Evaluation)
2 years
(After Incorp.

In Evaluation)
Before
Annual
Performance
Evaluation
Mag,
Ppr
Preliminary drafts; Notes
maintained in a separate
folder to be incorporated
into performance
evaluation, or to document
progressive discipline; GC
§34090 et seq.

Lead Dept. CW-046 Personnel Work Schedules 2 years 2 years Mag, Ppr GC §34090
Lead Dept.
(Who Operates
the Vehicle)
CW-047
Pre-Trip Inspections / Vehicle
Safety Checks / Daily Vehicle
Inspections / Daily Equipment
Checks
2 years 2 years Ppr GC §34090
Responding
Dept. CW-048 Public Records Act Requests Response + 2
years
Response + 2
years
Mag,
Ppr GC §34090.7
Lead Dept. CW-049 Public Relations / Press
Releases 2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-050 Purchase Orders - Department
POs - Under $5,000 2 years 3 years 5 years Mag,
Ppr
Department preference;
consistent with municipal
government auditing
standards; Finance retains
Purchase Orders over
$5,000; GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-052
Real Estate Appraisal Reports
(Acquisition or Sale): Property
NOT purchased, Loans not
funded, etc.
2 years 2 years Mag,
Ppr
Not accessible to the
public; Statewide
Guidelines show 2 years;
GC §§34090, 6254(h)
7928.705
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept.
(Who Ordered
the Appraisal)
CW-053
Real Estate Appraisal Reports
(Acquisition or Sale):

Purchased Property, Funded
Loans
2 years
3 years after
Purchase
Completed
5 years after
Purchase
Completed
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S Yes: After
Inactive
Not accessible to the public
until purchase has been
completed; meets grant
auditing requirements; 2
CFR 200.334; 2 CFR
200.333; 24 CFR 91.105(h),
& 570.502(a); GC §34090
Lead Dept. CW-055
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters &
Reports: Produced by YOUR
Department
2 years 2 years Mag,
Ppr
Statewide guidelines
propose superseded + 2 or
5 years; GC §34090
Lead Dept. CW-056
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters &
Reports: Produced by OTHER
Departments
When
Superseded or
No Longer
Required
When
Superseded, or
No Longer
Required
Mag,
Ppr Copies; GC §34090.7
CW-057
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters &
Reports: Produced by

OUTSIDE ORGANIZATIONS
(League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-058
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Administratively and
Historically significant,
therefore retained
permanently; GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. CW-059
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
5 years 5 years Mag,
Ppr
Information is outdated
after 5 years; statewide
guidelines propose 2 years;
If historically significant,
retain permanently; GC
§34090
Lead Dept. CW-061
Safety: OSHA Inspections &
Citations, Log 200 and Log
300, 301, 301A, Safety
Committee Minutes
5 years 5 years Ppr
Calif. Labor Division is
required to keep their
records 7 years; OSHA
requires 5 years; State law
requires 2 years; 8 CCR
§3203(b)(1), GC §34090.7;
LC §6429c
Lead Dept. CW-062 Speaker Cards, Meeting Notes
(submitted at public meetings)
When Minutes
are Approved
When Minutes
are Approved Ppr
Transitory records not
retained in the ordinary
course of business (used to
accurately produce
minutes); GC §34090 et
seq.

Lead Dept. CW-063 Special Event Permits Expiration + 2
years
Expiration + 2
years
Yes: During
Class or
Program
Mag,
Ppr GC §34090
Lead Dept. CW-063.1 Subject Files
2 years from
completion or
when no longer
required,
whichever is
longer
2 years from
completion or
when no longer
required,
whichever is
longer
Mag,
Ppr GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. CW-064
Surveys / Questionnaires (that
the City issues).

Responses, Reports and
Summaries
2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-066
Time Sheets / Time Cards /
Time Logs (With Employee
Signatures)
3 years 3 years 6 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference
(only the summaries or
exception reports are sent
to Payroll); Meets auditing
standards (audit + 4 years);
IRS requires 4 years; Ca.
requires 2 yr min.; FTB
keeps 3 years; Published
articles show 4 -10 years;
IRS Reg §31.6001-1(e)(2),
R&T §19530; LC § 1174(d);
GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. CW-067
Training - ALL COURSE

RECORDS
(Attendance Rosters, Outlines
and Materials; includes Ethics
& Safety training and tailgate
meetings)
2 years 5 years 7 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
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
1602.31; LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b)
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

CUSTOMER SERVICE / MARKETING
BWP /
Customer
Service /
Marketing
BWP-007
Accounts Receivable: Billing
Backup for BWP Projects,
Cash Exceptions, Cash Sheets,
Create Transfer Records,
Deposit Worksheets (FP, RP,
Clipboard), Electronic
Payments
Project
Completion +
5 years
Project
Completion +
5 years
Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); 18 CFR 125.3; GC
§34090
BWP /
Customer
Service /
Marketing
BWP-008 Armored Manifest Books 2 years 2 years Mag, Ppr GC §34090 BWP /
Customer
Service /
Marketing
BWP-010 Bankruptcies - BWP Customers
- WHERE A CLAIM IS FILED 10 years 10 years Mag, Ppr
Department Preference
(negative information remains
on credit ratings for 7 years); GC
§34090
(Bank) BWP-10.1 Bankruptcies - BWP Customers
- NO CLAIM FILED
Not More
than 90 days
Not More
than 90 days Mag, Ppr
Not City records (account is
closed and bankruptcy noted in
database)
BWP /
Customer
Service /
Marketing
BWP-011 Bill Inserts / Marketing 2 years 2 years Mag, Ppr GC §34090 (Bank) BWP-11.1
Checks deposited to Bank (City
scans them for the Bank, rather
than physically taking the
checks to the bank to deposit
them.)
Follow Bank
Instructions
Follow Bank
Instructions Mag, Ppr
These are bank instruments,
and not City records; per bank
agreement.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP /
Customer
Service /
Marketing
BWP-012
Collections / Master Collection
List / Write Offs / Collection
Agency Assignments (and
associated disputes)
7 years 7 years Mag, Ppr
Department preference
(negative information remains
on a customer's credit rating for
7 years; GC §34090
BWP /
Customer
Service /
Marketing
BWP-013 Complaint Tags / Service Tags 2 years 2 years Mag, Ppr GC §34090 BWP /
Customer
Service /
Marketing
BWP-014 Conservation Records 5 years 5 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
BWP /
Customer
Service /
Marketing
BWP-015
Credit Card Receipts
(Summaries are sent to City
Treasurer)
2 years 2 years Mag, Ppr GC §34090
BWP /
Customer
Service /
Marketing
BWP-016 Customer Account Adjustment
Backup 2 years 2 years Mag, Ppr GC §34090
BWP /
Customer
Service /
Marketing
BWP-017 Customer Receipts (Payment
stubs and receipts) 2 years 2 years Mag, Ppr GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP /
Customer
Service /
Marketing
BWP-018 Customer Service Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag, Ppr
Department Preference (Data is
interrelated); Data cannot be
destroyed, written over, or
altered without approval by City
Council; 18 CFR 125.3; GC
§34090
BWP /
Customer
Service /
Marketing
BWP-019 Hang Tag List: Discontinuance
Notices (DEWNS / CREMS) 2 years 2 years Mag, Ppr GC §34090 BWP /
Customer
Service /
Marketing
BWP-020
Large Customer Meetings,
Public Relations
(e.g. Warner Bros., etc.)
5 years 5 years Mag, Ppr Department Preference; GC
§34090
BWP /
Customer
Service /
Marketing
BWP-021
Life Support Application / Life
Line (Seniors, Disabled
Persons, Low Income)
Denial or
Expiration +
2 years
Denial or
Expiration +
2 years
Mag, Ppr GC §34090
BWP /
Customer
Service /
Marketing
BWP-021.1
Medical Necessity Customers
(Emergencies / Shut-offs -
Customers who must have
electricity or water for critical
medical equipment)
Expiration +
2 years
Expiration +
2 years
Mag,
Ppr, Mfr,
OD
S Yes: After

QC & OD
Confidential; Department
preference; GC §34090
BWP /
Customer
Service /
Marketing
BWP-022
Meter Databases: Data pulse,
Remote Locations, Tampering,
Time of Day, etc.

Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag, Ppr
Data is interrelated; This data
cannot be destroyed without
Council approval; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP /
Customer
Service /
Marketing
BWP-023 Miscellaneous Receipts 5 years 5 years Mag, Ppr Department Preference (meets
municipal government auditing
standards); 18 CFR 125.3; GC
§34090
BWP /
Customer
Service /
Marketing
BWP-024 Project Share Processed
Vouchers 5 years 5 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); 18 CFR 125.3;GC
§34090
Lead Dept. BWP-026 Public Relations / Press
Releases 2 years 2 years Mag, Ppr Department Preference; GC §34090
BWP /
Customer
Service /
Marketing
BWP-027 Rebate Programs / Toilet
Rebates, etc. 5 years 5 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
BWP /
Customer
Service /
Marketing
BWP-028 Residential / Commercial
Applications for Service
Termination
+ 2 years
Termination
+ 2 years Mag, Ppr 18 CFR 125.3; GC §34090
BWP /
Customer
Service /
Marketing
BWP-029
Service Requests - Connects &
Disconnects - Electric and
Water (entered into Database)
Indefinite Indefinite Mag Ppr Preliminary drafts (the database is the original); GC §34090
BWP /
Customer
Service /
Marketing
BWP-029.1
Water Billing: Appeals -
Payment Delinquency &
Impending Discontinuation
Final
Decision + 2
years
Final
Decision + 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP /
Customer
Service /
Marketing
BWP-029.2
Water Billing: Non-payment
Notices / Notice of Payment
Delinquency & Impending
Discontinuation (Initial, Final)
Date of
Notice + 2
years
Date of
Notice + 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
BWP /
Customer
Service /
Marketing
BWP-029.3
Water Billing: NSF Checks /
Adjustments to Customer
accounts
Date of
Notice + 2
years
Date of
Notice + 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
BWP /
Customer
Service /
Marketing
BWP-029.4
Water Billing: Payment Plans:

Amortization, Alternative
Payment Plans, Deferrals, etc.

Expiration or
Completion
of Payment
Plan + 2
years
Expiration or
Completion
of Payment
Plan + 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116910
BWP /
Customer
Service /
Marketing
BWP-029.5
Water Billing: Policy on
Discontinuation of Residential
Service for Nonpayment
When
Superseded -
Minimum 2
years
When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After

QC & OD
Must post to Website; H&S
§116906; GC §34090
BWP /
Customer
Service /
Marketing
BWP-029.6
Water Billing: Report of Annual
Discontinuations of Residential
Service
Minimum 2
years
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After

QC & OD
Must post to Website; H&S
§116918; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

ELECTRIC SERVICES
BWP /
Electric
Services /
Customer
Service
BWP-030
Electric Service Orders -
Service Confirmations &
Complaints Database
/Customer Information System
Database
Indefinite Indefinite Yes Mag, Ppr Data is interrelated; 18 CFR 125.3 GC §34090
BWP /
Electric
Services
BWP-031
Electric Service Orders -
Service Confirmations / CIS-
Banner with Hard Copy
Drawings
3 years 3 years Mag, Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed in 6
months; CCP §§338 et seq., 340
et seq., 342, GC §34090
BWP /
Electric
Services
BWP-032
Electric Service Orders -
Complaints (Work Completed
in the Field) - Crewmembers
findings with signatures or
initials
3 years 3 years Mag, Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed in 6
months; CCP §§338 et seq., 340
et seq., 342, GC §34090
BWP /
Electric
Services
BWP-033 Equipment Sheets 5 years 5 years Mag, Ppr GC §34090 BWP /
Electric
Services
BWP-035
Job Orders / WAM (Work and
Asset Management) & Lifecycle
Works - Hard Copies
(Completed Paper Versions
with field notes)
5 years 5 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
City preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP /
Electric
Services
BWP-034
Job Orders Database / WAM
(Work and Asset Management)
Database / Lifecycle Works
Indefinite -
Until
Superseded
or Updated
Indefinite -
Until
Superseded
or Updated
Yes Mag, Ppr
Only used for databases where
information is continually
updated or superseded; Data is
interrelated; GC §34090
BWP /
Electric
Services
BWP-036 Joint Pole Agreements
When Asset
Removed
from Service
+ 10 years
When Asset
Removed
from Service
+ 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BWP /
Electric
Services
BWP-036.1 Lockout-Blockout / Lockout-
Tagout 2 years 2 years Mag, Ppr GC §34090
BWP / Lead
Div. BWP-037.1
Project Files / Capital
Improvement Project Files
(CIP) / Jobs: Administration
File
Project Administration, Certified
Payrolls, Construction Management
Logs, Daily Inspection Diary,
Project Schedules, Progress
meetings, Real Estate Appraisals,
etc.

Upon
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
Mag, Ppr
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Published Audit Standards=4-7
years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §§336(a), 337 et. seq., 18
CFR 125.3; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP / Lead
Div. BWP-038
Project Files / Capital
Improvement Project Files
(CIP) / Jobs: Permanent File
Plans, Record Drawings / "As
Builts", Specifications,
Bids/RFPs, Successful
Proposal, Change Orders,
Inspections, Materials Testing
Reports, Grading Permits,
Hazardous Materials Reports,
Notice of Completion, O&M
Manuals, Photos, Soils
Reports, Studies, Submittals,
Surveys, etc.

Upon
Completion P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference; retained
for disaster preparedness
purposes; Statewide guidelines
propose Permanent for
Infrastructure plans; 18 CFR
125.3; GC §34090
BWP / Lead
Div. BWP-039.1 Underground Service Alerts
(USA's) / Dig Alerts - BWP 3 years 3 years Ppr
Department Preference (the
Regional Notification Center has
the obligation to retain the notice
for 3 years); GC §§4216.2(f) &
4216.3(ed), GC §34090
BWP /
Electric
Services
BWP-040 Work Orders 5 years 5 years 10 years Mag, Ppr
City preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

FINANCE (BWP)
Financial
Services /
Accounting
BWP-041 Financial Services Database
Indefinite
(Minimum 10
years)
Indefinite
(Minimum 10
years)
Yes Mag
Data Fields / Records are
interrelated; FERC requires 10
years for GLs, Subsidiary
Ledgers and Journal Vouchers;
18 CFR 125.2 & 125.3; GC
§34090

BWP / BWP
Finance BWP-043
Risk Management Meeting
Minutes / Risk Oversight
Committee Meeting Minutes
5 years 5 years Mag, Ppr
Department Preference; OSHA
requires 5 years for safety
records; State law requires 2
years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 8 CCR §3203 et seq.,
29 CFR 1602.31; LC §6429(c);
GC §§12946, 12960, 34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

POWER SUPPLY
BWP / Power
Supply BWP-044
California Energy Commission
(CEC) Licenses and Regulatory
Correspondence that is Tied to
an Asset
P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BWP / Power
Supply BWP-045 California Energy Commission
(CEC) Reports 7 years 7 years Mag, Ppr Department Preference; 18 CFR 125.3; GC §34090
BWP / Power
Supply BWP-047
Department of Energy (DOE)
Licenses and Regulatory
Correspondence that is Tied to
an Asset
P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BWP / Power
Supply BWP-048 Department of Energy (DOE)
Reports 7 years 7 years Mag, Ppr Department Preference; 18 CFR 125.3; GC §34090
BWP / Power
Supply BWP-049
Environmental / Electrical
Equipment Disposal -
Hazardous Material
2 years P P
Mag,
Mfr, OD,
Ppr
S Yes: After
QC
Department preference; GC
§34090 et seq.

BWP / Power
Supply BWP-050 Facility Histories / Infrastructure
Design P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090; 18 CFR 125 et seq.

BWP / Power
Supply BWP-051
FERC (Federal Energy
Regulatory Commission)
Inspections that are Tied to an
Asset
P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP / Power
Supply BWP-052
FERC (Federal Energy
Regulatory Commission)
Licenses and Regulatory
Correspondence that is Tied to
an Asset
P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Lead Dept. BWP-127 Generator Operations Logs and
Inspections (all Generators) 5 years 5 years Mag, Ppr
Department preference
(stationary generators are 5
years, Portable /emergency
generators are 5 years); AQMD
Rule 1470; Form 400–E–13a
instructions, GC §34090 et. seq.

BWP / Power
Supply BWP-053 Load Records 10 years 10 years Mag, Ppr Department Preference; 18 CFR 125.3. GC §34090;
BWP / Power
Supply BWP-054 Logs / Diaries 10 years 10 years Mag, Ppr Department Preference; GC §34090
BWP / Power
Supply BWP-055 Manifest (EPA Standard) 3 years 3 years Mag, Ppr Department preference; GC §34090
BWP / Power
Supply BWP-056 NERC (North American Energy
Corporation) Audits 10 years 10 years Mag, Ppr Department Preference; GC §34090
BWP / Power
Supply BWP-057 Power Outage Report
Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP / Power
Supply BWP-058 Power Outage Reports 2 years 2 years Mag, Ppr Department preference; The
database is the original; GC
§34090 et seq.

BWP / Power
Supply BWP-059 Power Production Operating
Data Logs 10 years 10 years Mag, Ppr Department Preference; GC §34090
BWP / Power
Supply BWP-060
Power Trading / Power
Scheduling
(Check Out Worksheets)
Completion +
3 years 7 years Completion +
10 years Mag, Ppr
Department Preference auditing
standards are 5 years,; ; GC
§34090
BWP / Power
Supply BWP-061
Power Trading / Power
Scheduling
(Confirmations, Invoices)
3 years 7 years 10 years Mag, Ppr Department Preference (audited every 6 years); GC §34090
BWP / Power
Supply BWP-062
Power Trading / Power
Scheduling
(Generation Worksheets)
3 years 7 years 10 years Mag, Ppr Department Preference (audited every 6 years); GC §34090
BWP / Power
Supply BWP-063
Power Trading / Power
Scheduling
(Pathing Sheets)
3 years 7 years 10 years Mag, Ppr Department Preference (audited every 6 years); GC §34090
BWP / Power
Supply BWP-064
Power Trading / Power
Scheduling
(Voice Recordings)
3 years 7 years 10 years Mag, Ppr Department Preference (audited every 6 years); GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP / Lead
Div. BWP-065
Project Files / Capital
Improvement Project Files
(CIP) / Jobs: Administration
File
Project Administration, Certified
Payrolls, Project Schedules,
Progress meetings, Real Estate
Appraisals, etc.
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
Mag, Ppr
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Published Audit Standards=4-7
years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §§336(a), 337 et. seq., GC
§34090
BWP / Lead
Div. BWP-066
Project Files / Capital
Improvement Project Files
(CIP) / Jobs: Permanent File
Plans, Record Drawings / "As
Builts", Specifications, Bids/RFPs,
Successful Proposal, Change
Orders, Inspections, Materials
Testing Reports, Grading Permits,
Hazardous Materials Reports,
Construction Management Logs,
Daily Inspection Diary, Notice of
Completion, O&M Manuals,
Photos, Soils Reports, Studies,
Submittals, Surveys, etc.

BWP / Power
Supply BWP-069 Regulatory Filings
(FERC, CEC, NERC, etc.) 7 years 7 years Mag, Ppr Department Preference; 18 CFR 125.3; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP / Power
Supply BWP-070 Sampling / Circular & Strip
Charts 7 years 3 years 10 years Mag, Ppr Department Preference; GC §34090
BWP / Power
Supply BWP-071
SCADA Database (Power)
(Supervisory Control and Data
Acquisition) - ECC
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data is interrelated; system
qualifies as a "trusted system";
GC §§34090, 12168.7
BWP / Power
Supply BWP-072 SCADA Log Books 1 year P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BWP / Power
Supply BWP-074 Switching Order Logs 10 years 10 years Mag, Ppr Department preference; GC §34090
BWP / Power
Supply BWP-075 Utility Standards Superseded
+ 2 years
Superseded
+ 2 years Mag, Ppr Department Preference; GC
§34090
BWP / Power
Supply BWP-076 WECC (Western Electricity
Coordination Council) Audits 10 years 10 years Mag, Ppr Department Preference; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

TECHNOLOGY
BWP /
Technology BWP-077 License - FCC 2 years P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BWP /
Technology BWP-078
Communications - Frequency
Coordination Files Supporting
Files that Support Concurrence
Letters that are a Condition of
City’s FCC License
2 years P P Mag, Ppr
Department Preference; Needs
to be permanent as these are
supporting files that support our
concurrence letters that are a
condition of our FCC Licenses;
GC §34090
BWP /
Technology BWP-079 Communications - Priority
Correspondence 2 years 8 years 10 years Mag, Ppr Department Preference; GC §34090
BWP /
Technology BWP-080 Communications - Subject and
Correspondence Files 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090
BWP /
Technology BWP-081
Concurrence Letters
Supporting Concurrence Letter
that are a Condition of City’s
FCC License
2 years P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; Needs
to be permanent as these are
supporting files that support our
concurrence letters that are a
condition of our FCC Licenses;
GC §34090
BWP /
Technology BWP-082 Estimates - Preliminary, In
Process, Completed 5 years 5 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BWP /
Technology BWP-083 Fiber Optic and Network
Drawings 2 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference; GC
§34090 et seq.

BWP /
Technology BWP-084 Systems Support: Fiber optics
/ Communications / Leases
Termination
+ 4 years
Termination
+ 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

WATER DISTRIBUTION
BWP /
Water Dist. BWP-085.1 Backflow Testing / Cross
Connection Testing 3 years 3 years Mag, Ppr
Department Preference; Meets
SWRCB, DDW requirements; 17
CCR 7605(f); GC §34090
BWP /
Water Dist. BWP-085 Chains of Custody:

Bacteriological and Organics 5 years 5 years Mag, Ppr
Department Preference; Actual
laboratory reports may be kept,
or data may be transferred to
tabular summaries; State law
requires 5 years; 40 CFR
141.33(a) and (b)(1); 22 CCR
§64470
BWP /
Water Dist. BWP-086 Chains of Custody: Chemical
(Includes Chlorine Residuals) 12 years 12 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
State law requires 12 years,
Federal 10 years; 40 CFR
141.33(a); 22 CCR §64470
BWP /
Water Dist. BWP-087 Chains of Custody: Lead &
Copper
12 years, or
2 Compliance
Cycles,
Whichever is
Longer
12 years, , or
2 Compliance
Cycles,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Lead and Copper are required
for 12 years or 2 compliance
cycles (some compliance cycles
are nine years); 22 CCR
64400.25; 22 CCR §64470, 40
CFR 141.33(a); 40 CFR 141.91
BWP /
Water Dist. BWP-089
Customer Concerns / Customer
Complaints: Odor / Taste /
Visual Complaints about
Potable Water
5 years 5 years Mag, Ppr
5 years is required in State and
Federal law for any complaints;
40 CFR 122.41(j)(2) & 40 CFR
141.33(b); 22 CCR 64470(a)
BWP /
Water Dist. BWP-091
Environmental Agencies /
Regulatory Agencies
(EPA, DHS, etc.)
5 years 5 years Mag, Ppr Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-17 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP /
Water Dist. BWP-092
Fire Hydrant Flow Tests
(Development or Maintenance) -
Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Mag, Ppr Department Preference (data is
interrelated); GC §34090
BWP /
Water Dist. BWP-093
Fire Hydrant Flow Tests
(Development or Maintenance) -
Paper
2 years 2 years Mag, Ppr
Department Preference (valves
are exercised every year); GC
§34090
BWP /
Water Dist. BWP-094 Inspections for Underground
Vaults
Next
Inspection +
2 years
Next
Inspection +
2 years
Mag, Ppr
Department Preference
(inspections are conducted
every year); GC §34090
BWP /
Water Dist. BWP-095
Hydrant Meters - Rentals /
Temporary (Pools,
Construction)
End of Rental
+ 2 years
End of Rental
+ 2 years Ppr Department preference; GC
§34090
Division
Providing
Service /
Work
BWP-096
Job Orders - 1000 - 6999
Series - (Work done by Other
Divisions for Water)
Copies -
When No
Longer
Required or
90 days
Copies -
When No
Longer
Required or
90 days
Mag Ppr
Department preference; CCP
§§338 et seq., 340 et seq., 342,
GC §34090.7
Division
Providing
Service /
Work
BWP-097 Job Orders - 2400 Series -
(Domestic Water Service)
Completion +
5 years
Completion +
5 years Mag Ppr
Department preference (meets
DHS requirements for water
distribution systems); CCP
§§338 et seq., 340 et seq., 342,
GC §34090
Division
Providing
Service /
Work
BWP-098 Job Orders - 8000 range
(Multifamily Dwellings) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference (5 years
meets DHS requirements for
water distribution systems); CCP
§§338 et seq., 340 et seq., 342,
GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-18 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Division
Providing
Service /
Work
BWP-099 Job Orders - All Information
Entered in CMMS Database
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
Division
Providing
Service /
Work
BWP-100
Job Orders - CMMS
DATABASE (Computerized
Maintenance Management
System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
BWP /
Water Dist. BWP-101 Log Book (Pump Houses) 7 years 7 years Mag Ppr Department Preference; GC §34090
BWP /
Water Dist. BWP-102 NPDES Monitoring Reports
(Water Operations)
Expiration +
3 years
Expiration +
3 years Mag, Ppr
Monitoring records required for 3
years in Federal law; 40 CFR
§§122.21, 122.41
BWP /
Water Dist. BWP-103 NPDES Permits - Water
Distribution
Expiration +
3 years
Expiration +
3 years
Yes: Until
Expiration Mag, Ppr
Department Preference;
Monitoring records required for 3
years; 40 CFR §§122.21,
122.41; CCP §337 et seq.

BWP /
Water Dist. BWP-104 Operating Permit Expiration +
2 years P P
Mag,
Mfr, OD,
Ppr
S / I No Department preference; GC
§34090
Lead Div. BWP-105 Operations & Maintenance
Manuals / O & M Manuals
Disposal of
Equipment
Disposal of
Equipment Mag, Ppr Department preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-19 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP / Lead
Div. BWP-105.1
Project Files / Capital
Improvement Project Files
(CIP) / Jobs: Administration
File
Project Administration, Certified
Payrolls, Construction Management
Logs, Daily Inspection Diary,
Project Schedules, Progress
meetings, Real Estate Appraisals,
etc.

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
BWP / Lead
Div. BWP-105.2
Project Files / Capital
Improvement Project Files
(CIP) / Jobs: Permanent File
Plans, Record Drawings / "As
Builts", Specifications,
Bids/RFPs, Successful
Proposal, Change Orders,
Inspections, Materials Testing
Reports, Grading Permits,
Hazardous Materials Reports,
Notice of Completion, O&M
Manuals, Photos, Soils
Reports, Studies, Submittals,
Surveys, etc.

Upon
Completion P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference; retained
for disaster preparedness
purposes; Statewide guidelines
propose Permanent for
Infrastructure plans; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-20 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP /
Water Dist. BWP-106
SCADA Database (Water)
(Supervisory Control and Data
Acquisition)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data is interrelated; system
qualifies as a "trusted system";
GC §§34090, 12168.7
BWP /
Water Dist. BWP-107 Service Orders - Meter
Location Maps P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
BWP /
Water Dist. BWP-108
Source Water Analysis /
Reports & Sampling:

Bacteriological and Organics
5 years 5 years Mag, Ppr 40 CFR 141.33(a)
BWP /
Water Dist. BWP-109
Source Water Analysis /
Reports & Sampling:

Chemical (Includes Chlorine
Residuals)
12 years 12 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
State law requires 12 years,
Federal 10 years; 40 CFR
141.33(a); 22 CCR §64470
BWP /
Water Dist. BWP-110
Source Water Analysis /
Reports & Sampling: Lead &
Copper
12 years 12 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Required for 12 years or 2
compliance cycles; 40 CFR
141.91
BWP /
Water Dist. BWP-112
Superfund Project / Burbank
Operable Project (Water
Quality, etc.)
12 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference; GC
§34090
BWP / Lead
Div. BWP-113 Underground Service Alerts
(USA's) / Dig Alerts - Water 3 5 years 3 5 years Ppr
Department Preference (the
Regional Notification Center has
the obligation to retain the notice
for 3 years); GC §§4216.2(f) &
4216.3(ed), GC §34090
City Clerk BWP-114 Urban Water Management
Plans (UWMP) P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (copies)
GC §34090.7
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-21 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

BWP /
Water Dist. BWP-115 Videos - Water Wells, Repairs,
Reservoirs, Tanks, etc.

Life of the
Asset
Life of the
Asset Mag Department preference; GC
§34090
BWP /
Water Dist. BWP-116
Vulnerability Assessment /
Emergency Response Plan /
Risk & Resiliency Assessment /
Hazard Mitigation Plan
Superseded
+ 2 years
Superseded
+ 2 years Mag, Ppr Confidential; 42 USC 300i-2(d);
GC §34090 et seq.

BWP /
Water Dist. BWP-118 Water Production Reads /
Reports (to State DHS & DWR)
From
Reporting + 5
years
From
Reporting + 5
years
Mag, Ppr
Department Preference;
Exceeds California Department
of Health requirements (3
years); GC §34090
BWP /
Water Dist. BWP-119 Water Quality Reports /
Consumer Confidence Reports 12 years 12 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference;
Required for 12 years or 2
compliance cycles; 22 CCR §§
64400.25; 64470, 64483(g), 40
CFR 141.33(a); 40 CFR 141.91;
22 CCR §64483; GC §34090
BWP /
Water Dist. BWP-121 Water Survey Books 12 years P P Mag, Ppr Department preference; This is
Best Practice to keep records
and in line with industry
standards, could affect real
property; GC §34090
BWP /
Water Dist. BWP-122
Well Records (includes
Destroyed or Abandoned
Wells)
20 years P P
Mag,
Mfr, OD,
Ppr
S Yes: After
QC
Department preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

CITY ATTORNEY
City Attorney CA-002 Outside Counsel Bills
Termination
of Service +
5 years
Termination
of Service +
5 years
Mag, Mfr,
OD, Ppr S
Yes:

After 5
years
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years; GC
§34090
City Attorney CA-003
Airport Related Files (Including
Litigation)
Final Documents Only
Final
Resolution +
5 years
Final
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:

After 5
years
Department Preference; GC
§34090
City Attorney CA-004 Amicus Briefs 2 years 2 years Mag. Ppr Department Preference; GC §34090
City Attorney CA-005 Bankruptcies
Final
Resolution +
2 years
Final
Resolution +
2 years
Yes: Until
Paid Mag, Ppr Retained for auditing purposes;
GC §34090
City Attorney CA-006 Citations / Criminal Complaints
Incident
Date + 7
years
Incident
Date + 7
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:

After
Settled
City Attorney is OFR for the
Claim; GC §34090.7
City Attorney CA-007
Citations / Criminal Complaints:

Misdemeanor - Adult Marijuana /
Cannabis - H&S
§11357(b)(c)(d)(e) or H&S
§11360(b) (with procedure in H&S
§11361.5)
Incident
Date + 3
years
Incident
Date + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I
Yes:

After QC
& OD
("Shall" Destroy); GC
§68152(e)(8)
City Attorney CA-007.1 Closed Session Notes Resolution + 2 years
Resolution +
2 years Mag, Ppr Department preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Code
Enforcement
CA-008 Code Enforcement Files Current + 2
years 3 years Current + 5
years Mag, Ppr Department Preference (copies /
preliminary drafts); GC §34090.7
City Attorney CA-010
Lawsuits / Litigation - Final
Settlement Agreements or
Judgements
For closed cases starting 2016,
electronic copies of settlement
agreement / judgement only must
be kept electronically
permanently. For cases closed
before 2016, entire case to be
destroyed after 10 years.

Final
Resolution P P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:

After 5
years
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§945,
34090, 34090.6; PC §832.5
City Attorney CA-011 Lawsuits / Pitchess Motions /
Litigation Case Files
Final
Resolution 5 years
Final
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:

After QC
& OD
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§945,
34090, 34090.6; PC §832.5
City Attorney CA-012 Legal Research Memos / Legal
Opinions
Current + 5
years
Current + 5
years Mag. Ppr Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

City Attorney CA-014 Claims and Potential Litigation
End of
Statute of
Limitations +
2 years
End of
Statute of
Limitations +
2 years
Mag, Ppr
State requires for at least 5 years
for Civilian complaints against
peace officers; other State &
Federal laws require retention
until final disposition of formal
complaint; State requires 2 years
after action is taken; Statute of
Limitations is 4 years for
misconduct; IA and Statewide
guidelines recommend 25 years
for officer-involved shootings;
EVC §1045, GC §§12946,
12960, 34090, PC §832.5, VC
§2547
City Attorney CA-017 Subject Files
2 years from
Completion
or When No
Longer
Needed,
Whichever is
Longer
2 years from
Completion
or When No
Longer
Needed,
Whichever is
Longer
Mag, Ppr Department Preference; GC
§34090
City Attorney CA-017.1 Subpoenas (Except Police) 2 years 2 years Mag, Ppr GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

CITY CLERK
City Clerk CC-001
Affidavits of Publications /
Proof of Publications / Legal
Advertising
Publication +
2 years
Publication +
2 years Mag, Ppr
Proof of Publications are tied to
project file (see project file);
Brown Act challenges must be
filed within 30 or 90 days of
action; Statute of Limitations on
Municipal Government actions
is 3 - 6 months; CCP §§337 et
seq, 349.4; GC §§34090,
54960.1(c)(1)
City Clerk CC-003
Agenda Staff Reports:

City Council, Successor
Agency, RA (Redevelopment
Agency), HA (Housing
Authority), Parking Authority,
Public Financing Authority,
Youth Endowment Services
Fund Board
5 years 5 years Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Staff Reports pertaining to
infrastructure are retained
permanently in the City Clerk’s
Office (CCO); some are filed
with bid schedules and current
project files of the originating
department;
Department Preference (The
minutes are the permanent
record); GC §34090 et seq.

City Clerk CC-055
Agendas:

City Council, Successor
Agency, RA (Redevelopment
Agency), HA (Housing
Authority), Parking Authority,
Public Financing Authority,
Youth Endowment Services
Fund Board
When
Minutes Are
Completed
Minimum of 2
years
When Minutes
Are
Completed
Minimum of 2
years
Mag, Ppr GC §34090 et. seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-005
Agreements & Contracts -
(ALL INFRASTRUCTURE)
MOUS, Developer
Agreements, Environmental
Agreements, Franchises
Agreement or Contract
includes all contractual
obligations (e.g.

Amendments, Scope of Work
or Successful Proposal,
Notice of Completion)
Examples of Infrastructure:

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

Completion P P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S Yes: Upon
Completion
Department Preference; All
infrastructure, JPAs, & Mutual
Aid contracts should be
permanent for emergency
preparedness; Statute of
Limitations is 4 years; 10 years
for Errors & Omissions; land
records are permanent by law;
CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor
has retention requirements in
48 CFR 4.703
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-005.1
Agreements & Contracts -
(ALL NON-
INFRASTRUCTURE) PSAs
(Professional Service
Agreements), Leases,
Classroom, etc.

Agreement or Contract
includes all contractual
obligations (e.g.

Amendments, Scope of Work
or Successful Proposal,
Notice of Completion)
Examples of Non-
Infrastructure: Consultants,
Landscaping, Painting, Slurry
Seals (Paving), Tree Trimming,
Leases, Personnel, Professional
Services, etc.

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

4.703(a)
City Clerk CC-006
Bid Schedules - Public
Projects (Public Works
Projects): Agreements,
Amendments, Change
Orders, Staff Reports,
Notice of Completions
10 years P P Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; GC
§34090
City Clerk CC-007.1 Boards & Commission
Applications - Unsuccessful 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-007.2 Boards & Commission
Applications - Successful
End of Term
+ 2 years
End of Term +
2 years Mag, Ppr Department preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-007.4 Boards & Commission Maddy
Act List 5 years 5 years Mag, Ppr Department preference; GC §34090
City Clerk CC-007.3 Boards & Commission History
Book P P Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; GC
§34090
City Clerk CC-010 Charter & Amendments 5 years P P Mag, Mfr, OD, Ppr S / I No GC §34090
Mang.

Services /
Risk
Manag.

CC-012
Claims Against the City
(Forwarded to Risk
Management)
2 years 2 years Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S Yes: after
imaged
All originals filed with Risk
Management, Department
preference; GC §34090.7
City Clerk CC-015 Drug & Alcohol Test for
Council Members
Term + 2
years
Term + 2
years Mag, Ppr Department preference; GC
§34090
City Clerk CC-016
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): DESIGNATED

EMPLOYEES &
CONSULTANTS (specified in
the City's Conflict of Interest
code)
2 years 5 years 7 years Ppr City maintains original
statements; GC §81009€&(g)
City Clerk CC-016.1
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests):

ELECTRONICALLY FILED
10 years 10 years Ppr
Statements filed electronically
are required for 10 years; City
maintains copies only; original
statements are filed with FPPC;
GC §81009(f)&(g); GC §84615
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-017
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): PUBLIC
OFFICIALS (Elected.

Includes City Council
Members, Planning Board
Members, City Manager, City
Treasurer & City Attorney -
"87200 filers")
Termination
of Office + 7
years
Termination of
Office + 7
years
Ppr
Department Preference
(required for 4 years); City
maintains copies only; original
statements are filed with FPPC;
GC §81009(f)&(g)
City Clerk CC-017.1
Economic Interest Filings
(FPPC Form 602 / 635) -
Lobbyist Authorization /
Reporting
7 years 7 years Mag, Ppr Department preference; 2 CCR
18615(f)
City Clerk CC-018 FPPC Form 801 (Gift to
Agency Report) 7 years 7 years Mag, Ppr
Must post on website; FPPC
Forms Retention Summary for
Filing Officers; GC §81009(e)
City Clerk CC-019
FPPC Form 802 (Event Ticket
/ Pass Distributions Agency
Report)
7 years 7 years Mag, Ppr
Should post on website for 4
years; FPPC Forms Retention
Summary for Filing Officers;
GC §81009(e)
City Clerk CC-019.1 FPPC Form 803 (Behested
Payment Report) 7 years 7 years Mag, Ppr
FPPC Regulation 18734(c);
FPPC Forms Retention
Summary for Filing Officers;
GC §81009e
City Clerk CC-019.2 FPPC Form 804 (Agency
Report of New Positions) P P Mag, Ppr
FPPC Regulation 18734(c);
FPPC Forms Retention
Summary for Filing Officers;
GC §81009e
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-019.3 FPPC Form 805 (Agency
Report of Consultants) P P Mag, Ppr
FPPC Forms Retention
Summary for Filing Officers;
GC §34090; GC §81009(e)
City Clerk CC-019.4
FPPC Form 806 (Agency
Report of Public Official
Appointments)
7 years 7 years Mag, Ppr
Must post on website; 2 CCR
18702.5; GC §34090; GC
§81009(e)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

ELECTIONS - CONSOLIDATED
City Clerk CC-020
Candidate File: Campaign
Disclosure Statements (FPPC
400 & 501 Form) Nomination
Papers, Candidate
Statements: SUCCESSFUL
CANDIDATES (Elected
Officials)
Includes Successful
Candidates that file Form
460s or 470s electronically
10 years P P Mag, Mfr,
OD, Ppr S Yes: After 2
years
Campaign statements must be
posted on the City’s website
within 72 hours and remain on
line for 4 years; Data that has
been maintained for at least 10
years may then be archived in
a secure format; Paper must be
retained for at least 2 years;
Nomination papers: 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 §17100CCP§583.320(a)(3);
GC §81009(b)&(g); GC
§84615(i)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-021
Candidate File: Campaign
Disclosure Statements (FPPC
400 & 501 Form) Nomination
Papers, Candidate
Statements:

UNSUCCESSFUL

CANDIDATES
Includes Unsuccessful
Candidates that file Form
460s or 470s electronically, or
those Without Committees
that Don't File Electronically
Date of
Election + 10
years
Date of
Election + 10
years
Mag, Mfr,
OD, Ppr S Yes: After 2
years
Campaign statements must be
posted on the City’s website
within 72 hours and remain on
line for 4 years; Candidates
without committees are not
required to file their statements
, reports or copies online or
electronically; Paper must be
retained for at least 2 years;
Nomination papers: 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 §17100CCP§583.320(a)(3);
GC §81009(b)&(g); GC §84615
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-021.1
Campaign Disclosure
Statements (FPPC 400
Series Forms, 501 Form):

UNSUCCESSFUL

CANDIDATES,

ELECTRONICALLY FILED -
WITH or WITHOUT
Committees
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Campaign statements must be
posted on the City’s website
within 72 hours and remain on
line for 4 years; Candidates
without committees are not
required to file their statements
, reports or copies online or
electronically; Paper must be
retained for at least 2 years;
Nomination papers: 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 §17100CCP§583.320(a)(3);
GC §81009(b)&(g); GC §84615
City Clerk CC-022
Campaign Disclosure
Statements (FPPC 400 Series
Forms): THOSE NOT

REQUIRED TO FILE

ORIGINAL WITH CITY
CLERK (copies)
4 years 4 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(f)&(g)
City Clerk CC-023
Campaign Disclosure
Statements (FPPC 400 Series
Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
7 years 7 years Mag, Ppr Paper must be retained for at
least 2 years; GC §81009©&(g)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-024
Elections -
ADMINISTRATION Files
(Correspondence, , Precinct
Maps, County Election
Services, etc.)
4 years 4 years Mag, Ppr Department preference; GC
§34090, BMC 2-3-2301 - 2303
City Clerk CC-025
Elections - HISTORICAL
(Sample ballot, Certificate of
Election,
2 years P P Mag, Mfr,
OD, Ppr S No Retained for Historical Value,
GC §34090
City Clerk CC-026 Petitions (Initiative, Recall or
Referendum)
Results + 8
months or
Final
Examination
+ 1 year after
petition
examination if
insufficient
Results + 8
months or
Final
Examination
+ 1 year after
petition
examination if
insufficient
Ppr
Not accessible to the public;
The 8 month retention applies
after election results, or final
examination if no election,
unless there is a legal or FPPC
proceeding. EC §§17200(b)(3),
17400
ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-027
Assessment District Ballots
and/or protest letters - Prop.
218 proceedings
2 years 2 years Ppr GC §53753(e)(2)
City Clerk CC-028 Ballots - After Election 6 mo. 6 mo. Ppr EC §17302 City Clerk CC-029 Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306 City Clerk CC-030 Challenged & Assisted Voters
List 6 mo. 6 mo. Ppr If uncontested, EC §17304
City Clerk CC-031 Inspector Receipts for Ballots 6 mo. 6 mo. Ppr EC 17302, 17306 City Clerk CC-032 Precinct Officer Appointments 6 mo. 6 mo. Ppr EC §17503 City Clerk CC-033 Roster of Voters
Date of
Election + 5
years
Date of
Election + 5
years
Mag, Mfr,
OD, Ppr EC §17300
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-034 Tally Sheets, Logic &
Accuracy Test Certifications 6 mo. 6 mo. Ppr EC §17304
City Clerk CC-035
Vote-by-Mail Applications,
Absentee Applications, Roster
of Absentee Applications
6 mo. 6 mo. Ppr EC §17505
City Clerk CC-036
Vote-by-Mail Identification
Envelopes, Absentee
Identification Envelopes
6 mo. 6 mo. Ppr EC §17302
City Clerk CC-037
Voter Index Copies used as
the Voting Record at Polling
Places
6 mo. 6 mo. Ppr EC §17304
City Clerk CC-038 Voter Index Original
Date of
Election + 5
years
Date of
Election + 5
years
Ppr EC §17001
(End of Elections Section)
City Clerk CC-038.1 Enterprise System Catalogue
(posted online) 2 years 2 years Mag, Ppr GC §34090
City Clerk CC-038.2 Ethics Training Certificates -
All Required Filers
Term + 5
years
Term + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
GC §53235.2(b) GC §§12946,
12960, 34090; 29 USC 1113
City Clerk CC-040
Historical Records (e.g.

Articles of Incorporation, City
Seal, Awards of significant
historical interest, etc.)
5 years P P Mag, Mfr,
OD, Ppr S No
City Clerk determines historical
significance; records can
address a variety of subjects
and media; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-044
Oath of Office - Elected
Officials & Boards and
Commissions, City Manager,
City Treasurer, City Clerk, and
City Attorney
Termination +
6 years
Termination +
6 years
Mag, Mfr,
OD, Ppr S Yes: When
Inactive
Department Preference; Statute
of Limitations: Public official
misconduct is discovery of
offense + 4 years, statewide
guidelines propose Termination
+ 6 years; GC §§36507, 34090;
PC §§801.5, 803(c); 29 USC
1113
City Clerk CC-044.1 Meeting notes, Speaker Cards
When
Minutes Are
Completed
When Minutes
Are
Completed
Preliminary Drafts; GC §34090
et. seq.

City Clerk CC-045
Minutes - City Council,
Successor Agency,
Redevelopment Agency,
Housing Authority, Parking
Authority, Public Financing
Authority, Youth Endowment
Services Fund Board,
Oversight Board
P P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090
City Clerk CC-046 Municipal Code Amended
Sections and Pages 2 years 2 years Mag, Mfr,
OD, Ppr S No Department preference; GC
§34090 et seq.

City Clerk CC-047
Ordinances - City Council,
Successor Agency,
Redevelopment Agency
P P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090 et. seq.

City Clerk CC-047.2 Passport Receipt Books 5 years 5 years Mag, Ppr Department preference (meets
auditing standards); GC
§34090 et. seq.

City Clerk CC-047.3 Passport Transmittals 24 months 24 months Mag, Ppr US Passport requirement to
destroy forms monthly once
retention is met; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Lead Dept. CC-048 Public Employee Fidelity
Bonds (Dishonesty, etc.) 2 years Separation
+ 6 years
Separation + 6
years
Mag, Mfr,
OD, Ppr S Yes: When
Inactive
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
City Clerk CC-014
Recorded Documents:

Deeds, Easements,
Encroachments, Real
Property, Dedications,
Abandonments, Covenants,
Vacations, Rights of Ways
Includes Housing Authority
2 years P P Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-049
Recordings / DVD-R of City
Council, Planning Board,
Redevelopment & Housing
Authority Meetings - Video
Recordings / DVD-R or VCR
(ALL)
10 years 10 years (Mag)
Department preference; Video
recording of meetings are only
required for 90 days; GC
§§34090.7, 60201
City Clerk CC-050
Records Destruction Lists /
Certificates of Records
Destruction
10 years 10 years Mag, Mfr,
OD, Ppr S Yes: 2 years Department Preference; GC
§34090 et. seq.

City Clerk CC-050.1
Records Retention Schedules
/ Authorization for
Amendments to Retention
Schedules
10 years 10 years Department preference; GC
§34090 et. seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-051
Resolutions - City Council,
Successor Agency, RA
(Redevelopment Agency), HA
(Housing Authority), Parking
Authority, Public Financing
Authority, Youth Endowment
Services Fund Board,
Oversight Board
P P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090 et. seq.

City Clerk CC-051.1
Secretary of State Statement
of Facts / Registry of Public
Agencies
2 years 2 years GC §34090 et. seq.

Lead Dept.. CC-054 Subpoenas (forward to Lead
Departments) 2 years 2 years Department preference
(copies); GC §34090.7
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

CITY COUNCIL
City
Council CM-003
Proclamations / Commendations /
Certificates / Recognitions
(includes requests)
2 years 2 years Mag, Ppr GC §34090

CITY MANAGER
City
Manager CM-004 Administrative Procedure History 2 years P P Mag, Mfr, OD, Ppr S Yes: After

QC & OD
Department Preference; GC
§34090
City
Manager CM-007 Subject Files - High Profile
Issues 2 years 2 years Mag, Ppr GC §34090

PUBLIC INFORMATION OFFICE
City
Manager /
PIO
CM-010 Videos / Recordings (non-City
Council meetings) 2 years 2 years (Mag) Department preference; GC §§34090 et seq.

BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 26.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

CITY TREASURER
City
Treasurer CT-001 Bank Contracts Completion 5 years Completion + 5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes:

Upon
Completio
n
Errors and Omissions are not
applicable; Published Audit
Standards=4-7 years; Statute of
Limitations: 4 years; Statewide
guidelines propose termination + 5
years; CCP §§336(a), 337 et. seq.,
GC §34090
City
Treasurer CT-002
Bank Statements (other than Trust
Accounts, which are Financial
Services - Sheakly, etc.)
3 years 2 years 5 years Mag,
Ppr
Department preference (meets
municipal government auditing
standards); GC §34090
(Bank) CT-002.1
Checks deposited to Bank (City
scans them for the Bank, rather than
physically taking the checks to the
bank to deposit them.)
Follow
Bank's
Instructions
Follow
Bank's
Instructions
Mag,
Ppr
These are bank instruments, and
not City records; per bank
agreement.

City
Treasurer CT-003
Daily Batch Work Files (Includes
Treasurer's Receipts / Over the
Counter Receipts)
2 years 3 years 5 years Mag,
Ppr
Department preference (meets
auditing standards); GC §34090
City
Treasurer CT-004 Daily Cash Balance 5 years 5 years Mag, Ppr
Department preference (meets
auditing standards); GC §34090
City
Treasurer CT-005 Daily Investment Activity 5 years 5 years Mag, Ppr
Department preference (meets
auditing standards); GC §34090
City
Treasurer CT-006 Deposit Slips General Account 1 year 1 year Mag, Ppr
Department preference
(preliminary draft not retained in
the ordinary course of business);
GC §34090
BURBANK, CA.©1995-2021 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 26.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

City
Treasurer CT-007 Escheat (Unclaimed money /
uncashed checks)
Escheat + 2
years
Escheat + 2
years
Mag,
Ppr
All tangible property held by
government agencies escheats
after 3 years; Statute of Limitations
is 1 year for seized property;
Meets auditing requirements CCP
§§340(4); GC §34090
City
Treasurer CT-009 Fund Accounting Reports 2 years 3 years 5 years Mag, Ppr
Transitory Records / Preliminary
Drafts not retained in the ordinary
course of business; Financial
system qualifies as a trusted
system and can re-create reports
accurately; GC §34090
City
Treasurer CT-010 Investments (CDs / Securities) Maturity + 5 years
Maturity + 5
years
Mag,
Ppr
Department preference (meets
auditing standards); GC §34090
City
Treasurer CT-011 Liens P P Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S Yes: 1
year GC §34090(a)
City
Treasurer CT-012 Miscellaneous Collections Books 2 years 2 years Mag, Ppr GC §34090
City
Treasurer CT-013 Promissory Notes (Developers)
Loan Pay-off
or
Forgiveness
+ 5 years
Loan Pay-off
or
Forgiveness
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 1
year
Consistent with Consolidated Plan
Requirements; Required for 3-4
years from expenditure or
performance report; 24 CFR
570.502(a), GC §34090
City
Treasurer CT-014 Reconciliations 2 years 3 years 5 years Mag, Ppr
Department preference (meets
auditing standards); GC §34090
City
Treasurer CT-015 Signature Cards and Plates Inactive + 5 years
Inactive + 5
years
Mag,
Ppr
Department preference (meets
auditing standards); GC §34090
BURBANK, CA.©1995-2021 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 26.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

City
Treasurer CT-020 Warrant Registers 2 years 2 years Mag, Ppr
Drafts / Copies (the database is
the original); GC §34090.7
City
Treasurer CT-020.1 Wires / Wire Transfers (Veba, PEHP,
RHS) 5 years 5 years Mag,
Ppr
Department preference (meets
municipal government auditing
standards); GC §34090
City
Treasurer CT-021 Warrants (Cashed) - Numerical 5 years 5 years Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Department Preference; meets
municipal government auditing
standards; GC §34090, CCP §
337
BURBANK, CA.©1995-2021 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

BUILDING & SAFETY
CDD /
Building &
Safety
CD-009
Board of Building & Fire Code
Appeals

AGENDAS, AGENDA
PACKETS.
2 years 2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
2 years
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
CDD /
Building &
Safety
CD-011
Board of Building & Fire Code
Appeals
AUDIO RECORDINGS of
Meetings
1 year 1 year (Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
CDD /
Building &
Safety
CD-010
Board of Building & Fire Code
Appeals

MINUTES & BYLAWS
P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
10 years
Notes taken to facilitate the
writing of the minutes can be
destroyed after minutes have
been adopted; GC §34090 et
seq.

CDD /
Building &
Safety
CD-002 Building Permit Application
has Expired P P
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department Preference; GC
§34090
CDD /
Building &
Safety
CD-003 Building Permit Database P P Yes (all) Mag
Department Preference - Data
is interrelated; GC §34090,
H&S §19850
CDD /
Building &
Safety
CD-005 Building Permits (All Issued) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090, H&S §19850
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

CDD /
Building &
Safety
CD-006
Building Plans and Construction
Documents - Finalled -

SINGLE FAMILY
RESIDENTIAL - SFR and

APPURTENANCES
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department preference; Law
requires for the life of the
building for commercial only;
Statewide guidelines propose 2
years for blueprints &
specifications; CBC and UAC
require plans be retained 180
days from completion date for
residential and appurtenances;
CBC §104.7 & 107.5;
H&S§19850, GC §34090
CDD /
Building &
Safety
CD-007
Building Plans and Construction
Documents - Finalled -

INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC

ACCOMMODATION, TENANT

IMPROVEMENTS,

PRODUCTION HOMES
(includes commercial structural
plans, Hazardous Materials
Questionnaire, etc.)
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department Preference; Law
requires for the life of the
building for commercial only;
Statewide guidelines propose 2
years for blueprints &
specifications; CBC 104.7 &
107.5; H&S§19850, GC §34090
CDD /
Building &
Safety
CD-007.1
Business License Regulatory
Permits / Tobacco Dealers, etc.
("BL")
5 years 5 years Mag, Ppr Meets auditing standards; GC
§34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

CDD /
Building &
Safety
CD-019 Business Tax & Business
License Permits Database
Termination of
license or
account + 5
years
Termination of
license or
account + 5
years
Yes Mag Data Fields / Records are
interrelated; GC §34090
CDD /
Building &
Safety
CD-018 Business Tax Revenue
Applications ("BT") 5 years 5 years Mag, Ppr Meets auditing standards; GC §34090 et seq.

CDD /
Building &
Safety
CD-017
California Building Codes /
Uniform Building Codes (CBC,
UBC, UPC, UEC, etc.)
P P Mag, Ppr GC §50022.6
CDD /
Building &
Safety
CD-020
Code Violations / Code
Enforcement / Abatement Case
Files
(Includes appeals and Code
Enforcement Complaint Letters)
Resolved or
Terminated + 5
years
Resolved or
Terminated + 5
years
Yes: Until
Resolution Mag, Ppr
Department preference; Case
is open until satisfactorily
resolved (some cases are not
resolved); City Clerk maintains
original staff reports and
resolutions that are presented
to Council; CFC §104.3.4, GC
§34090
CDD /
Building &
Safety
CD-008
Construction Notices /
Inspection Notices
(correction notices, compliance
orders, stop work notices, etc.)
Until Cleared or
Project
Completion + 2
years
Until Cleared or
Project
Completion +
2 years
Mag, Ppr
Preliminary documents not
retained in the ordinary course
of business; GC §34090
CDD /
Building &
Safety
CD-012 Contractors Licensed -
Applications 2 years 2 years Mag, Ppr GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

CDD /
Building &
Safety
CD-013 Grading Permits & Plans P P
Mag,
Mfr, OD,
Ppr
S
Permits:

Yes: After

QC & OD
Plans /
Mylars:

No
Department Preference; GC
§34090
CDD /
Building &
Safety
CD-004 Grading Plans / Soil Reports P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department Preference; GC
§34090
CDD /
Building &
Safety
CD-024 Recorded Seismic Retrofit
Notices & Releases P P Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
CDD /
Building &
Safety
CD-016
Requests & Permissions to
Receive Copies of Plans (to and
from architects)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090 et seq.

CDD /
Building &
Safety
CD-026
Truck / Taxi Decal List /
Vehicles Trucks which will Carry
City of Burbank Decals
Year of
Issuance + 2
years
Year of
Issuance + 2
years
Mag, Ppr GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

ECONOMIC DEVELOPMENT & HOUSING
Economic
Develop. &
Housing
ED&H-009
20% Set Aside - Residential
Rehabilitation Loans - NO

RECAPTURE / RESALE

RESTRICTIONS
Project
Completion + 5
years
Project
Completion + 5
years
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: 1
year
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; 2
CFR 200.334; 2 CFR 200.333;
24 CFR 92.508(a)(c)(2) &
570.502, 982.158, 884.214; GC
§34090
Economic
Develop. &
Housing
ED&H-010 Acquisition File (Real Property) Acquisition + 2 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No GC §34090
Economic
Develop. &
Housing
ED&H-010.1
Affordable Housing Projects
(NOT HOME FUNDED)
WITHOUT a Recapture /
Resale Restriction
Loan Pay-off
OR
Forgiveness +
5 years
Loan Pay-off
OR
Forgiveness +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
HUD requires 5 years after the
agreement terminates;
Consistent with Consolidated
Plan Requirements; Required
for 3-4 years from expenditure
or performance report; 24 CFR

92.508(a)&(c) & 570.502(a), 29
CFR 97.42, 982.158, 884.214;
GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk ED&H-015 Agency Formation, Policy,
Financing 10 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Send originals to the City Clerk;
Department preference to
retain copies permanently; GC
§34090.7
City Clerk ED&H-016 Alley Vacations 10 years P P Yes (all) Mag,
Mfr, OD,
Ppr
S No
Send originals to the City Clerk;
Department preference to
retain copies permanently; GC
§34090.7
Economic
Develop. &
Housing
ED&H-017
Applications for Loans:

Rejected (First Time Home
Buyers, Rehabilitation, etc.)
5 years 5 years Mag, Ppr Department preference; GC
§34090
Economic
Develop. &
Housing
ED&H-011
Assessment / Maintenance /
Landscape & Lighting / Street
Improvement District Projects /
Community Facilities Districts /
Business Improvement Districts
(FORMATION, BOUNDARIES)
P P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; Statute
of Limitations is 4 - 10 years
(for Errors & Omissions); CCP
§§337. 337.1(a), 337.15, 343;
GC §34090.7
Financial
Services ED&H-019
Bonds: Debt Official
Statements / Certificates of
Participations (COPs) Includes
Trustee Statements & Arbitrage
Payoff /
Defeasement
of Bond + 10
years
Payoff /
Defeasement
of Bond + 10
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S No Department preference; GC
§34090.7
Economic
Develop. &
Housing
ED&H-019.1
Business Improvement Districts
/ Community Facilities Districts -
Management & Administration
P P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; Statute
of Limitations is 4 - 10 years
(for Errors & Omissions); CCP
§§337. 337.1(a), 337.15, 343;
GC §34090.7
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Economic
Develop. &
Housing
ED&H-020
Business Improvement Districts
/ Tax Assessment Districts
Administration & Promotion
Expiration of
Management
Plan + 10 years
Expiration of
Management
Plan + 10 years
Mag, Ppr
Department Preference (meets
auditing standards); GC
§34090
Economic
Develop. &
Housing
ED&H-012
CDBG Affordable Housing
Loans - NO RECAPTURE /

RESALE RESTRICTIONS
(Contract Agreements,
Compliance Monitoring)
Project
Completion + 5
years
Project
Completion + 5
years
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: 1
year
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; 2
CFR 200.334; 2 CFR 200.333;
24 CFR 92.508(a)(c)(2) &
570.502(a), 570.502, 982.158,
884.214; GC §34090
Economic
Develop. &
Housing
ED&H-013
CDBG Environmental Project
Review Records (Where
Redevelopment is the Lead
Department)
2 years P P Mag, Ppr
Department Preference; Final
environmental determinations
are required to be kept a
"reasonable period of time"; 2
CFR 200.334; 2 CFR 200.333;
14 CCR §15095(c); 7 CFR
3016.42; 21 CFR 1403.36 &
1403.42(b); 24 CFR 91.105(h),

92.505, & 570.502(a), OMB
Circular A-133; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Economic
Develop. &
Housing
ED&H-021 Community Facilities Districts P P
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department preference; GC
§34090.7
Economic
Develop. &
Housing
ED&H-022 Compliance Monitoring for
Affordable Housing Developers
Termination
of affordable
covenants or
restrictions +
5 years
Termination of
affordable
covenants or
restrictions + 5
years
Mag, Ppr
Department preference; 2 CFR
200.334; 2 CFR 200.333; 24
CFR 92.508(a)(c) & 570.502(a),
570.502, 982.158, 884.214; GC
§34090
City Clerk ED&H-023 Deeds / Order of Condemnation P P Yes (all) Mag,
Mfr, OD,
Ppr
S No Send originals to the City Clerk;
GC §34090.7
Economic
Develop. &
Housing
ED&H-024
Economic Development (Issues
and/or projects will vary over
time - e.g. Proposed Hotels,
etc.)
2 years 2 years
Yes: While
Active
Issues
Mag, Ppr GC §34090
Economic
Develop. &
Housing
ED&H-025.1
Housing Programs:

Homeownership Housing
Projects

CDBG & HOME
WITH Recapture or Resale
Restrictions
5 years after
the Affordability
Period
Terminates, or
the Written
Agreement
Terminates,
Whichever is
Longer
5 years after
the Affordability
Period
Terminates, or
the Written
Agreement
Terminates,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
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; 2
CFR 200.334; 2 CFR 200.333;
24 CFR 92.508(a)&(c) &
570.502(a), 982.158, 884.214;
GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Economic
Develop. &
Housing
ED&H-003
Landlord / Tenant Commission

FORMS QUARTERLY

REPORTS
4 years 4 years Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department preference; GC
§34090 et seq.

Economic
Develop. &
Housing
ED&H-026 Leases / Rental Agreements Termination + 5
years
Termination + 5
years
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD
Department preference; Statute
of Limitations: Contracts &
Spec's=4 years, (E&O is not
applicable); Statewide
guidelines propose termination
+ 5 years; CCP §§336(a), 337
et. seq., GC §34090
Economic
Develop. &
Housing
ED&H-028 Offerings of Property to the
Agency or City (not pursued) 5 years 5 years Mag, Ppr Department preference; GC §34090
Economic
Develop. &
Housing
ED&H-028
Preliminary Application Form
(required for a housing
development project that
includes residential units; form
is provided by California
Department of Housing &
Community Development
5 years 5 years Mag, Ppr
Various benchmarks are placed
using the number of residential
dwelling units on the project
site within the last five years;
GC §§34090, 66300.

Economic
Develop. &
Housing
ED&H-030
Property - City or Agency
Owned (Supporting
Documentation)
5 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Send originals of all deeds and
title insurance to the City Clerk;
Department preference to
retain copies permanently; GC
§34090.7
Economic
Develop. &
Housing
ED&H-031 Proposals - Unsuccessful 3 years 3 years Mag, Ppr Department preference; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Economic
Develop. &
Housing
ED&H-032
Real Estate Appraisal Reports
(Acquisition or Sale): Property
NOT purchased, Loans not
funded, etc.

Denial + 3
years
Denial + 3
years Mag, Ppr
Department preference; Not
accessible to the public;
Statewide Guidelines show 2
years; GC §§34090; 7928.705,
6254(h)
Economic
Develop. &
Housing
ED&H-033
Real Estate Appraisal Reports
(Acquisition or Sale):

Purchased Property, Funded
Loans
2 years P P
Yes:

Before
Purchase
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department preference; Not
accessible to the public until
purchase has been completed;
meets grant auditing
requirements; 2 CFR 200.334;
2 CFR 200.333; 24 CFR

91.105(h), & 570.502(a);
570.502, 982.158, 884.214; GC
§34090
Economic
Develop. &
Housing
ED&H-034 Receipts (Detail Backup) 5 years 5 years Mag, Ppr Department Preference (meets
auditing standards); GC
§34090
Community
Services /
Community
Assistance
ED&H-035.5
Redevelopment Projects &
Project Areas
(Ensure Planning has all
Environmental Documents,
Engineering has all CIP
(Capital Improvement
Projects,) and City Clerk has
all Real Property records for
Permanent retention)
Completion +
10 years
Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Public Works
/ Engineering ED&H-035.6
Redevelopment Projects &
Project Areas
CIP (Capital Improvement
Projects) built by
Redevelopment Agency, if
any
Send to
Engineering
Send to
Engineering
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Community
Development
/ Planning
ED&H-035.7
Redevelopment Projects &
Project Areas
Environmental Documents /
CEQA Permits, EIRs,
Categorical Exemptions,
Negative Declarations, etc.

Send to
Planning
Send to
Planning
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
City Clerk ED&H-035.8
Redevelopment Projects &
Project Areas
Real Property: Deeds,
Easements, Rights of Way
Send to City
Clerk
Send to City
Clerk
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Economic
Develop. &
Housing
ED&H-035 Redevelopment Project Files
Project
Completion + 5
years
P P
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department Preference; GC
§34090
Economic
Develop. &
Housing
ED&H-036 Relocation Files Settle + 1 year 4 years Settle + 5 years Yes: Until Settlement
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Consistent with Claims; CCP
§§ 337 et seq.; GC §§ 945,
34090, 34090.6; PC §832.5
Economic
Develop. &
Housing
ED&H-037 Right of Entry Agreements Expiration + 5
years
Expiration + 5
years
Yes (until
expired)
Mag,
Mfr, OD,
Ppr
S No
Department Preference (covers
statute of limitations for
contractual obligations; CCP
§337 et seq., GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Economic
Develop. &
Housing
ED&H-038 Sale of Property (Backup
Documentation) 5 years P P
Mag,
Mfr, OD,
Ppr
S Yes
Send originals of all deeds and
title insurance to the City Clerk;
Department preference to
retain copies permanently; GC
§34090.7
Economic
Develop. &
Housing
ED&H-039 Site Clearance / Soils
Remediation / Mitigation 10 years P P
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S No Department preference; GC
§34090
Economic
Develop. &
Housing
ED&H-041 Street Vacations - Where
Redevelopment is the Lead 2 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

SECTION 8
Economic
Develop. &
Housing
ED&H-004.1
Section 8 Administrative
Records - VMS, SEMAP,

AUDITS AND HAP

REGISTERS
Indefinite -
Minimum 7
years
Indefinite -
Minimum 7
years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Data is interrelated; GC
§34090; HUD Notice PIH 98-
48, 99-49
Economic
Develop. &
Housing
ED&H-005 Section 8 Applications for
Program - Disqualified 3 years 3 years Mag, Ppr 24 CFR 982.158, GC §34090 Economic
Develop. &
Housing
ED&H-006 Section 8 Database (HAPPY)
Indefinite -
Minimum 7
years
Indefinite -
Minimum 7
years
Mag
Data is interrelated; GC
§34090; HUD Notice PIH 98-
48, 99-49
Economic
Develop. &
Housing
ED&H-007 Section 8 Tenant Files - WITH
Unpaid Balances or Fraud P P
Yes: While
Active
Participant
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; HUD
guidelines require funding,
contract, and financial records
for Section 8 records for 6
years and 3 months after the
fiscal year; Required for 3-4
years from expenditure or
performance report; 2 CFR
200.334; 2 CFR 200.333; 24
CFR 982.158; HUD Notice PIH
98-48, 99-49
Economic
Develop. &
Housing
ED&H-007.1
Section 8 Tenant Files - Income
Verification, 50058s,
Verifications Only
3 years 3 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; per
HUD Bulletin
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Economic
Develop. &
Housing
ED&H-007.2
Section 8 Tenant Files -
WITHOUT Unpaid Balances or
Fraud
Close of File +
2 years 5 years Close of File +
7 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; HUD
guidelines require funding,
contract, and financial records
for Section 8 records for 6
years and 3 months after the
fiscal year; Required for 3-4
years from expenditure or
performance report; 2 CFR
200.334; 2 CFR 200.333; 24
CFR 982.158; HUD Notice PIH
98-48, 99-49
Economic
Develop. &
Housing
ED&H-008 Section 8 Waiting List (in
Section 8 Database / HAPPY) 3 years 3 years Mag, Ppr 24 CFR 982.158, GC §34090

PLANNING
CDD /
Planning CD-028 Annexations / Boundaries /
Consolidations / LAFCO 10 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
CDD /
Planning CD-033 Census, Demographics 10 years 10 years Mag, Ppr (Non-Records - Census Bureau is OFR); GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

CDD /
Planning CD-033.2
Correspondence and staff notes
that provide insight into the
project or the agency’s CEQA
compliance with respect to the
project submitted to, or
transferred from the City, and all
internal City communications,
including staff notes, related to
a CEQA project
See CW-026 for Routine
Correspondence
Minimum 2
years, or the
filing of a
Notice of
Determination /
Exemption plus
180 days,
whichever is
later
Minimum 2
years, or the
filing of a
Notice of
Determination /
Exemption plus
180 days,
whichever is
later
Mag, Ppr
Not all internal communications
and notes are required to be
saved; "E-mails that do not
provide insight into the project
or the agency’s CEQA
compliance with respect to the
project — are not within the
scope of section 21167.6,
subdivision (e) and need not be
retained." Golden Door
Properties, LLC v. Superior
Court of San Diego County
(2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
CDD /
Planning CD-034
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Inside City boundaries
10 years P P
Mag,
Mfr, OD,
Ppr
S Yes: After
10 years
Usually filed in the project file;
Final environmental
determinations are required to
be kept a "reasonable period of
time"; 14 CCR §15095(c); GC
§34090
CDD /
Planning CD-036 General Plan Working Papers Adoption of Plan + 2 years
Adoption of
Plan + 2 years Mag, Ppr Preliminary drafts; GC §34090
et seq.

City Clerk CD-037 General Plan, Elements and
Amendments
When
Superseded P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Amended
Department preference
(Copies); GC §34090.7
CDD /
Planning CD-038 Land Use Studies / Plans /
Reports (Historical)
When No
Longer
Required
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Amended
Department preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

CDD /
Planning CD-039 Master Plans, Specific Plans,
Bikeway Plans, etc.

When
Superseded P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Amended
Department Preference; GC
§34090
CDD /
Planning CD-040 Open Space Records 10 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Amended
Department preference; GC
§34090
CDD /
Planning CD-032 Planning Board
RESOLUTIONS 10 years P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
10 years GC §34090 et seq.

CDD /
Planning CD-041 Planning Project Database Indefinite -
Permanent
Indefinite -
Permanent Yes Mag Data Fields / Records are
interrelated; GC §34090
CDD /
Planning CD-042
Planning Project Files -
Permanent Entitlements -
Incomplete, Withdrawn or
Expired
2 years P P Yes Mag, Ppr
Department preference;
Projects have a 2 year vesting
(applicant must pull permit
within 2 years), and can be
extended -- those applications
in which the applicant does not
follow through with permit may
be destroyed after the vesting
period has expired.

GC§§34090, 34090.7
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-17 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

CDD /
Planning CD-043
Planning Project Files -
Permanent Entitlements
(Approved or Denied)
(Includes Associated CEQA
Noticing, Conditions of
Approval, Environmental
Determinations, Staff Reports,
Plans & Maps)
Examples: Conditional Use Permits
(CUPs), Development Review, Lot
Line Adjustments, Parcel Maps,
Tentative Subdivisions, Variances,
Zone Changes, Zone Map
Amendments, Zone Text
Amendments, etc.
2 years P P Yes
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Projects have a 2 year vesting
(applicant must pull permit
within 2 years), and can be
extended -- those applications
in which the applicant does not
follow through, and can be
extended, h with permit may be
destroyed after the vesting
period has expired.

Department maintains
complete files for administrative
purposes; Final environmental
determinations are required to
be kept a "reasonable period of
time"; 14 CCR §15095(c);
GC§§34090, 34090.7
CDD /
Planning CD-044
Planning Project Files -
Temporary Entitlements
Christmas Tree lots, etc.

Expiration + 2
years
Expiration + 2
years
Yes:

During
Event
Mag, Ppr
Temporary uses; Department
maintains complete files for
administrative purposes;
GC§§34090
CDD /
Planning CD-045 Preliminary Review File (No
Final Application) 2 years 2 years Mag, Ppr
Department preference;
Preliminary Documents (no
application submitted); GC
§34090
CDD /
Planning CD-046 Project Log Index / Spreadsheet
/ Binders of Historic Actions P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-18 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

CDD /
Planning CD-047
Regional Organizational Studies
& Programs where other
Agencies are the Lead (e.g. Air
Quality Studies, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Non-records; GC §34090 et
seq.

CDD /
Planning CD-050 Zoning Maps / Other Maps of
Significant Historical Value P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Department Preference; City
Clerk Maintains originals of all
documents that were presented
to Council; GC §34090.7

TRANSPORTATION
CDD /
Transport. CD-051 Acquisitions / Transportation
Projects
Completion + 3
years P P
Mag,
Mfr, OD,
Ppr
S No
Department Preference; Send
final originals to City Clerk; GC
§34090.7
CDD /
Transport. CD-052 Congestion Management Plan Completion + 3 years P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
CDD /
Transport. CD-053
Environmental Assessments
and Remediation /
Transportation Projects
Completion + 3
years P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
CDD /
Transport. CD-054 Miscellaneous Transportation
Records
Completion + 3
years P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
CDD /
Transport. CD-054.1 Parking Permits Expiration + 2
years
Expiration + 2
years Mag, Ppr Department Preference; GC
§34090
CDD /
Transport. CD-056
Proposition A & C Local Return
Program / Measure R / Measure
M
5 years 5 years Mag, Ppr
Department Preference (meets
grant auditing standards); GC
§34090
CDD /
Transport. CD-057 Rideshare Program / MTA Taxi
Vouchers 3 years 3 years Mag, Ppr Department Preference; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-19 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

CDD /
Transport. CD-057.1 Trip Reduction Ordinance
Annual Report P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; GC
§34090
CDD /
Transport. CD-049 Trip Reduction Ordinance Data
Collection Records 5 years 5 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090.7
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

ACCOUNTING
Financial
Services /
Accounting
FN-001 Assessment Districts - Financial
Documents 5 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Accounting
FN-002
Audit Reports / Annual
Consolidated Financial Report
(ACFR) CAFR - Comprehensive
Annual Financial Reports and
related Audit Opinions
P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Accounting
FN-003
Audit Reports (External): Single
Audits / Transportation Audits /
PERS Audit, etc.

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

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Accounting
FN-003.1 Audit Reports (Internal) Audit + 10
years
Audit + 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Accounting
FN-004 Audit Work Papers 5 years 5 years Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Accounting
FN-005 Bank Statements - Trust
Accounts 5 years 5 years Mag, Ppr
Department Preference;
Published articles show 3 - 4
years; GC §34090, 26 CFR

1.6001-1
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Financial
Services /
Accounting
FN-006
Bonds: Debt Official Statements
/ Certificates of Participations
(COPs) Includes Trustee
Statements & Arbitrage
Both City and RDA
Fully
Defeased 10 years
Fully
Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
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,
337.5(2); 26 CFR 1.6001-1(e):

GC §43900 et seq.

Financial
Services /
Accounting
FN-007 Budget Files (by Department) 3 years 3 years Mag, Ppr Department Preference; GC §34090
Financial
Services /
Accounting
FN-008 Budgets - Adopted / Final P P
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Must be
filed with County Auditor; GC
§34090.7, 40802, 53901
Financial
Services /
Accounting
FN-009 Budgets - Preliminary, Backup
Documents 5 years 5 years Mag, Ppr Department Preference; GC §34090
Financial
Services /
Accounting
FN-010 Central Subject Files 2 years 2 years Mag, Ppr Department Preference; GC §34090
Financial
Services /
Accounting
FN-012 Consumer Deposits 5 years 5 years Ppr Meets auditing standards; GC §34090 et seq.

BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Financial
Services /
Accounting
FN-014 Federally Funded Programs -
Verify Last Payment Received
Minimum 5
years from
Last
Payment or
Termination
of
Agreement
Minimum 5
years from
Last
Payment or
Termination
of
Agreement
Mag, Ppr
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; 2 CFR
200.333; 24 CFR 91.105(h),

92.505, & 570.502(a), OMB
Circular A-133; GC §34090
Financial
Services /
Accounting
FN-016 Fixed Assets 5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Includes permanent assets (for
compliance with GASB 34); GC
§34090
Financial
Services /
Accounting
FN-017 Historical Records - Those of
Significant Historical Value 10 years P P Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Financial
Services /
Accounting
FN-018 Journal Entries / Journal
Vouchers / Budget Adjustments
Audit + 2
years 3 years Audit + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; Statute of Limitations
is 4 years; statewide guidelines
propose Audit + 5 years; GC
§34090, 18 CFR 125 et seq.

BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Financial
Services /
Accounting
FN-020
Reports: Annual State or
Federal: State Controller's
Report, Street Report, Local
Government Compensation
Report, Property Management
Plan, Obligation Payment
Schedules, Due Diligence
Reviews, Gas Tax, MOE
(Maintenance of Effort) Report,
Fixed Charge Special
Assessment Report, Public Self
Insurer Report (SIP Report)
Housing Successor Agency
Housing Assets Fund Report etc.
5 years 5 years Mag, Ppr Department Preference; Meets
auditing standards; GC §34090
Financial
Services /
Accounting
FN-021 Request Interim Budget
Appropriation or Transfer
Audit + 2
years
Audit + 2
years Mag, Ppr GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

ACCOUNTS PAYABLE
Financial
Services /
Accounts
Payable
FN-025
1099's Issued / W-9s / 1096 /
DE542 (California Report of
Independent Contractors), etc.
5 years 5 years Mag, Ppr
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), 29
USC 436; R&T §19530, GC
§34090
Financial
Services /
Accounts
Payable
FN-027
Accounts Payable / Check
Payment Copies / Electronic
Payment Copies / Invoices and
Backup (Includes Invoices, Travel
Expense Reimbursements,
CPR’s, Petty Cash)
Audit + 5
years
Audit + 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years; GC
§34090
Financial
Services /
Accounts
Payable
FN-030 Travel Expense Report 7 years 7 years Yes: Until Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years; GC
§34090
Financial
Services /
Accounts
Payable
FN-031 Wire Transfers - All, including
Payroll (Veba, PEHP, RHS) 7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; For
auditing purposes; GC §34090,
26 CFR 1.6001-1
Financial
Services /
Accounts
Payable
FN-031 W-9s
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets IRS auditing standards;
GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

PAYROLL
Financial
Services /
Payroll
FN-034
DE-6, DE-7, DE-9, DE-9C, DE-
43, W-3, & DE-166, 941 Forms,
PERS / FICA & Medicare
Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years 5 years Mag, Ppr
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; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
Financial
Services /
Payroll
FN-035 Deferred Compensation Benefits
Payout Reports 5 years 5 years Mag, Mfr,
OD, Ppr S /I Yes: After

QC & OD
Produced by Deferred Comp.

Provider; consistent with
proposed statewide guidelines;
published articles for bank
statements show 4 -7 years; GC
§304090, 26 CFR 16001.1
Financial
Services /
Payroll
FN-036 Deferred Compensation Plans
Termination
of the
Contract + 6
years
Termination
of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S /I Yes: After

QC & OD
EEOC / ADEA (Age) requires 1
year after benefit plan
termination; Federal law requires
6 years after filing date for
retirement; State Law requires 2
years after action; 29 CFR
1627.3(b)(2); 29 USC 1027; GC
§§12946, 12960, 3409
Financial
Services /
Payroll
FN-037 Deferred Compensation
Statements 5 years 5 years Mag, Mfr,
OD, Ppr S /I Yes: After

QC & OD
Produced by Deferred Comp.

Provider; meets municipal
government auditing standards;
GC §304090
Financial
Services /
Payroll
FN-039 Payroll Checks / Warrants -
Cancelled, Cashed, or Voided
Audit + 5
years
Audit + 5
years
Mag, Mfr,
OD, Ppr S /I Yes: After

QC & OD
Department preference (meets
municipal government auditing
standards; GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Financial
Services /
Payroll
FN-040
Payroll Folders: Deduction
Authorizations, Beneficiary
Designations Garnishments, W-
4s, etc.
3 years Separation +
5 years
Separation +
5 years
Mag, Mfr,
OD, Ppr S /I Yes: After

QC & OD
Department preference (W-4s:

IRS Regulation 31-6001-1 four
years after the due date of such
tax for the return period to which
the records relate, or the date
such tax is paid, whichever is the
later.) GC §34090; 26 CFR

31.6001-1
Financial
Services /
Payroll
FN-041 Payroll Register / US Gross to
Net Reports 5 years 5 years Mag, Ppr
Department preference;
Transitory records not retained
in the ordinary course of
business; Financial system can
re-create reports accurately;
statewide guidelines propose 2
years; GC §34090
Financial
Services /
Payroll
FN-044 PERS Buy-back Statements /
Forms
Separation +
5 years
Separation +
5 years Mag, Ppr Department preference; GC
§34090
Financial
Services /
Payroll
FN-045
Retirement Report Summary
Worksheet - Members
Contributions
Separation +
5 years
Separation +
5 years Mag, Ppr Department preference; GC
§34090
Financial
Services /
Payroll
FN-046 Time Reports / Exception Time
Sheets (SUMMARIES) 6 3 years 3 years 6 years Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; Meets
auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3
years; Published articles show 4 -
10 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5 &
516.6(c); GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Financial
Services /
Payroll
FN-048 W-2's 5 years 5 years Mag, Mfr,
OD, Ppr S /I Yes: After

QC & OD
Department Preference; IRS: 4
yrs after tax is due or paid; Ca.

FTB: 3 years; Articles show 7
years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090

PURCHASING
Financial
Services /
Purchasing
FN-050 Audio Recordings of Bid
Openings 2 years 2 years Mag
Department preference;
Preliminary document; GC
§34090
Financial
Services /
Purchasing
FN-051
Bid Schedules / Ancillary
Documents (Other than Capital
Improvement Projects - see
City Clerk)
Completion
+ 3 years 7 years Completion
+ 10 years Mag, Ppr
Department preference (files
contain some original ancillary
documents); GC §34090 et seq.

Financial
Services /
Purchasing
FN-052 Bids for RFQs, RFPs, etc.:

Unsuccessful (all) 2 years 2 years Mag, Ppr GC §34090
Financial
Services /
Purchasing
FN-053 Certificates of Insurance /
Insurance Certificates P P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; Longest
Statute of Limitations is 10
years; statewide guidelines
propose permanent; CCP §337
et seq.; GC §34090
Financial
Services /
Purchasing
FN-054 Miscellaneous Collections
Receipt Books 5 years 5 years Mag, Ppr Meets auditing standards; GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Financial
Services /
Purchasing
FN-055
Price Agreements / Alliance
Agreements (Products)
(Services that do not modify
Infrastructure - painting,
carpeting, office supplies, etc.)
Completion 5 years Completion
+ 5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department preference (meets
municipal governmental auditing
standards); Statute of
Limitations: Contracts &
Spec's=4 years, E&O is not
applicable; Statewide guidelines
propose termination + 5 years;
Published Audit Standards=4-7
years; CCP §§336(a), 337 et.
seq., GC §34090
Financial
Services /
Purchasing
FN-056 Labor Compliance Requests 2 years 2 years Mag, Ppr GC §34090 Financial
Services /
Purchasing
FN-057 Purchase Orders / Purchase
Requisitions - Over $5,000
Completion
+ 4 years 6 years Completion
+ 10 years
Yes: Until
Paid Mag, Ppr
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years; GC
§34090
Financial
Services /
Purchasing
FN-058 RFP (if Purchasing is the Lead),
Successful Bid, Contract, Bonds
Completion
+ 2 years 8 years Completion
+ 10 years Mag, Ppr
Department preference (meets
municipal governmental auditing
standards); Statute of
Limitations: Errors & Omissions
= 10 years; Contracts &
Spec's=4 years, Statewide
guidelines propose termination +
5 years; Published Audit
Standards=4-7 years; CCP
§§336(a), 337 et. seq., GC
§34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Financial
Services /
Purchasing
FN-059 RFQ, Quotation Request,
Successful Bid, Contract, Bonds
Completion
+ 2 years 8 years Completion
+ 10 years Mag, Ppr
Department preference (meets
municipal governmental auditing
standards); Statute of
Limitations: Errors & Omissions
= 10 years; Contracts &
Spec's=4 years, Statewide
guidelines propose termination +
5 years; Published Audit
Standards=4-7 years; CCP
§§336(a), 337 et. seq., GC
§34090
Financial
Services /
Purchasing
FN-060 RFQs, RFPs, etc. where ALL bids
are rejected (includes bids) 2 years 2 years Mag, Ppr GC §34090 Financial
Services /
Purchasing
FN-061
Surplus Property / Salvage
Auction Sale Bids (including
vehicles)
5 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years; GC
§34090
Financial
Services /
Purchasing
FN-062 Vehicle Titles "Pink Slips" Upon Sale of
Vehicle
Upon Sale of
Vehicle Ppr Provided to new owner upon
sale; GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

REVENUE
Financial
Services /
Revenue
FN-063 Collection Agency Assignments 5 years 5 years Mag, Ppr Department Preference;
Negative credit information
remains on credit reports for 7 -
10 years; Meets auditing
standards; City does not Lien
property (Liens are good for 10
years from recording date, and
may be extended by re-
recording lien); WC 36729; GC
§34090
Financial
Services /
Revenue
FN-065 Miscellaneous Cash Transactions
- BWP 2 years 3 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Revenue
FN-066 Miscellaneous Receipts - General
Government 2 years 3 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Revenue
FN-068 Parking Ticket System Summary 5 years 5 years Yes: Until Paid Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Revenue
FN-069 Property Damage Reports 2 years 3 years 5 years Yes: Until Paid Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Revenue
FN-070 Transient Occupancy Tax /
Transient Parking Tax 5 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Revenue
FN-072 Utility Users Tax Exemption
Records & Reports
Expiration +
2 years
Expiration +
2 years
Yes: Until
Expired Mag Ppr Department Preference; GC
§34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FD-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

FIRE ADMINISTRATION
Fire /
Admin. FR-001 Apparatus & Equipment Records &
Testing (including hoses)
Disposal + 2
years
Disposal + 2
years
Mag,
Ppr
Department Preference; Statute of
Limitations for Health Providers is
3 years; OSHA requires 1 year;
State requires 2 years; Statewide
guidelines propose 2 years; 8 Cal
Code Reg. §3203(b)(1), CCP
§340.5, GC §34090
Fire /
Admin. FR-002 Auxiliary Generator Maintenance Disposal + 2 years
Disposal + 2
years
Mag,
Ppr
Department preference; GC
§34090
Fire /
Admin. FR-003 Emergency Medical Membership
Application Forms 2 years 2 years Mag,
Ppr GC §34090
Fire /
Admin. FR-004 Fire Training Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag Data is interrelated; GC §34090 et
seq.

Fire /
Admin. FR-005
Homeland Security / Emergency
Plans / Disaster Preparedness
Manuals, etc.

When
Superseded
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After
Supersed
ed
Department Preference; GC
§34090
Fire /
Admin. FR-006 ISO Insurance Ratings 15 years 15 years Mag, Ppr
Department Preference (rated
every 10 years); GC §34090
Fire /
Admin. FR-007 Maintenance Record (State
Buildings, Churches, Schools) P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021
Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FD-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Admin. FR-010 Personnel Background Packet -
Fire Employees (Successful)
Separation +
3 years
Separation +
3 years
Yes:

Before
Separation
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 3
years; 29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR
7287.0(c)(2), 8 CCR §11040.7( c),
GC §§12946, 12960, 34090
Fire /
Admin. FR-011 Personnel Background Packet -
Fire Employees (Unsuccessful) 3 years 3 years
Yes:

Before
Separation
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 3
years; 29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR
7287.0(c)(2), 8 CCR §11040.7( c),
GC §§12946, 12960, 34090
Fire /
Admin. FR-012
Personnel File - Fire Employees
Accident Investigations
No Disciplinary Action
Review by
Safety
Committee +
5 years
Review by
Safety
Committee +
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; State &
Federal laws require 2 -3 years; 29
CFR 1602.31 & 1627.3(b)(ii), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Fire /
Admin. FR-014
Personnel File - Fire Employees
Personnel Investigations /
Complaints (Against Personnel) No
Disciplinary Action
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; State &
Federal laws require 2 -3 years; 29
CFR 1602.31 & 1627.3(b)(ii), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021
Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FD-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Admin. FR-015
Personnel File - Fire Sworn (non-
civilian) Employees
(Evaluations, Training
Documentation, Commendations,
Licenses & Certifications,
Disciplinary Action Listing,
Personnel Investigations,
Complaints)
Separation +
6 years
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Civilian Employees follow City-
wide Standards; Department
Preference; 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 1602.14; 29 CFR 1602.31 &
1627.3(b)(ii), 8 CCR §3204(d)(1)
et seq., GC §§12946, 12960,
34090; 29 USC 1113, LC §1198.5;
GC §3105
Fire /
Admin. FR-017
Personnel Training File - Fire
Employees (Includes Certificates
not sent to Management Services)
Separation +
5 years
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; State &
Federal laws require 2 -3 years; 29
CFR 1602.31 & 1627.3(b)(ii), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Fire /
Admin. FR-018
Post Accident Analysis / Accident
Investigations (Accident Review
Committee)
5 years 5 years Ppr
OSHA requires 5 years; State law
requires 2 years; 8 CCR
§3203(b)(1), GC §34090.7; LC
§6429c
Fire /
Admin. FR-019
Programs and Projects (e.g. Cadet,
CPR Program, Fire Service Day,
etc.)
2 years 2 years Mag,
Ppr
Department Preference; GC §
34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021
Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FD-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Admin. FR-019.1
Respirator Fit Test Database
(excludes Public Works
employees)
Separation +
30 years
Separation +
30 years Yes Mag
Department preference; Claims
can be made for 30 years for toxic
substance exposure; Claims are
required for five years after the end
of compensation, or injury,
whichever is longer; 8 CCR 5144,
8 CCR §3204(d)(1) et seq., 8 CCR
10102, 15400.2; GC §§12946,
12960, 34090 et seq.

Fire /
Admin. FR-019.2
Time Sheets (With Employee
Signatures), Rosters, Over-time
sheets, Sick / Leave paperwork
3 years 3 years 6 years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
No
Department preference (only the
summaries or exception reports
are sent to Payroll); Meets auditing
standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr
min.; FTB keeps 3 years;
Published articles show 4 -10
years; IRS Reg §31.6001-1(e)(2),
R&T §19530; LC § 1174(d); GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021
Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FD-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

EMERGENCY MEDICAL SERVICES
Fire / EMS FR-021 AED (Automatic External
Defibrillators) Inspections 2 years 2 years Mag,
Ppr GC §34090 et seq.

Fire / EMS FR-021.2
Controlled Substance Logs,
Inventories / Ambulance Inventory
Logs
3 years 3 years Mag,
Ppr
Department Preference -
Controlled substances are
required for 2 years after inventory
or transaction; 16 CCR 1790; 21
CFR §1304.04, 1310.04; GC
§34090
Fire / EMS FR-021.1 Emergency Medical Membership
Billing
Termination
of
Membership
+ 2 years
Termination
of
Membership
+ 2 years
Yes: Until
Paid Mag Ppr
Department Preference; (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years; Published
articles show 3 - 7 years; GC
§34090
Fire / EMS FR-022
HIPAA Policies and Procedures
(Health Insurance Portability and
Accountability Act)
Superseded
+ 6 years
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
45 CFR 164.530(j)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021
Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FD-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Fire / EMS FR-023
Incident Report (Emergency
Response Report / Patient Care
Reports / PCRs - Refusal for
Transportation (Includes e-PCR
Database / Electronic Patient Care
Report Database)

JUVENILES
Age of
Majority (18
years old) +
7 years
Age of
Majority (18
years old) +
7 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Department Preference; minors
are required until 1 year after age
18, but not less than 7 years; 10
years is recommended by AHIMA
for "healthcare providers"; Statute
of Limitations for health providers
is 3 years; CCP §340.5, GC
§34090; H&S §§1797.98e,
123145; 42 CFR 482.24(b); 9 CCR
9444, 22 CCR 70751(c) &
71551(c); 22 CCR 70751(c),
71551(c), 73543(a), 74731(a),
75055(a), 75343(a), 77143(a),
W&I 14124.1; CMS Pub. 100-4,
Chapter 1, Section 110.3
Fire / EMS FR-024
Incident Report (Emergency
Response Report / Patient Care
Reports / PCRs - Refusal for
Transportation (Includes e-PCR
Database / Electronic Patient Care
Report Database)
ADULTS
7 years 7 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Department Preference; adults
required for 7 years; 10 years is
recommended by AHIMA for
"healthcare providers"; Statute of
Limitations for health providers is 3
years; CCP §340.5, GC §34090;
H&S §§1797.98(e) 123145; 42
CFR 482.24(b); 9 CCR 9444, 22
CCR 70751(c) & 71551(c); 22
CCR 70751(c), 71551(c),
73543(a), 74731(a), 75055(a),
75343(a), 77143(a), W&I 14124.1;
CMS Pub. 100-4, Chapter 1,
Section 110.3
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021
Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FD-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Fire / EMS FR-025
Personnel File - EMT Personnel
(Evaluations, Training
Documentation, Commendations,
Licenses & Certifications,
Disciplinary Actions, Personnel
Investigations, Complaints)
Separation +
6 years
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; copies;
GC §§12946, 12960, 34090.7
Fire / EMS FR-026 Oxygen Fill Records (Refilling of
Oxygen Vessels) 2 years 2 years Preliminary drafts; GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021
Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FD-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Marshal &
Fire
Prevention
FR-027 Billing for Filming / Standby Report 2 years 2 years Mag, Ppr
Police issues Filming Permits; GC
§34090
Fire / Fire
Marshal &
Fire
Prevention
FR-030
Fire Incident RMS Database
Includes Fire Citations / Notice of
Violations, Drill Reports, Inspection
Reports, Fire Permits, Weed
Abatement
Indefinite -
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Indefinite -
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Yes Mag Data is interrelated; CFC §§104.6 -
104.6.4; GC §34090 et seq.

Fire / Fire
Marshal &
Fire
Prevention
FR-031.1
Fire Inspections / Business
Inspection Files / Occupancy
Inspections (Approvals,
Inspections, Fires, Modification /
Alternative Methods or Materials)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Stored in Fire House; Department
preference; California Fire Code
requires 5 years or Life of the
Structure or Activity for Approvals,
Inspections, Fires, Modification /
Alternative Methods or Materials;
CFC §§ 104.6 – 104.6.4; GC
§34090
Fire / Fire
Marshal &
Fire
Prevention
FR-032 Fire Sprinkler Plans / Fire Alarm
Plans
Life of the
Structure
Life of the
Structure
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference (no legal
mandates; Building has Building
Plans, property owner's records);
GC §34090 et seq.

Fire / Fire
Marshal &
Fire
Prevention
FR-033 Investigation Reports - Arson or
Capital Crimes P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference (Capital
Crimes have no statute of
limitations); GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021
Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FD-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Fire / Fire
Marshal &
Fire
Prevention
FR-034
Investigation Reports – Other than
Arson, Capital Crimes and
Reports Not Maintained in
Firehouse Database
Completion
+ 10 years
Completion
+ 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; California
Fire Code requires 5 years; CFC
§§ 104.6 – 104.6.4; GC §34090 et
seq.

Fire / Fire
Marshal &
Fire
Prevention
FR-037 Pre-plan Sheets When
Superseded
When
Superseded
Mag,
Ppr
Preliminary drafts; GC §34090 et
seq.

Fire / Fire
Marshal &
Fire
Prevention
FR-038 Public Information / Education
(when produced internally) 2 years 2 years Mag,
Ppr
Department Preference; GC
§34090

OPERATIONS / SUPPRESSION
Fire /
Operations FR-041 Station "Day Books" 2 years P P
Mag,
Mfr, OD,
Ppr
S/I No Retained for historical and
administrative value; GC §34090
Lead Dept. FR-042
Vehicle Safety Checks / Daily
Vehicle Inspections / Daily
Equipment Checks
2 years 2 years Ppr GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021
Ver. 10.1 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

INFORMATION TECHNOLOGY
Information
Technology IT-001
Backups / Computer Backups
(ALL Disaster Recovery
Computer Backups)
When No
Longer
Required or
2 years,
Whichever is
Longer
When No
Longer
Required, or
2 years,
Whichever is
Longer
Yes Mag.

Department preference; 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.

Information
Technology IT-002 Network Configuration Maps &
Plans
When No
Longer
Required or
2 years,
Whichever is
Longer
When No
Longer
Required, or
2 years,
Whichever is
Longer
Yes Mag.

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

Information
Technology IT-003 Support Documentation for
Application Configurations
When
Superseded,
or 5 years,
Whichever is
Longer
When
Superseded,
or 5 years,
Whichever is
Longer
Yes Mag.

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

Information
Technology IT-003.1

UNALTERABLE MEDIA /

IMMUTABLE CLOUD BACKUP
/ WORM / DVD-r / CD-r / Blue
Ray-R or other unalterable
media that does not permit
additions, deletions, or changes
P P OD
For legal compliance for
Trustworthy Electronic Records
(when the electronic record
serves as the official record);
must be stored in a "safe and
separate location"; GC 34090, et
seq., 12168.7, EVC 1550, CCR
22620 et seq.

BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - LIBRARY SERVICES Page LIB-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

LIBRARY SERVICES
Lead Dept. LIB-003
Grants: LSCA (Library Services and
Construction), LSTA (Library
Services and Technology), SLRC
(State Literacy Resource Centers),
CLLS (California Library Literacy
Services); CLSA (California Library
Services Act, IMLS (Institute of
Museum & Library Services), and
PLF (Public Library Foundation)
ONLY. For all others, follow City-
wide Schedule. (SUCCESSFUL
Reports, and Financial Information)
Send copy of application and award
to Administrative Services
Final
Expenditure
+ 5 years
Final
Expenditure
+ 5 years
Mag, Mfr,
OD, Ppr S
Per California State Library
Records Management Program
Requirements (April 27, 1998); GC
§34090
Library
Services LIB-003.1 Historical Item Donation Release
Forms P P Yes Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; GC
§34090
Library
Services LIB-002 Incident Reports 3 years 3 years Mag, Ppr Department Preference; GC §34090
Library
Services LIB-007
Inter-Library Loan Records - Patron
Check out / Check in (not accessible
to the public)
No Longer
than 90 days
No Longer
than 90 days Mag, Ppr
Preliminary draft not retained in
the ordinary course of business;
GC §34090 et seq.

Library
Services LIB-013 Library Management System /
Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Yes Mag, Ppr Data Fields / Records are
interrelated; GC §34090
Library
Services LIB-017 Release Forms (Artists / Exhibitors /
Performers / Programs) 2 years 2 years
Yes:

Before
Event
Mag, Ppr GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

HUMAN RESOURCES
Manag.

Services /
Human
Resources
MS-000
ADA Records (Americans with
Disabilities Act) - Employee
Related
(Translations, Investigations,
etc.)
Separation +
5 years
Separation +
5 years Mag, Ppr
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-
3 years; State Law requires 2 -
3 years; 29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR
11013(c), 8 CCR
§11040.7(7)(C), GC §§12946,
12960, 34090
Manag.

Services /
Human
Resources
MS-001
ADA Records (Americans with
Disabilities Act) - Non-Employee
(Translations, Investigations,
etc.)
Completion +
5 years
Completion +
5 years Mag, Ppr
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-
3 years; State Law requires 2 -
3 years; 29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR
11013(c), 8 CCR
§11040.7(7)(C), GC §§12946,
12960, 34090
Manag.

Services /
Human
Resources
MS-002
Affirmative Action: EEO-4
Reports and records required to
generate EEO-4 report (Self-
Identification Form, etc.)
3 years 3 years Mag, Ppr
29 CFR 1602.30; 29 CFR
1602.31, 29 CFR 1602.32; GC
§34090
Manag.

Services /
Human
Resources
MS-021
Background File: Background
sheets, including LiveScan
Response Information
Separation +
4 3 years
Separation +
4 3 years Mag, Ppr
Department Preference; statute
of limitations for
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Manag.

Services /
Human
Resources
MS-005 Benefit Brochures & Forms When
Superseded
When
Superseded Mag, Ppr Non-records
Manag.

Services /
Human
Resources
MS-006
Benefit Plan Documents /
Summary Plan Descriptions
(Dental, Medical, CalPERS, etc.)
Termination
of the
Contract + 6
years
Termination
of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires 1
year after benefit plan
termination; 29 CFR
1627.3(b)(2); 29 USC 1027; GC
§§12946, 12960, 34090
Manag.

Services /
Human
Resources
MS-007 Billing: COBRA and Retiree
Medical
Termination
of Service +
5 years
Termination
of Service +
5 years
Yes: During
Service
Mag, OD,
Mfr, Ppr S / I Yes: After

QC & OD
Retained to cover auditing
standards; GC §34090
Manag.

Services /
Human
Resources
MS-009 Civil Service Board Appeals 2 years 2 years Mag, Ppr Department preference; GC §34090
Manag.

Services /
Human
Resources
MS-012
Classification / Reorganization
Studies (for employee
classifications and department
structures)
Minimum
2 years
Minimum 2
years Mag, Ppr
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,
12960, 34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Manag.

Services /
Human
Resources
MS-013
Classification Files /
Specifications / Job
Specifications
P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4
2 -3 years; retirement benefits is
6 years from last action; 29
CFR 1602.31 & 1627.3(b)(ii),
GC §§12946, 12960, 34090
Manag.

Services /
Human
Resources
MS-014 Compensation Surveys &
Studies / Salary Surveys 25 years 25 years Mag, Ppr
Department preference; PERS
requires 5 years for
Compensation Earnable
(usually compensation is
adopted via Resolution of the
City Council); Bureau of
National Affairs recommends 2
years for all supplementary
Personnel records; Wage rate
tables are 1 or 2 years; State
requires 2 years; 29 CFR
516.6(2), 29 CFR 1602.14, 2
CCR 270.5; GC §§12946,
12960, 34090
Manag.

Services /
Human
Resources
MS-014.1 COVID-19 Notifications to
Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Manag.

Services /
Human
Resources
MS-014.1 DE-34 Form, Report of New
Employees 5 years 5 years Mag, Ppr
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; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
Manag.

Services /
Human
Resources
MS-014.2 Disciplines (City-wide, Non-
Sworn)
Separation +
3 years 3 years Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department Preference;
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 1602.14; 29
CFR 1602.31 & 1627.3(b)(ii),
GC §§12946, 12960, 34090; 29
USC 1113, LC §1198.5; GC
§3105
Manag.

Services /
Human
Resources
MS-016 Employee Service Awards
Records 2 years 2 years Mag, Ppr GC §34090
Manag.

Services /
Human
Resources
MS-019 Human Resources Database
(Oracle)
Indefinite -
Minimum
Separation +
30 years
Indefinite -
Minimum
Separation +
30 years
Yes Mag Data Fields / Records are
interrelated; GC §34090
Manag.

Services /
Human
Resources
MS-019.1
LiveScan Applications /
Fingerprint Applications
(Public)
2 years 2 years Mag, Ppr GC§ 34090 et seq.

BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Manag.

Services /
Human
Resources
MS-020
Labor Relations Files /
Employee Negotiations
(Negotiation Notes,
Correspondence, Interpretation
of MOU Provisions,
Documentation, etc.)
25 years 25 years Mag, Ppr Department Preference
(preliminary drafts); GC §34090
Manag.

Services /
Human
Resources
MS-015
Labor: California Civil Rights
Department (CRD) / Department
of Fair Employment & Housing
(DFEH or EEOC) Claims /
Harassment Claims
Separation+
5 years
Separation +
5 years Mag, Ppr
All State and Federal laws
require retention until final
disposition of formal complaint;
State requires 2 years after
"fully and finally disposed"; 2
CCR 11013©; GC §§12946,
12960, 34090
Manag.

Services /
Human
Resources
MS-018 Labor: Grievances and
Information Complaints (all)
Disposition +
5 years
Disposition +
5 years
Yes: Before
Disposition Mag, Ppr
All State and Federal laws
require retention until final
disposition of formal complaint;
State requires 2 years after
action is taken; 29 CFR 1602.31
& 1627.3(b)(ii),GC §§12946,
12960, 34090; 29 USC 1113,
LC 1174
Manag.

Services /
Human
Resources
MS-022 Organization Charts P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference;
Considered transitory /
preliminary draft; GC §34090,
GC §6252
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Manag.

Services /
Human
Resources
MS-023
Personnel Files - All
Employees
Includes Oaths of Office, I-9s,
Form 1095-C (Employer-
Provided Health Insurance Offer
and Coverage)
Separation +
3 years 3 years Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department Preference;
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 1602.14; 29
CFR 1602.31 & 1627.3(b)(ii),
GC §§12946, 12960, 34090; 29
USC 1113, LC §1198.5; GC
§3105
Manag.

Services /
Human
Resources
MS-024
Personnel Files - Medical File
(all employees)
Includes Breathing Apparatus
Fit Tests and X-rays, Family &
Medical Leave Records,
Respirator Fit Tests
Separation +
2 years
28 years, or
Termination
of Benefits +
5 years,
Whichever is
Longer
Separation +
30 years, or
Termination
of Benefits +
5 years,
Whichever is
Longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department preference; Files
maintained separately; Claims
can be made for 30 years for
toxic substance exposure; 8
CCR §3204(d)(1) et seq., 8
CCR 5144, 8 CCR 15400.2;
GC §§12946, 12960, 34090; 29
CFR 1910.1020(d)(1)(i); 29
CFR 1627.3
Manage.

Services /
Human
Resources
MS-024.1 Personnel Requisitions 2 years 2 years Mag, Ppr GC §34090 BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Manag.

Services /
Human
Resources
MS-025
Recruitment & Examination Files
(Blue Folders)
(Includes Test Results, etc.)
4 3 years; Up
to, but No
More Than
the 3 Most
Recent
Recruitments
4 3 years;
Up to, but No
More Than
the 3 Most
Recent
Recruitments
Mag, Ppr
Department Preference; statute
of limitations for
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090
Manag.

Services /
Human
Resources
MS-026
Recruitment & Examination Files
(Orange Folders)
(Testing Master File)
4 3 years; Up
to, but No
More Than
the 3 Most
Recent
Recruitments
4 3 years;
Up to, but No
More Than
the 3 Most
Recent
Recruitments
Mag, Ppr
Department Preference; statute
of limitations for
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090
Manag.

Services /
Human
Resources
MS-026.1 Recruitment Exam Plan
Database (NeoGov) 5 years 5 years Yes Mag
Per NeoGov Policy; EEOC /
FLSA / ADEA (Age) requires 1-
3 years; State Law requires 2 -
3 years; 29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR
11013(c), 8 CCR
§11040.7(7)(C), GC §§12946
GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Manag.

Services /
Human
Resources
MS-027 Recruitment File: Eligibility
Folders (Green Folders)
4 3 years; Up
to, but No
More Than
the 3 Most
Recent
Recruitments
4 3 years;
Up to, but No
More Than
the 3 Most
Recent
Recruitments
Mag, Ppr
Department Preference; statute
of limitations for
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090
Manag.

Services /
Human
Resources
MS-029 Roster Cards / Historical
Employee Records P P Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; GC
§34090
Manag.

Services /
Human
Resources
MS-030
Studies & Surveys Conducted
on Behalf of the City (Attrition,
Benefits, Succession Planning,
Turnover, etc.)
2 years 2 years Mag, Ppr GC §34090
Human
Resources MS-030.5 Verifications of Employment,
Child Support, etc.

When No
Longer
Required
When No
Longer
Required
Mag Ppr
Not a City record / Content does
NOT relate in a substantive way
to the conduct of the public's
business; GC §34090 et seq
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Manag.

Services /
Human
Resources
MS-031 Work Force Connection Client
Information Form & Comment 5 years 5 years Mag, Ppr
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; 2
CFR 200.333; 24 CFR

91.105(h), 92.505, &
570.502(a), OMB Circular A-
133; GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

SAFETY
Manag.

Services /
Safety
MS-032 Disposal / HazMat Disposal /
Hazardous Waste Manifests 2 years P P Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; (City
has "cradle to grave" liability);
only 3 years is mandated; 22
CCR 66262.40; GC §34090 et.
seq.

Manag.

Services /
Safety
MS-033 Disposal / Used Oil Disposal /
Non-Hazardous Waste 5 years 5 years Mag, Ppr
Department preference -
Received Grant Funding (see
City-wide Grants); 22 CCR
66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et
seq. GC §34090 et. Seq
Manag.

Services /
Safety
MS-034 Incident Analysis Reports 2 years 3 years 5 years Mag, Ppr Department
Preference;
GC §34090
OSHA requires 5 years; State
law requires 2 years; 8 CCR
§3203(b)(1), GC §34090; LC
§6429c
Manag.

Services /
Safety
MS-041
DMV Pull Notices - NO
Suspension of a driver’s license
or DUI
2 years 2 years Mag Ppr
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
Manag.

Services /
Safety
MS-041.1
DMV Pull Notices - WITH
Suspension of a driver’s license
or DUI
After Drivers
Record is
Clear -
Minimum 2
years
After Drivers
Record is
Clear -
Minimum 2
years
Mag, Ppr
Department preference; CHP
audits every 2 years; Bureau of
National Affairs recommends 2
years for all supplementary
Personnel records; GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Manag.

Services /
Safety
MS-042
Drug & Alcohol DOT Results
(Positives and Negatives)
City Clerk Maintains City Council
Test Results (Non-DOT Tests)
5 years 5 years Mag Ppr
D.O.T. Requires 5 years for
positive tests, 1 year for
negative tests;
EEOC/FLSA/ADEA (Age)
requires 3 years physical
examinations; State Law
requires 2 years; 29 CFR
1672.3(b)(v), GC §§12946,
12960, 34090, 49 CFR 655.71
et seq.; 49 CFR 382.401 et seq;
49 CFR 653.71 et seq.

Manag.

Services /
Safety
MS-042.1 Safety Committee Agendas /
Review 5 years 5 years Ppr
Department preference to be
consistent with OSHA
requirements; 8 CCR
§3203(b)(1), GC §34090; LC
§6429c
Manag.

Services /
Safety
MS-037
Safety: OSHA Inspections &
Citations, Log 200 and Log 300,
301, 301A, Safety Committee
Minutes
7 years 7 years Mag, Ppr
Department Preference; OSHA
requires 5 years; Calif. Labor
Division is required to keep their
records 7 years; State law
requires 2 years; 8 CCR
14300.33, 8 CCR §3203(b)(1),
GC §34090; LC §6429c
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

RISK MANAGEMENT
Manag.

Services /
Risk
Manag.

MS-038 Actuarial Reviews / Actuarial
Studies (Self-Insured) 5 years 5 years Mag, Ppr Department Preference; GC §34090
Manag.

Services /
Risk
Manag.

MS-046 Incident Analysis 1 year 4 years 5 years Mag, Ppr Department Preference; GC §34090
Manag.

Services /
Risk
Manag.

MS-043 Insurance Policies - Fire, Theft,
Property, etc. P P Yes: Until
Expired Mag, Ppr Department Preference; GC
§34090
Manag.

Services /
Risk
Manag.

MS-044 Insurance Policies - General
Liability P P Yes: Until
Expired
Mag, Mfr,
OD, Ppr S No
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§
911.2, 945, 34090, 34090.6; PC
§832.5
Manag.

Services /
Risk
Manag.

MS-039 Liability Claims Final
Resolution 5 years
Final
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§
911.2, 945, 34090, 34090.6; PC
§832.5
Manag.

Services /
Risk
Manag.

MS-039.1 Liability Claims Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag, Ppr Data Fields / Records are
interrelated; GC §34090
City
Attorney MS-045 Liability Lawsuits / Litigation
(Claims that are Litigated)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
City Attorney is OFR; GC
§34090.7
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 35.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Manag.

Services /
Risk
Manag.

MS-048
Workers Compensation or
Disability Claims / Employee
Accident Reports
Includes all Accident, Incident,
or Injury Reports and associated
MSDS
Separation +
2 years
28 years, or
Termination
of Benefits +
5 years,
Whichever is
Longer
Separation +
30 years, or
Termination
of Benefits +
5 years,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; Claims
can be made for 30 years for
toxic substance exposure;
Claims are required for five
years after the end of
compensation, or injury,
whichever is longer; 8 CCR
§3204(d)(1) et seq.,8 CCR
5144, 8 CCR 15400.2; GC
§§12946, 12960, 34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

PARKS, RECREATION & COMMUNITY SERVICES
Parks, Rec.
&
Community
Services
PR&CS-001
Agreements for Contractors:

Class Instructors, Sports
Leagues, etc.

Completion +
5 years
Completion +
5 years
Yes: Until
Completion
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; The
statute of limitation for errors and
omissions is not applicable;
Statewide guidelines propose
completion + 5 years for non-
capital improvement contracts &
completion + 4 years for
transportation and concessionaire
agreements; CCP §§336(a), 337
et. seq., GC §34090
Parks, Rec.
&
Community
Services
PR&CS-005 Daily Service Unit Counts
(Nutrition Center, etc.) 5 years 5 years Mag, Ppr
Department Preference (meets
grant auditing requirements); GC
§34090
Parks, Rec.
&
Community
Services
PR&CS-006 Employee Safety Committee
Minutes 5 years 5 years Mag, Ppr
Department Preference; OSHA
requires 5 years; Calif. Labor
Division is required to keep their
records 7 years; State law requires
2 years; 8 CCR §3203(b)(1), GC
§34090; LC §6429c
Parks, Rec.
&
Community
Services
PR&CS-008 Historical Records (of
Significant Historical Value) 5 years P P Mag, Mfr,
OD, Ppr S No Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Parks, Rec.
&
Community
Services
PR&CS-009 Inspection Reports - Bleachers,
Playground Equipment, etc. 2 years 2 years Mag, Ppr GC §34090 Parks, Rec.
&
Community
Services
PR&CS-010.1 Marketing / Flyers
When
superseded
or 90 days,
whichever is
less
When
superseded
or 90 days,
whichever is
less
Mag, Ppr
Preliminary Drafts / Content is not
substantive; GC §6252; 64 Ops.

Cal. Atty. Gen. 317 (1981)); City
of San Jose v. Superior Court
(Smith). S218066. Supreme Court
of California, 2017
Parks, Rec.
&
Community
Services
PR&CS-010.5 Memorial Tree Dedications 5 years P P Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§34090
Parks, Rec.
&
Community
Services
PR&CS-011 Operating Statements: Golf
Shop, Sign-ins for Golf 2 years 2 years Yes (all) Mag, Ppr GC §34090 Parks, Rec.
&
Community
Services
PR&CS-017
PASS Subsidy Program
Applications (Program, Activity
and Services Subsidy)
3 years 3 years Ppr Department preference; GC
§34090
Parks, Rec.
&
Community
Services
PR&CS-012
Permits / Facility Use Permits
and Equipment Applications,
Books, Alcoholic Beverage
Applications
Includes Certificates of
Insurance
2 years 2 years
Yes:

Before
Event
Mag, Ppr GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Parks, Rec.
&
Community
Services
PR&CS-007
Program Surveys / Class
Surveys (Program Feedback or
Evaluations)
2 years 2 years Mag, Ppr
Department Preference
(Preliminary Drafts / Transitory
records not retained in the
ordinary course of business); GC
§34090
Parks, Rec.
&
Community
Services
PR&CS-014 Recreation Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Mag Department Preference; data is
interrelated; GC §34090
Parks, Rec.
&
Community
Services
PR&CS-014.1 Recreation Guide 10 years 10 years Mag, Ppr Department Preference; GC §34090
Parks, Rec.
&
Community
Services
PR&CS-015
Registration / Trip Permits / Fee
& Charge / Liability Forms /
Release of Liability Forms /
Permissions / Sign-in Sheets /
After School Program / Day
Camp Program / Custody
Orders or Restraining Orders for
Minors etc.:

Camps, Field Trips,
Authorization to give Medicine,
etc.

Current + 2
years
Current + 2
years Mag, Ppr GC §34090
Parks, Rec.
&
Community
Services
PR&CS-018 Score Cards
At
Conclusion
of the
Season
At
Conclusion
of the
Season
Mag, Ppr
Department Preference
(Preliminary Drafts / Transitory
records not retained in the
ordinary course of business); GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Parks, Rec.
&
Community
Services
PR&CS-019 Senior Food / Lunch Program
Registrations (Confidential) 4 years 4 years Mag, Ppr
City administers program for the
County; meets Uniform Grant
Requirements; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from
expenditure report; statewide
guidelines propose 4 years; 2 CFR
200.333; 24 CFR 570.502(a), GC
§34090
Parks, Rec.
&
Community
Services
PR&CS-022
Swimming Pool Chemicals: Log
of Chemicals Manually Added to
City Swimming Pools
2 years 2 years Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD GC §34090
Parks, Rec.
&
Community
Services
PR&CS-023 Swimming Pool Chemicals:

Water Testing (ph, etc.) 2 years 2 years Mag, Ppr GC §34090 Parks, Rec.
&
Community
Services
PR&CS-024 Tree Database (Tree Keeper)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Department Preference; data is
interrelated; GC §34090
Parks, Rec.
&
Community
Services
PR&CS-020
Tree Service Requests -
Forestry / Street Trees - Not
entered into the Tree Database
(Tree Keeper)
5 years 5 years Mag, Ppr Department preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Parks, Rec.
&
Community
Services
PR&CS-020.1
Volunteer / Burbank Volunteer
Program (BVP) / Unpaid Intern
Applications & Agreements -
Unsuccessful or Pending
Applicants
Includes Leadership Programs,
Counselor in Training, Youth,
RISE, etc.
3 years 3 years Mag, Ppr
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, 12960, 34090
Parks, Rec.
&
Community
Services
PR&CS-020.2
Volunteer / Burbank Volunteer
Program (BVP) / Unpaid Intern
Applications & Agreements
(includes emergency contact
information) - Successful
Applicants
Includes Leadership Programs,
Counselor in Training, Youth,
RISE, etc. - Awards,
Graduation, etc.

Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag, Ppr
Courts treat volunteers as
employees; 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), 8 CCR
§3204(d)(1) et seq., GC §§12946,
12960, 34090; 29 USC 1113

PARKS, RECREATION & COMMUNITY SERVICES / ANIMAL SHELTER BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-021
PD-106
Address Activity File (includes
original notices of violations,
copies of various documents)
5 years 5 years Yes Mag
Department Preference; Covers
various statute of limitations; CCP
§§336(a), 337 et. seq., GC §34090
Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-022
PD-107
Adoption Application /
Questionnaire - APPROVED 10 years 10 years Mag, Ppr Department preference; GC §34090
Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-023
PD-108
Adoption Application /
Questionnaire - DENIED P P Mag, Ppr Department preference; , GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-024
PD-109 Animal Registration Database
Indefinite -
Minimum 3
years
Indefinite -
Minimum 3
years
Mag
Department preference; Data is
interrelated; GC §§12946, 12960,
34090
Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-025
PD-110 Animal Registration Report 2 years 2 years Mag, Ppr GC §34090 Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-026
PD-111 Animal Trap Agreements 2 years 2 years Ppr GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-027
PD-112
Bite Reports / Rabies Control
Records 5 years 5 years Yes Mag, Ppr Department Preference; GC §34090 et seq.

Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-028
PD-113 Complaints - Regarding Animals 2 years 2 years Ppr GC §34090 et seq.

Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-029
PD-114
Controlled Substance Inventory
Records 3 years 3 years Yes Mag, Ppr 3 years is required; FA §32003(e), B&P 4081; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-030
PD-115 Daily Dispatch Log 2 years 2 years Mag, Ppr GC §34090 Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-031
PD-116
Deposits / Oracle Deposits /
Deposit Batch Slips 5 years 5 years Mag, Ppr
Department preference - meets
municipal government auditing
standards (not all detail is sent to
Finance); GC §34090
Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-032
PD-117 Donations Receipts 5 years 5 years Mag, Ppr
Department preference - meets
municipal government auditing
standards (not all detail is sent to
Finance); GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-033
PD-118 Euthanasia Log 3 years 3 years Mag, Ppr
Department preference to support
treatment records; Considered
transitory / preliminary drafts. GC
§34090, GC §6252
Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-034
PD-119
Impound Notices / Contact
Requests 3 years 3 years Mag, Ppr
Department preference; 3 years is
required for animal treatment
records; FA §32003(e), PC
§597.1(d); CCP §§336(a), 337 et.
seq., GC §34090
Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-035
PD-120
Owner Relinquishment Forms /
No Kill Contact" 3 years 3 years Mag, Ppr
Department preference; 3 years is
required for animal treatment
records; FA §32003(e), PC
§597.1(d); CCP §§336(a), 337 et.
seq., GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-036
PD-121 Kennel Inspection Reports 5 years 5 years Mag, Ppr Department preference; GC §34090
Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-037
PD-122
Kennel Inspection Reports /
Closed Businesses 2 years 2 years Mag, Ppr GC §34090
Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-038
PD-123 Microchip Records 20 years 20 years Mag, Ppr Used for locating animals; GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

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

Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-039
PD-124 Officer's Daily Log 2 years 2 years Mag, Ppr GC §34090 Parks, Rec.
&
Community
Services /
Animal
Shelter
PR&CS-040
Record of All Efforts to Contact
Owner and/or Microchip’s
Primary Registrant
Minimum 2
years
Minimum 2
years Yes Mag FA 31108.3 and 31752.1; GC
§34090
Parks, Rec.
&
Community
Services
Police /
Support
Services /
Animal
Shelter
PR&CS-041
PD-125
Treatment Records (Vaccination
records, Euthanasia, medical
treatments, etc.)
Minimum 3
years
Minimum 3
years Yes Mag
3 years is required; FA §32003(e),
PC §597.1(d); CCP §§336(a), 337
et. seq., GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

ADMINISTRATION / CHIEF OF POLICE
Police /
Admin. /
Chief
PD-024
Background Jackets for
Employees and Volunteers
Includes LiveScan responses for
all full-time City employees
Separation +
5 years
Separation +
5 years Mag, Ppr
Department Preference to cover
the possible length of employment
of any employee or volunteer;
P.O.S.T. requires appointments
for 3 years; § 34090 et seq.

Police /
Admin. /
Chief
PD-001 Bulletins / BPD Bulletin 2 years 2 years Mag, Ppr GC §34090 Police /
Admin. /
Chief
PD-066
Business Permits (Regulatory) -
BUSINESS OWNER: Massage,
Second Hand, etc.

Expiration +
2 years
Expiration +
2 years Mag, Ppr Department Preference; GC
§34090
Police /
Admin. /
Chief
PD-067
Business Permits (Regulatory) -
Record Check of Applicant
Denial Letter
2 years 2 years Mag, Ppr GC §34090
Police /
Admin. /
Chief
PD-068
Business Permits (Regulatory) -
TECHNICIAN / EMPLOYEES;
Massage Technician, etc.

Expiration +
2 years
Expiration +
2 years Mag, Ppr Department Preference; GC
§34090
Police /
Admin. /
Chief
PD-053 Canine (Police Dogs) Team
Evaluations 10 years 10 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Admin. /
Chief
PD-002 Carry Concealed Weapon
Permits (CCW) - Approved
Expiration +
10 years
Expiration +
10 years Mag, Ppr Department preference; GC
§34090
Police /
Admin. /
Chief
PD-003 Carry Concealed Weapon
Permits (CCW) - Denied 10 years 10 years Mag, Ppr Department preference; GC §34090
Police /
Admin. /
Chief
PD-003.1 Certificate of Life 2 years 2 years Mag GC §§34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
Chief
PD-0053.2
Department-Initiated
Personnel Investigation
WITHOUT sustained finding of
misconduct
Disciplinary Action or Non-
Disciplinary Action - Department
(NOT generated by a Citizen's
Complaint) (sustained including
supporting documents)
Final
Disposition +
2 years
Final
Disposition +
2 years
Mag, Ppr
Department preference; GC
§34090 City and BPOA are
meeting and conferring on the
appropriate retention period. This
item will return to Council at a
later date.

Police /
Admin. /
Chief
PD-003.2(a)
Department-Initiated
Personnel Investigation WITH
sustained finding of
misconduct, including all
supporting documentation,
resulting in MAJOR discipline
Final
Disposition +
15 years
Final
Disposition +
15 years
Mag, Ppr
Department preference
(consistent with MOU);
GC§§12946, 12960, 34090
Police /
Admin. /
Chief
PD-003.2(b)
Department-Initiated
Personnel Investigation WITH
sustained finding of
misconduct, including all
supporting documentation,
resulting in MINOR discipline
Final
Disposition +
10 years
Final
Disposition +
10 years
Mag, Ppr
Department preference
(consistent with MOU);
GC§§12946, 12960, 34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
Chief
PD-003.2(c)
Department-Initiated
Personnel Investigation WITH
sustained finding of
misconduct, including all
supporting documentation,
resulting in WRITTEN
REPRIMAND or below
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
Department preference
(consistent with MOU);
GC§§12946, 12960, 34090
Police /
Admin. /
Chief
PD-005.1 Drug Action Expense Record 5 years 5 years Mag, Ppr Department preference; (meets
municipal government auditing
standards); GC §34090
Police /
Admin. /
Chief
PD-006 Hazardous Material Exposure
Forward to
Manage.

Services
Forward to
Manage.

Services
Police /
Admin. /
Chief
PD-0046.2
Internal Affairs Investigations -
Complaints by members of the
public WITHOUT sustained
finding of misconduct
Civilian Complaint Record
(Against Peace Officers)
1 - IA's / Investigative Files
(Not Sustained)
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
State requires for at least 5 years
for civilian's complaints; other
State & Federal laws require
retention until final disposition of
formal complaint; State requires 2
years after action is taken; Statute
of Limitations is 4 years after the
discovery of the offense for
misconduct in office; EVC §1045,
GC §§12946, 12960, 34090, PC
§832.5, VC §2547; Burbank PD
Policy 300
Police /
Admin. /
Chief
PD-006.3
Internal Affairs Investigations -
Complaints by members of the
public WITH sustained finding
of misconduct including all
supporting documentation
Final
Disposition +
15 years
Final
Disposition +
15 years
Mag, Ppr PC 832.7; GC§§12946, 12960,
34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
Chief
PD-006.14
Internal Affairs Investigations -
Review of 2 - New
Administrative Review
Investigative Files (Operational
/ Procedures) Excludes
Disciplinary File - WITHOUT
Sustained Finding of Misconduct
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr Department preference; GC
§34090; Burbank PD Policy 300
Police /
Admin. /
Chief
PD-006.36
Internal Affairs Investigation
Review of 3.2 - Use of Force
Type 2
Excludes Disciplinary File
WITHOUT Sustained Finding of
Misconduct
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
Department preference; GC
§§12946, 12960, 34090; Burbank
PD Policy 300
Police /
Admin. /
Chief
PD-006.47
Internal Affairs Investigation
Review of 3.3 - Use of Force
Type 3
Excludes Disciplinary File
WITHOUT Sustained Finding of
Misconduct
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr Department preference; GC
§34090; Burbank PD Policy 300
Police /
Admin. /
Chief
PD-004.1
Internal Audits (e.g., issued
equipment, arrest reports, MDT
usage, etc.)
5 years 5 years Mag, Ppr Department preference; GC
§34090
Police /
Admin. /
Chief
PD-004.2 Officer Involved Shootings (OIS) 25 years 25 years Mag, Ppr Department preference; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
Chief
PD-004.4
Officer Recordings: Body-Worn
Cameras – LOGS of Access or
Deletion of Data
P P Mag PC§ 832.18(b)(5)(E); GC
§34090.6 et seq.

Police /
Admin. /
Chief
PD-004.5
Officer Recordings: Body-Worn
Cameras - Officer Involved
Shootings (OIS)
25 years 25 years Mag
Department Preference; PC§
832.18(b)(5)(B)&(C); GC
§34090.6 et seq.

Police /
Admin. /
Chief
PD-004.6
Officer Recordings: Body-Worn
Cameras - that ARE evidence /
Detention or Arrest
Follows
Retention of
the
Evidence,
Minimum 3
years
Follows the
Retention of
the
Evidence,
Minimum 3
years
Mag PC§ 832.18(b)(5)(B)&(C); GC
§34090.6 et seq.

Police /
Admin. /
Chief
PD-004.7 Officer Recordings: Body-Worn
Cameras that are not evidence 2 years 2 years Mag
Department preference; Those
segments of videos that are
determined to be evidence are
copied onto a different tape and
retained for the same length of
time as the crime report (see
crime reports for legal citations);
PC§ 832.18(b)(5)(B)&(c); GC
§34090.6 et seq.

Police /
Admin. /
Chief
PD-004.8
Officer Recordings: In Car
Camera (ICC) Recordings - that
are NOT evidence / Mobile
Audio/Video Recordings that are
not evidence
2 years 2 years Mag
Department preference; PC§
832.18(b)(5)(B)&(C); GC
§34090.6 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
Chief
PD-004.9
Officer Recordings: In Car
Camera (ICC) Recordings –
Complaints Against Officers, /
Mobile Audio/Video Recordings
(Other than Sustained).

Final
Disposition +
5 years
Final
Disposition +
5 years
Mag
Department preference; PC§
832.18(b)(5)(B)&(C); GC
§34090.6 et seq.

Police /
Admin. /
Chief
PD-004.10
Officer Recordings: In Car
Camera (ICC) Recordings –
Officer Involved Shootings
(OIS), / Mobile Audio/Video
Recordings
25 years 25 years Mag
Department preference; PC§
832.18(b)(5)(B)&(C); GC
§34090.6 et seq.

Police /
Admin. /
Chief
PD-004.11
Officer Recordings: In Car
Camera (ICC) Recordings – that
ARE evidence / Detention or
Arrest, / Mobile Audio/Video
Recordings.

Follows the
Retention of
the
Evidence,
Minimum 3
years
Follows the
Retention of
the
Evidence,
Minimum 3
years
Mag
Department preference; PC§
832.18(b)(5)(B)&(C); GC
§34090.6 et seq.

Police /
Admin. /
Chief
PD-058 Officer's Patrol Record
(Hardcard) 2 years 2 years Mag, Ppr GC §34090
Police /
Admin. /
Chief
PD-029
Personnel Background Packet -
City Employees (Successful)
Non-Sworn
Separation +
6 years
Separation +
6 years
Yes:

Before
Separation
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 4 2 - 3
years; 29 CFR 1602.14, 2 CCR
11013(c); GC §§12946, 12960,
34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
Chief
PD-007
Personnel Background Packet -
City Employees
(Unsuccessful) Non-Sworn
Includes Polygraph Record
5 years 5 years
Yes:

Before
Separation
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 4 2 - 3
years; 29 CFR 1602.14, 2 CCR
11013(c); GC §§12946, 12960,
34090
Police /
Admin. /
Chief
PD-008
Personnel Background Packet -
Police Department Employees
& Reserves Unsuccessful (not
hired) Sworn
5 years 5 years Mag, Ppr
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 4 2 - 3
years; 29 CFR 1602.14, 2 CCR
11013(c); GC §§12946, 12960,
34090
Police /
Admin. /
Chief
PD-009
Personnel Files - Police
Department Employees &
Reserves Background Packet
Includes Performance
Evaluations, Training
Certificates, etc.

Separation +
6 years
Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ 1 year
Department preference; Statewide
guidelines propose 7 years; Calif.

Labor Division is required to keep
their records 7 years; OSHA
requires safety training 5 years;
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
State Law requires 4 2 -3 years
for recruitment; 29 CFR
1627.3(b)(ii), 8 CCR §3204(d)(1)
et seq., 2 CCR 11013(c); GC
§§12946, 12960, 34090
Police /
Admin. /
Chief
PD-009.1
Personnel Investigations (NOT
generated by a Citizen's
Complaint)
(Other Than Sustained)
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Manage.

Services /
Human
Resources
PD-009.2 Personnel Requisitions (copies
only) 2 years 2 years Mag, Ppr Department preference (copies); BMC §2-1-1007; GC §34090.7
City
Attorney PD-010 Pitchess Motion Notifications 2 years 2 years Mag, Ppr GC §34090 Police /
Admin. /
Chief
PD-012
Police Commission

CORRESPONDENCE /

SUBJECT FILES
2 years 2 years Mag, Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
Police /
Admin. /
Chief
PD-012.1
PUMA Audio Recordings
(Portable Audio Recordings) -
Complaints Against Officers
(Other than Sustained)
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag
Department preference;
compliance with Burbank PD
Policy 450.7.1 (1 year is
mandated by State Law); GC
§34090.6; Burbank PD Policy
450.7.1
Police /
Admin. /
Chief
PD-012.2
PUMA Audio Recordings
(Portable Audio Recordings) -
Officer Involved Shootings
(OIS)
25 years 25 years Mag
Department preference;
compliance with Burbank PD
Policy 450.7.1 (1 year is
mandated by State Law); GC
§34090.6; Burbank PD Policy
450.7.1
Police /
Admin. /
Chief
PD-012.3
PUMA Audio Recordings
(Portable Audio Recordings) -
that ARE evidence / Detention
or Arrest
Follows the
Retention of
the
Evidence,
Minimum 3
years
Follows the
Retention of
the
Evidence,
Minimum 3
years
Mag
Department preference; (up to 3
years to file a felony case);
compliance with Burbank PD
Policy 450.7.1 (1 year is
mandated by State Law); GC
§34090.6; Burbank PD Policy
450.7.1
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
Chief
PD-059 Pursuit Critiques 5 years 5 years Mag, Ppr
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), 8 CCR §3204(d)(1)
et seq., GC §§12946, 12960,
34090; 29 USC 1113
Police /
Admin. /
Chief
PD-014
Reports and Studies regarding
Police operations (not historical -
manpower, traffic analysis,
activity studies, calls for service,
etc.)
2 years 2 years Mag, Ppr GC § 34090 et seq.

Police /
Admin. /
Chief
PD-014.1
Reports to the State Commission
on Peace Officer Standards and
Training (POST Commission) of
peace officer employment,
compliant, finding, disposition, or
judgement pursuant to §PC
13510.9
2 years 2 years Mag, Ppr GC § 34090 et seq.

Police /
Admin. /
Chief
PD-015 Request for Police Services 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Admin. /
Chief
PD-016 Reserve Police Duty Roster 2 years 2 years Mag, Ppr GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
Chief
PD-017 Retirement Identification Card,
Request for Issuance P P Mag, Mfr,
OD, Ppr S/M/I Yes: After

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

Police /
Admin. /
Chief
PD-004.3
Review of Officer Recordings:

Body-Worn Cameras -
Complaints Against Officers
(Other than Sustained)
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag
Department preference; PC§
832.18(b)(5)(B)&(C); GC
§34090.6 et seq.

Police /
Admin. /
Chief
PD-062
Ride-Along Waiver Form /
Program Application & Card /
Release & Waiver of Claims
(Adults and Minors)
3 years 3 years Mag, Ppr
Department preference to
accommodate DOJ's audit cycle
(now 3 years); GC §34090 et seq.

Police /
Admin. /
Chief
PD-062.1 Roll Call Area Checks 2 years 2 years Mag, Ppr GC §34090 Police /
Admin. /
Chief
PD-062.2 Taxi License & Renewals 3 years 3 years Mag, Ppr GC §34090 Police /
Admin. /
Chief
PD-006.25
Internal Affairs Investigations -
Review of 3.1 - Use of Force
Review Type 1 Investigation
Excludes Disciplinary File
WITHOUT Sustained Finding
of Misconduct (not as a result
of a complaint from a member of
the public)
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
State requires for at least 5 years
for civilian's complaints; other
State & Federal laws require
retention until final disposition of
formal complaint; State requires 2
years after action is taken; Statute
of Limitations is 4 years after the
discovery of the offense for
misconduct in office; EVC §1045,
GC §§12946, 12960, 34090, PC §
832.5, VC §2547; Burbank PD
Policy 300
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
Chief
PD-062.3 Vehicle Accident Review
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr Department preference; GC
§34090

ADMINISTRATION / BUDGET / FINANCE
Police /
Admin. /
Budget /
Finance
PD-018
Asset Forfeiture Records /
Forfeiture Notification / DOJ
Equitable Sharing Program
Expenditures , Procurement,
Reconciliation of DOJ funds,
DOJ Reports, etc.

Close + 5
years
Close + 5
years Mag, Ppr
Meets Federal DOJ guidelines
(Equitable Sharing Guide); GC
§34090
Police /
Admin. /
Budget /
Finance
PD-018.1 Deposits / Oracle Deposits /
Deposit Batch Slips 5 years 5 years Mag, Ppr
Department preference (Meets
municipal government auditing
standards); GC §34090
Police /
Admin. /
Budget /
Finance
PD-020 Phone Bills / Cell Phone Bills
(Detailed Backup) 2 years 2 years Mag, Ppr
Statement / Summary is sent to
Finance, detailed backup is kept
in department; GC §34090
Police /
Admin. /
Budget /
Finance
PD-021 Request for Reimbursement
(Uniform / Clothing Allowance) 2 years 2 years Mag, Ppr GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
Budget /
Finance
PD-019 Timesheets / Overtime Slips /
Report 6 years 6 years Mag, Ppr
Overtime slips are Preliminary
drafts (the time card is the
original); Department preference
(only the summaries or exception
reports are sent to Payroll); Meets
auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3
years; Published articles show 4 -
10 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC §
1174(d); GC §34090;
Police /
Admin. /
Budget /
Finance
PD-022 Training Notice & Warrant
Request 2 years 2 years Mag, Ppr GC §34090

ADMINISTRATION / COPS
Police /
Admin. /
COPS
PD-023 Authority to Release Personal
Information 2 years 2 years Mag, Ppr GC §34090
Police /
Admin. /
COPS
PD-025 City Property Issued P P Mag, Ppr Department preference; GC §34090 et seq.

Police /
Admin. /
COPS
PD-026 Course Evaluations 2 years 2 years Mag, Ppr GC §34090 Police /
Admin. /
COPS
PD-027
General Orders / Lexipol / Power
DMS (Department Policies and
Procedures)
Superseded
+ 5 years
Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
superseded
Department Preference; GC §
34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
COPS
PD-081 Juvenile Safety Letter 2 years 2 years Mag, Ppr GC §34090 Police /
Admin. /
COPS
PD-030 Pistol Range Scores 2 years 2 years Mag, Ppr GC §34090 Police /
Admin. /
COPS
PD-031 Range Risk Agreement - Adult 2 years 2 years Mag, Ppr (Claims must be filed within 6
months or 1 year); GC §34090 et
seq.

Police /
Admin. /
COPS
PD-032 Range Risk Agreement - Minor 2 years 2 years Mag, Ppr (Claims must be filed within 6
months or 1 year); GC §34090 et
seq.

Police /
Admin. /
COPS
PD-035
Reserve Field Training
Evaluation (Weekly or Monthly
Field Training maintained in
Filed Offices with the Training
Officer)
P P Mag, Ppr
Department preference to be
consistent with other Police
Department training records; GC
§34090 et seq.

Police /
Admin. /
COPS
PD-037
Retired Officer Firearm
Qualifications / Weapons
Inspected
5 years 5 years Mag, Ppr Department preference; GC
§34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. /
COPS
PD-038
Training - Department Training
Records - COURSE RECORDS
(Attendance Rosters, Outlines
and Materials; includes Use of
Force training, safety training,
etc.)
7 years 7 years Mag, Ppr
Department preference; Rosters
are sent to POST; Statewide
guidelines propose 7 years; Calif.

Police /
Admin. /
COPS
PD-041
Weapons Database /
Department Weapons /
Qualification Shoot Logs (Range
master)
Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090

INVESTIGATION
Police /
Investigat. PD-052
Canine (Police Dogs) Program
Files: Animal Files (Training,
etc.)
Separation +
3 years
Separation +
3 years Mag, Ppr
3 years is required for animal care
/ treatment records; FA
§32003(e), PC §597.1(d); GC
§34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Investigat. PD-069 Case Screening Checklist
Transferred
into
Record's
Files
Transferred
into
Record's
Files
Ppr, Mag
Transfer all Official Reports to
Records to be placed in the Day
Files.

Police /
Investigat. PD-070 Confirmation of Phone Number
Letter 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Investigat. PD-071 Crime Report Photos, Mug Shots
Follows the
Retention
Period of the
Arrest
Record
Follows the
Retention of
the Arrest
Record
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 1
year
Department Preference; GC
§34090
Police /
Investigat. PD-073 Detectives Investigation Files
and Arrest Files
Transferred
into
Record's
Files
Transferred
into
Record's
Files
Ppr, Mag
Transfer all Official Reports to
Records to be placed in the Day
Files.

Police /
Investigat. PD-074 Expense Reports - Vice /
Narcotics 5 years 5 years Ppr, Mag
Department Preference (meets
municipal government auditing
standards); GC §34090 et seq.

Police /
Investigat. PD-075 Forfeiture Notification 2 years 2 years Mag, Ppr GC §34090 Police /
Investigat. PD-076 Gang Files P P Ppr, Mag Department Preference; GC §34090 et seq.

Police /
Investigat. PD-078 Informant Files ("Personal
History") P P Ppr, Mag
Department Preference; Informant
information; Does not contain
criminal intelligence information
concerning individuals; GC
§34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Investigat. PD-079 Intelligence Files 5 years 5 years Ppr, Mag Files contain criminal intelligence
information concerning an
individual only if there is
reasonable suspicion that the
individual is involved in criminal
conduct or activity and the
information is relevant to that
criminal conduct or activity.

Misleading, obsolete or unreliable
information is required to be
destroyed; remaining records
must not be retained longer than
5 years; 28 CFR 23.20(h); GC
§34090
Police /
Investigat. PD-080
Juvenile Probation Records
(Voluntary Program, Gladys R
Questionnaire, etc.)
Subject is 18
years old
Subject is 18
years old Mag, Ppr Department Preference; GC
§34090
Police /
Investigat. PD-090.2 Logs: Juvenile Detention Logs
(Non-Secure, Monthly, etc.) 2 years 2 years Mag, Ppr GC §34090 Police /
Investigat. PD-082 Monthly Report - Vice Narcotic
Section 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Investigat. PD-084 Pawn Shop Slips 2 years 2 years Mag, Ppr Department Preference to provide
information to other agencies;
Non-records used for
investigations; Originals entered
into the State Automated Property
System; most agencies retain for
2 years; GC §34090
Police /
Investigat. PD-086
Polygraph Charts - Child Sexual
Abuse (Computer Voice Stress
Analyzer)
P P Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD PC §§11169(c),11170(a)(3)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-17 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Investigat. PD-087 Polygraph Charts - Criminal
Cases
Follows
Retention of
Crime
Report
Follows
Retention of
Crime
Report
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; GC
§34090
Police /
Investigat. PD-088 Polygraph Charts - Homicide P P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; No
limitations on commencement of
action; Courts keep permanently
PC §§ 261, 286, 288, 288a,
288.5, 289, 289.5, 290, and 799
Police /
Investigat. PD-036 Reserve Officer Activity Record 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Investigat. PD-089 School Resource Officer Daily
Log / Monthly Recap 2 years 2 years Mag, Ppr GC §34090
Police /
Investigat. PD-090 Teletype Messages Received /
Teletype Record Log 2 years 2 years Mag, Ppr GC §34090 et seq.

INVESTIGATION / FORENSICS
Police /
Invest. /
Forensics
PD-096 Crime Report Photographs /
Negatives
Follows the
Retention
Period of the
Crime
Report
Follows the
Retention of
the Crime
Report
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§34090
Police /
Invest. /
Forensics
PD-092 Digital Images / Photos
Follows the
Retention
Period of the
Crime
Report
Follows the
Retention
Period of the
Crime
Report
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§34090
Police /
Invest. /
Forensics
PD-094 Forensic Specialist Daily Log 5 years 5 years Mag, Ppr Department preference; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-18 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Invest. /
Forensics
PD-094.1 LAFIS Hit Logs 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Invest. /
Forensics
PD-094.2
Latent Print ID Packet (Contains
positive print ID hits and
additional forensic
documentation)
Follows the
Retention
Period of the
Crime
Report
Follows the
Retention
Period of the
Crime
Report
Mag, Ppr Department Preference; GC
§34090
Police /
Invest. /
Forensics
PD-095 Latent Prints - Arrested
Follows the
Retention
Period of the
Crime
Report
Follows the
Retention of
the Crime
Report
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§34090
Police /
Invest. /
Forensics
PD-095.1 Latent Prints - NO Arrest P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§34090
Police /
Invest. /
Forensics
PD-097 Request for Photos 2 years 2 years Mag, Ppr GC §34090 PATROL
Police /
Patrol PD-054.1 De Minimus Force log 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol PD-054.5 Drone (Unmanned Aerial
Vehicle) Recordings
When No
Longer
Required
When No
Longer
Required
Mag
Does not record regular and
ongoing operations; GC §34090.6
et seq,
Police /
Patrol PD-054 Helicopter Check 2 years 2 years Mag, Ppr GC §34090 Police /
Patrol PD-055 Helicopter Flight Hours Log 2 years 2 years Mag, Ppr GC §34090 Police /
Patrol PD-056 Helicopter Training Check flight
Evaluation 2 years 2 years Mag, Ppr GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-19 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Patrol PD-057 Helicopter Unit Activity 2 years 2 years Mag, Ppr Department preference
(Preliminary drafts); GC §34090 et
seq.

Police /
Patrol PD-057.1 Logs: UOF and Pursuit Log,
Weapons Display Log 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol PD-050.1 Training Evaluation / LEFTA
(Field Training, etc.)
Separation +
6 years Separation +
6 years Mag, Ppr
Department preference to be
consistent with other Police
Department training records
§34090 et seq.

Police /
Patrol PD-051 Vacation Checks 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol PD-064 Watch Commanders Log 2 years 2 years Mag, Ppr Department preference
(Preliminary drafts); GC §34090 et
seq.

PATROL / TRAFFIC
Police /
Patrol /
Traffic
PD-175 Alarm Billing 5 years 5 years Mag, Ppr Meets auditing standards; GC §34090
Police /
Patrol /
Traffic
PD-176 Alarm Card 2 years 2 years Mag, Ppr GC §34090
Police /
Patrol /
Traffic
PD-177 Alarm System Permit Application Closed + 2
years
Closed + 2
years Mag, Ppr Department preference; GC
§34090
Police /
Patrol /
Traffic
PD-178.1 Automated License Plate Reader
Data (ALPR) 2 1 years 2 1 years Mag
Department preference (law
requires 1 year); Recordings that
become evidence are stored with
evidence - these are preliminary
documents / transitory recordings;
Consistent with Lexipol GC
§34090.6 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-20 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Patrol /
Traffic
PD-178.5
Check Payment Refund Request
/ Oracle Transaction Report /
Payment Receipt Books
5 years 5 years Mag, Ppr
Department preference (Meets
municipal government auditing
standards); GC §34090
Police /
Patrol PD-178.2 Citation Correction Letters -
Moving Violations
Completion
+ 2 years
Completion
+ 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol /
Traffic
PD-178 Citation Correction Letters -
Parking Violations 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol /
Traffic
PD-179 Citation Dismissal 2 years 2 years Mag, Ppr GC §34090 Police /
Patrol /
Traffic
PD-180 Citation Protest Files 2 years 2 years Mag, Ppr
Department preference; Statute of
Limitation for collections is 5
years from the date of the last
violation; CVC 40222(b); GC
§34090 et seq.

Police /
Patrol /
Traffic
PD-181
Citations - Parking, Traffic,
Juvenile other than marijuana
citations
Includes Cite Amendments
2 years 2 years Mag, Ppr
Department preference; Statute of
Limitation for collections is 5
years from the date of the last
violation; CVC 40222(b); GC
§34090 et seq.

Police /
Patrol /
Traffic
PD-182
Citizen's Complaint of Traffic
Conditions (results in Radar
Trailer Surveys)
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol /
Traffic
PD-178.3 City of Burbank Internal Service
Request 2 years 2 years Mag, Ppr GC §34090
Police /
Patrol /
Traffic
PD-185 Film Permits & Applications /
Certificate of Insurance 2 years 2 years Mag, Ppr GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-21 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Patrol /
Traffic
PD-178.4 Off Duty Police Service Request 2 years 2 years Mag, Ppr GC §34090 Police /
Patrol /
Traffic
PD-144 Officer's Daily Log (Automated) 2 years 2 years Mag, Ppr Department preference
(Preliminary drafts); GC §34090 et
seq.

Police /
Patrol /
Traffic
PD-186
Parking Inspector's Daily Log /
Parking Inspector's Patrol
Record (Hardcard)
2 years 2 years Mag, Ppr
Department preference
(Preliminary drafts); GC §34090 et
seq.

Police /
Patrol /
Traffic
PD-187 PAS Device Calibration Logs 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol /
Traffic
PD-187.1
Racial and Identity Profiling Act
(RIPA) Annual Report / STOP
Audit Log
3 2 years 3 2 years Mag, Ppr 11 CCR 999.228; 11 CCR
999.229; GC §34090 et seq.

Police /
Patrol /
Traffic
PD-187.2
Racial and Identity Profiling Act
(RIPA) Annual Report / STOP
Source Data
5 years 5 years Mag, Ppr 11 CCR 999.228; 11 CCR
999.229; GC §34090 et seq.

Police /
Patrol /
Traffic
PD-188 Re-examination of Driver
Requests (to DMV) 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol /
Traffic
PD-189
Request to Remove Abandoned
Vehicles (public nuisance) /
Abandoned Vehicle Complaint
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol /
Traffic
PD-190 Special Events / Ops Plan 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol /
Traffic
PD-191 Traffic Control: Radar
Calibration Records
Life of the
Equipment +
2 years
Life of the
Equipment +
2 years
Mag, Ppr Department preference; GC
§34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-22 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Patrol /
Traffic
PD-192 Traffic Control: Radar Trailer
Surveys, etc. 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol /
Traffic
PD-193 Traffic Officer's Patrol Record
(Hardcard) 2 years 2 years Mag, Ppr GC §34090 et seq.

SUPPORT SERVICES - COMMUNICATIONS / CAD / DISPATCH
Police /
Support
Services /
Commun.

PD-049
911 Recordings / Audio
Recordings or Tapes -
(CAD/RMS) Recordings of
Telephone & Radio
Communications Dispatch Tapes
(CAD)
2 years 2 years Mag
Department Preference;
Statewide guidelines propose 180
days (legally mandated for 100
days); (may be discoverable or
made public in some
circumstances), GC §§34090,
34090.6

SUPPORT SERVICES / PROPERTY & EVIDENCE
Police /
Support
Services /
Property &
Evidence
PD-077 Gun and Narcotics Destruction
Log (Documents related to) 7 years 7 years Mag, Ppr Department Preference; GC §34090
Police /
Support
Services /
Property &
Evidence
PD-042 Logs: Evidence Database
Indefinite -
Follows
Retention of
the Evidence
Indefinite -
Follows
Retention of
the Evidence
Mag, Ppr Data is interrelated; GC §34090
Police /
Support
Services /
Property &
Evidence
PD-043 Notice to Claim Property 2 years 2 years Mag, Ppr GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-23 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Property &
Evidence
PD-045
Property List & Record / Property
Identification (Green Tags) / Tag
Logs
Follows the
Retention
Period of the
Arrest
Record
Follows the
Retention of
the Arrest
Record
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§34090
Police /
Support
Services /
Property &
Evidence
PD-047 Digital Recordings - DUI Test
After Warrant is Issued 1 years 1 years Mag, Ppr GC §34090.6 Police /
Support
Services /
Property &
Evidence
PD-048 Digital Recordings - Parking Lot /
Public Areas 1 year 1 year Mag
Department preference; Does not
record regular and ongoing
operations; GC §§34090.6,

SUPPORT SERVICES / JAIL
Police /
Support
Services /
Jail
PD-099 Cell Check Log (Automated
using Gard 1 Timekeeper) 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Jail
PD-100 Daily Jail Record - Inmates In
Custody 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Jail
PD-100.4 Inmate Phone Recordings 2 years 2 years Mag Department preference (required for 100 days); GC §34090.6(a)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-24 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Jail
PD-100.1 Jail Alarm Test - Monthly Internal
Alarm Testing 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Jail
PD-100.2 Jail Citation Books 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Jail
PD-100.3 Jail Cleanliness / Security
Inspection Log 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Jail
PD-100.3 Jail Daily Observation Log 2 years 2 years Mag GC §34090 et seq.

Police /
Support
Services /
Jail
PD-101 Jail Meal Log 2 years 2 years Mag GC §34090 et seq.

Police /
Support
Services /
Jail
PD-102 Jail Shift Report 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Jail
PD-102.1 LA County Transfer Record 2 years 2 years Mag, Ppr GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-25 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Jail
PD-104 Medical Service Order Control 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Jail
PD-104.1 Refrigerator / Freezer
Temperature Log 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Jail
PD-104.2
Self Contained Breathing
Apparatus Log (SCBA) - Monthly
Checks
2 years 2 years Mag, Ppr GC §34090 et seq.

SUPPORT SERVICES / ANIMAL SHELTER
Police /
Support
Services /
Animal
Shelter
PD-106
Address Activity File (includes
original notices of violations,
copies of various documents)
5 years 5 years Yes Mag
Department Preference; Covers
various statute of limitations; CCP
§§336(a), 337 et. seq., GC
§34090
Police /
Support
Services /
Animal
Shelter
PD-106.1 Adoption Application /
Questionnaire - APPROVED 10 years 10 years Mag, Ppr Department preference; GC §34090
Police /
Support
Services /
Animal
Shelter
PD-106.2 Adoption Application /
Questionnaire - DENIED P P Mag, Ppr Department preference; , GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-26 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Animal
Shelter
PD-107 Animal Registration Database
Indefinite
(Minimum 3
years)
Indefinite
(Minimum 3
years)
Mag
Department preference; Data is
interrelated; GC §§12946, 12960,
34090
Police /
Support
Services /
Animal
Shelter
PD-108 Animal Registration Report 2 years 2 years Mag, Ppr GC §34090 Police /
Support
Services /
Animal
Shelter
PD-109 Animal Trap Agreements 2 years 2 years Ppr GC §34090 et seq.

Police /
Support
Services /
Animal
Shelter
PD-110 Bite Reports / Rabies Control
Records 5 years 5 years Yes Mag, Ppr Department Preference; GC §34090 et seq.

Police /
Support
Services /
Animal
Shelter
PD-111 Complaints - Regarding Animals 2 years 2 years Ppr GC §34090 et seq.

Police /
Support
Services /
Animal
Shelter
PD-112 Controlled Substance Inventory
Records 3 years 3 years Yes Mag, Ppr 3 years is required; FA §32003(e), B&P 4081; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-27 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Animal
Shelter
PD-113 Daily Dispatch Log 2 years 2 years Mag, Ppr GC §34090 Police /
Support
Services /
Animal
Shelter
PD-113.1 Deposits / Oracle Deposits /
Deposit Batch Slips 5 years 5 years Mag, Ppr
Department preference - meets
municipal government auditing
standards (not all detail is sent to
Finance); GC §34090
Police /
Support
Services /
Animal
Shelter
PD-113.2 Donations Receipts 5 years 5 years Mag, Ppr
Department preference - meets
municipal government auditing
standards (not all detail is sent to
Finance); GC §34090
Police /
Support
Services /
Animal
Shelter
PD-114 Euthanasia Log 3 years 3 years Mag, Ppr
Department preference to support
treatment records; Considered
transitory / preliminary drafts. GC
§34090, GC §6252
Police /
Support
Services /
Animal
Shelter
PD-114.1 Impound Notices / Contact
Requests 3 years 3 years Mag, Ppr
Department preference; 3 years is
required for animal treatment
records; FA §32003(e), PC
§597.1(d); CCP §§336(a), 337 et.
seq., GC §34090
Police /
Support
Services /
Animal
Shelter
PD-115 Owner Relinquishment Forms /
No Kill Contact" 3 years 3 years Mag, Ppr
Department preference; 3 years is
required for animal treatment
records; FA §32003(e), PC
§597.1(d); CCP §§336(a), 337 et.
seq., GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-28 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Animal
Shelter
PD-116
Investigations / Problem Files
(barking, loose dogs, dangerous
dog reports, etc.)
5 years 5 years Mag, Ppr Department Preference; GC
§34090 et seq.

Police /
Support
Services /
Animal
Shelter
PD-116.1 Kennel Inspection Reports 5 years 5 years Mag, Ppr Department preference; GC §34090
Police /
Support
Services /
Animal
Shelter
PD-116.2 Kennel Inspection Reports /
Closed Businesses 2 years 2 years Mag, Ppr GC §34090
Police /
Support
Services /
Animal
Shelter
PD-117 Microchip Records 20 years 20 years Mag, Ppr Used for locating animals; GC §34090 et seq.

Police /
Support
Services /
Animal
Shelter
PD-118 Officer's Daily Log 2 years 2 years Mag, Ppr GC §34090 Police /
Support
Services /
Animal
Shelter
PD-119
Treatment Records (Vaccination
records, Euthanasia, medical
treatments, etc.)
Minimum 3
years
Minimum 3
years Yes Mag
3 years is required; FA §32003(e),
PC §597.1(d); CCP §§336(a), 337
et. seq., GC §34090

SUPPORT SERVICES / RECORDS
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-29 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-121 Admonition of Rights
Statute of
Limitations +
5 years
Statute of
Limitations +
5 years
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference (some
cases are capital crimes); GC
§34090
Police /
Support
Services /
Records
PD-098 Agreement for Serving Time in
City Jail 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Records
Animal
Shelter
PD-116
Animal Investigations / Problem
Files (barking, loose dogs,
dangerous dog reports, etc.)
5 years 5 years Mag, Ppr Department Preference; GC
§34090 et seq.

Police /
Support
Services /
Records
PD-122.1
Background Checks (requests
for a background check of local
records from outside entities)
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Records
PD-123 Bail / Bond Receipt 5 years 5 years Mag, Ppr Department Preference; GC §34090
Police /
Support
Services /
Records
PD-124 Bail / Bond Register 5 years 5 years Mag, Ppr Department Preference; GC §34090
Police /
Support
Services /
Records
PD-125 Field Investigation Cards (FIs)
Follows
Retention of
Report
Follows
Retention of
Report
Mag, Ppr Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-30 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-126
Citation Books Issued / Citation
Log Books (#s / ranges) -
Parking, Traffic
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Records
PD-125.1
Citation Management Monthly
Invoice (the Vendor generates
this)
5 years 5 years Mag, Ppr
Department preference (Meets
municipal government auditing
standards); GC §34090
Police /
Support
Services /
Records
PD-127 Citations - Juvenile Marijuana /
Cannabis - H&S §11357(d)
Date of
Conviction
or Arrest + 2
years, or
reaches age
18,
whichever is
First.

Date of
Conviction
or Arrest + 2
years, or
reaches age
18,
whichever is
First.

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

QC & OD
(Courts and other Agencies
"Shall" destroy); H&S§ 11361.5 et
seq., GC§68152(e)(8)
Police /
Support
Services /
Records
PD-128
Citations - Misdemeanor or
Infraction - Adult Marijuana /
Cannabis - H&S
§11357(b)(c)(d)(e) or H&S
§11360(b) (with procedure in
H&S §11361.5)
Date of
Conviction
or Arrest + 2
years
Date of
Conviction
or Arrest + 2
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
("Shall" Destroy); GC
§68152(e)(8)
Police /
Support
Services /
Records
PD-128.1 Clearance Letter 2 years 2 years Mag GC §§34090 Police /
Support
Services /
Records
PD-129 Court Ordered Booking / CHP
Bookings 2 years 2 years Mag, Ppr GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-31 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-131
Crime Statistics / National
Incident-Based Reporting
System (NIBRS) / Uniform
Crime Reports (UCR) -
Summaries (BCS)
Current + 2
years
Current + 2
years Mag, Ppr
Filed on line with the State;
Department preference; GC
§34090
Police /
Support
Services /
Records
PD-132 Desk Report - Felonies with IB
numbers P P Mag, Ppr
Department preference;
Preliminary drafts / transitory
records; GC §34090 et seq.

Police /
Support
Services /
Records
PD-133 Desk Report - Felony Arrests -
799 PC Only
Current + 2
years
Current + 2
years Mag, Ppr
Department preference;
Preliminary drafts / transitory
records; GC §34090 et seq.

Police /
Support
Services /
Records
PD-134 Desk Report - Misdemeanor /
Felonies without IB Numbers
Current + 2
years
Current + 2
years Mag, Ppr
Department preference;
Preliminary drafts / transitory
records; GC §34090 et seq.

Police /
Support
Services /
Records
PD-135 DR Case Register 2 years 2 years Mag, Ppr GC §34090 Police /
Support
Services /
Records
PD-136 Field Investigation Cards (FIs) 2 years 2 years Mag, Ppr Preliminary documents; GC §34090 et seq.

Police /
Support
Services /
Records
PD-137 Inmate Booking / IB Folders -
Felonies - NOT Part 1 Felonies
Until Inmate
Deceased
Until Inmate
Deceased Mag, Ppr Department preference; GC
§34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-32 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-138 Inmate Booking / IB Folders -
Felonies - Part 1 Felonies
Until Inmate
Deceased
Until Inmate
Deceased Mag, Ppr Department preference; GC
§34090 et seq.

Police /
Support
Services /
Records
PD-139 Inmate Booking / IB Folders -
Misdemeanors 10 years 10 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Support
Services /
Records
PD-103 Jailer's Alert (Rack Card) 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Records
PD-141 Medical Service Order -
Prisoners 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Records
PD-142 NCIC Validation 2 years 2 years Mag, Ppr GC §34090 Police /
Support
Services /
Records
PD-143
Notice of Disruptive Gathering /
Notice of Violation - 2nd
Response
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Records
PD-145
Order after Hearing (Restraining
Order, Emergency Protective
Orders (EPO), Temporary
Restraining Order (TRO))
Life of the
Order + 3
months
Life of the
Order + 3
months
Mag
Department preference; Court
records - originals retained by the
Court; GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-33 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-146 Photographic Lineup Admonition
Transferred
into
Record's
Files
Transferred
into
Record's
Files
Ppr, Mag
Transfer all Official Reports to
Records to be placed in the Day
Files.

Police /
Support
Services /
Records
PD-147

POLICE REPORTS / INCIDENT
REPORTS:

Firearms entered into CLETS
(if not Permanent Retention) -
Found / Recovered Firearms
Firearm
Found or
Recovered
Firearm
Found or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD PC§ 11108.2(b); GC§ 34090
Police /
Support
Services /
Records
PD-148

POLICE REPORTS / INCIDENT
REPORTS:

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

QC & OD
("Shall" Destroy); GC
§68152(e)(8)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-34 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-149

POLICE REPORTS / INCIDENT
REPORTS:

ALL, Except Those
Specifically Mentioned in the
Schedule
e.g., 5150, Detention Reports,
etc.
10 years 10 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; Provided
there are no outstanding warrants,
unrecovered identifiable items,
criminal deaths, they are not
historically significant, and it is not
classified under PC §800 & 290;
Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18;
H&S §11361.5, GC §34090, PC
§802, PC §§187, 800 et seq.

Police /
Support
Services /
Records
PD-150

POLICE REPORTS / INCIDENT
REPORTS:

Capital Crimes / Violent
Felonies / Major Crimes / Sex
Crimes / Child Abuse - Capital
Crimes (Crimes Subject to the
Death Penalty), Sex Crimes (PC
§288, 290); Substantiated Child
Abuse or Severe Neglect (Adults
Only)
P P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; DOJ
retains CACI (Child Abuse Central
Index) information for adults 100
years; others have no limitations
on commencement of action;
Courts keep permanently PC §§
261, 286, 288, 288a, 288.5, 289,
289.5, 290, 799, 803(h), 11169 et
seq.; 11170(a); WIC 707(b)
Police /
Support
Services /
Records
PD-151

POLICE REPORTS / INCIDENT
REPORTS:

Child Abuse or Neglect
Investigation Reports -
Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD PC §§11169(c),11170(a)(3)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-35 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-152

POLICE REPORTS / INCIDENT
REPORTS:

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

QC & OD
Individual petitions District
Attorney; Sheriff concurs that
person is factually innocent, then
seals record ("Shall" Destroy); GC
§34090; PC §851.8(a)
Police /
Support
Services /
Records
PD-154

POLICE REPORTS / INCIDENT
REPORTS:

Misdemeanor Marijuana /
Cannabis §11357(d) - Juvenile
on School Grounds during
School Hours (with procedure in
H&S §11361.5)
Offender is
18 Years
Old
Offender is
18 Years
Old
Yes Mag, Ppr
(Courts and other Agencies
"Shall" destroy); H&S§ 11361.5 et
seq., 11357(d)
Police /
Support
Services /
Records
PD-153

POLICE REPORTS / INCIDENT
REPORTS:

Misdemeanor or Infraction -
Juvenile Marijuana / Cannabis -
H&S §11357(d) - Except those
with outstanding stolen property,
including firearms, or lost
firearms serious felonies, or
synthetic cannabis
Date of
Conviction
or Arrest + 2
years, or
reaches age
18,
whichever is
First
Date of
Conviction
or Arrest + 2
years, or
reaches age
18,
whichever is
First
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
(Courts and other Agencies
"Shall" destroy); H&S§ 11361.5 et
seq., GC§68152(e)(8)
Police /
Support
Services /
Records
PD-155

POLICE REPORTS / INCIDENT
REPORTS:

Missing Persons
Found /
Recovered +
2 years
Found /
Recovered +
2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-36 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-156

POLICE REPORTS / INCIDENT
REPORTS:

Non-Criminal / Outside Assist
Abandoned Vehicle Reports,
Information Reports, Impounded
/ Towed Vehicles, Sick Cared
For, Suspicious Circumstances,
Restraining Orders
2 years 2 years Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; GC
§34090
Police /
Support
Services /
Records
PD-157

POLICE REPORTS / INCIDENT
REPORTS:

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

QC & OD
Statute of Limitations runs up to
age of majority + 8 years; sealed
records for juveniles and wards of
the Court must be destroyed 5
years after sealing date; CCP
§§340.1, GC §34090; W&I
§§389(a), 781(d)
Police /
Support
Services /
Records
PD-157.1

POLICE REPORTS / INCIDENT
REPORTS:

Sealed Cases (childhood sexual
assault)
Age of
Majority + 22
years
Age of
Majority + 22
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD CCP §§340.1, GC §34090
Police /
Support
Services /
Records
PD-158

POLICE REPORTS / INCIDENT
REPORTS:

Traffic Collisions / Accident
Reports
7 years 7 years Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference (Fatal
collisions are retained by CHP for
5 years); GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-37 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-152

POLICE REPORTS / INCIDENT
REPORTS:

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

QC & OD
Individual petitions Court ("Shall"
Destroy); GC §34090; PC
§§236.14(k); 236.15(k)
Police /
Support
Services /
Records
PD-159 Probable Cause Declaration 10 years 10 years Mag, Ppr Department Preference; GC §34090
Police /
Support
Services /
Records
PD-160 Public Records Request Response +
2 years
Response +
2 years Mag, Ppr GC §34090 et seq.

Police /
Support
Services /
Records
PD-161 Record Check of Applicant 2 years 2 years Mag, Ppr Department Preference; GC §34090
Police /
Support
Services /
Records
PD-161.1 Recorded phone lines (not
dispatch) 100 days 100 days Mag GC §§34090, 34090.6
Police /
Support
Services /
Records
PD-162 Registrants: Arson - Adults P P Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department preference; Pursuant
to PC §457.1 et seq.; required to
register for life; If released from
CYA, records are destroyed after
age 25 or sealing pursuant to W&I
§781; GC §34090.7
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-38 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-163
Registrants: Arson - Juveniles
released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Pursuant to PC §457.1 et seq.; If
released from CYA, records are
destroyed after age 25 or sealing
pursuant to W&I §781; GC
§34090.7
Police /
Admin. /
Chief
PD-163.1
Report to the State Commission
on Peace Officer Standards and
Training (POST Commission) of
peace officer employment,
compliant, finding, disposition, or
judgement pursuant to §PC
13510.9
Report of data regarding the
number, type, or disposition of
complaints made against its
officers
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Special
Services /
Investigatio
ns
PD-163.5 Registrants: Gang Adults Minimum 5
years
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference
(registration pursuant to PC
186.3(a)); GC §34090
Police /
Special
Services /
Investigatio
ns
PD-163.6 Registrants: Gang Juveniles Sealing Date
+ 5 years
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference
(registration pursuant to PC
186.3(a)); Records are destroyed
pursuant to W&I §781;GC §34090
Police /
Support
Services /
Records
PD-164 Registrants: Narcotic 5 years 5 years Mag, Ppr
Department Preference;
Registration is required for 5
years; GC §34090, H&S §11590
et seq., H&S §11594(a)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-39 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-165 Registrants: Sex Offenders -
Adults
P, or Death
of Registrant
P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; After
2021, Offenders can petition
Court for removal 10 or 20 years
after offense, provided there are
no subsequent offenses;
Pursuant to PC §290 et seq.

Police /
Support
Services /
Records
PD-166 Registrants: Sex Offenders -
Juveniles
P
or Sealing
Date + 5
years (or
Court Order)
P
or Sealing
Date + 5
years (or
Court Order)
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; After
2021, Offenders can petition
Court for removal 10 or 20 years
after offense, provided there are
no subsequent offenses; Pursuant
to PC §290 et seq.; W&I §781(d)
Police /
Support
Services /
Records
PD-167 RMS Database
Indefinite -
Follows
Retention of
the Crime
Report
Indefinite -
Follows
Retention of
the Crime
Report
Yes Mag Data Fields / Records are
interrelated; GC §34090
Police /
Support
Services /
Records
PD-168 Shift Report 2 years 2 years Mag, Ppr
Department preference
(Preliminary drafts); GC §34090 et
seq.

Police /
Support
Services /
Records
PD-168.1 Station Visitor Log 2 years 2 years Mag GC §§34090 Police /
Support
Services /
Records
PD-169 Subpoena Control Log / Served
Subpoenas
Current + 2
years
Current + 2
years Mag, Ppr Department preference (copies)
GC §34090.7
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 49.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-40 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Police /
Support
Services /
Records
PD-170 Subpoenas / Notice to Appear Current + 2
years
Current + 2
years Mag, Ppr Department preference; GC
§34090
Police /
Support
Services /
Records
PD-172 Wanted Bulletin 2 years 2 years Mag, Ppr Department preference (copies) GC §34090.7
Police /
Support
Services /
Records
PD-173 Warrants - Foreign Warrant
Register 2 years 2 years Mag, Ppr GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

PUBLIC WORKS ADMINISTRATION AND CAPITAL PROJECTS
Public Works
/ Admin. PW-001
Job Files / Capital Improvement
Projects (CIP): Administration
File
Project Administration, Certified
Payrolls, Construction
Manager's Logs, Daily
Inspections, Photos, Project
Schedules, Progress meetings,
Real Estate Appraisals,
Submittals, etc.

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

QC & OD
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Published Audit Standards=4-
7 years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §§336(a), 337 et. seq.,
GC §34090
Public Works
/ Admin. PW-002
Job Files / Capital Improvement
Projects (CIP): Permanent File
As-Built Plans, Specifications,
Successful Proposal,
Professional Services
Agreements, Change Orders,
Materials Testing Reports,
Grading Permits, Insurance
Certificates, Hazardous
Materials Plans, Notice of
Completion, Shop Drawings,
Soils Reports, Studies, Surveys,
etc.

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

QC & OD
(Except for
Mylars)
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

ENGINEERING
Public Works
/ Engineering PW-003 Address Change Permits P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-004
Aerial Maps / Photographs -
Analog or Digital & Index to
Aerials
P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference
(Information Systems
maintains digital aerials); GC
§34090
Public Works
/ Engineering PW-005 Banner Applications Permit 2 years 2 years Mag, Ppr GC §34090 et seq.

Public Works
/ Engineering PW-006 Encroachment Permits -
Permanent Encroachments P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-007
Encroachment Permits -
Temporary Encroachments
(debris boxes, etc.)
Expiration +
2 years
Expiration + 2
years Mag, Ppr GC §34090
Public Works
/ Engineering PW-008
Engineering Studies / Surveys -
Preliminary Studies / Project
Assessments (Not Acquired or
Developed)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-009 Engineering Studies / Surveys
(City Built Projects) P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-010 Excavation / Construction
Permit Application 5 years 5 years Mag, Ppr Department preference; GC §34090 et seq.

Public Works
/ Engineering PW-011 Excavation Permits WITH Plans P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Engineering PW-012 Excavation Permits WITHOUT
Plans
Expiration +
5 years
Expiration + 5
years Mag, Ppr Department Preference; GC
§34090
Public Works
/ Engineering PW-013 Geotechnical and Soils Reports P P Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-014 Newsrack Permits Expiration +
5 years
Expiration + 5
years Mag, Ppr Department preference; GC
§34090 et seq.

Public Works
/ Engineering PW-016 Pavement Management Plans Superseded + 5 years
Superseded +
5 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-017 Permit to Use Street 2 years 2 years Mag, Ppr Department Preference; GC §34090
Public Works
/ Engineering PW-018
Permits: P.C.C. Driveways &
Pedestrian Ramps (in the Public
Right of Way)
P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-019 Regulatory Agency Permits &
Correspondence of Compliance P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-020 Routing Permits (Haul Routes) Expiration + 2 years
Expiration + 2
years Mag, Ppr GC §34090 et seq.

Public Works
/ Engineering PW-021 Standard Construction Drawings
/ Details / Plans P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Engineering PW-022 Subdivision & Tract Files P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; GC
§34090
Public Works
/ Engineering PW-023 Subject Files Minimum 2
years
Minimum 2
years Mag, Ppr Department preference; GC
§34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Engineering PW-024 Survey Books / Field Notebooks
(City) P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; GC
§34090
Public Works
/ Engineering PW-025 Transportation / Wide Load
Applications & Permits 2 years 2 years Mag, Ppr GC §34090 et seq.

Public Works
/ Engineering PW-026 Water Discharge Permits
(Swimming Pools, etc.) 3 years 3 years Mag, Ppr
NPDES Monitoring records
required for 3 years in Federal
law; 40 CFR §§122.21, 122.41
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

ENGINEERING - PRIVATE DEVELOPMENT
Public Works
/ Engineering
/ Private
Develop.

PW-027
Maps, Plans and Record
Drawings (Final Maps, Parcel
Maps, Right of Way, Tract
Maps, etc.)
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Drafts should be destroyed;
Some maps are also retained
by Planning; Selected maps
are retained in Public Works
for administrative purposes;
GC §34090, 34090.7
Community
Develop./
Building
PW-028
Private Development Projects /
Job Files: Administration File
Plan Check Comments
(Provided to Planning or
Building), Construction
Inspections, Photos
Examples: Annexations, CUPs,
Lot Line Adjustments, Specific
Plans, Split Lots, TPMs, TSMs
Completion +
5 years
Completion +
5 years
Yes: Until
Completed Mag, Ppr All originals are maintained by
Building; GC §34090.7
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Engineering
/ Private
Develop.

PW-029
Private Development Projects /
Job Files: Permanent Files
Conditions, Drainage, Driveway,
Encroachments, Grading
Permits & Plans, Private Lab
Verifications Rights of Way,
Soils Reports, Stormwater, As-
Built Plans, etc.

Copies of Deeds, Dedications,
Easements, Abandonments
(City Clerk is OFR)
Examples: Annexations, CUPs,
Lot Line Adjustments, Specific
Plans, Split Lots, TPMs, TSMs
Upon
Completion P P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

FLEET & BUILDING MAINTENANCE
Public Works
/ Fleet &
Bldg. Maint.

PW-030 AQMD Permits (Generators,
etc.)
Expiration +
5 years
Expiration + 5
years Mag, Ppr
Department preference
(required for 5 years); 40 CFR

70.6; GC §34090
Public Works
/ Fleet &
Bldg. Maint.

PW-031 Elevator / Lift Permits Expiration +
2 years
Expiration +
2 years Ppr GC §34090
Public Works
/ Fleet &
Bldg. Maint.

PW-032 Equipment Lists
When No
Longer
Required
When No
Longer
Required
Mag Preliminary documents; GC
§34090 et seq.

Public Works
/ Fleet PW-033 Equipment Logs 2 years 2 years Mag, Ppr Preliminary documents; GC §34090 et seq.

Public Works
/ Fleet PW-034 Equipment Maintenance Logs 2 years 2 years Mag, Ppr Department preference
(Preliminary documents); GC
§34090 et seq.

Public Works
/ Fleet PW-035 Pre-Trip Inspections / Safety
Inspections 2 years 2 years Ppr 13 CCR 1234(e); GC §34090 Lead Dept. PW-035.1 Generator Operations Logs and
Inspections (all Generators) 5 years 5 years Mag, Ppr
Department preference
(stationary generators are 5
years, Portable /emergency
generators are 5 years);
AQMD Rule 1470; Form
400–E–13a instructions, GC
§34090 et. seq.

Public Works
/ Fleet &
Bldg. Maint.

PW-036
Pressure Vessel Certifications
or Permits (Air Compressors,
Propane, etc.)
Current + 2
Previous
Certificates
Current + 2
Previous
Certificates
Mag,
Mfr, OD,
Ppr
S Yes: After

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

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Fleet &
Bldg. Maint.

OR Streets
OR Traffic
PW-037
Restitution / City Property
Damage Report Billings - Cost
Estimates for Damage to City
Property (damaged stop signs,
signals)
5 years 5 years
Yes:

Before
Payment
Mag, Ppr
Meets municipal government
auditing standards; GC
§34090 et seq.

Public Works
/ Fleet &
Bldg. Maint.

PW-038 Subject Files 2 years 2 years Mag, Ppr GC §34090 Public Works
/ Fleet &
Bldg. Maint.

PW-039 Vehicle & Equipment History
Files (includes warrantees)
Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
Department preference; If a
motor carrier, required for 18
months after vehicle is sold;
CHP requires life of vehicle;
OSHA requires 1 year; 8 CCR
§ 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR
396.3(c); CCP §337 et. Seq.,
13 CCR 1234(f); GC §34090
Public Works
/ Division
Providing
Service /
Work
PW-041
Work Orders / Service Requests
/ Job Requests / Service Repair
Orders CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC
§34090
Public Works
/ Division
Providing
Service /
Work
PW-042
Work Orders / Service Requests
/ Job Requests / Service Repair
Orders - All Information
Entered in CMMS Database
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts (the
database is the original); GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Division
Providing
Service /
Work
PW-043
Work Orders / Service Requests
/ Job Requests / Service Repair
Orders - NOT entered in CMMS
Database (or partial information
entered into CMMS Database)
(Division providing service
retains originals; Division
requesting service is considered
a copy)
3 years 3 years Mag, Ppr
City preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
Public Works
/ Fleet &
Bldg. Maint.

PW-044 Work Reports (Hours / Vehicles) 2 years 2 years Mag, Ppr GC §34090

RECYCLING
Public Works
/ Recycling PW-045
AB 939 Funds & Fees / SB 1383
Compliance (Organic Waste
Collection and Recycling) Funds
& Fees
15 years 15 years Mag, Ppr
Department Preference
(meets municipal government
auditing requirements); SB
1383 compliance is required
for 5 years; Low-Carbon Fuel
Standard regulations credits
can be received for 10 years,
and are eligible for an
extension; 14 CCR § 18995;.2
H&S §39730.7; GC §34090
Public Works
/ Recycling PW-046 Household Hazardous Waste
Manifests 3 years P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; 14
CCR 18812.4; GC §34090 et.
seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-047 NPDES Monitoring Reports
5 years
unless Permit
Requires a
Longer
period
5 years
unless Permit
Requires a
Longer period
Mag, Ppr
Monitoring records required for
3 years in Federal law; 40
CFR §§122.21, 122.41
Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-048 NPDES Permits Expiration +
5 years
Expiration + 5
years
Yes: Until
Expiration Mag, Ppr
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41; CCP §337 et seq.

Public Works
/ Recycling PW-049 Large Venue Recycling Plans
(e.g. Starlight) 10 years 10 years Mag, Ppr Department Preference; GC §34090
Public Works
/ Recycling PW-050 Recycling Events (e.g. Schools,
Public Education, Outreach) 5 years 5 years Mag, Ppr Department Preference; GC §34090
Public Works
/ Recycling PW-051
State Reports (AB 939
Compliance) / SB 1383
Compliance (Organic Waste
Collection and Recycling)
P P Mag, Ppr
Department Preference; SB
1383 compliance is required
for 5 years; Low-Carbon Fuel
Standard regulations credits
can be received for 10 years,
and are eligible for an
extension; 14 CCR § 18995;.2
H&S §39730.7; GC §34090
Public Works
/ Recycling PW-052 Sustainability Programs (e.g.

Green Building, etc.) 10 years 10 years Mag, Ppr Department Preference; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Recycling PW-053 Used Oil Disposal 10 years 10 years Mag, Ppr Department preference; 22
CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3)
et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

SANITATION
Public Works
/ Sanitation PW-054
AB 939 Compliance / Solid
Waste Tonnage Reports / SB
1383 Compliance (Organic
Waste Collection and Recycling)
P P Mag, Ppr
Department Preference
(Contracted with Waste
Hauler); SB 1383 compliance
is required for 5 years; Low-
Carbon Fuel Standard
regulations credits can be
received for 10 years, and are
eligible for an extension; 14
CCR § 18995;.2 H&S
§39730.7; GC §34090
Public Works
/ Sanitation PW-055 Historical Records (of significant
historical value) 2 years P P
Mag,
Mfr, OD,
Ppr
S Yes: After

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

Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-056 NPDES Monitoring Reports
5 years
unless Permit
Requires a
Longer
period
5 years
unless Permit
Requires a
Longer period
Mag, Ppr
Monitoring records required for
3 years in Federal law; 40
CFR §§122.21, 122.41
Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-057 NPDES Permits Expiration +
5 years
Expiration + 5
years
Yes: Until
Expiration Mag, Ppr
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41; CCP §337 et seq.

Public Works
/ Sanitation PW-058 Regulatory Agency Permits &
Correspondence of Compliance P P
Mag,
Mfr, OD,
Ppr
S Yes: After

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

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Sanitation PW-059 Signature Cards - Refuse
Accounts
Close of
Account,
Minimum
2 years
Close of
Account,
Minimum
2 years
Mag, Ppr Department preference; GC
§34090 et. seq.

Public Works
/ Sanitation PW-060 Subject Files Minimum 2
years
Minimum 2
years Mag, Ppr Department preference; GC
§34090 et. seq.

Public Works
/ Sanitation PW-061 Temporary Bin Rentals /
Signature Authorizations 2 years 2 years Mag, Ppr GC §34090 Public Works
/ Sanitation PW-062 Weight Slips - Recycling P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; GC
§34090
Public Works
/ Sanitation PW-063 Weight Slips - Refuse P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; GC
§34090
Public Works
/ Division
Providing
Service /
Work
PW-064
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC
§34090
Public Works
/ Division
Providing
Service /
Work
PW-065
Work Orders / Service Requests
- All Information Entered in
CMMS Database
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts (the
database is the original); GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Division
Providing
Service /
Work
PW-066
Work Orders / Service Requests
- NOT entered in CMMS
Database (or partial information
entered into CMMS Database)
(Division providing service
retains originals; Division
requesting service is considered
a copy)
3 years 3 years Mag, Ppr
City preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

STREET
Lead Dept. PW-066.1
Diaries / Logs (Daily Supervisor
entries Re: equipment usage,
work schedules, WOOC, work
order nos., special incidents /
projects / jobs, weather & other
noteworthy events
10 years 10 years Mag, Ppr
Department preference
(stationary generators are 5
years, Portable /emergency
generators are 5 years);
AQMD Rule 1470; Form
400–E–13a instructions, GC
§34090 et. seq.

Public Works
/
Street
PW-67 Inspection Forms: Sidewalks,
Streets, etc. 10 years 10 years Mag, Ppr Department preference; GC §34090 et. seq.

Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-68 NPDES Monitoring Reports
5 years
unless Permit
Requires a
Longer
period
5 years
unless Permit
Requires a
Longer period
Mag, Ppr
Monitoring records required for
3 years in Federal law; 40
CFR §§122.21, 122.41
Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-69 NPDES Permits - Stormwater Expiration +
5 years
Expiration + 5
years
Yes: Until
Expiration Mag, Ppr
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41; CCP §337 et seq.

Public Works
/ Fleet &
Bldg. Maint.

OR Streets
OR Traffic
PW-70
Restitution / City Property
Damage Report Billings - Cost
Estimates for Damage to City
Property (damaged stop signs,
signals)
5 years 5 years
Yes:

Before
Payment
Mag, Ppr
Meets municipal government
auditing standards; GC
§34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Street PW-107 Street Sweeping Logs (Source
Records) 5 years 5 years Mag, Ppr
Department preference;
NPDES Monitoring records
required for 3 years in Federal
law; 40 CFR §§122.21, 122.41
Public Works
/ Division
Providing
Service /
Work
PW-71
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC
§34090
Public Works
/ Division
Providing
Service /
Work
PW-72
Work Orders / Service Requests
- All Information Entered in
CMMS Database
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts (the
database is the original); GC
§34090
Public Works
/ Division
Providing
Service /
Work
PW-73
Work Orders / Service Requests
- NOT entered in CMMS
Database (or partial information
entered into CMMS Database)
(Division providing service
retains originals; Division
requesting service is considered
a copy)
3 years 3 years Mag, Ppr
City preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090

TRAFFIC
Public Works
/ Traffic PW-074 Maps & Plans (Traffic) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Fleet &
Bldg. Maint.

OR Streets
OR Traffic
PW-075
Restitution / City Property
Damage Report Billings - Cost
Estimates for Damage to City
Property (damaged stop signs,
signals)
5 years 5 years
Yes:

Before
Payment
Mag, Ppr
Meets municipal government
auditing standards; GC
§34090 et seq.

Public Works
/ Traffic PW-076 Signal Intersection Reference
Files P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

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

Public Works
/ Traffic PW-077 Signal Plans / Striping Plans P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; GC
§34090
Public Works
/ Traffic PW-078 Street & Intersection Work
Orders P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; GC
§34090
Public Works
/ Traffic PW-079 Street / Intersection Files 5 years 5 years Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; GC
§34090
Public Works
/ Traffic PW-080 Subject Files Minimum 2
years
Minimum 2
years Mag, Ppr Department preference; GC
§34090
Police PW-081 Traffic Accident Reports 3 years 3 years
Yes:

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

QC & OD
Department preference
(copies); GC §34090.7
Public Works
/ Traffic PW-085 Traffic Counts 10 years 10 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; GC
§34090
Public Works
/ Traffic PW-086 Traffic Speed Surveys 10 years 10 years Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference
(required every 5 years, but
can be extended to 7 or 10
years); GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Traffic PW-086.1
Traffic Video Camera
Recordings - If traffic video is
not on a 48 hour loop, then
traffic video retained for internal
traffic studies
Retention is 1 year
1 year 1 year Mag GC §34090.6
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

WASTEWATER
Public Works
/ Wastewater PW-087
Breathing Apparatus Inspection
Record / Self Contained
Breathing Apparatus (SCBA)
Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Mag, Ppr Department preference; OSHA
requires 1 year; GC §34090
Public Works
/ Wastewater PW-088 Complaints: Unauthorized
Discharges / Violations / Spills
Resolution +
5 years
unless Permit
Requires a
Longer
period
Resolution +
5 years
unless Permit
Requires a
Longer period
Mag, Ppr
Department preference;
NPDES records are required
for 3 years; 40 CFR
122.41(j)(2)
Public Works
/ Wastewater PW-089
Compliance Inspection Report -
NPDES Monitoring Reports -
WITH Violations
5 years
unless Permit
Requires a
Longer
period
5 years
unless Permit
Requires a
Longer period
Mag, Ppr
Monitoring records required for
3 years in Federal law; 40
CFR §§122.21, 122.41
Public Works
/ Wastewater PW-090
Compliance Inspection Report -
NPDES Monitoring Reports -
NO Violations
5 years
unless Permit
Requires a
Longer
period
5 years
unless Permit
Requires a
Longer period
Mag, Ppr
Monitoring records required for
3 years in Federal law; 40
CFR §§122.21, 122.41
Public Works
/ Wastewater PW-091
Confined Space Entries & Logs
(Permitted entries into confined
spaces such as sewers and
storm drains in order to comply
with regulations)
3 years 3 years Mag, Ppr
Department preference; 8
CCR 5157(d)(14) & (e)(6); 29
CFR 1910.146(e)(6) GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Wastewater PW-091.1
FOG (Fats, Oil & Grease) /
Pretreatment Annual / Quarterly
Reports
Industrial Pre-Treatment
3 years 3 years Mag, Ppr
Department Preference;
POTW reports are required for
3 years; 40 CFR 403.12; GC
§60201
Public Works
/ Wastewater PW-092 Industrial Waste Applications
and Permits P P Mag, Ppr
Department Preference;
POTW reports are required for
3 years; 40 CFR 403.12; GC
§60201
Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-093 NPDES Monitoring Reports 5 years 5 years Mag, Ppr Monitoring records required for
3 years in Federal law; 40
CFR §§122.21, 122.41
Public Works
/ Wastewater PW-094 NPDES Permits P P Yes: Until
Expiration Mag, Ppr
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41; CCP §337 et seq.

Public Works
/ Wastewater PW-095 Permit for Connection to Public
Sewer P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works
/ Wastewater PW-095.1
Project Files - Water
Reclamation Plant - Final
Drawings, Operations &
Maintenance Manuals,
Submittals
P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference, even
though the private operator
does the construction; would
be required to continue
maintenance, improvement,
operation, or for
investigations; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Wastewater PW-096
Project Files - Water
Reclamation Plant (private
operator)
Excludes Final Drawings,
Operations & Maintenance
Manuals, Submittals, which are
retained Permanently
Completion +
2 years
Completion +
2 years Mag, Ppr Private operator does the
construction; GC §34090.7
Public Works
/ Wastewater PW-097 Sewer & Plumbing Drawings
(On-site Sewers)
Until
Superseded
or Replaced,
or 2 years,
Whichever is
Longer
Until
Superseded
or Replaced,
or 2 years,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S No Department preference; GC
§34090 et. seq.

Public Works
/ Wastewater PW-098 Sewer Flushing Log Sheets
(Source Records) 3 years 3 years Mag, Ppr
NPDES Monitoring records
required for 3 years in Federal
law; 40 CFR §§122.21, 122.41
Public Works
/ Wastewater PW-099 Sewer Stoppage or Obstruction
Report 5 years 5 years Mag, Ppr
Department preference; plans
must be updated every 5
years, audits are required
every 2 years; GC §34090
Public Works
/ Wastewater PW-100 Sludge Records (WRP) 5 years 5 years 10 years Mag, Ppr Department preference;
Consistent sewage sludge
requirements; 40 CFR 61.54,
122.41, 503.47; GC §34090
Public Works
/ Wastewater PW-101 Statistical Reports - Self
Monitoring, etc. 3 years 3 years Mag, Ppr
Monitoring records required for
3 years in Federal law; 40
CFR §§122.21, 122.41
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-22 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Wastewater PW-102 Status Reports - WRP
Operators 3 years 3 years Mag, Ppr
Monitoring records required for
3 years in Federal law; 40
CFR §§122.21, 122.41
Public Works
/ Wastewater PW-103 Storm Drain Inspections / Logs
(Source Records)
5 years
unless Permit
Requires a
Longer
period
5 years
unless Permit
Requires a
Longer period
Mag, Ppr
NPDES Monitoring records
required for 3 years in Federal
law; 40 CFR §§122.21, 122.41
Public Works
/ Wastewater PW-104 Stormwater Annual Reports
5 years
unless Permit
Requires a
Longer
period
5 years
unless Permit
Requires a
Longer period
Mag, Ppr
Department preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41
Public Works
/ Wastewater PW-105
Stormwater Inspection Reports,
Erosion Control Inspections &
Citations
5 years
unless Permit
Requires a
Longer
period
5 years
unless Permit
Requires a
Longer period
Mag, Ppr
Department preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41
Public Works
/ Wastewater PW-106
Stormwater Program:

Unauthorized Discharges /
Violations / Spills
Resolution +
5 years,
unless Permit
Requires a
Longer
period
Resolution +
5 years,
unless Permit
Requires a
Longer period
Mag, Ppr
Department preference;
NPDES records are required
for 3 years; 40 CFR
122.41(j)(2)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-23 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Wastewater PW-108
Wastewater / Sewer System
Management Plans (SSMP) and
Audits, Sanitary Sewer
Overflows (SSOs) / Sanitary
Spills Overflow Prevention Plan
(SSOPP) and Sanitary Sewer
Overflow Response Plan
5 years
unless Permit
Requires a
Longer
period
5 years
unless Permit
Requires a
Longer period
Mag, Ppr
Department preference;
SSMPs are required to be
updated every 6 years; plans
must be updated every 5
years, audits are required
every 2 years; ); SWRCB
General Order 2006-03; &
2022-0103-DWQ; 40 CFR
122.41(j)(2); GC §34090
Public Works
/ Division
Providing
Service /
Work
PW-109
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC
§34090
Public Works
/ Division
Providing
Service /
Work
PW-110
Work Orders / Service Requests
- All Information Entered in
CMMS Database
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts (the
database is the original); GC
§34090
Public Works
/ Division
Providing
Service /
Work
PW-111
Work Orders / Service Requests
- NOT entered in CMMS
Database (or partial information
entered into CMMS Database)
(Division providing service
retains originals; Division
requesting service is considered
a copy)
3 years 3 years Mag, Ppr
City preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/2/2021

Burbank City CouncilApril 9, 2024

Burbank City Council
April 9, 2024