QC & OD
Department Preference; IRS: 4
yrs after tax is due or paid; Ca.
FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
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; 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
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; 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: 04/09/2024 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:
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).
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); 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, CCP §§336(a),
337 et. seq., GC §34090
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, 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); 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: 04/09/2024 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:
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).
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: 04/09/2024 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; 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) PP
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: 04/09/2024
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-013
Personnel File - Fire Employees
Disciplinary Actions
Separation +
6 years
Separation +
6 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: 04/09/2024
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: 04/09/2024
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: 04/09/2024
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); 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: 04/09/2024
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: 04/09/2024
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.
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.
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: 04/09/2024
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 / 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 PP
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department preference (Capital
Crimes have no statute of
limitations); GC §34090 et seq.
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
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: 04/09/2024
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).
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: 04/09/2024
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:
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).
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
PP O D
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: 04/09/2024 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 reco rds requests and/or investigations suspend normal retention p eriods (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 PP Y e s 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: 04/09/2024 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:
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).
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
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
Manag.
Services /
Human
Resources
MS-013
Classification Files /
Specifications / Job
Specifications
PP Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4
years; 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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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
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
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: 04/09/2024 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:
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).
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
years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090
Manag.
Services /
Human
Resources
MS-029 Roster Cards / Historical
Employee Records PP 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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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. PP Yes: Until
Expired Mag, Ppr Department Preference; GC
§34090
Manag.
Services /
Risk
Manag.
MS-044 Insurance Policies - General
Liability PP Yes: Until
Expired
Mag, Mfr,
OD, Ppr SN o
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
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: 04/09/2024 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:
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 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
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: 04/09/2024 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; 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
Parks, Rec.
&
Community
Services
PR&CS-009 Inspection Reports - Bleachers,
Playground Equipment, etc. 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: 04/09/2024 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-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
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
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: 04/09/2024 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-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: 04/09/2024 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; 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: 04/09/2024 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 Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-021 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
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: 04/09/2024 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
Animal
Shelter
PR&CS-022 Adoption Application /
Questionnaire - APPROVED 10 years 10 years Mag, Ppr Department preference; GC §34090
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-023 Adoption Application /
Questionnaire - DENIED P P Mag, Ppr Department preference; , GC §34090
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-024 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
Animal
Shelter
PR&CS-025 Animal Registration Report 2 years 2 years Mag, Ppr GC §34090 Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-026 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: 04/09/2024 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
Animal
Shelter
PR&CS-027 Bite Reports / Rabies Control
Records 5 years 5 years Yes Mag, Ppr Department Preference; GC §34090 et seq.
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-028 Complaints - Regarding Animals 2 years 2 years Ppr GC §34090 et seq.
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-029 Controlled Substance Inventory
Records 3 years 3 years Yes Mag, Ppr 3 years is required; FA §32003(e), B&P 4081; GC §34090
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-030 Daily Dispatch Log 2 years 2 years Mag, Ppr GC §34090 Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-031 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
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: 04/09/2024 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
Animal
Shelter
PR&CS-032 Donations Receipts 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
Animal
Shelter
PR&CS-033 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
Animal
Shelter
PR&CS-034 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
Animal
Shelter
PR&CS-035 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
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-036 Kennel Inspection Reports 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: 04/09/2024 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
Animal
Shelter
PR&CS-037 Kennel Inspection Reports /
Closed Businesses 2 years 2 years Mag, Ppr GC §34090
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-038 Microchip Records 20 years 20 years Mag, Ppr Used for locating animals; GC §34090 et seq.
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-039 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
Animal
Shelter
PR&CS-041 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: 04/09/2024 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Animal Shelter)
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; 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
Parks, Rec.
&
Community
Services
PR&CS-009 Inspection Reports - Bleachers,
Playground Equipment, etc. 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: 04/09/2024 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Animal Shelter)
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-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
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
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: 04/09/2024 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Animal Shelter)
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-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: 04/09/2024 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Animal Shelter)
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; 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: 04/09/2024 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Animal Shelter)
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 Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-021 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
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: 04/09/2024 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Animal Shelter)
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
Animal
Shelter
PR&CS-022 Adoption Application /
Questionnaire - APPROVED 10 years 10 years Mag, Ppr Department preference; GC §34090
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-023 Adoption Application /
Questionnaire - DENIED P P Mag, Ppr Department preference; , GC §34090
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-024 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
Animal
Shelter
PR&CS-025 Animal Registration Report 2 years 2 years Mag, Ppr GC §34090 Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-026 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: 04/09/2024 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Animal Shelter)
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
Animal
Shelter
PR&CS-027 Bite Reports / Rabies Control
Records 5 years 5 years Yes Mag, Ppr Department Preference; GC §34090 et seq.
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-028 Complaints - Regarding Animals 2 years 2 years Ppr GC §34090 et seq.
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-029 Controlled Substance Inventory
Records 3 years 3 years Yes Mag, Ppr 3 years is required; FA §32003(e), B&P 4081; GC §34090
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-030 Daily Dispatch Log 2 years 2 years Mag, Ppr GC §34090 Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-031 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
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: 04/09/2024 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Animal Shelter)
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
Animal
Shelter
PR&CS-032 Donations Receipts 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
Animal
Shelter
PR&CS-033 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
Animal
Shelter
PR&CS-034 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
Animal
Shelter
PR&CS-035 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
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-036 Kennel Inspection Reports 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: 04/09/2024 Ver. 23.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Animal Shelter)
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
Animal
Shelter
PR&CS-037 Kennel Inspection Reports /
Closed Businesses 2 years 2 years Mag, Ppr GC §34090
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-038 Microchip Records 20 years 20 years Mag, Ppr Used for locating animals; GC §34090 et seq.
Parks, Rec.
&
Community
Services
Animal
Shelter
PR&CS-039 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
Animal
Shelter
PR&CS-041 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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
Police /
Admin. /
Chief
PD-003.2
Department-Initiated
Personnel Investigation
WITHOUT sustained finding of
misconduct
Final
Disposition +
2 years
Final
Disposition +
2 years
Mag, Ppr Department preference; GC
§34090
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
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
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: 04/09/2024 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:
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).
Police /
Admin. /
Chief
PD-006.2
Internal Affairs Investigations -
Complaints by members of the
public WITHOUT sustained
finding of misconduct
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
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
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.
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: 04/09/2024 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:
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).
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.
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.
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: 04/09/2024 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:
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).
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 years;
29 CFR 1602.14, 2 CCR
11013(c); GC §§12946, 12960,
34090
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
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
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: 04/09/2024 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:
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).
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; 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 years for
recruitment; 29 CFR 1627.3(b)(ii),
8 CCR §3204(d)(1) et seq., 2
CCR 11013(c); GC §§12946,
12960, 34090
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
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: 04/09/2024 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:
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).
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
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.
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: 04/09/2024 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:
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).
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.
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 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: 04/09/2024 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:
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).
Police /
Admin. /
Chief
PD-0
Use of Force Review 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
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
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: 04/09/2024 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:
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).
Police /
Admin. /
Budget /
Finance
PD-021 Request for Reimbursement
(Uniform / Clothing Allowance) 2 years 2 years Mag, Ppr GC §34090 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
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: 04/09/2024 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:
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).
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.
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.
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: 04/09/2024 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:
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).
Police /
Admin. /
COPS
PD-037
Retired Officer Firearm
Qualifications / Weapons
Inspected
5 years 5 years Mag, Ppr Department preference; GC
§34090 et seq.
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; 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 2 -3 years; 29
CFR 1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC §§12946,
12960, 34090
Police /
Admin. /
COPS
PD-039 Training Database (Training
Management System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag
Department preference; Data is
interrelated; GC §§12946, 12960,
34090
Police /
Admin. /
COPS
PD-040 Weapon Inspection 2 years 2 years Mag, Ppr GC §34090 et seq.
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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 Juvenile
other than marijuana citations
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: 04/09/2024 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:
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).
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; (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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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 / RECORDS
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
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.
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: 04/09/2024 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:
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).
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-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)
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: 04/09/2024 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:
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).
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.
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 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: 04/09/2024 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:
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).
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.
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 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: 04/09/2024 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:
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).
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.
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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
CCP §§340.1, GC §34090; W&I
§§389(a),
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: 04/09/2024 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:
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).
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: 04/09/2024 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:
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).
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 /
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)
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.
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: 04/09/2024 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:
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).
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 /
Admin. /
Chief
PD-166.1
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 /
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 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: 04/09/2024 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:
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).
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
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: 04/09/2024 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:
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 perio ds (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; 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 PP Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I
Yes: After
QC & OD
(Except for
Mylars)
Department preference;
retained for disaster
preparedness purposes; 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: 04/09/2024 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:
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 perio ds (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
PP
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 PP
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) PP
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 PP
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: 04/09/2024 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:
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 perio ds (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)
PP
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 PP
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 PP
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: 04/09/2024 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:
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 perio ds (retention resumes after settlement or completion).
Public Works
/ Engineering PW-024 Survey Books / Field Notebooks
(City) PP
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
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: 04/09/2024 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:
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 perio ds (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 PP Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department preference;
retained for disaster
preparedness purposes; GC
§34090
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.
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: 04/09/2024 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:
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 perio ds (retention resumes after settlement or completion).
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.
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 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: 04/09/2024 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:
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 perio ds (retention resumes after settlement or completion).
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: 04/09/2024 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:
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 perio ds (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; 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: 04/09/2024 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:
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 perio ds (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: 04/09/2024 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:
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 perio ds (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.
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.
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: 04/09/2024 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:
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 perio ds (retention resumes after settlement or completion).
Public Works
/ Sanitation PW-058 Regulatory Agency Permits &
Correspondence of Compliance PP
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department preference; GC
§34090 et. seq.
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: 04/09/2024 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:
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 perio ds (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
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
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: 04/09/2024 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:
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 perio ds (retention resumes after settlement or completion).
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.
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
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: 04/09/2024 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:
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 perio ds (retention resumes after settlement or completion).
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
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 PP
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 PP
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: 04/09/2024 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:
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 perio ds (retention resumes after settlement or completion).
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
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: 04/09/2024 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:
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 perio ds (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: 04/09/2024 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:
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 perio ds (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 PP
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
PP
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: 04/09/2024 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:
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 perio ds (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
SN o 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: 04/09/2024 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:
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 perio ds (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: 04/09/2024 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:
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 perio ds (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: 04/09/2024