1 RESOLUTION NO. 24-29,509
A RESOLUTION OF THE COUNCIL OF THE CITY OF
BURBANK AMENDING THE CITYWIDE RECORDS
RETENTION SCHEDULE FOR CITY RECORDS AS
PROVIDED BY SECTION 34090 ET SEQ. OF THE
CALIFORNIA GOVERNMENT CODE
THE COUNCIL OF THE CITY OF BURBANK FINDS:
A. The City of Burbank Records Management Program was adopted in 1971 for the purpose of maintaining, utilizing, retaining, preserving, and disposing of City records in a lawful and organized manner. As part of that program, records retention schedules were adopted and implemented, however, they have only infrequently been updated, most recently in 2011, 2019, and 2021.
B. Best practices in record keeping dictate that the R ecords Retention Schedule (RRS) should be comprehensively reviewed and revised as needed to address new technological changes and legal requirements. Updating the RRS at this time will provide greater efficiency and transparency in the Records Management Program. Despite the City’s limited space and resources for the storage of records, the volume of records being stored under the current RRS continues to increase and significantly overburden the limited resources available to this program.
C. With few exceptions, California Government Code Section 34090 provides that city records that are no longer needed may be destroyed after two years but no sooner.
There are many circumstances, however, that support a need to retain numerous records for more than two years. For that reason, it is important to maintain records retention schedules that suit the needs of the City.
D. City records may be destroyed with the written consent of the City Attor ney and with the approval of the City Council, which approval may be given by adoption of a retention schedule via resolution, which the Council did when adopting the most recent RRS. This is considered a best practice since records can be destroyed on an as-needed basis throughout the year.
E. City staff, all departments, and a records management consultant hired by the City have reviewed the current retention schedule and participated in the proposed revisions. The revised RRS provides clear and specific records descriptions and retention periods and is consistent with applicable laws.
F. Burbank previously adopted Resolution No. 21 -29,270, approving the current RRS.
24-29,509
2 THE COUNCIL OF THE CITY OF BURBANK RESOLVES:
1. Resolution No. 21-29,270 is hereby rescinded.
2. The RRS , attached as Exhibit A and incorporated by this reference, is hereby approved. The City Clerk or their designee is authorized to make any non- substantive changes to finalize and implement the approved RRS.
3. City records shall be retained for the minimum periods listed in the RRS until approved for destruction in accordance with this resolution.
4. City records as set forth in the RRS are hereby authorized to be destroyed in accordance with the provision of the RRS upon the request of the Department Director or designee, and with the consent in writing of the City Attorney and the City Clerk, or their designee.
PASSED and ADOPTED this 9th day of April, 2024.
_s/Nick Schultz______________
Nick Schultz
Mayor
Attest: Approved as to Form:
Office of the City Attorney
_s/Kimberley Clark___________ By: _s/Kane Thuyen___________ Kimberley Clark, City Clerk Kane Thuyen
Senior Assistant City Attorney
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF BURBANK )
I, Kimberley Clark, City Clerk of the City of Burbank, do hereby certify that the foregoing Resolution was duly and regularly passed and adopted by a vote of the Council of the City of Burbank at its regular meeting held on the 9th day of April , 2024, by the following vote:
_s/Kimberley Clark____________
Kimberley Clark, City Clerk
AYES: Anthony, Mullins, Takahashi, Perez, and Schultz.
NOES: None.
ABSENT: None.
HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.
The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive ), all electronic and paper records should be destroyed (or deleted / erased ) after the specified period of time has elapsed and authorization to destroy has been obtained.
Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.
The term “records” shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act.
STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City -wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and t herefore responsible for maintaining the official (original) record for the prescribed length of time.
Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Depart ment. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.
AUTHORIZATION TO DESTROY RECORDS:
Destruction of an official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record.
Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.
On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”
Exhibit A
RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission
OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.
Usually it is the department that originates the record.
Records Description: The record series (a group of like records).
Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained
For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes
Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format ;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes , and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.
Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 1 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent INDEX – RECORDS RETENTION SCHEDULES
FY 23-24 Update
Abbreviations:
CW – City-Wide Standards
BWP – Burbank Water and Power
CA – City Attorney
CC – City Clerk
CD – Community Development (Building, Economic Development, Housing, Planning, Transportation) CM – City Manager
CT – City Treasurer
FD – Fire
FIN – Financial Services
IT – Information Technology
LIB – Library Services
MS – Management Services (Human Resources, Risk Management) PD – Police
PR&CS – Parks, Recreation & Community Services
PW – Public Works
1096 / 1099’s. ................................ ................................ ................................ ................................ ................................ ............... FIN-4 20% Set Aside - Residential Rehabilitation Loans - NO RECAPTURE / RESALE RESTRICTIONS ................................ .............. CD-5 911 Recordings ................................ ................................ ................................ ................................ ................................ ............ PD-20 941 Forms,– Quarterly Payroll Tax Returns / OASDI ................................ ................................ ................................ .................... FIN-5 A
AB 939 Compliance / Solid Waste Tonnage Reports / SB 1383 Compliance (Organic Waste Collection and Recycling) .............PW-10 AB 939 Compliance: State Reports ................................ ................................ ................................ ................................ ............... PW-9 AB 939 Funds & Fees / SB 1383 Compliance (Organic Waste Collection and Recycling) Funds & Fees ................................ ...... PW-8 Abandoned Vehicle Complaint ................................ ................................ ................................ ................................ .................... PD-20 Abandoned Vehicle Reports: Police Reports / Incident Reports: Non-Criminal / Outside Assist ................................ ............... PD-30 Abandonment’s: Private Development Projects / Job Files – Permanent Files ................................ ................................ ............ PW-5 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 2 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Abandonments ................................ ................................ ................................ ................................ ................................ ............ CC-13 Abatement Case Files ................................ ................................ ................................ ................................ ................................ ... CD-3 Absentee Applications, Roster of Absentee Applications, Vote-by-Mail Applications ................................ ................................ .... CC-11 Absentee Identification Envelopes, Vote-by-Mail Identification Envelopes ................................ ................................ ................... CC-11 Accident Investigations - Personnel File - Fire Employees ................................ ................................ ................................ ............ FD-2 Accident Investigations / Post Accident Analysis - Fire ................................ ................................ ................................ ................... FD-3 Accident Reports / Traffic Collisions: Police Reports / Incident Reports ................................ ................................ ....................... PD-31 Accident Reports / Workers Compensation or Disability Claims ................................ ................................ ................................ .. MS-12 Accident Review Committee: Post Accident Analysis / Accident Investigations - Fire................................ ................................ ..... FD-3 Accident Review, Vehicle ................................ ................................ ................................ ................................ .............................. PD-9 Accounting ................................ ................................ ................................ ................................ ................................ ........ FIN-1 – FIN-4 Accounts Payable / Invoices and Backup ................................ ................................ ................................ ................................ ...... FIN-4 Accounts Payable ................................ ................................ ................................ ................................ ................................ ......... FIN-4 Accounts Receivable (BWP): Billing Backup for BWP Projects, Cash Exceptions, Cash Sheets, Create Transfer Records ...... BWP-1 Accounts Receivable Detail / Refund Detail ................................ ................................ ................................ ................................ .. CW-2 Acquisition File (Real Property) ................................ ................................ ................................ ................................ ..................... CD-5 Acquisitions / Transportation Projects ................................ ................................ ................................ ................................ .......... CD-17 Actuarial Reviews / Actuarial Studies (Self-Insured) ................................ ................................ ................................ ..................... MS-11 ADA Records (Americans with Disabilities Act) ................................ ................................ ................................ .............................. MS-1 Address Activity File (Animal Shelter) ................................ ................................ ................................ ................................ .. PR&&CS-5 Address Change Permits ................................ ................................ ................................ ................................ .............................. PW-2 Adjustments to Customer accounts ................................ ................................ ................................ ................................ ............ BWP-5 Administration (Fire) ................................ ................................ ................................ ................................ ............................ FD-1 – FD-4 Administration / Budget / Finance (Police) ................................ ................................ ................................ ........................ PD-9 – PD-11 Administration / Chief of Police ................................ ................................ ................................ ................................ .......... PD-1 – PD-9 Administration / COPS ................................ ................................ ................................ ................................ ................... PD-11 – PD-12 Administration and Capital Projects ................................ ................................ ................................ ................................ ............... PW-1 Administrative Procedure History ................................ ................................ ................................ ................................ ................... CM-1 Administrative: Correspondence – Routine - IF the Content relates in a SUBSTANTIVE way to the conduct of business ............ CW-4 Admonition of Rights ................................ ................................ ................................ ................................ ................................ .... PD-23 Adopted / Final: Budgets ................................ ................................ ................................ ................................ ............................... FIN-2 Adoption Application (Animals) ................................ ................................ ................................ ................................ ........... PR&&CS-6 AED (Automatic External Defibrillators) Inspections ................................ ................................ ................................ ....................... FD-5 Aerial Maps / Photographs – Analog or Digital & Index to Aerials................................ ................................ ................................ .. PW-2 Affidavits of Posting / Affidavits of Publications / Proof of Publications / Public Hearing Notices / Legal Advertising ...................... CC-1 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 3 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Affidavits of Publications / Proof of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting ...................... CC-1 Affirmative Action: EEO-4 Reports and Records Required to Generate EEO-4 Report ................................ ................................ .. MS-1 Affordable Housing Loans - NO RECAPTURE / RESALE RESTRICTIONS ................................ ................................ .................. CD-7 Affordable Housing Projects (NOT HOME FUNDED) ................................ ................................ ................................ .................... CD-5 Agency Formation, Policy, Financing ................................ ................................ ................................ ................................ ............ CD-5 Agenda Packets: Boards, Commissions & Committees – Citizens Advisory Bodies formed by City Council ................................ . CW-1 Agenda Packets: Traffic Commission ................................ ................................ ................................ ................................ ...........PW-15 Agenda Staff Reports – City Council, Successor Agency, RA (Redevelopment Agency), etc. ................................ ........................ CC-1 Agendas, Agenda Packets - Board of Building & Fire Code Appeals ................................ ................................ ............................. CD-1 Agendas: Boards, Commissions & Committees – Citizens Advisory Bodies formed by City Council ................................ ............. CW-1 Agendas: Traffic Commission ................................ ................................ ................................ ................................ ......................PW-15 Agreement for Serving Time in City Jail ................................ ................................ ................................ ................................ ...... PD-23 Agreements & Contracts – All INFRASTRUCTURE, MOUs, Developer Agreements and Environmental Agreements ........... CC-2 Agreements & Contracts – ALL NON-INFRASTRUCTURE) PSAs (Professional Service Agreements), Leases ...................... CC-3 Agreements & Contracts: Administration Records ................................ ................................ ................................ ..................... CW-1 Agreements for Contractors: Class Instructors, Sports Leagues ................................ ................................ ............................. PR&CS-1 Agreements, Price Agreements / Alliance Agreements (Products) ................................ ................................ ................................ FIN-8 Agreements, Volunteer / Burbank Volunteer Program (BVP) / Unpaid Intern ................................ ................................ ......... PR&CS-5 Agreements: Bid Schedules – Public Projects ................................ ................................ ................................ ................................ CC-3 Air Compressors: Pressure Vessel Certifications or Permits ................................ ................................ ................................ ......... PW-6 Air Quality Studies: Regional Organizational Studies & Programs where other Agencies are the Lead ................................ ........ CD-17 Airport Related Files (Including Litigation) – Final Documents Only ................................ ................................ ............................... CA-1 Alarm Billing, Cards, Permits ................................ ................................ ................................ ................................ ........................ PD-17 Alcohol & Drug Test for Council Members ................................ ................................ ................................ ................................ ...... CC-4 Alley Vacations ................................ ................................ ................................ ................................ ................................ ............. CD-6 Alliance Agreements (Products) ................................ ................................ ................................ ................................ ................... FIN-8 ALPR - Automated License Plate Reader Data ................................ ................................ ................................ ........................... PD-18 Alternative Payment Plans, Deferrals, etc. ................................ ................................ ................................ ................................ . BWP-5 Ambulance Inventory Logs ................................ ................................ ................................ ................................ ............................ FD-5 Amendments, General Plan and Elements ................................ ................................ ................................ ................................ ... CD-14 Amendments: Agreements & Contracts – All INFRASTRUCTURE, MOUS, Developer Agreements ................................ .......... CC-2 Amendments: Agreements & Contracts – ALL NON-INFRASTRUCTURE) PSAs (Professional Service Agreements), ............ CC-3 Amendments: Bid Schedules – Public Projects ................................ ................................ ................................ .............................. CC-3 Americans with Disabilities Act (ADA) Records ................................ ................................ ................................ .............................. MS-1 Amicus Briefs ................................ ................................ ................................ ................................ ................................ ................. CA-1 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 4 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Ancillary Documents / Bid Schedules – Other than Capital Improvement Projects ................................ ................................ ........ FIN-7 Animal Adoption Application ................................ ................................ ................................ ................................ ................ PR&&CS-6 Animal Investigations / Problem Files (barking, loose dogs, dangerous dog reports, etc.) ................................ ........................... PD-24 Animal Registration Database ................................ ................................ ................................ ................................ ............. PR&&CS-6 Animal Registration Report ................................ ................................ ................................ ................................ .................. PR&&CS-6 Animal Shelter................................ ................................ ................................ ................................ ............... PR&&CS-5 – PR&&CS-9 Animal Trap Agreements ................................ ................................ ................................ ................................ ..................... PR&&CS-6 Annexations / Boundaries / Consolidations / LAFCO ................................ ................................ ................................ ................... CD-13 Annual Comprehensive Financial Report (ACFR) / Audit Reports ................................ ................................ ................................ FIN-1 Annual Reports: Reports and Studies – Other Than Historically Significant ................................ ................................ ................ CW-12 Annual State or Federal: Reports ................................ ................................ ................................ ................................ .................. FIN-3 Apparatus & Equipment Records & Testing ................................ ................................ ................................ ................................ ... FD-1 Appeals - Payment Delinquency & Impending Discontinuation ................................ ................................ ................................ .. BWP-4 Appeals - Payment Delinquency & Impending Discontinuation ................................ ................................ ................................ .. BWP-4 Applications – Contractors Licensed ................................ ................................ ................................ ................................ .............. CD-3 Applications & Agreements, Volunteer / Burbank Volunteer Program (BVP) / Unpaid Intern ................................ .................. PR&CS-5 Applications & Permits: Industrial Waste ................................ ................................ ................................ ................................ ......PW-17 Applications (Successful): Grants / CDBG / Reimbursable Claims / Subventions – Successful Reports ................................ ..... CW-8 Applications for Loans: Rejected (First Time Home Buyers, Rehabilitation, etc.) ................................ ................................ .......... CD-6 Applications, Boards & Commission – Successful ................................ ................................ ................................ .......................... CC-3 Applications, Boards & Commission – Unsuccessful ................................ ................................ ................................ ...................... CC-3 Applications, Business Tax Revenue ("BT") ................................ ................................ ................................ ................................ .. CD-3 Applications, PASS Subsidy Program (Program, Activity and Services Subsidy) ................................ ................................ ... PR&CS-2 Applications: Grants – Unsuccessful ................................ ................................ ................................ ................................ ........... CW-7 Appraisal Reports NOT purchased ................................ ................................ ................................ ................................ ................. CD-9 Appraisal Reports Purchased Property ................................ ................................ ................................ ................................ ........ CD-10 Appraisal Reports, Real Estate – Property Not Purchased, Loans Not Funded ................................ ................................ .......... CW-10 Appraisal Reports, Real Estate – Purchased Property, Funded Loans ................................ ................................ ...................... CW-11 Appurtenances and Single Family Residential (SFR): Building Plans and Construction Documents – Finalled ............................. CD-2 AQMD Permits (Generators etc.) ................................ ................................ ................................ ................................ .................. PW-5 Armored Manifest Books ................................ ................................ ................................ ................................ ............................. BWP-1 Arrest Files and Detectives Investigation Files ................................ ................................ ................................ ............................. PD-13 Arson – Adults: Registrants ................................ ................................ ................................ ................................ ......................... PD-32 Arson – Juveniles: Registrants ................................ ................................ ................................ ................................ ................... PD-32 Arson: Investigation Reports ................................ ................................ ................................ ................................ .......................... FD-8 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 5 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Articles of Incorporation: Historical Records ................................ ................................ ................................ ................................ . CC-11 Assessment District Ballots and/or Protest Letters – Prop. 2111 Proceedings ................................ ................................ ............. CC-10 Assessment Districts – Financial Documents ................................ ................................ ................................ ................................ FIN-1 Assessment Districts (FORMATION, BOUNDARIES) ................................ ................................ ................................ .................... CD-6 Assessment Districts Administration & Promotion ................................ ................................ ................................ ......................... CD-6 Asset Forfeiture Records ................................ ................................ ................................ ................................ ............................... PD-9 Assisted & Challenged Voters List ................................ ................................ ................................ ................................ ............... CC-10 Associated CEQA Noticing: Planning Project Files – Permanent Entitlements – Approved or Denied ................................ ..... CD-16 Attendance Reports: Boards, Commissions & Committees – Citizens Advisory Bodies formed by City Council ............................ CW-1 Attendance Rosters: Training – All Course Records ................................ ................................ ................................ ................. CW-14 Attendance Rosters: Training – Department Training Records – Course Records - Police ................................ ..................... PD-12 Audio Recordings - Board of Building & Fire Code Appeals ................................ ................................ ................................ ........... CD-1 Audio Recordings of Bid Openings ................................ ................................ ................................ ................................ ................ FIN-7 Audio Recordings of Meetings / Audio Tapes: Boards and Committees ................................ ................................ ........................ CW-1 Audio Recordings or Tapes - (CAD/RMS) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) ............. PD-20 Audio Tapes / Audio Recordings of Meetings: Boards and Committees ................................ ................................ ........................ CW-1 Audit Records: Grants / CDBG / Reimbursable Claims / Subventions – Successful Reports ................................ ...................... CW-8 Audit Reports / Annual Comprehensive Financial Report (ACFR) ................................ ................................ ................................ . FIN-1 Audit Reports: Single Audits / Transportation Audits / PERS Audit................................ ................................ ................................ FIN-1 Audit Work Papers ................................ ................................ ................................ ................................ ................................ ........ FIN-1 Authority to Release Personal Information ................................ ................................ ................................ ................................ ... PD-11 Authorization for Amendments to Retention Schedules ................................ ................................ ................................ ............... CC-13 Authorization to Give Medicine: Registration / Trip Permits / Fee & Charge / Liability Forms / Release of Liability Forms ....... PR&CS-3 Automated License Plate Reader Data (ALPR) ................................ ................................ ................................ ........................... PD-18 Automatic External Defibrillators (AED) Inspections ................................ ................................ ................................ ....................... FD-5 Auxiliary Generator Maintenance ................................ ................................ ................................ ................................ ................... FD-1 Awards of Significant Historical Value: Historical Records ................................ ................................ ................................ ........... CC-11 B
Backflow Testing / Cross Connection Testing ................................ ................................ ................................ .......................... BWP-16 Background Checks (requests for a background check of local records from outside entities) ................................ .................... PD-24 Background File: Background sheets, including LiveScan Response Information ................................ ................................ ........ MS-1 Background Jackets for Employees and Volunteers – Police ................................ ................................ ................................ ......... PD-1 Background Packet - City Employees (Successful) Non-Sworn ................................ ................................ ................................ .... PD-5 Background Packet - City Employees (Unsuccessful) Non-Sworn ................................ ................................ ................................ PD-5 Background Packet - Fire Employees (Successful) ................................ ................................ ................................ ........................ FD-2 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 6 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Background Packet - Fire Employees (Unsuccessful) ................................ ................................ ................................ ................... FD-2 Background Packet - Police Department Employees & Reserves Unsuccessful (not hired) Sworn ................................ ............... PD-6 Backup Documents, Preliminary: Budgets ................................ ................................ ................................ ................................ .... FIN-2 Backups / Computer Backups (ALL Disaster Recovery Computer Backups) ................................ ................................ ........... IT-1 Bacteriological and Organics: Chains of Custody ................................ ................................ ................................ ...................... BWP-16 Bail / Bond Receipt ................................ ................................ ................................ ................................ ................................ ...... PD-24 Bail / Bond Register ................................ ................................ ................................ ................................ ................................ ..... PD-24 Ballots – After Election ................................ ................................ ................................ ................................ ................................ . CC-10 Ballots – After Recount ................................ ................................ ................................ ................................ ................................ CC-10 Ballots – Inspector Receipts ................................ ................................ ................................ ................................ ......................... CC-10 Bank Contracts ................................ ................................ ................................ ................................ ................................ .............. CT-1 Bank Statements – Trust Accounts ................................ ................................ ................................ ................................ ............... FIN-1 Bank Statements ................................ ................................ ................................ ................................ ................................ ............ CT-1 Bankruptcies – BWP Customers ................................ ................................ ................................ ................................ ................. BWP-1 Bankruptcies ................................ ................................ ................................ ................................ ................................ .................. CA-1 Banner Applications Permit ................................ ................................ ................................ ................................ ........................... PW-2 Barking: Investigations / Problem Files ................................ ................................ ................................ ................................ PR&&CS-8 Beneficiary: Payroll Folders ................................ ................................ ................................ ................................ ........................... FIN-6 Benefit Brochures & Forms ................................ ................................ ................................ ................................ ............................ MS-2 Benefit Plan Documents / Summary Plan Descriptions ................................ ................................ ................................ .................. MS-2 Bid Schedules – Public Projects ................................ ................................ ................................ ................................ ..................... CC-3 Bid Schedules / Ancillary Documents – Other than Capital Improvement Projects ................................ ................................ ........ FIN-7 Bids for RFQs, RFPs – Unsuccessful (All) ................................ ................................ ................................ ................................ .. FIN-7 Bids/RFPs: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ .................. BWP-8 Bids/RFPs: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File- Power ................................ ....... BWP-13 Bids/RFPs: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File- Water ................................ ....... BWP-19 Bikeway Plans, Master Plans, Specific Plans ................................ ................................ ................................ ............................... CD-15 Bill Inserts / Marketing ................................ ................................ ................................ ................................ ................................ . BWP-1 Billing - Water ................................ ................................ ................................ ................................ ................................ ............. BWP-4 Billing Backup for BWP Projects, Cash Exceptions, Cash Sheets, Create Transfer Records (BWP) ................................ ........... BWP-1 Billing for Filming / Standby Report ................................ ................................ ................................ ................................ ................ FD-7 Billing: Appeals - Payment Delinquency & Impending Discontinuation ................................ ................................ ...................... BWP-4 Billing: COBRA and Retiree Medical ................................ ................................ ................................ ................................ .............. MS-2 Binders of Historic Actions / Project Log Index / Spreadsheet ................................ ................................ ................................ ...... CD-16 Bite Reports / Rabies Control Records ................................ ................................ ................................ ................................ . PR&&CS-7 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 7 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent BL - Business License Regulatory Permits / Tobacco Dealers, etc ................................ ................................ ................................ CD-2 Bleachers: Inspection Reports ................................ ................................ ................................ ................................ ................ PR&CS-1 Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes ................................ .......................... IT-1 Board of Building & Fire Code Appeals ................................ ................................ ................................ ................................ .......... CD-1 Boards & Commission Applications – Successful ................................ ................................ ................................ ........................... CC-3 Boards & Commission Applications – Unsuccessful ................................ ................................ ................................ ....................... CC-3 Boards & Commission: History Book, Roster & Maddy Act List ................................ ................................ ................................ ...... CC-4 Boards and Committees: Audio Recordings of Meetings / Audio Tapes ................................ ................................ ..................... CW-1 Boards, Commissions & Committees – Citizens Advisory Bodies formed by City Council – Agendas, Agenda Packets ............. CW-1 Boards, Commissions & Committees – Citizens Advisory Bodies formed by City Council – Attendance Reports ....................... CW-1 Boards, Commissions & Committees – Citizens Advisory Bodies formed by City Council – Minutes & Bylaws ........................... CW-1 Boards, Commissions & Committees – City Council Ad Hoc Committees ................................ ................................ ................. CW-2 Boards, Commissions & Committees – External Organizations ................................ ................................ ................................ .. CW-2 Body-Worn Camera Recordings ................................ ................................ ................................ ................................ ........ PD-3 – PD-4 Bond Receipt / Bail ................................ ................................ ................................ ................................ ................................ ...... PD-24 Bond Register / Bail ................................ ................................ ................................ ................................ ................................ ..... PD-24 Bonds, Public Employee Fidelity Bonds: Dishonesty, etc ................................ ................................ ................................ ............. CC-12 Bonds, RFQ, Quotation Request, Successful Bid, Contract ................................ ................................ ................................ .......... FIN-8 Bonds: Debt Official Statements / Certificates of Participations (COPs) Includes Trustee Statements & Arbitrage ...................... CD-6 Bonds: Debt Official Statements / Certificates of Participations (COPs) – Both City and RDA ................................ ....................... FIN-1 Bonds: RFP – If Purchasing is the Lead ................................ ................................ ................................ ................................ ..... FIN-8 Boundaries / Consolidations / LAFCO / Annexations ................................ ................................ ................................ ................... CD-13 BPD Bulletin / Bulletins ................................ ................................ ................................ ................................ ................................ .. PD-1 Breathing Apparatus Fit Tests: Medical Files: Personnel Files – All Employees ................................ ................................ ............. MS-6 Breathing Apparatus Inspection Record / Self-Contained Breathing Apparatus (SCBA) ................................ ............................... PW-16 Brochures: Reference Materials – Produced by Other Departments ................................ ................................ ......................... CW-11 Brochures: Reference Materials – Produced by Outside Organizations................................ ................................ .................... CW-11 Brochures: Reference Materials – Produced by Your Department................................ ................................ ............................. CW-11 BT - Business Tax Revenue Applications ................................ ................................ ................................ ................................ ..... CD-3 Budget Adjustments / Journal Entries / Journal Vouchers ................................ ................................ ................................ ............. FIN-3 Budget Files – By Department ................................ ................................ ................................ ................................ ...................... FIN-2 Budgets: Adopted / Final ................................ ................................ ................................ ................................ ............................... FIN-2 Budgets: Preliminary, Backup Documents ................................ ................................ ................................ ................................ .... FIN-2 Building & Safety ................................ ................................ ................................ ................................ ................................ CD-1 – CD-4 Building Codes / Uniform Building Codes (CBC, UBC, UPC, UEC, etc.) ................................ ................................ ....................... CD-3 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 8 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Building Maintenance ................................ ................................ ................................ ................................ ........................ PW-5 – PW-8 Building Permit – Application Has Expired ................................ ................................ ................................ ................................ .. CD-1 Building Permit Database ................................ ................................ ................................ ................................ ............................... CD-1 Building Permits – All Issued ................................ ................................ ................................ ................................ .......................... CD-1 Building Plans and Construction Documents – Finalled – Industrial, Commercial, Multi-Family Dwellings .............................. CD-2 Building Plans and Construction Documents – Finalled – Places of Public Accommodation, Tenant Improvements .............. CD-2 Building Plans and Construction Documents – Finalled – Single Family Residential (SFR) and Appurtenances ...................... CD-2 Bulletins / BPD Bulletin ................................ ................................ ................................ ................................ ................................ .. PD-1 Burbank Operable Project / Superfund Project (Water Quality, etc.) ................................ ................................ ......................... BWP-20 Burbank Volunteer Program (BVP) / Unpaid Intern Applications & Agreements ................................ ................................ ..... PR&CS-5 Business Improvement Districts (FORMATION, BOUNDARIES) ................................ ................................ ................................ ... CD-6 Business Improvement Districts / Community Facilities Districts - Management & Administration ................................ ................. CD-6 Business Improvement Districts / Tax Assessment Districts Administration & Promotion ................................ .............................. CD-6 Business Inspection Files / Citations / Notice of Violations / Fire Inspections ................................ ................................ ................. FD-8 Business License Permits Database ................................ ................................ ................................ ................................ ............. CD-2 Business License Regulatory Permits / Tobacco Dealers, etc. ("BL") ................................ ................................ ............................ CD-2 Business Permits (Regulatory) - BUSINESS OWNER: Massage, Second Hand, etc. ................................ ................................ .. PD-1 Business Permits (Regulatory) - Record Check of Applicant Denial Letter ................................ ................................ .................... PD-1 Business Permits (Regulatory) - TECHNICIAN / EMPLOYEES; Massage Technician, etc. ................................ .......................... PD-1 Business Tax & Business License Permits Database ................................ ................................ ................................ .................... CD-2 Business Tax Revenue Applications ("BT") ................................ ................................ ................................ ................................ .. CD-3 BWP – Miscellaneous Cash Transactions ................................ ................................ ................................ ................................ ..... FIN-9 Bylaws - Board of Building & Fire Code Appeals ................................ ................................ ................................ ............................ CD-1 Bylaws & Minutes: Boards, Commissions & Committees – Citizens Advisory Bodies formed by City Council ............................... CW-1 Bylaws: Traffic Commission ................................ ................................ ................................ ................................ .........................PW-15 C
CAD / Dispatch ................................ ................................ ................................ ................................ ................................ ............ PD-20 Cadet: Programs and Projects ................................ ................................ ................................ ................................ ....................... FD-3 Calendars: Correspondence - Transitory / Preliminary Drafts ................................ ................................ .........................CW-5 – CW6 California Building Codes / Uniform Building Codes (CBC, UBC, UPC, UEC, etc.) ................................ ................................ ....... CD-3 California Civil Rights Department (CRD)Harassment Claims ................................ ................................ ................................ ........ MS-5 California Energy Commission (CEC) Licenses and Regulatory Correspondence ................................ ................................ .... BWP-10 California Energy Commission (CEC) Reports ................................ ................................ ................................ .......................... BWP-10 CalPERS: Benefit Plan Documents / Summary Plan Descriptions ................................ ................................ ................................ . MS-2 Campaign Disclosure (FPPC 400 Series Forms) & Nomination Papers: Candidate File – Unsuccessful Candidates .................. CC-8 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 9 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Campaign Disclosure Statements (FPPC 400 Series Forms, 501 Form): Unsuccessful, ELECTRONICALLY FILED ................ CC-9 Campaign Disclosure Statements (FPPC 400 Series Forms) – Other Committees ................................ ................................ ...... CC-9 Campaign Disclosure Statements (FPPC 400 Series Forms) – Those Not Required to File Original With City Clerk ............... CC-9 Camps: Registration / Trip Permits / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions .................... PR&CS-3 Cancelled – Payroll Checks / Warrants ................................ ................................ ................................ ................................ ......... FIN-5 Candidate File: Campaign Disclosure (FPPC 400 Series Forms) & Nomination Papers: Successful Candidates ........................ CC-7 Candidate File: Campaign Disclosure (FPPC 400 Series Forms) & Nomination Papers – Unsuccessful Candidates.................. CC-8 Candidate Statements to be printed in the Sample Ballot, etc: Elections – General, Working or Administration Files ............. CC-10 Canine (Police Dogs) Program Files: Animal Files (Training, etc.) ................................ ................................ .............................. PD-12 Canine (Police Dogs) Team Evaluations ................................ ................................ ................................ ................................ ....... PD-1 Cannabis: Citations - Adults ................................ ................................ ................................ ................................ ......................... PD-25 Cannabis: Citations - Juveniles ................................ ................................ ................................ ................................ ................... PD-25 Capital Crimes: Investigation Reports ................................ ................................ ................................ ................................ ............ FD-8 Capital Crimes: Police Reports / Incident Reports ................................ ................................ ................................ ........................ PD-29 Capital Improvement Project Files (CIP) / Jobs / Project Files - BWP ................................ ................................ .......... BWP-7 & BWP-8 Capital Improvement Project Files (CIP) / Jobs / Project Files – Administration File - Power ................................ .................. BWP-13 Capital Improvement Project Files (CIP) / Jobs / Project Files – Permanent File - Power ................................ ........................ BWP-13 Capital Improvement Project Files (CIP) / Jobs / Project Files – Administration File - Water ................................ .................. BWP-19 Capital Improvement Project Files (CIP) / Jobs / Project Files – Permanent File - Water ................................ ......................... BWP-19 Capital Improvement Projects (CIP) / Job File – Administration File ................................ ................................ ........................... PW-1 Capital Improvement Projects (CIP) / Job File – Permanent File................................ ................................ ................................ .. PW-1 Capital Projects ................................ ................................ ................................ ................................ ................................ ............. PW-1 Carry Concealed Weapon Permits (CCW) – Approved ................................ ................................ ................................ ................. PD-1 Carry Concealed Weapon Permits (CCW) – Denied................................ ................................ ................................ ...................... PD-1 Case Screening Checklist ................................ ................................ ................................ ................................ ............................ PD-13 Cash Exceptions, Cash Sheets, Create Transfer Records (BWP) ................................ ................................ ............................... BWP-1 Cash Receipts / Backup / Cash Summaries / Accounts Receivable Detail / Refund Detail ................................ ............................ CW-2 Cash Receipts Detail / Treasurer's Receipts ("TRs") / City Treasurer Deposit Reports / Deposit Cash Receipts........................... CW-2 Cash Sheets, Create Transfer Records (BWP) ................................ ................................ ................................ ........................... BWP-1 Cash Summaries / Accounts Receivable Detail / Refund Detail ................................ ................................ ................................ .... CW-2 Cashed – Payroll Checks / Warrants ................................ ................................ ................................ ................................ ............. FIN-5 CBC - California Building Codes / Uniform Building Codes ................................ ................................ ................................ ........... CD-3 CCW (Carry Concealed Weapons Permits) – Approved ................................ ................................ ................................ ............... PD-1 CCW (Carry Concealed Weapons Permits) – Denied ................................ ................................ ................................ .................... PD-1 CDBG / Reimbursable Claims / Subventions / Grants – Successful Reports ................................ ................................ .............. CW-8 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 10 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent CDBG Affordable Housing Loans - NO RECAPTURE / RESALE RESTRICTIONS ................................ ................................ ...... CD-7 CDBG Environmental Project Review Records (Where Redevelopment is the Lead Department) ................................ ................ CD-7 CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes ................................ ............... IT-1 CDs / Securities: Investments ................................ ................................ ................................ ................................ ........................ CT-2 CEC (California Energy Commission) Licenses and Regulatory Correspondence ................................ ................................ .... BWP-10 CEC (California Energy Commission) Reports ................................ ................................ ................................ .......................... BWP-10 CED: Regulatory Filings ................................ ................................ ................................ ................................ ............................ BWP-13 Cell Check Log................................ ................................ ................................ ................................ ................................ ............. PD-21 Cell Phone Bills (Detailed Backup) ................................ ................................ ................................ ................................ .............. PD-10 Cell Phone Bills (Detailed Backup) ................................ ................................ ................................ ................................ ................ CW-2 Census, Demographics ................................ ................................ ................................ ................................ ................................ CD-13 Central Subject Files ................................ ................................ ................................ ................................ ................................ ..... FIN-2 CEQA project Correspondence & staff notes ................................ ................................ ................................ .............................. CD-14 Certificate of Life ................................ ................................ ................................ ................................ ................................ ............ PD-2 Certificates / Recognitions / Proclamations / Commendations (includes requests) ................................ ................................ ......... CM-1 Certificates of Insurance ................................ ................................ ................................ ................................ ............................... FIN-7 Certificates of Insurance: Permits / Facility Use Permits & Equipment Applications, Books, ABC Applications ....................... PR&CS-2 Certificates of Participations (COPs) Includes Trustee Statements & Arbitrage ................................ ................................ ............ CD-6 Certificates of Participations (COPs) / Debt Official Statements: Bonds – Both City and RDA ................................ ....................... FIN-1 Certificates of Records Destruction / Records Destruction Lists ................................ ................................ ................................ ... CC-13 Certifications & Licenses: Personnel File – EMT Personnel ................................ ................................ ................................ .......... FD-7 Certified Payrolls: Job Files / Capital Improvement Projects (CIP) – Administration File ................................ ............................ PW-1 Certified Payrolls: Project Files / Capital Improvement Project Files (CIP) / Jobs – Administration File - Power ..................... BWP-13 Certified Payrolls: Project Files / Capital Improvement Project Files (CIP) / Jobs – Administration File - Water ...................... BWP-19 Chains of Custody: Bacteriological and Organics ................................ ................................ ................................ .................. BWP-16 Chains of Custody: Chemical (Includes Chlorine Residuals) ................................ ................................ ................................ .... BWP-16 Chains of Custody: Lead & Copper ................................ ................................ ................................ ................................ .......... BWP-16 Challenged & Assisted Voters List ................................ ................................ ................................ ................................ ............... CC-10 Change Orders: Bid Schedules – Public Projects ................................ ................................ ................................ ........................... CC-3 Change Orders: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ ................................ ...... PW-1 Change Orders: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ ........... BWP-8 Change Orders: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power .............................. BWP-13 Change Orders: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ............................... BWP-19 Charter & Amendments ................................ ................................ ................................ ................................ ................................ .. CC-4 Chats, Notes and Recordings, Staff Videoconference Chats, Notes ................................ ................................ .................CW-5 – CW6 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 11 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Check Out Worksheets ................................ ................................ ................................ ................................ ............................. BWP-12 Check Out Worksheets: Power Trading / Power Scheduling ................................ ................................ ................................ ..... PWP-12 Check Payment Copies / Electronic Payment Copies ................................ ................................ ................................ .................. FIN-4 Check Payment Refund Request / Oracle Transaction Report / Payment Receipt Books ................................ ........................... PD-18 Checklists: Correspondence - Transitory / Preliminary Drafts ................................ ................................ .........................CW-5 – CW6 Checks deposited to Bank – BWP (City scans them for the Bank, rather than physically taking them to the bank ...................... BWP-1 Checks deposited to Bank (City scans them for the Bank, rather than physically taking the checks to the bank to deposit them) .. CT-1 Chemical (Includes Chlorine Residuals): Chains of Custody ................................ ................................ ................................ ..... BWP-16 Chemical Test Advisement................................ ................................ ................................ ................................ ........................... PD-24 Chemical Use Report Form / Material Data Safety Sheet (MSDS) ................................ ................................ ................................ CW-9 Child Abuse or Neglect Investigation Reports: Police Reports / Incident Reports – Unsubstantiated or Inconclusive .............. PD-29 Childhood sexual assault - POLICE REPORTS / INCIDENT REPORTS: Sealed Cases ................................ .............................. PD-31 CHP Bookings ................................ ................................ ................................ ................................ ................................ ............. PD-25 Christmas Tree Lots: Planning Project Files – Temporary Entitlements ................................ ................................ ................... CD-16 Chronological: Correspondence – Routine - IF the Content relates in a SUBSTANTIVE way to the conduct of business ............ CW-4 CIP (Capital Improvement Project) Files / Jobs / Project Files – Permanent File - Power ................................ ........................ BWP-13 CIP (Capital Improvement Project) Files / Jobs / Project Files – Permanent File - Water ................................ ......................... BWP-19 CIP (Capital Improvement Projects) / Job File – Administration File ................................ ................................ ........................... PW-1 CIP (Capital Improvement Projects) / Job File – Permanent File................................ ................................ ................................ .. PW-1 CIP (Capital Improvement Projects) built by Redevelopment Agency, if any ................................ ................................ ............... CD-10 CIP (Capital Improvement Projects-Environmental Documents - Redevelopment Projects & Project Areas ................................ . CD-10 CIP Files (Capital Improvement Project) / Jobs / Project Files / – Administration File - Power ................................ ................ BWP-13 CIP Files (Capital Improvement Project) / Jobs / Project Files / – Administration File - Water ................................ ................ BWP-19 CIP Files (Capital Improvement Project)) / Jobs / Project Files - BWP ................................ ................................ ......... BWP-7 & BWP-8 Circular & Strip Charts / Sampling ................................ ................................ ................................ ................................ ............. BWP-14 CIS-Banner with Hard Copy Drawings / Service Confirmations: Electric Service Orders ................................ ........................ BWP-6 Citation Books Issued / Citation Log Books (#s / ranges): Parking, Traffic ................................ ................................ ................... PD-24 Citation Books, Jail ................................ ................................ ................................ ................................ ................................ ..... PD-22 Citation Correction Letters - Moving Violations ................................ ................................ ................................ ............................ PD-18 Citation Correction Letters ................................ ................................ ................................ ................................ ........................... PD-18 Citation Dismissal ................................ ................................ ................................ ................................ ................................ ....... PD-18 Citation Log Books (#s / ranges) / Citation Books Issued: Parking, Traffic ................................ ................................ ................... PD-24 Citation Management Monthly Invoice (the Vendor generates this) ................................ ................................ ............................. PD-24 Citation Protest Files ................................ ................................ ................................ ................................ ................................ ... PD-18 Citations - Parking, Traffic Juvenile other than marijuana citations ................................ ................................ ............................... PD-18 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 12 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Citations / Criminal Complaints ................................ ................................ ................................ ................................ ...................... CA-1 Citations / Notice of Violations / Fire Inspections / Business Inspection Files ................................ ................................ ................. FD-8 Citations: Juvenile Marijuana / Cannabis ................................ ................................ ................................ ................................ .... PD-25 Citations: Misdemeanor – Adult Marijuana / Cannabis ................................ ................................ ................................ ................ PD-25 Citizen's Complaint of Traffic Conditions (results in Radar Trailer Surveys) ................................ ................................ ................ PD-19 City Attorney: Economic Interest Filings (FPPC 700 Series) – Public Officials-Elected ................................ .............................. CC-5 City Built Projects: Engineering Studies / Surveys ................................ ................................ ................................ ......................... PW-2 City Council Ad Hoc Committees: Boards, Commissions & Committees ................................ ................................ ....................... CW-2 City Council Members: Economic Interest Filings (FPPC 700 Series Forms) – Public Officials Elected ................................ .... CC-5 City Council Video Recordings ................................ ................................ ................................ ................................ .................... CC-13 City Council ................................ ................................ ................................ ................................ ................................ .................... CM-1 City Council: Agenda Staff Reports ................................ ................................ ................................ ................................ ............... CC-1 City Council: Agendas ................................ ................................ ................................ ................................ ................................ ... CC-1 City Council: Minutes ................................ ................................ ................................ ................................ ................................ ... CC-12 City Council: Resolutions ................................ ................................ ................................ ................................ ............................. CC-13 City Issued Surveys / Questionnaires ................................ ................................ ................................ ................................ .......... CW-13 City Manager ................................ ................................ ................................ ................................ ................................ ................. CM-1 City Manager: Economic Interest Filings (FPPC 700 Series Forms) – Public Officials-Elected ................................ .................. CC-5 City of Burbank Internal Service Request ................................ ................................ ................................ ................................ .... PD-19 City Property Damage Report Billings / Restitution: Cost Estimates for Damage to City Property ................................ ................. PW-6 City Property Damage Report Billings / Restitution: Cost Estimates for Damage to City Property ................................ ................PW-13 City Property Damage Report Billings / Restitution: Cost Estimates for Damage to City Property ................................ ................PW-14 City Property Issued ................................ ................................ ................................ ................................ ................................ ..... PD-11 City Seal: Historical Records ................................ ................................ ................................ ................................ ........................ CC-11 City Survey Books / Field Notebooks ................................ ................................ ................................ ................................ ............ PW-4 City Treasurer Deposit Reports / Deposit Cash Receipts / Backup / Cash Summaries / Accounts Receivable Detail / Refund ..... CW-2 City Treasurer: Economic Interest Filings (FPPC 700 Series Forms) – Public Officials-Elected ................................ ................. CC-5 Civil Service Board: Appeals ................................ ................................ ................................ ................................ ......................... MS-2 Claim Forms (Claims Against the City) ................................ ................................ ................................ ................................ ........... CC-4 Claims ................................ ................................ ................................ ................................ ................................ ......................... MS-11 Claims (Copies) ................................ ................................ ................................ ................................ ................................ ............ CW-2 Claims Against the City (Forwarded to Risk Management) ................................ ................................ ................................ ............ CC-4 Claims and Potential Litigation ................................ ................................ ................................ ................................ ....................... CA-2 Claims Database ................................ ................................ ................................ ................................ ................................ ......... MS-11 Class Instructors: Agreements for Contractors ................................ ................................ ................................ ........................ PR&CS-1 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 13 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Classification / Reorganization Studies – For Employee Classifications and Department Structures ................................ .............. MS-2 Classification Files / Specifications / Job Specifications ................................ ................................ ................................ ................. MS-3 Clearance Letter ................................ ................................ ................................ ................................ ................................ .......... PD-25 Closed Session Notes ................................ ................................ ................................ ................................ ................................ ... CA-1 CMMS Database (Computerized Maintenance Management System) – Job Orders ................................ ................................ BWP-18 CMMS Database (Computerized Maintenance Management System) Database ................................ ................................ ....... BWP-7 CMMS Database (Computerized Maintenance Management System) ................................ ................................ ........................PW-11 COBRA and Retiree Medical: Billing ................................ ................................ ................................ ................................ .............. MS-2 Code Enforcement / Abatement Case Files ................................ ................................ ................................ ................................ .. CD-3 Code Enforcement Files (City Attorney copies) ................................ ................................ ................................ .............................. CA-1 Code Violations / Code Enforcement / Abatement Case Files ................................ ................................ ................................ ....... CD-3 Collection Agency Assignments (and associated disputes) / Collections / Master Collection List / Write Offs ............................. BWP-2 Collection Agency Assignments ................................ ................................ ................................ ................................ .................... FIN-9 Collections / Master Collection List / Write Offs / Collection Agency Assignments (and associated disputes) ............................. BWP-2 Commendations / Certificates / Recognitions / Proclamations (includes requests) ................................ ................................ ......... CM-1 Commendations: Personnel File – EMT Personnel ................................ ................................ ................................ ....................... FD-7 Commercial / Residential Applications ................................ ................................ ................................ ................................ ........ BWP-4 Commercial Structural Plans: Building Plans and Construction Documents – Finalled ................................ ................................ .. CD-2 Commercial, Multi-Family Dwellings, Industrial – Building Plans and Construction Documents – Finalled ................................ .... CD-2 Commission & Boards: History Book, Roster & Maddy Act List ................................ ................................ ................................ ...... CC-4 Commission Applications – Successful ................................ ................................ ................................ ................................ .......... CC-3 Commission Applications – Unsuccessful ................................ ................................ ................................ ................................ ...... CC-3 Commissions, Committees & Boards – Citizens Advisory Bodies formed by City Council – Agendas, Agenda Packets ............. CW-1 Commissions, Committees & Boards – Citizens Advisory Bodies formed by City Council – Attendance Reports ....................... CW-1 Commissions, Committees & Boards – Citizens Advisory Bodies formed by City Council – Minutes & Bylaws ........................... CW-1 Commissions, Committees & Boards – City Council Ad Hoc Committees ................................ ................................ ................. CW-2 Commissions, Committees & Boards – External Organizations ................................ ................................ ................................ .. CW-2 Committees and Boards: Audio Recordings of Meetings / Audio Tapes ................................ ................................ ..................... CW-1 Committees Internal – Attended by Employees – All Records ................................ ................................ ................................ ... CW-3 Committees, Boards & Commissions – Citizens Advisory Bodies formed by Council – Agendas, Agenda Packets .................... CW-1 Committees, Boards & Commissions – Citizens Advisory Bodies formed by Council – Attendance Reports .............................. CW-1 Committees, Boards & Commissions – Citizens Advisory Bodies formed by City Council – Minutes & Bylaws ........................... CW-1 Committees, Boards & Commissions – City Council Ad Hoc Committees ................................ ................................ ................. CW-2 Committees, Boards & Commissions – External Organizations ................................ ................................ ................................ .. CW-2 Communications / CAD / Dispatch ................................ ................................ ................................ ................................ ............... PD-20 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 14 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Communications / Leases / Fiber Optics: Systems Support ................................ ................................ ................................ ...... BWP-15 Communications: FCC ................................ ................................ ................................ ................................ .............................. BWP-15 Communications: Frequency Coordination Files ................................ ................................ ................................ ....................... BWP-15 Communications: Priority Correspondence ................................ ................................ ................................ ............................... BWP-15 Communications: Subject and Correspondence Files ................................ ................................ ................................ ............... BWP-15 Community Facilities Districts - Management & Administration ................................ ................................ ................................ ..... CD-6 Community Facilities Districts ................................ ................................ ................................ ................................ ....................... CD-7 Community Facilities Districts (FORMATION, BOUNDARIES) ................................ ................................ ................................ ....... CD-6 Compensation Surveys & Studies ................................ ................................ ................................ ................................ .................. MS-3 Complaint of Traffic Conditions (results in Radar Trailer Surveys) ................................ ................................ ............................... PD-19 Complaint Tags / Service Tags ................................ ................................ ................................ ................................ ................... BWP-2 Complaints – Regarding Animals ................................ ................................ ................................ ................................ ......... PR&&CS-7 Complaints (Work Completed in the Field) – Crewmembers Findings with Signatures or Initials: Electric Service Orders ........... BWP-6 Complaints / Concerns from Citizens (operational) ................................ ................................ ................................ ....................... CW-3 Complaints / Concerns from Citizens Computer Tracking Software ................................ ................................ .............................. CW-3 Complaints by members of the public WITH sustained finding of misconduct including all supporting documentation .............. PD-3 Complaints by members of the public WITHOUT sustained finding of misconduct including all supporting documentation ....... PD-3 Complaints: Odor / Taste / Visual Complaints about Potable Water ................................ ................................ .......................... BWP-16 Complaints: Personnel File – EMT Personnel ................................ ................................ ................................ ............................... FD-7 Complaints: Unauthorized Discharges / Violations / Spills ................................ ................................ ................................ ............PW-16 Compliance Inspection Reports: NPDES Monitoring Reports NO Violations ................................ ................................ ................PW-16 Compliance Inspection Reports: NPDES Monitoring Reports WITH Violations ................................ ................................ ............PW-16 Compliance Monitoring for Affordable Housing Developers ................................ ................................ ................................ ........... CD-8 Compliance, AB 939 Funds & Fees / SB 1383 Compliance (Organic Waste Collection and Recycling) ................................ .......PW-10 Computerized Maintenance Management System (CMMS) Database – Job Orders ................................ ................................ BWP-18 Computerized Maintenance Management System (CMMS) Database ................................ ................................ ....................... BWP-7 Computerized Maintenance Management System ................................ ................................ ................................ .......................PW-11 Concerns / Complaints from Citizens (operational) ................................ ................................ ................................ ....................... CW-3 Concerns / Complaints from Citizens Computer Tracking Software ................................ ................................ .............................. CW-3 Concurrence Letters - Supporting Concurrence Letter that are a Condition of City’s FCC License................................ ............ BWP-15 Conditions of Approval: Planning Project Files – Permanent Entitlements – Approved or Denied ................................ ........... CD-16 Conditions: Private Development Projects / Job Files – Permanent Files ................................ ................................ .................... PW-5 Confidential: Senior Food / Lunch Program Registrations ................................ ................................ ................................ ....... PR&CS-4 Confined Space Entries & Logs ................................ ................................ ................................ ................................ ...................PW-16 Confirmation of Phone Number Letter ................................ ................................ ................................ ................................ .......... PD-13 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 15 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Confirmations, Invoices: Power Trading / Power Scheduling ................................ ................................ ................................ ..... BWP-12 Congestion Management Plan ................................ ................................ ................................ ................................ ..................... CD-17 Connects & Disconnects – Electric and Water (Entered into Database): Service Requests ................................ ........................ BWP-4 Conservation Records ................................ ................................ ................................ ................................ ................................ . BWP-2 Consolidations / LAFCO / Annexations / Boundaries ................................ ................................ ................................ ................... CD-13 Construction / Excavation Permit Application ................................ ................................ ................................ ................................ PW-2 Construction Documents and Building Plans – Finalled – Industrial, Commercial, Multi-Family Dwellings .............................. CD-2 Construction Documents and Building Plans – Finalled – Places of Public Accommodation, Tenant Improvements .............. CD-2 Construction Documents and Building Plans – Finalled – Single Family Residential (SFR) and Appurtenances ...................... CD-2 Construction Inspections: Private Development Projects / Job Files – Administration File................................ .......................... PW-4 Construction Management Lots: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power ..... BWP-13 Construction Management Lots: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ...... BWP-19 Construction Manager’s Logs: Job Files / Capital Improvement Projects (CIP) – Administration File ................................ ......... PW-1 Construction Notices / Inspection Notices ................................ ................................ ................................ ................................ ..... CD-3 Consumer Confidence Reports / Water Quality Reports ................................ ................................ ................................ ........... BWP-21 Consumer Deposits ................................ ................................ ................................ ................................ ................................ ...... FIN-2 Contract, Bonds, RFQ, Quotation Request, Successful Bid ................................ ................................ ................................ .......... FIN-8 Contract: RFP – If Purchasing is the Lead ................................ ................................ ................................ ................................ . FIN-8 Contractors Licensed – Applications ................................ ................................ ................................ ................................ .............. CD-3 Contracts & Agreements – All INFRASTRUCTURE, MOUS, Developer Agreements and Environmental Agreements ........... CC-2 Contracts & Agreements – ALL NON-INFRASTRUCTURE) PSAs (Professional Service Agreements), Leases ...................... CC-3 Contracts & Agreements: Administration Records ................................ ................................ ................................ ..................... CW-1 Controlled Substance Inventory Records ................................ ................................ ................................ ............................. PR&&CS-7 Controlled Substance Logs, Inventories / Ambulance Inventory Logs ................................ ................................ ........................... FD-5 Copies of Deeds: Private Development Projects / Job Files – Permanent Files ................................ ................................ ........... PW-5 Copies or Duplicates of Any Record (Copies) ................................ ................................ ................................ ............................... CW-3 Copper & Lead: Chains of Custody ................................ ................................ ................................ ................................ ........... BWP-16 COPs (Certificates of Participations) / Debt Official Statements: Bonds – Both City and RDA ................................ ....................... FIN-1 COPS / Administration ................................ ................................ ................................ ................................ ................... PD-11 – PD-12 Correspondence – Routine - IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business ................. CW-4 Correspondence - Transitory / Preliminary Drafts ................................ ................................ ................................ ...........CW-5 – CW6 Correspondence & staff notes, that provide insight into the project or the agency’s CEQA compliance with respect to project .... CD-14 Correspondence of Compliance & Regulatory Agency Permits ................................ ................................ ................................ ....PW-10 Correspondence of Compliance & Regulatory Agency Permits ................................ ................................ ................................ ..... PW-3 Correspondence with Regulatory Agencies ................................ ................................ ................................ ............................... BWP-10 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 16 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Correspondence with Vendor: Agreements & Contracts: Professional Service Agreements / Administration .......................... CW-1 Correspondence: Elections – General, Working or Administration Files ................................ ................................ .................. CC-10 Correspondence: Grants / CDBG / Reimbursable Claims / Subventions – Successful Reports ................................ .................. CW-8 Correspondence: Labor Relations Files / Employee Negotiations ................................ ................................ ................................ .. MS-5 Correspondence: Police Commission ................................ ................................ ................................ ................................ ............ PD-6 Cost Estimates for Damage to City Property: Restitution / City Property Damage Report Billings ................................ ................. PW-6 Cost Estimates for Damage to City Property: Restitution / City Property Damage Report Billings ................................ ................PW-13 Cost Estimates for Damage to City Property: Restitution / City Property Damage Report Billings ................................ ................PW-14 Counsel Bills ................................ ................................ ................................ ................................ ................................ .................. CA-1 County Election Services: Elections – General, Working or Administration Files ................................ ................................ .... CC-10 Course Evaluations ................................ ................................ ................................ ................................ ................................ ...... PD-11 Course Records – Department Training Records: Training - Police ................................ ................................ ............................. PD-12 Court Ordered Booking ................................ ................................ ................................ ................................ ................................ PD-25 Covenants ................................ ................................ ................................ ................................ ................................ ................... CC-13 COVID-19 Notifications to Employees ................................ ................................ ................................ ................................ ........... MS-3 CPR Program: Programs and Projects ................................ ................................ ................................ ................................ ........... FD-3 CPRs / Request for Warrant ................................ ................................ ................................ ................................ .......................... FIN-4 CRD - California Civil Rights Department Department of Fair Employment & Housing (DFEH or EEOC) Claims ......................... MS-5 Credit Card Receipts ................................ ................................ ................................ ................................ ................................ ... BWP-2 Crime Report Photographs / Negatives ................................ ................................ ................................ ................................ ........ PD-15 Crime Report Photos, Mug Shots ................................ ................................ ................................ ................................ ................. PD-13 Crime Statistics / National Incident-Based Reporting System (NIBRS) / Uniform Crime Reports (UCR): Summaries (BCS) ........ PD-25 Criminal Complaints / Citations ................................ ................................ ................................ ................................ ...................... CA-1 Cross Connection Testing/ Backflow Testing ................................ ................................ ................................ ........................... BWP-16 Customer Account Adjustment Backup ................................ ................................ ................................ ................................ ....... BWP-2 Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints about Potable Water ................................ ....... BWP-16 Customer Information System Database: Electric Service Orders: ................................ ................................ ............................. BWP-6 Customer Receipts: Payment Stubs and Receipts ................................ ................................ ................................ ...................... BWP-2 Customer Service / Marketing ................................ ................................ ................................ ................................ ...... BWP-1 – BWP-5 Customer Service Database ................................ ................................ ................................ ................................ ....................... BWP-3 D
Daily Batch Work Files ................................ ................................ ................................ ................................ ................................ ... CT-1 Daily Cash Balance ................................ ................................ ................................ ................................ ................................ ........ CT-1 Daily Dispatch Log (Animal Shelter) ................................ ................................ ................................ ................................ ..... PR&&CS-7 Daily Equipment Checks / Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections ................................ .......... CW-10 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 17 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Daily Equipment Checks / Vehicle Safety Checks / Daily Vehicle Inspections ................................ ................................ ................ FD-9 Daily Inspection Diary: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power .................... BWP-13 Daily Inspection Diary: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ..................... BWP-19 Daily Inspections: Job Files / Capital Improvement Projects (CIP) – Administration File ................................ ............................ PW-1 Daily Investment Activity ................................ ................................ ................................ ................................ ................................ CT-1 Daily Jail Record ................................ ................................ ................................ ................................ ................................ .......... PD-22 Daily Service Unit Counts ................................ ................................ ................................ ................................ ....................... PR&CS-1 Daily Vehicle Inspections / Daily Equipment Checks / Pre-Trip Inspections / Vehicle Safety Checks ................................ .......... CW-10 Daily Vehicle Inspections / Daily Equipment Checks / Vehicle Safety Checks ................................ ................................ ................ FD-9 Damaged Signals: Restitution / City Property Damage Report Billings – Cost Estimates for Damage to City Property ................. PW-6 Damaged Signals: Restitution / City Property Damage Report Billings – Cost Estimates for Damage to City Property ................PW-13 Damaged Signals: Restitution / City Property Damage Report Billings – Cost Estimates for Damage to City Property ................PW-14 Damaged Stop Signs: Restitution / City Property Damage Report Billings – Cost Estimates for Damage to City Property ............ PW-6 Damaged Stop Signs: Restitution / City Property Damage Report Billings – Cost Estimates for Damage to City Property ...........PW-13 Damaged Stop Signs: Restitution / City Property Damage Report Billings – Cost Estimates for Damage to City Property ...........PW-14 Dangerous Dog Reports: Investigations / Problem Files ................................ ................................ ................................ ...... PR&&CS-8 Data / Layers / GIS Database (Both City-wide and Specialized) ................................ ................................ ................................ ... CW-7 Data Pulse: Meter Databases ................................ ................................ ................................ ................................ ..................... BWP-3 Database - Fire Hydrant Flow Tests (Development or Maintenance) ................................ ................................ ........................ BWP-17 Database — SCADA (Supervisory Control and Data Acquisition) (Power) - ECC ................................ ................................ .... BWP-14 Database, Animal Registration ................................ ................................ ................................ ................................ ............. PR&&CS-6 Database, Building Permit ................................ ................................ ................................ ................................ .............................. CD-1 Database, Customer Service ................................ ................................ ................................ ................................ ...................... BWP-3 Database, Financial Services (BWP) ................................ ................................ ................................ ................................ .......... BWP-9 Database, Fire Incident RMS ................................ ................................ ................................ ................................ ......................... FD-7 Database, Fire Training ................................ ................................ ................................ ................................ ................................ .. FD-1 Database, GIS / Data / Layers (Both City-wide and Specialized) ................................ ................................ ................................ .. CW-7 Database, Planning Project ................................ ................................ ................................ ................................ .......................... CD-15 Database, Power Outage Report ................................ ................................ ................................ ................................ .............. BWP-11 Database, Recreation ................................ ................................ ................................ ................................ ............................. PR&CS-3 Database, RMS ................................ ................................ ................................ ................................ ................................ ............ PD-33 Database, Training (Training Management System) - Police ................................ ................................ ................................ ..... PD-12 Database, Tree ................................ ................................ ................................ ................................ ................................ ....... PR&CS-4 De Minimus Force log ................................ ................................ ................................ ................................ ................................ . PD-16 DE-34 Form, Report of New Employees ................................ ................................ ................................ ................................ ........ MS-4 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 18 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent DE-5, DE-7, DE-9, DE-9C, DE-43, W-3, & DE-155, 941 Forms,– Quarterly Payroll Tax Returns / OASDI ................................ .... FIN-5 DE542 (California Report of Independent Contractors), etc................................. ................................ ................................ .......... FIN-4 DE542 (California Report of Independent Contractors. ................................ ................................ ................................ ................. FIN-4 Debris Boxes: Encroachment Permits – Temporary Encroachments ................................ ................................ ......................... PW-2 Debt Official Statements / Certificates of Participations (COPs) Includes Trustee Statements & Arbitrage ................................ ... CD-6 Debt Official Statements / Certificates of Participations (COPs): Bonds – Both City and RDA ................................ ....................... FIN-1 Decal List / Vehicles which will Carry City of Burbank Decals ................................ ................................ ................................ ....... CD-4 Dedications ................................ ................................ ................................ ................................ ................................ ................. CC-13 Dedications: Private Development Projects / Job Files – Permanent Files ................................ ................................ .................. PW-5 Deduction Authorizations: Payroll Folders ................................ ................................ ................................ ................................ ..... FIN-6 Deeds / Order of Condemnation ................................ ................................ ................................ ................................ ................... CD-8 Deeds, Easements, Encroachments, Real Property, Dedications, Abandonments, Covenants, Vacations, Rights of Ways ........ CC-13 Deeds: Real Property ................................ ................................ ................................ ................................ ................................ .. CD-11 Deferred Compensation Benefits Payout Reports ................................ ................................ ................................ ......................... FIN-5 Deferred Compensation Plans ................................ ................................ ................................ ................................ ...................... FIN-5 Deferred Compensation Statements ................................ ................................ ................................ ................................ ............. FIN-5 Delinquency & Impending Discontinuation ................................ ................................ ................................ ................................ . BWP-4 Demographics, Census ................................ ................................ ................................ ................................ ................................ CD-13 Dental: Benefit Plan Documents / Summary Plan Descriptions ................................ ................................ ................................ ...... MS-2 Department of Energy (DOE) Licenses and Regulatory Correspondence ................................ ................................ ................. BWP-10 Department of Energy (DOE) Reports ................................ ................................ ................................ ................................ ....... BWP-10 Department of Fair Employment & Housing (DFEH or EEOC) Claims ................................ ................................ .......................... MS-5 Department POs – Under $5,000: Purchase Orders ................................ ................................ ................................ ................... CW-10 Department Training Records – Course Records: Training - Police ................................ ................................ ............................. PD-12 Department Weapons / Qualification Shoot Logs / Weapons Database ................................ ................................ ....................... PD-12 Department-Initiated Personnel Investigation WITH sustained finding of misconduct, ................................ ................................ .. PD-2 Department-Initiated Personnel Investigation WITH sustained finding of misconduct, ................................ ................................ .. PD-2 Department-Initiated Personnel Investigation WITHOUT sustained finding of misconduct ................................ ............................ PD-2 Deposit Cash Receipts / Backup / Cash Summaries / Accounts Receivable Detail / Refund Detail ................................ ............... CW-2 Deposit Slips General Account ................................ ................................ ................................ ................................ ....................... CT-1 Deposit Worksheets (FP, RP, Clipboard), Electronic Payments (BWP) ................................ ................................ ...................... BWP-1 Deposits / Oracle Deposits / Deposit Batch Slips ................................ ................................ ................................ ........................ PD-10 Deposits / Oracle Deposits / Deposit Batch Slips (Animal Shelter) ................................ ................................ ....................... PR&&CS-7 Deposits, Consumer................................ ................................ ................................ ................................ ................................ ...... FIN-2 Desk Report: Felonies with IB Numbers ................................ ................................ ................................ ................................ ...... PD-25 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 19 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Desk Report: Felony Arrests – 799 PC Only ................................ ................................ ................................ ................................ PD-26 Desk Report: Misdemeanor / Felonies without IB Numbers ................................ ................................ ................................ ........ PD-26 Destroyed or Abandoned Wells: Well Records ................................ ................................ ................................ .......................... BWP-21 Details / Plans / Standard Construction Drawings ................................ ................................ ................................ ......................... PW-3 Detective Bureau Case Summary ................................ ................................ ................................ ................................ ................ PD-13 Detectives Investigation Files and Arrest Files ................................ ................................ ................................ ............................. PD-13 Detention Reports: Police Reports / Incident Reports – All, Except Those Specifically Mentioned in the Schedule ............... PD-28 Developers: Promissory Notes ................................ ................................ ................................ ................................ ....................... CT-2 DFEH or EEOC Claims ................................ ................................ ................................ ................................ ................................ . MS-5 DHS: Environmental Agencies / Regulatory Agencies ................................ ................................ ................................ ............... BWP-16 Diaries / Logs (Daily Supervisor entries Re: equipment usage, work schedules, WOOC, work order nos., special incidents .......PW-12 Diaries / Logs ................................ ................................ ................................ ................................ ................................ ............ BWP-11 Dig Alerts - BWP ................................ ................................ ................................ ................................ ................................ ......... BWP-8 Dig Alerts – Water ................................ ................................ ................................ ................................ ................................ ..... BWP-20 Digital Images / Photos ................................ ................................ ................................ ................................ ................................ PD-15 Digital Recordings– DUI Test After Warrant is Issued ................................ ................................ ................................ .................. PD-21 Digital Recordings: Parking Lot / Public Areas ................................ ................................ ................................ ............................. PD-21 Disability Claims / Employee Accident Reports ................................ ................................ ................................ ........................... MS-12 Disabled Persons: Life Support Application / Life Line ................................ ................................ ................................ ................ BWP-3 Disaster Preparedness Manuals / Homeland Security / Emergency Plans ................................ ................................ ..................... FD-1 Disciplinary Actions Personnel File - Fire Employees ................................ ................................ ................................ ..................... FD-2 Disciplinary Actions: Personnel File – EMT Personnel ................................ ................................ ................................ .................. FD-7 Disciplines (City-wide, Non-Sworn) ................................ ................................ ................................ ................................ ............... MS-4 Discontinuance Notices (DEWNS / CREMS): Hang Tag List ................................ ................................ ................................ ....... BWP-3 Discontinuation of Residential Service for Nonpayment ................................ ................................ ................................ ............. BWP-5 Dispatch ................................ ................................ ................................ ................................ ................................ ....................... PD-20 Disposal / HazMat Disposal / Hazardous Waste Manifests ................................ ................................ ................................ ........... MS-9 Disposal / Used Oil Disposal / Non-Hazardous Waste ................................ ................................ ................................ .................. MS-9 DMV Pull Notices ................................ ................................ ................................ ................................ ................................ .......... MS-9 Documentation: Labor Relations Files / Employee Negotiations ................................ ................................ ................................ .... MS-5 DOE (Department of Energy) Licenses and Regulatory Correspondence ................................ ................................ ................. BWP-10 DOE (Department of Energy) Reports ................................ ................................ ................................ ................................ ....... BWP-10 DOJ Equitable Sharing Program ................................ ................................ ................................ ................................ ................... PD-9 Donations Receipts (Animal Shelter) ................................ ................................ ................................ ................................ .... PR&&CS-8 DOT Results - Drug & Alcohol ................................ ................................ ................................ ................................ ..................... MS-10 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 20 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent DR Case Register ................................ ................................ ................................ ................................ ................................ ........ PD-26 Drafts & Notes: Drafts that are Revised................................ ................................ ................................ ................................ ......... CW-7 Drainage: Private Development Projects / Job Files – Permanent Files................................ ................................ ....................... PW-5 Drawings, Sewer & Plumbing ................................ ................................ ................................ ................................ .......................PW-18 Driver Requests Re-examination (to DMV) ................................ ................................ ................................ ................................ . PD-19 Driveway: Private Development Projects / Job Files – Permanent Files ................................ ................................ ...................... PW-5 Drone (Unmanned Aerial Vehicle) Recordings ................................ ................................ ................................ ............................ PD-16 Drug & Alcohol DOT Results ................................ ................................ ................................ ................................ ....................... MS-10 Drug & Alcohol Test for Council Members ................................ ................................ ................................ ................................ ...... CC-4 Drug Action Expense Record ................................ ................................ ................................ ................................ ........................ PD-2 Due Diligence Reviews ................................ ................................ ................................ ................................ ................................ FIN-3 Duplicates or Copies of Any Record (Copies) ................................ ................................ ................................ ............................... CW-3 DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes ................................ .. IT-1 E
Easements ................................ ................................ ................................ ................................ ................................ .................. CC-13 Easements: Private Development Projects / Job Files – Permanent Files ................................ ................................ ................... PW-5 Economic Development & Housing ................................ ................................ ................................ ................................ .. CD-5 – CD-11 Economic Development (Issues and/or projects will vary over time - e.g. Proposed Hotels, etc.) ................................ .................. CD-8 Economic Interest Filings (FPPC 700 Series Forms – Statement of Economic Interests) – Designated Employees & Cons. ..... CC-4 Economic Interest Filings (FPPC 700 Series Forms – Statement of Economic Interests) – ELECTRONICALLY FILED .............. CC-4 Economic Interest Filings (FPPC 700 Series Forms – Statement of Economic Interests) – Public Officials - Elected ................. CC-5 Economic Interest Filings (FPPC Form 602 / 636) - Lobbyist Authorization / Reporting ................................ ................................ CC-5 Education / Public Information – When Produced Internally - Fire ................................ ................................ ................................ .. FD-8 EEO-4 Reports and Records Required to Generate EEO-4 Report: Affirmative Action ................................ ................................ .. MS-1 EIRs (Environmental Impact Reports): Environmental Determination – CEQA Correspondence ................................ ................ CD-14 EIRs (Environmental Impact Reports): Environmental Determination – Inside City Boundaries................................ ................. CD-14 Elected & Boards and Commissions: Oath of Office ................................ ................................ ................................ .................... CC-12 Elections – Consolidated ................................ ................................ ................................ ................................ .................. CC-7 – CC-10 Elections – General, Working or Administration Files ................................ ................................ ................................ .............. CC-10 Elections – Stand-Alone ................................ ................................ ................................ ................................ ................. CC-10 – CC-11 Elections: Historical (Sample Ballot) ................................ ................................ ................................ ................................ ........... CC-10 Electric Service Orders: CMMS Database (Computerized Maintenance Management System) ................................ ................. BWP-6 Electric Service Orders: Complaints (Work Completed in the Field) – Crewmembers Findings with Signatures or Initials ......... BWP-6 Electric Service Orders: Customer Information System Database ................................ ................................ .............................. BWP-6 Electric Service Orders: Service Confirmation & Complaints Database / CIS-Banner Database ................................ ................ BWP-6 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 21 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Electric Service Orders: Service Confirmations / CIS-Banner with Hard Copy Drawings ................................ ........................ BWP-6 Electric Services ................................ ................................ ................................ ................................ .......................... BWP-6 – BWP-8 Electrical Equipment Disposal – Hazardous Material / Environmental ................................ ................................ ....................... BWP-10 Electronic Payment Copies ................................ ................................ ................................ ................................ .......................... FIN-4 Electronic Payments (BWP) ................................ ................................ ................................ ................................ ........................ BWP-1 Elements, Amendments and General Plan ................................ ................................ ................................ ................................ ... CD-14 Elevator / Lift Permits ................................ ................................ ................................ ................................ ................................ .... PW-5 Eligibility Folders: Recruitment File (Green Files) ................................ ................................ ................................ .......................... MS-8 Email - Chronological: Correspondence – Routine - IF the Content relates in a SUBSTANTIVE way ................................ .......... CW-4 E-mail - Chronological: Correspondence – Routine - IF the Content relates in a SUBSTANTIVE way ................................ ......... CW-4 E-mail: Correspondence - Transitory / Preliminary Drafts ................................ ................................ ............................... CW-5 – CW6 Email: Correspondence - Transitory / Preliminary Drafts ................................ ................................ ................................ CW-5 – CW6 Emergency Medical Membership (Copies) ................................ ................................ ................................ ................................ ..... FD-1 Emergency Medical Membership Billing ................................ ................................ ................................ ................................ ......... FD-5 Emergency Medical Services ................................ ................................ ................................ ................................ .............. FD-5 – FD-7 Emergency Plans / Disaster Preparedness Manuals / Homeland Security ................................ ................................ ..................... FD-1 Emergency Protective Orders (EPO): Order After Hearing ................................ ................................ ................................ ........... PD-27 Emergency Response Plan / Risk & Resiliency Assessment / Hazard Mitigation Plan ................................ .............................. BWP-21 Emergency Response Report: Incident Report – Adults ................................ ................................ ................................ ............... FD-6 Employee Accident Reports / Workers Compensation or Disability Claims ................................ ................................ ................. MS-12 Employee Disciplines (City-wide, Non-Sworn) ................................ ................................ ................................ ............................... MS-4 Employee Fidelity Bonds: Dishonesty, etc ................................ ................................ ................................ ................................ .... CC-12 Employee Negotiations / Labor Relations Files ................................ ................................ ................................ .............................. MS-5 Employee Safety Committee Minutes ................................ ................................ ................................ ................................ ..... PR&CS-1 Employee Service Awards Records ................................ ................................ ................................ ................................ .............. MS-4 Employment Verifications, Child Support, etc. ................................ ................................ ................................ ................................ MS-8 Encroachment Permits – Permanent Encroachments ................................ ................................ ................................ ................ PW-2 Encroachment Permits – Temporary Encroachments ................................ ................................ ................................ ................ PW-2 Encroachments ................................ ................................ ................................ ................................ ................................ ........... CC-13 Encroachments: Private Development Projects / Job Files – Permanent Files ................................ ................................ ............ PW-5 Engineering – Private Development ................................ ................................ ................................ ................................ .. PW-4 – PW-5 Engineering Studies / Surveys – Preliminary Studies / Project Assessments (Not Acquired or Developed) ............................... PW-2 Engineering Studies / Surveys (City Built Projects) ................................ ................................ ................................ ....................... PW-2 Engineering ................................ ................................ ................................ ................................ ................................ ....... PW-2 – PW-4 Enterprise System Catalogue (posted online) ................................ ................................ ................................ ............................. CC-11 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 22 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Environmental / Electrical Equipment Disposal – Hazardous Material ................................ ................................ ....................... BWP-10 Environmental Agencies / Regulatory Agencies (EPA, DHS, etc.)................................ ................................ ............................. BWP-16 Environmental Assessments and Remediation / Transportation Projects ................................ ................................ ..................... CD-17 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations – CEQA Correspondence ......... CD-14 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations – Inside City Boundaries .......... CD-14 Environmental Determinations: Planning Project Files – Permanent Entitlements – Approved or Denied ............................... CD-16 Environmental Documents / CEQA Permits, EIRs, Categorical Exemptions, Negative Declarations, etc. ................................ ... CD-11 Environmental Impact Reports (EIRs): Environmental Determinations – CEQA Correspondence ................................ .............. CD-14 Environmental Impact Reports (EIRs): Environmental Determinations – Inside City Boundaries ................................ ............... CD-14 Environmental Project Review Records - CDBG (Where Redevelopment is the Lead Department) ................................ .............. CD-7 EPA: Environmental Agencies / Regulatory Agencies ................................ ................................ ................................ ............... BWP-16 EPO (Emergency Protective Orders): Order After Hearing ................................ ................................ ................................ ........... PD-27 Equipment & Apparatus Records & Testing ................................ ................................ ................................ ................................ ... FD-1 Equipment & Vehicle History Files ................................ ................................ ................................ ................................ ................ PW-7 Equipment Lists ................................ ................................ ................................ ................................ ................................ ............ PW-5 Equipment Logs ................................ ................................ ................................ ................................ ................................ ............ PW-6 Equipment Maintenance Logs ................................ ................................ ................................ ................................ ....................... PW-6 Equipment Sheets ................................ ................................ ................................ ................................ ................................ ....... BWP-6 Erosion Control Inspections & Citations, Stormwater Inspection Reports ................................ ................................ .....................PW-19 Escheat ................................ ................................ ................................ ................................ ................................ .......................... CT-1 Estimates: Preliminary, In Process, Completed ................................ ................................ ................................ ......................... BWP-15 Ethics & Safety Training: Training – All Course Records ................................ ................................ ................................ .......... CW-14 Ethics Training Certificates - All Required Filers ................................ ................................ ................................ .......................... CC-11 Euthanasia Log ................................ ................................ ................................ ................................ ................................ .... PR&&CS-8 Euthanasia: Treatment Records ................................ ................................ ................................ ................................ ........... PR&&CS-9 Evaluations / Surveys................................ ................................ ................................ ................................ .............................. PR&CS-1 Evaluations: Personnel File – EMT Personnel ................................ ................................ ................................ .............................. FD-7 Evidence Database: Logs ................................ ................................ ................................ ................................ ............................ PD-21 Examination & Recruitment Files (Blue Folders) ................................ ................................ ................................ ........................... MS-7 Examination & Recruitment Files (Orange Folders) ................................ ................................ ................................ ...................... MS-7 Excavation / Construction Permit Application ................................ ................................ ................................ ................................ PW-2 Excavation Permits With Plans ................................ ................................ ................................ ................................ .................... PW-2 Excavation Permits Without Plans ................................ ................................ ................................ ................................ ............... PW-3 Exception Time Sheets / Time Reports – Summaries ................................ ................................ ................................ ................... FIN-6 Expense Reports: Vice / Narcotics ................................ ................................ ................................ ................................ ............... PD-13 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 23 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Expired Planning Project Files ................................ ................................ ................................ ................................ ..................... CD-15 External Organizations: Boards, Commissions & Committees ................................ ................................ ................................ ...... CW-2 F
Facility Histories / Infrastructure Design ................................ ................................ ................................ ................................ .... BWP-10 Facility Use Applications / Facility Use Permits ................................ ................................ ................................ ............................. CW-7 Facility Use Permits & Equipment Applications, Books, Alcoholic Beverage Applications / Permits ................................ ........ PR&CS-2 Facility Use Permits / Facility Use Applications ................................ ................................ ................................ ............................. CW-7 Factually Innocent Petition Accepted Records Sealed Pending Destruction: Police Reports / Incident Reports ........................... PD-29 Family & Medical Leave Records: Medical Files: Personnel Files – All Employees ................................ ................................ ........ MS-6 FCC : Communications ................................ ................................ ................................ ................................ ............................. BWP-15 Federal Energy Regulatory Commission (FERC) Inspections ................................ ................................ ................................ . BWP-10 Federal Energy Regulatory Commission (FERC) Licenses and Regulatory Correspondence ................................ .............. BWP-11 Federally Funded Programs – Verify Last Payment Received ................................ ................................ ................................ ....... FIN-2 Fee & Charge / Liability Forms / Release of Liability Forms / Permissions / Sign-in Sheets / Registration / Trip Permits ......... PR&CS-3 Felonies – Not Part 1 Felonies: Inmate Booking / IB Folders ................................ ................................ ................................ ...... PD-26 Felonies – Part 1 Felonies - Inmate Booking / IB Folders ................................ ................................ ................................ ............. PD-26 Felonies with IB Numbers: Desk Report ................................ ................................ ................................ ................................ ...... PD-25 Felonies without IB Numbers / Misdemeanor: Desk Report ................................ ................................ ................................ ........ PD-26 Felony Arrests – 799 PC Only: Desk Report ................................ ................................ ................................ ................................ PD-26 FERC (Federal Energy Regulatory Commission) Inspections ................................ ................................ ................................ . BWP-10 FERC (Federal Energy Regulatory Commission) Licenses and Regulatory Correspondence ................................ .............. BWP-11 FERC: Regulatory Filings ................................ ................................ ................................ ................................ .......................... BWP-13 Fiber Optic and Network Drawings ................................ ................................ ................................ ................................ ............ BWP-15 Fiber Optics / Communications / Leases: Systems Support ................................ ................................ ................................ ...... BWP-15 FICA & Medicare Adjustments - Quarterly Payroll Tax Returns ................................ ................................ ................................ ..... FIN-5 Fidelity Bonds ................................ ................................ ................................ ................................ ................................ .............. CC-12 Field Investigation Cards (Fls) ................................ ................................ ................................ ................................ ...................... PD-26 Field Notebooks / Survey Books – City ................................ ................................ ................................ ................................ ......... PW-4 Field Training Evaluation, Reserve (Weekly or Monthly Field Training maintained in Filed Offices with the Training Officer) ...... PD-11 Field Trips: Registration / Trip Permits / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions ............... PR&CS-3 Film Permits & Applications / Certificate of Insurance ................................ ................................ ................................ ................. PD-19 Filming / Standby Report ................................ ................................ ................................ ................................ ................................ FD-7 Final / Adopted: Budgets ................................ ................................ ................................ ................................ ............................... FIN-2 Final Maps: Maps, Plans and Record Drawings ................................ ................................ ................................ ............................ PW-4 Finalled – Building Plans and Construction Documents – Single Family Residential (SFR) and Appurtenances ....................... CD-2 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 24 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Finance (BWP) ................................ ................................ ................................ ................................ ................................ ............ BWP-9 Financial Documents – Assessment Districts ................................ ................................ ................................ ................................ FIN-1 Financial Services Database (BWP) ................................ ................................ ................................ ................................ .......... BWP-9 Finding of Misconduct (not as a result of a complaint from a member of the public) ................................ ................................ ....... PD-9 Fire Administration ................................ ................................ ................................ ................................ .............................. FD-1 – FD-4 Fire Alarm Plans / Fire Sprinkler Plans ................................ ................................ ................................ ................................ ........... FD-8 Fire Hydrant Flow Tests (Development or Maintenance) Database ................................ ................................ .......................... BWP-17 Fire Hydrant Flow Tests (Development or Maintenance) Paper ................................ ................................ ................................ BWP-17 Fire Incident Reports ................................ ................................ ................................ ................................ ................................ ...... FD-7 Fire Incident RMS Database ................................ ................................ ................................ ................................ .......................... FD-7 Fire Inspections / Business Inspection Files / Citations / Notice of Violations ................................ ................................ ................. FD-8 Fire Marshal / Fire Prevention ................................ ................................ ................................ ................................ ............. FD-7 – FD-8 Fire Prevention / Fire Marshal ................................ ................................ ................................ ................................ ............. FD-7 – FD-8 Fire Service Day: Programs and Projects ................................ ................................ ................................ ................................ ....... FD-3 Fire Sprinkler Plans / Fire Alarm Plans ................................ ................................ ................................ ................................ ........... FD-8 Fire Training Database ................................ ................................ ................................ ................................ ................................ ... FD-1 Firearms Entered into CLETS (if not Permanent) – Found / Recovered Firearms: Police Reports / Incident Reports ................. PD-27 Fixed Assets ................................ ................................ ................................ ................................ ................................ ................. FIN-2 Fleet & Building Maintenance ................................ ................................ ................................ ................................ ............ PW-5 – PW-8 Fls (Field Investigation Cards) ................................ ................................ ................................ ................................ ...................... PD-26 Flyers ................................ ................................ ................................ ................................ ................................ ..................... PR&CS-2 FOG (Fats, Oil & Grease) / Pretreatment Annual / Quarterly Reports ................................ ................................ .........................PW-17 Foreign Warrant Register: Warrants ................................ ................................ ................................ ................................ ............. PD-34 Forensic Specialist Daily Log ................................ ................................ ................................ ................................ ...................... PD-15 Forensics / Investigation ................................ ................................ ................................ ................................ ................. PD-15 - PD-16 Forestry / Street Trees: Service Requests ................................ ................................ ................................ ............................... PR&CS-4 Forfeiture Notification / DOJ Equitable Sharing Program ................................ ................................ ................................ ............... PD-9 Forfeiture Notification ................................ ................................ ................................ ................................ ................................ ... PD-13 Forklift Pre-Trip Inspections / Safety Inspections ................................ ................................ ................................ ........................... PW-6 Form 501 – Successful Candidates ................................ ................................ ................................ ................................ ............. CC-7 Form 501– Unsuccessful Candidates ................................ ................................ ................................ ................................ .......... CC-8 FPPC 700 Series Forms – Statement of Economic Interests (Economic Interest Filings) – Designated Employees & Cons. ..... CC-4 FPPC 400 & 500 Series Forms (Campaign Disclosure Statements) & Nomination Papers: Successful Candidates ................... CC-7 FPPC 400 Series Forms (Campaign Disclosure Statements) – Other Committees ................................ ................................ ...... CC-9 FPPC 400 Series Forms (Campaign Disclosure Statements) – Those Not Required to File Original With City Clerk ............... CC-9 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 25 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent FPPC 400 Series Forms, 501 Form): Unsuccessful, ELECTRONICALLY FILED ................................ ................................ ........ CC-9 FPPC 501 Form: Unsuccessful, ELECTRONICALLY FILED ................................ ................................ ................................ ....... CC-9 FPPC 700 Series Forms – Statement of Economic Interests (Economic Interest Filings) – ELECTRONICALLY FILED ............... CC-4 FPPC 700 Series Forms – Statement of Economic Interests (Economic Interest Filings) – Public Officials - Elected .................. CC-5 FPPC Form 501 – Successful Candidates ................................ ................................ ................................ ................................ .. CC-7 FPPC Form 501 – Unsuccessful Candidates................................ ................................ ................................ ............................... CC-8 FPPC Form 602 / 636 - Lobbyist Authorization / Reporting ................................ ................................ ................................ ........... CC-5 FPPC Form 801 – Gift to Agency Report ................................ ................................ ................................ ................................ ....... CC-5 FPPC Form 802 – Tickets Provided by Agency Report ................................ ................................ ................................ .................. CC-5 FPPC Form 803 (Behested Payment Report) ................................ ................................ ................................ ................................ CC-5 FPPC Form 804 (Agency Report of New Positions) ................................ ................................ ................................ ...................... CC-5 FPPC Form 805 (Agency Report of Consultants) ................................ ................................ ................................ .......................... CC-6 FPPC Form 806 (Agency Report of Public Official Appointments) ................................ ................................ ................................ . CC-6 Frequency Coordination Files: Communications ................................ ................................ ................................ ....................... BWP-15 Fund Accounting Reports ................................ ................................ ................................ ................................ ............................... CT-2 Funded Loans, Purchased Property: Real Estate Appraisal Reports ................................ ................................ ........................... CW-11 Funds & Fees, AB 939 Funds & Fees / SB 1383 Compliance (Organic Waste Collection and Recycling) ................................ ..... PW-8 G
Gang Files ................................ ................................ ................................ ................................ ................................ ................... PD-13 Gang Registrants: ................................ ................................ ................................ ................................ ................................ ........ PD-33 Garnishments: Payroll Folders ................................ ................................ ................................ ................................ ...................... FIN-6 Gas Tax ................................ ................................ ................................ ................................ ................................ ....................... FIN-3 General Files: Correspondence – Routine - IF the Content relates in a SUBSTANTIVE way ................................ ....................... CW-4 General Government – Miscellaneous Receipts ................................ ................................ ................................ ............................ FIN-9 General Government (Disruptive Gatherings / Restitution): Invoices Paid ................................ ................................ ..................... FIN-9 General Orders / Lexipol / Power DMS (Department Policies and Procedures)................................ ................................ ............ PD-11 General Plan Working Papers ................................ ................................ ................................ ................................ ...................... CD-14 General Plan, Elements and Amendments ................................ ................................ ................................ ................................ ... CD-14 Generation Worksheets: Power Trading / Power Scheduling ................................ ................................ ................................ .... BWP-12 Generator Operations Logs and Inspections (all Generators) – Power ................................ ................................ ...................... BWP-11 Generator Operations Logs and Inspections (all Generators) ................................ ................................ ................................ ........ PW-6 Generators: AQMD Permits ................................ ................................ ................................ ................................ .......................... PW-5 Geotechnical and Soils Reports ................................ ................................ ................................ ................................ .................... PW-3 Gift to Agency Report – FPPC Form 801 ................................ ................................ ................................ ................................ ....... CC-5 GIS Database / Data / Layers (Both City-wide and Specialized) ................................ ................................ ................................ ... CW-7 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 26 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Gladys R Questionnaire: Juvenile Probation Records ................................ ................................ ................................ .................. PD-14 Golf Shop: Operating Statements................................ ................................ ................................ ................................ ............ PR&CS-2 Grading Permits & Plans ................................ ................................ ................................ ................................ ................................ CD-3 Grading Permits & Plans: Private Development Projects / Job Files – Permanent Files ................................ .............................. PW-5 Grading Permits: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ ................................ .... PW-1 Grading Permits: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ ......... BWP-8 Grading Permits: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power ............................. BWP-13 Grading Permits: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ............................. BWP-19 Grading Plans / Soil Reports ................................ ................................ ................................ ................................ ......................... CD-4 Grants – Unsuccessful ................................ ................................ ................................ ................................ ................................ CW-7 Grants / CDBG / Reimbursable Claims / Subventions – Successful Reports ................................ ................................ .............. CW-8 Grants: IMLS (Institute of Museum & Library Services), PLF (Public Library Foundation) – Only ................................ .................. LIB-1 Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology) – Only ................................ ........... LIB-1 Green Building: Sustainability Programs ................................ ................................ ................................ ................................ ....... PW-9 Grievances and Information Complaints (all) ................................ ................................ ................................ ................................ . MS-5 Gun and Narcotics Destruction Log (Documents related to) ................................ ................................ ................................ ........ PD-20 H
HA (Housing Authority): Agenda Staff Reports ................................ ................................ ................................ .............................. CC-1 HA (Housing Authority): Agendas ................................ ................................ ................................ ................................ .................. CC-1 HA (Housing Authority): Minutes ................................ ................................ ................................ ................................ .................. CC-12 HA (Housing Authority): Resolutions ................................ ................................ ................................ ................................ ............ CC-13 Hang Tag List: Discontinuance Notices (DEWNS / CREMS)................................ ................................ ................................ ....... BWP-3 Harassment Claims ................................ ................................ ................................ ................................ ................................ ....... MS-5 Hardcard - Officer's Patrol Record ................................ ................................ ................................ ................................ ................ PD-5 Hardcard - Traffic Officer's Patrol Record ................................ ................................ ................................ ................................ .... PD-20 Haul Routes: Routing Permits ................................ ................................ ................................ ................................ ....................... PW-3 Hazard Mitigation Plan ................................ ................................ ................................ ................................ .............................. BWP-21 Hazardous Material Exposure ................................ ................................ ................................ ................................ ........................ PD-3 Hazardous Materials Plans: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ .................... PW-1 Hazardous Materials Questionnaire: Building Plans and Construction Documents – Finalled ................................ ....................... CD-2 Hazardous Materials Reports: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ..................... BWP-8 Hazardous Materials Reports: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power ......... BWP-13 Hazardous Materials Reports: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ......... BWP-19 Hazardous Waste Manifests ................................ ................................ ................................ ................................ ......................... MS-9 Hazardous Waste Manifests ................................ ................................ ................................ ................................ ......................... CW-8 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 27 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent HazMat Disposal / Hazardous Waste Manifests ................................ ................................ ................................ ............................ MS-9 Health Insurance Portability and Accountability Act (HIPAA) ................................ ................................ ................................ .......... FD-5 Helicopter Check ................................ ................................ ................................ ................................ ................................ .......... PD-16 Helicopter Flight Hours Log ................................ ................................ ................................ ................................ .......................... PD-16 Helicopter Training Check Flight Evaluation ................................ ................................ ................................ ................................ . PD-17 Helicopter Unit Activity ................................ ................................ ................................ ................................ ................................ . PD-17 High Profile Issues – Subject Files ................................ ................................ ................................ ................................ ................. CM-1 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act) ................................ ................................ ... FD-5 Historical Employee Records / Roster Cards ................................ ................................ ................................ ................................ . MS-8 Historical Item Donation Release Forms ................................ ................................ ................................ ................................ ....... LIB-1 Historical Records – Of Significant Historical Value ................................ ................................ ................................ ................ PR&CS-1 Historical Records – Of Significant Historical Value ................................ ................................ ................................ .....................PW-10 Historical Records – Those of Significant Historical Value ................................ ................................ ................................ ............ FIN-3 Historical Records: Articles of Incorporation, City Seal, Awards of Significant Historical Interest ................................ .................. CC-11 Historical: Elections (Sample Ballot) ................................ ................................ ................................ ................................ ............. CC-10 Historical: Land Use Studies / Plans / Reports ................................ ................................ ................................ ............................. CD-14 Historically Significant Reports and Studies ................................ ................................ ................................ ................................ CW-11 History Book: Boards & Commission ................................ ................................ ................................ ................................ .............. CC-4 Homeland Security / Emergency Plans / Disaster Preparedness Manuals ................................ ................................ ..................... FD-1 Homeownership Housing Projects - CDBG & HOME ................................ ................................ ................................ ..................... CD-8 Hoses: Apparatus & Equipment Records & Testing ................................ ................................ ................................ ....................... FD-1 Hours / Vehicles: Work Reports ................................ ................................ ................................ ................................ .................... PW-8 Household Hazardous Waste Manifests................................ ................................ ................................ ................................ ........ PW-8 Housing Agency Formation, Policy, Financing ................................ ................................ ................................ .............................. CD-5 Housing Authority (HA): Agenda Staff Reports ................................ ................................ ................................ .............................. CC-1 Housing Authority (HA): Agendas ................................ ................................ ................................ ................................ .................. CC-1 Housing Authority (HA): Minutes ................................ ................................ ................................ ................................ .................. CC-12 Housing Programs: Homeownership Housing Projects - CDBG & HOME ................................ ................................ .................... CD-8 Housing Projects (NOT HOME FUNDED) ................................ ................................ ................................ ................................ ..... CD-5 Housing Successor Agency Housing Assets Fund Report ................................ ................................ ................................ ........... FIN-3 Housing................................ ................................ ................................ ................................ ................................ ............ CD-5 – CD-11 Human Resources & Recruitment Databases ................................ ................................ ................................ ................................ MS-4 Human Resources ................................ ................................ ................................ ................................ .............................MS-1 – MS-8 Hydrant Meters: Rentals / Temporary (Pools, Construction)................................ ................................ ................................ ...... BWP-17 I
Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 28 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent IB Folders / Inmate Booking – Felonies – Not Part 1 Felonies ................................ ................................ ................................ ... PD-26 IB Folders / Inmate Booking – Felonies – Part 1 Felonies ................................ ................................ ................................ .......... PD-26 IB Folders / Inmate Booking – Misdemeanors ................................ ................................ ................................ ............................ PD-26 IMLS (Institute of Museum & Library Services): Grants – Only ................................ ................................ ................................ ...... LIB-1 IMMUTABLE CLOUD BACKUP / WORM / DVD-r / CD-r / Blue Ray-R ................................ ................................ ............................ IT-1 Impound Records / “Relinquishments” ................................ ................................ ................................ ................................ . PR&&CS-8 Impounded / Towed Vehicles: Police Reports / Incident Reports: Non-Criminal / Outside Assist ................................ .............. PD-30 Incident Analysis ................................ ................................ ................................ ................................ ................................ ......... MS-11 Incident Analysis Reports ................................ ................................ ................................ ................................ ............................... MS-9 Incident Report: Emergency Response Report / Patient Care Reports / PCRs – Refusal for Transportation – Juveniles .............. FD-6 Incident Report: Emergency Response Report / Patient Care Reports / PCRs – Refusal for Transportation – Adults ................... FD-6 Incident Reports - Library ................................ ................................ ................................ ................................ ............................... LIB-1 Incident Reports / Police Reports: All, Except Those Specifically Mentioned in the Schedule................................ ................ PD-28 Incident Reports / Police Reports: Capital Crimes / Violent Felonies / Major Crimes / Sex Crimes – Capital Crimes .............. PD-29 Incident Reports / Police Reports: Child Abuse or Neglect Investigation Reports – Unsubstantiated or Inconclusive ......... PD-29 Incident Reports / Police Reports: Factually Innocent Petition Accepted Records Sealed Pending Destruction ........................ PD-29 Incident Reports / Police Reports: Firearms Entered into CLETS (if not Permanent) – Found / Recovered Firearms ................ PD-27 Incident Reports / Police Reports: Misdemeanor – Adult Marijuana / Cannabis ................................ ................................ ....... PD-28 Incident Reports / Police Reports: Misdemeanor – Juvenile Marijuana / Cannabis – Except Those With Property .................. PD-30 Incident Reports / Police Reports: Misdemeanor Marijuana / Cannabis – Juvenile on School Grounds ................................ PD-29 Incident Reports / Police Reports: Missing Persons ................................ ................................ ................................ ................... PD-30 Incident Reports / Police Reports: Non-Criminal / Outside Assist ................................ ................................ ............................. PD-30 Incident Reports / Police Reports: Sealed Juvenile and Ward Cases ................................ ................................ ........................ PD-31 Incident Reports / Police Reports: Traffic Collisions / Accident Reports ................................ ................................ .................. PD-31 INCIDENT REPORTS: Sealed Cases (childhood sexual assault) ................................ ................................ ................................ PD-31 INCIDENT REPORTS: Victim of Intimate Partner Violence or Sexual Violence (Nonviolent Crimes) ................................ .......... PD-31 Incomplete, Withdrawn or Expired Planning Project Files ................................ ................................ ................................ ............ CD-15 Industrial Waste: Applications & Permits ................................ ................................ ................................ ................................ ......PW-17 Industrial, Commercial, Multi-Family Dwellings – Building Plans and Construction Documents – Finalled ................................ .... CD-2 Informant Files: “Personal History” ................................ ................................ ................................ ................................ ............... PD-13 Information Reports: Police Reports / Incident Reports: Non-Criminal / Outside Assist ................................ ............................ PD-30 Infrastructure Design / Facility Histories ................................ ................................ ................................ ................................ .... BWP-10 Initiative, Recall or Referendum: Petitions ................................ ................................ ................................ ................................ .... CC-10 Inmate Booking / IB Folders – Felonies – Not Part 1 Felonies ................................ ................................ ................................ ... PD-26 Inmate Booking / IB Folders – Felonies – Part 1 Felonies ................................ ................................ ................................ .......... PD-26 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 29 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Inmate Booking / IB Folders – Misdemeanors ................................ ................................ ................................ ............................ PD-26 Inmate Phone Recordings ................................ ................................ ................................ ................................ ........................... PD-22 Inspection Forms: Sidewalks, Streets ................................ ................................ ................................ ................................ ..........PW-12 Inspection Notices ................................ ................................ ................................ ................................ ................................ ......... CD-3 Inspection Reports: Bleachers, Playground Equipment ................................ ................................ ................................ ........... PR&CS-1 Inspections for Underground Vaults ................................ ................................ ................................ ................................ .......... BWP-17 Inspections: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ ................. BWP-8 Inspections: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power ................................ .... BWP-13 Inspections: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ................................ ..... BWP-19 Inspector Receipts for Ballots ................................ ................................ ................................ ................................ ....................... CC-10 Instant Messaging: Correspondence - Transitory / Preliminary Drafts ................................ ................................ ............CW-5 – CW6 Institute of Museum & Library Services (IMLS): Grants – Only ................................ ................................ ................................ ...... LIB-1 Insurance Certificates ................................ ................................ ................................ ................................ ................................ ... FIN-7 Insurance Certificates: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ ............................ PW-1 Insurance Policies - Fire, Theft, Property, etc. ................................ ................................ ................................ ............................. MS-11 Insurance Policies - General Liability ................................ ................................ ................................ ................................ .......... MS-11 Intelligence Files ................................ ................................ ................................ ................................ ................................ .......... PD-14 Inter-Library Loan Records - Patron Check out / Check in (not accessible to the public) - Library ................................ .................. LIB-1 Intern Applications & Agreements ................................ ................................ ................................ ................................ .......... PR&CS-5 Internal Affairs Investigations - ................................ ................................ ................................ ................................ ...................... PD-3 Internal Affairs Investigations - ................................ ................................ ................................ ................................ ...................... PD-3 Internal Audits (e.g., issued equipment, arrest reports, MDT usage, etc.) ................................ ................................ ...................... PD-4 Internal Service Request ................................ ................................ ................................ ................................ ............................. PD-19 Interpretation of MOU Provisions: Labor Relations Files / Employee Negotiations ................................ ................................ ......... MS-5 Intersection & Street Work Orders................................ ................................ ................................ ................................ ................PW-14 Intersection / Street Files ................................ ................................ ................................ ................................ .............................PW-15 Investigation / Forensics ................................ ................................ ................................ ................................ ................. PD-15 - PD-16 Investigation Reports – Arson, Capital Crimes ................................ ................................ ................................ ............................. FD-8 Investigation Reports – Other Than Arson, Capital Crimes ................................ ................................ ................................ ......... FD-8 Investigation ................................ ................................ ................................ ................................ ................................ ... PD-12 – PD-15 Investigations / Complaints (Against Personnel): Personnel File - Fire ................................ ................................ ......................... FD-2 Investigations / Problem Files (Animals)................................ ................................ ................................ ............................... PR&&CS-8 Investigations: ADA Records (Americans with Disabilities Act) ................................ ................................ ................................ ...... MS-1 Investments ................................ ................................ ................................ ................................ ................................ ................... CT-2 Invitations: Correspondence - Transitory / Preliminary Drafts ................................ ................................ .........................CW-5 – CW6 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 30 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Invoices and Backup / Accounts Payable ................................ ................................ ................................ ................................ ...... FIN-4 Invoices Paid: General Government (Disruptive Gatherings / Restitution) ................................ ................................ ..................... FIN-9 Invoices, Confirmations: Power Trading / Power Scheduling ................................ ................................ ................................ ..... BWP-12 Invoices: Accounts Payable / Invoices and Backup ................................ ................................ ................................ ....................... FIN-4 ISO Insurance Ratings ................................ ................................ ................................ ................................ ................................ ... FD-1 J
Jail Agreement for Serving Time in City Jail ................................ ................................ ................................ ................................ PD-23 Jail Alarm Test - Monthly Internal Alarm Testing ................................ ................................ ................................ ......................... PD-22 Jail Citation Books ................................ ................................ ................................ ................................ ................................ ...... PD-22 Jail Cleanliness / Security Inspection Log ................................ ................................ ................................ ................................ ... PD-22 Jail Daily Observation Log ................................ ................................ ................................ ................................ ........................... PD-22 Jail Meal Log ................................ ................................ ................................ ................................ ................................ ................ PD-22 Jail Shift Report ................................ ................................ ................................ ................................ ................................ ........... PD-23 Jail ................................ ................................ ................................ ................................ ................................ ................. PD-21 – PD-23 Jailer's Alert (Rack Card) ................................ ................................ ................................ ................................ ............................. PD-27 Job Files / Capital Improvement Projects (CIP) – Administration File ................................ ................................ ......................... PW-1 Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ ................................ ................................ PW-1 Job Files / Private Development – Administration File ................................ ................................ ................................ ................ PW-4 Job Files / Private Development – Permanent Files................................ ................................ ................................ ..................... PW-5 Job Orders — All Information Entered in CMMS Database ................................ ................................ ................................ ... BWP-17 Job Orders – CMMS Database (Computerized Maintenance Management System) ................................ ................................ BWP-18 Job Orders / WAM (Work and Asset Management) – Hard Copies (Completed Paper Versions with Field Notes ................. BWP-6 Job Orders Database / WAM (Work and Asset Management) Database ................................ ................................ ................... BWP-7 Job Orders: 1000-6999 Series (Work done by Other Divisions for Water) (Copies) ................................ .............................. BWP-17 Job Orders: 2400 Series (Domestic Water Service) ................................ ................................ ................................ ................ BWP-17 Job Orders: 8000 Range (Multifamily Dwellings) ................................ ................................ ................................ .................... BWP-17 Job Requests / Service Repair Orders / Work Orders / Service Requests – All Information Entered in CMMS Database ......... PW-7 Job Requests / Service Repair Orders / Work Orders / Service Requests – NOT Entered In CMMS Database ........................... PW-8 Job Requests / Work Orders / Service Requests CMMS Database (Computerized Maintenance Management System) ............. PW-7 Job Specifications / Classification Files / Specifications ................................ ................................ ................................ ................. MS-3 Jobs / Project Files / Capital Improvement Project Files (CIP) – Permanent File - Power ................................ ....................... BWP-13 Jobs / Project Files / Capital Improvement Project Files (CIP) – Permanent File - Water ................................ ........................ BWP-19 Joint Pole Agreements ................................ ................................ ................................ ................................ ................................ BWP-7 Journal Entries / Journal Vouchers / Budget Adjustments ................................ ................................ ................................ ............. FIN-3 Journal Vouchers / Budget Adjustments / Journal Entries ................................ ................................ ................................ ............. FIN-3 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 31 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Judgements ................................ ................................ ................................ ................................ ................................ ................... CA-2 Juvenile Marijuana / Cannabis: Citations................................ ................................ ................................ ................................ ...... PD-25 Juvenile other than marijuana citations ................................ ................................ ................................ ................................ ........ PD-18 Juvenile Probation Records ................................ ................................ ................................ ................................ ......................... PD-14 Juvenile Safety Letter ................................ ................................ ................................ ................................ ................................ .. PD-11 K
Kennel Inspection Reports ................................ ................................ ................................ ................................ .................. PR&&CS-8 L
LA County Transfer Record ................................ ................................ ................................ ................................ .......................... PD-23 Labor Compliance Requests ................................ ................................ ................................ ................................ ........................ FIN-8 Labor Relations Files / Employee Negotiations ................................ ................................ ................................ .............................. MS-5 Labor: California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / ........... MS-5 Labor: Grievances and Information Complaints (all) ................................ ................................ ................................ ...................... MS-5 LAFCO / Annexations / Boundaries / Consolidations ................................ ................................ ................................ ................... CD-13 LAFIS Hit Logs ................................ ................................ ................................ ................................ ................................ ............ PD-16 Land Use Studies / Plans / Reports (Historical) ................................ ................................ ................................ ............................ CD-14 Landlord / Tenant Commission FORMS ................................ ................................ ................................ ................................ ......... CD-8 Landscape & Lighting (FORMATION, BOUNDARIES) ................................ ................................ ................................ ................... CD-6 Large Customer Meetings, Public Relations ................................ ................................ ................................ ................................ BWP-3 Large Venue Recycling Plans ................................ ................................ ................................ ................................ ....................... PW-9 Latent Print ID Packet (Contains positive print ID hits and additional forensic documentation) ................................ .................... PD-16 Latent Prints ................................ ................................ ................................ ................................ ................................ ................. PD-16 Lawsuits / Litigation – Final Settlement Agreements or Judgements ................................ ................................ ......................... CA-2 Lawsuits / Litigation (Claims that are Litigated) ................................ ................................ ................................ ........................... MS-12 Layers / GIS Database / Data (Both City-wide and Specialized) ................................ ................................ ................................ ... CW-7 Lead & Copper: Chains of Custody ................................ ................................ ................................ ................................ ........... BWP-16 Leases / Fiber Optics / Communications: Systems Support ................................ ................................ ................................ ...... BWP-15 Leases / Rental Agreements ................................ ................................ ................................ ................................ ......................... CD-9 Leave Slips ................................ ................................ ................................ ................................ ................................ ................... CW-8 LEFTA (Field Training, etc.) ................................ ................................ ................................ ................................ ........................ PD-17 Legal Advertising / Affidavits of Posting / Affidavits of Publications / Proof of Publications / Public Hearing Notices ...................... CC-1 Legal Opinions / Legal Research Memos ................................ ................................ ................................ ................................ ....... CA-2 Legal Research Memos / Legal Opinions ................................ ................................ ................................ ................................ ....... CA-2 Letters: Correspondence – Routine - IF the Content relates in a SUBSTANTIVE way ................................ ................................ . CW-4 Lexipol / Power DMS (Department Policies and Procedures) ................................ ................................ ................................ ....... PD-11 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 32 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Liability Claims ................................ ................................ ................................ ................................ ................................ ............ MS-11 Liability Claims Database ................................ ................................ ................................ ................................ ............................ MS-11 Liability Forms / Release of Liability Forms / Permissions / Sign-in Sheets / Registration / Trip Permits / Fee & Charge ......... PR&CS-3 Liability Lawsuits / Litigation (Claims that are Litigated) ................................ ................................ ................................ ................ MS-12 Library Management System / Database - Library ................................ ................................ ................................ ......................... LIB-1 Library Services and Construction (LSCA): Grants – Only ................................ ................................ ................................ ............. LIB-1 Library Services and Technology (LSTA): Grants – Only ................................ ................................ ................................ ............... LIB-1 License – FCC ................................ ................................ ................................ ................................ ................................ .......... BWP-15 Licenses & Certifications: Personnel File – EMT Personnel ................................ ................................ ................................ .......... FD-7 Liens ................................ ................................ ................................ ................................ ................................ .............................. CT-2 Life Line / Life Support Application (Seniors, Disabled Persons) ................................ ................................ ................................ . BWP-3 Life Support Application / Life Line (Seniors, Disabled Persons) ................................ ................................ ................................ . BWP-3 Lifecycle Works Database ................................ ................................ ................................ ................................ .......................... BWP-7 Lifecycle Works– Hard Copies (Completed Paper Versions with Field Notes / Job Orders ................................ .................... BWP-6 Lift / Elevator Permits ................................ ................................ ................................ ................................ ................................ .... PW-5 Litigation (Claims that are Litigated) ................................ ................................ ................................ ................................ ............ MS-12 Litigation / Lawsuits – Final Settlement Agreements or Judgements ................................ ................................ ......................... CA-2 Litigation, Potential ................................ ................................ ................................ ................................ ................................ ......... CA-2 Litigation: Airport Related Files – Final Documents Only ................................ ................................ ................................ ................ CA-1 LiveScan Applications / Fingerprint Applications (Public) ................................ ................................ ................................ ............... NS-4 LiveScan Response Information ................................ ................................ ................................ ................................ ................... MS-1 Load Records ................................ ................................ ................................ ................................ ................................ ........... BWP-11 Loans: Rejected (First Time Home Buyers, Rehabilitation, etc.) ................................ ................................ ................................ ... CD-6 Lobbyist Authorization / Reporting - Economic Interest Filings (FPPC Form 602 / 636) ................................ ................................ CC-5 Lockout-Blockout/Logout-Tagout ................................ ................................ ................................ ................................ ................ BWP-7 Log 200 and Log 300, 301, 301A, Safety Committee Minutes ................................ ................................ ................................ ..... MS-10 Log 200: Safety ................................ ................................ ................................ ................................ ................................ ........... CW-12 Log 300: Safety ................................ ................................ ................................ ................................ ................................ ........... CW-12 Log 301: Safety ................................ ................................ ................................ ................................ ................................ ........... CW-12 Log 301A: Safety ................................ ................................ ................................ ................................ ................................ ........ CW-12 Log Book (Pump Houses) ................................ ................................ ................................ ................................ ......................... BWP-18 Log of Chemicals Manually Added to City Swimming Pools: Swimming Pool Chemicals ................................ ........................ PR&CS-4 Logout-Tagout/Logout-Blockout ................................ ................................ ................................ ................................ ................. BWP-7 Logs (Daily Supervisor entries Re: equipment usage, work schedules, WOOC, work order nos., special incidents .....................PW-12 Logs / Diaries ................................ ................................ ................................ ................................ ................................ ............ BWP-11 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 33 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Logs / Storm Drain Inspections ................................ ................................ ................................ ................................ ....................PW-19 Logs: Juvenile Detention Logs (Non-Secure, Monthly, etc.) ................................ ................................ ................................ ....... PD-14 Logs: UOF and Pursuit Log, Weapons Display Log ................................ ................................ ................................ .................... PD-17 Logs: Correspondence - Transitory / Preliminary Drafts ................................ ................................ ................................ .CW-5 – CW6 Logs: Evidence Database ................................ ................................ ................................ ................................ ............................ PD-21 Loose Dogs: Investigations / Problem Files ................................ ................................ ................................ .......................... PR&&CS-8 LSCA (Library Services and Construction): Grants – Only ................................ ................................ ................................ ............. LIB-1 LSTA (Library Services and Technology): Grants – Only ................................ ................................ ................................ ............... LIB-1 Lunch Program Registrations / Senior Food (Confidential ................................ ................................ ................................ ....... PR&CS-4 M
Maddy Act List: Boards & Commission ................................ ................................ ................................ ................................ .......... CC-4 Mailing Lists: Correspondence - Transitory / Preliminary Drafts ................................ ................................ .....................CW-5 – CW6 Maintenance & Operations Manuals / O&M Manuals ................................ ................................ ................................ ................ BWP-18 Maintenance (FORMATION, BOUNDARIES)................................ ................................ ................................ ................................ . CD-6 Maintenance Record: State Buildings, Churches, Schools ................................ ................................ ................................ ............. FD-1 Major Crimes: Police Reports / Incident Reports ................................ ................................ ................................ .......................... PD-29 Management Services ................................ ................................ ................................ ................................ .......................MS-1 – MS-8 Manifest (EPA Standard) ................................ ................................ ................................ ................................ .......................... BWP-11 Manifests, Hazardous Waste ................................ ................................ ................................ ................................ ........................ CW-8 Manuals & Reports: Reference Materials – Produced by Other Departments ................................ ................................ ........... CW-11 Manuals & Reports: Reference Materials – Produced by Outside Organizations ................................ ................................ ...... CW-11 Manuals & Reports: Reference Materials – Produced by Your Department ................................ ................................ ............... CW-11 Maps & Plans: Planning Project Files – Permanent Entitlements – Approved or Denied ................................ ......................... CD-16 Maps & Plans: Traffic ................................ ................................ ................................ ................................ ................................ ...PW-14 Maps of Significant Historical Value / Zoning Maps ................................ ................................ ................................ ...................... CD-17 Maps, Plans and Record Drawings ................................ ................................ ................................ ................................ ............... PW-4 Marijuana / Cannabis: Citations - Adults................................ ................................ ................................ ................................ ....... PD-25 Marijuana / Cannabis: Citations - Juveniles ................................ ................................ ................................ ................................ PD-25 Marketing / Flyers ................................ ................................ ................................ ................................ ................................ .. PR&CS-2 Massage Permits ................................ ................................ ................................ ................................ ................................ .......... PD-1 Master Collection List / Write Offs / Collection Agency Assignments (and associated disputes) / Collections ............................. BWP-2 Master Plans, Specific Plans, Bikeway Plans ................................ ................................ ................................ ............................... CD-15 Material Data Safety Sheet (MSDS) / Chemical Use Report Form ................................ ................................ ................................ CW-9 Materials and Outlines: Training – All Course Records ................................ ................................ ................................ ............. CW-14 Materials and Outlines: Training – Department Training Records – Course Records - Police ................................ ................. PD-12 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 34 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Materials Testing Reports: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ ...................... PW-1 Materials Testing Reports: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ .......................... BWP-8 Materials Testing Reports: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power .............. BWP-13 Materials Testing Reports: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ............... BWP-19 MAV Mobile Audio/Video Recordings ................................ ................................ ................................ ................................ PD-4 – PD-5 Measure M ................................ ................................ ................................ ................................ ................................ .................. CD-17 Measure R / Measure M ................................ ................................ ................................ ................................ .............................. CD-17 Medical Files: Personnel Files – All Employees ................................ ................................ ................................ ............................. MS-6 Medical Membership Billing................................ ................................ ................................ ................................ ............................ FD-5 Medical Necessity Customers ................................ ................................ ................................ ................................ ..................... BWP-3 Medical Service Order – Prisoners ................................ ................................ ................................ ................................ ............... PD-27 Medical Service Order Control ................................ ................................ ................................ ................................ ..................... PD-23 Medical Treatments: Treatment Records ................................ ................................ ................................ ............................. PR&&CS-9 Medical: Benefit Plan Documents / Summary Plan Descriptions ................................ ................................ ................................ .... MS-2 Meeting notes, Speaker Cards ................................ ................................ ................................ ................................ .................... CC-12 Meeting Room Registrations: Correspondence - Transitory / Preliminary Drafts ................................ ............................CW-5 – CW6 Memorandums: Correspondence – Routine - IF the Content relates in a SUBSTANTIVE way ................................ .................... CW-4 Memorial Tree Dedications ................................ ................................ ................................ ................................ ..................... PR&CS-2 Meter Databases: Data Pulse, Remote Locations, Tampering, Time of Day ................................ ................................ ............... BWP-3 Meter Location Maps – Service Orders ................................ ................................ ................................ ................................ ..... BWP-20 Microchip Records ................................ ................................ ................................ ................................ ............................... PR&&CS-8 Minutes - Board of Building & Fire Code Appeals ................................ ................................ ................................ ........................... CD-1 Minutes & Bylaws: Boards, Commissions & Committees – Citizens Advisory Bodies formed by City Council ............................... CW-1 Minutes: City Council, RA (Redevelopment Agency), HA (Housing Authority) Parking Authority, Oversight Board ...................... CC-12 Minutes: Traffic Commission ................................ ................................ ................................ ................................ ........................PW-15 Miscellaneous Cash Transactions – BWP ................................ ................................ ................................ ................................ ..... FIN-9 Miscellaneous Collections Books ................................ ................................ ................................ ................................ ................... CT-2 Miscellaneous Collections Receipt Books ................................ ................................ ................................ ................................ ..... FIN-7 Miscellaneous Receipts – General Government ................................ ................................ ................................ ............................ FIN-9 Miscellaneous Receipts ................................ ................................ ................................ ................................ .............................. BWP-4 Miscellaneous Reports: Correspondence – Routine - IF the Content relates in a SUBSTANTIVE way ................................ ....... CW-4 Miscellaneous Transportation Records ................................ ................................ ................................ ................................ ........ CD-17 Misdemeanor – Adult Marijuana / Cannabis: Citations ................................ ................................ ................................ ................ PD-25 Misdemeanor – Adult Marijuana / Cannabis: Police Reports / Incident Reports ................................ ................................ ........ PD-28 Misdemeanor – Juvenile Marijuana / Cannabis – Except Those With Outstanding Stolen Property: Police Reports ................. PD-30 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 35 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Misdemeanor / Felonies without IB Numbers: Desk Report ................................ ................................ ................................ ........ PD-26 Misdemeanor Marijuana / Cannabis – Juvenile on School Grounds During School Hours: Police Reports ......................... PD-29 Misdemeanors – Inmate Booking / IB Folders ................................ ................................ ................................ .............................. PD-26 Missing Persons: Police Reports / Incident Reports ................................ ................................ ................................ ..................... PD-30 Mobile Audio/Video Recordings ................................ ................................ ................................ ................................ ........ PD-4 – PD-5 MOE (Maintenance of Effort) Report ................................ ................................ ................................ ................................ ............ FIN-3 Monthly Report: Vice Narcotic Section ................................ ................................ ................................ ................................ ......... PD-14 MSDS (Material Data Safety Sheet) / Chemical Use Report Form ................................ ................................ ................................ CW-9 MTA Taxi Vouchers ................................ ................................ ................................ ................................ ................................ ..... CD-17 Mug Shots, Crime Report Photos ................................ ................................ ................................ ................................ ................. PD-13 Multi-Family Dwellings, Industrial, Commercial – Building Plans and Construction Documents – Finalled ................................ .... CD-2 Municipal Code Amended Sections and Pages ................................ ................................ ................................ ............................ CC-12 N
Narcotic: Registrants ................................ ................................ ................................ ................................ ................................ .... PD-33 Narcotics / Vice: Expense Reports ................................ ................................ ................................ ................................ ............... PD-13 Narcotics Destruction Log (Documents related to) ................................ ................................ ................................ ...................... PD-20 National Incident-Based Reporting System (NIBRS) / Uniform Crime Reports (UCR): Summaries (BCS)................................ .... PD-25 NCIC Validation ................................ ................................ ................................ ................................ ................................ ........... PD-27 Negative Declarations: Environmental Determinations – CEQA Correspondence ................................ ................................ ...... CD-14 Negative Declarations: Environmental Determinations – Inside City Boundaries ................................ ................................ ....... CD-14 Negotiation Notes: Labor Relations Files / Employee Negotiations ................................ ................................ ................................ MS-5 NERC (North American Energy Corporation) Audits ................................ ................................ ................................ ................ BWP-11 NERC: Regulatory Filings ................................ ................................ ................................ ................................ ......................... BWP-13 Network Configuration Maps & Plans ................................ ................................ ................................ ................................ ............... IT-1 Newsletters: Reference Materials – Produced by Other Departments ................................ ................................ ....................... CW-11 Newsletters: Reference Materials – Produced by Outside Organizations ................................ ................................ ................. CW-11 Newsletters: Reference Materials – Produced by Your Department ................................ ................................ .......................... CW-11 Newspaper Clippings ................................ ................................ ................................ ................................ ................................ .... CW-9 Newsrack Permits ................................ ................................ ................................ ................................ ................................ ......... PW-3 NIBRS - National Incident-Based Reporting System / Uniform Crime Reports (UCR): Summaries (BCS) ................................ .... PD-25 No Kill Contact ................................ ................................ ................................ ................................ ................................ .... PR&&CS-8 Nomination Papers & Campaign Disclosure (FPPC 400 Series Forms): Candidate File – Unsuccessful Candidates .................. CC-8 Nomination Papers & Campaign Disclosure Statements (FPPC 400 Series Forms) – Successful Candidates ............................ CC-7 Non-Criminal / Outside Assist: Police Reports / Incident Reports ................................ ................................ ................................ . PD-30 Non-Hazardous Waste Disposal / Used Oil Disposal ................................ ................................ ................................ .................... MS-9 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 36 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) ................................ ......... BWP-5 North American Energy Corporation (NERC) Audits ................................ ................................ ................................ ................ BWP-11 Notes - CEQA project Correspondence ................................ ................................ ................................ ................................ ....... CD-14 Notes & Drafts: Drafts that are Revised................................ ................................ ................................ ................................ ......... CW-7 Notes and Recordings, Staff Videoconference Chats, Notes ................................ ................................ .............................CW-5 – CW6 Notice of Completion: Agreements & Contracts – All INFRASTRUCTURE, MOUS, Developer Agreements ............................... CC-2 Notice of Completion: Agreements & Contracts – ALL NON-INFRASTRUCTURE) PSAs ................................ ............................. CC-3 Notice of Completion: Bid Schedules – Public Projects ................................ ................................ ................................ .................. CC-3 Notice of Completion: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ ............................. PW-1 Notice of Completion: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ .. BWP-8 Notice of Completion: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power ...................... BWP-13 Notice of Completion: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ...................... BWP-19 Notice of Disruptive Gathering / Notice of Violation – 2nd Response ................................ ................................ ............................. PD-27 Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) ................................ ................................ .............. BWP-5 Notice of Violation – 2nd Response / Notice of Disruptive Gathering ................................ ................................ ............................. PD-27 Notice of Violations / Fire Inspections / Business Inspection Files / Citations ................................ ................................ ................. FD-8 Notice to Appear / Subpoenas ................................ ................................ ................................ ................................ ..................... PD-34 Notice to Claim Property ................................ ................................ ................................ ................................ .............................. PD-21 Notices of Violations: Address Activity File (Animal Shelter)................................ ................................ ................................ . PR&&CS-5 Notices, Construction Notices / Inspection Notices ................................ ................................ ................................ ....................... CD-3 Notices: Public Hearing Notices and Proofs of Publications ................................ ................................ ................................ .......... CW-9 NPDES Monitoring Reports (Water Operations) ................................ ................................ ................................ ........................ BWP-18 NPDES Monitoring Reports NO Violations: Compliance Inspection Reports ................................ ................................ ................PW-16 NPDES Monitoring Reports WITH Violations: Compliance Inspection Reports ................................ ................................ ............PW-16 NPDES Monitoring Reports................................ ................................ ................................ ................................ ..........................PW-10 NPDES Monitoring Reports................................ ................................ ................................ ................................ ..........................PW-12 NPDES Monitoring Reports................................ ................................ ................................ ................................ ..........................PW-17 NPDES Monitoring Reports................................ ................................ ................................ ................................ ........................... PW-9 NPDES Permits – Stormwater ................................ ................................ ................................ ................................ .....................PW-13 NPDES Permits – Water Distribution ................................ ................................ ................................ ................................ ........ BWP-18 NPDES Permits ................................ ................................ ................................ ................................ ................................ ...........PW-10 NPDES Permits ................................ ................................ ................................ ................................ ................................ ...........PW-17 NPDES Permits ................................ ................................ ................................ ................................ ................................ ............ PW-9 NSF Checks / Adjustments to Customer accounts ................................ ................................ ................................ ..................... BWP-5 Nutrition Center: Daily Service Unit Counts ................................ ................................ ................................ ............................. PR&CS-1 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 37 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent O
O&M Manuals / Operations & Maintenance Manuals ................................ ................................ ................................ ................ BWP-18 O&M Manuals: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ ............ BWP-8 O&M Manuals: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power ................................ BWP-13 O&M Manuals: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ................................ . BWP-19 OASDI / Quarterly Payroll Tax Returns: DE-5 & 941 Forms ................................ ................................ ................................ .......... FIN-5 Oath of Office – Elected Officials & Boards and Commissions, City Manager, City Treasurer, City Clerk, and City Attorney ....... CC-12 Oaths of Office: Personnel Files – All Employees ................................ ................................ ................................ ......................... MS-6 Obligation Payment Schedules ................................ ................................ ................................ ................................ .................... FIN-3 Off Duty Police Service Request ................................ ................................ ................................ ................................ ................. PD-19 Offerings of Property to the Agency or City (not pursued) ................................ ................................ ................................ ............. CD-9 Officer Involved Shootings (OIS) ................................ ................................ ................................ ................................ ................... PD-4 Officer Recordings: Body-Worn Cameras - Complaints Against Officers ................................ ................................ .......... PD-3 – PD-4 Officer Recordings: Body-Worn Cameras ................................ ................................ ................................ ......................... PD-3 – PD-4 Officer Recordings: In Car Camera (ICC) Recordings / Mobile Audio/Video Recordings ................................ ................... PD-4 – PD-5 Officer’s Daily Log (Animal) ................................ ................................ ................................ ................................ .................. PR&&CS-9 Officer's Daily Log (Automated) ................................ ................................ ................................ ................................ .................... PD-19 Officer's Patrol Record (Hardcard) ................................ ................................ ................................ ................................ ................. PD-5 OIS - Officer Involved Shootings ................................ ................................ ................................ ................................ ................... PD-4 Open Space Records ................................ ................................ ................................ ................................ ................................ ... CD-15 Operating Permit (Power) ................................ ................................ ................................ ................................ ......................... BWP-18 Operating Statements: Golf Shop................................ ................................ ................................ ................................ ............ PR&CS-2 Operations & Maintenance Manuals / O&M Manuals ................................ ................................ ................................ ................ BWP-18 Operations / Suppression ................................ ................................ ................................ ................................ ............................... FD-9 Ops Plan / Special Events ................................ ................................ ................................ ................................ ........................... PD-20 Oracle Deposits / Deposit Batch Slips ................................ ................................ ................................ ................................ ......... PD-10 Order After Hearing ................................ ................................ ................................ ................................ ................................ ...... PD-27 Order of Condemnation ................................ ................................ ................................ ................................ ................................ . CD-8 Ordinances: City Council, RA (Redevelopment Agency) ................................ ................................ ................................ .............. CC-12 Organic Waste Collection and Recycling Compliance - AB 939 Compliance ................................ ................................ ................PW-10 Organic Waste Collection and Recycling Funds & Fees - AB 939 Funds & Fees ................................ ................................ .......... PW-8 Organic Waste Collection and Recycling Reports - AB 939 Reports ................................ ................................ ............................PW-10 Organics and Bacteriological: Chains of Custody ................................ ................................ ................................ ...................... BWP-16 Organization Charts ................................ ................................ ................................ ................................ ................................ ...... MS-5 OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A, Safety Committee Minutes ................................ .................... MS-10 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 38 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent OSHA Inspections & Citations: Safety ................................ ................................ ................................ ................................ ......... CW-12 Other unalterable media that does not permit additions, deletions, or changes ................................ ................................ ................ IT-1 Outlines and Materials: Training – All Course Records ................................ ................................ ................................ ............. CW-14 Outlines and Materials: Training – Department Training Records – Course Records - Police ................................ ................. PD-12 Outreach: Recycling Events ................................ ................................ ................................ ................................ .......................... PW-9 Outside Assist / Non-Criminal: Police Reports / Incident Reports ................................ ................................ ................................ . PD-30 Outside Counsel Bills ................................ ................................ ................................ ................................ ................................ ..... CA-1 Oversight Board Resolutions ................................ ................................ ................................ ................................ ........................ CC-13 Overtime Slips / Report – Police ................................ ................................ ................................ ................................ .................. PD-10 Owner Relinquishment Forms / No Kill Contact ................................ ................................ ................................ ................... PR&&CS-8 Oxygen Fill Records (Refilling of Oxygen Vessels) ................................ ................................ ................................ ........................ FD-7 P
P.C.C. Driveways & Pedestrian Ramps (In The Public Right of Way): Permits................................ ................................ .............. PW-3 Paper - Fire Hydrant Flow Tests (Development or Maintenance) ................................ ................................ .............................. BWP-17 Parcel Maps: Maps, Plans and Record Drawings ................................ ................................ ................................ .......................... PW-4 Parking Authority Minutes ................................ ................................ ................................ ................................ ............................ CC-12 Parking Authority: Agenda Staff Reports ................................ ................................ ................................ ................................ ....... CC-1 Parking Authority: Agendas ................................ ................................ ................................ ................................ ........................... CC-1 Parking Authority: Resolutions ................................ ................................ ................................ ................................ ..................... CC-13 Parking Citations ................................ ................................ ................................ ................................ ................................ ......... PD-18 Parking Inspector's Daily Log / Parking Inspector's Patrol Record (Hardcard) ................................ ................................ ............. PD-19 Parking Lot / Public Areas: Videos ................................ ................................ ................................ ................................ ............... PD-21 Parking Permits ................................ ................................ ................................ ................................ ................................ ........... CD-17 Parking Ticket System Summary ................................ ................................ ................................ ................................ .................. FIN-9 Parking: Citation Books Issued / Citation Log Books (#s / ranges) ................................ ................................ ............................... PD-24 PAS Device Calibration Logs ................................ ................................ ................................ ................................ ...................... PD-19 PASS Subsidy Program Applications (Program, Activity and Services Subsidy) ................................ ................................ .... PR&CS-2 Passport Receipt Books ................................ ................................ ................................ ................................ .............................. CC-12 Passport Transmittals ................................ ................................ ................................ ................................ ................................ .. CC-12 Pathing Sheets: Power Trading / Power Scheduling ................................ ................................ ................................ ................. BWP-12 Patient Care Reports: Incident Report – Adults ................................ ................................ ................................ ............................. FD-6 Patient Care Reports: Incident Report – Juveniles ................................ ................................ ................................ ........................ FD-6 Patrol / Traffic ................................ ................................ ................................ ................................ ................................ PD-17 – PD-20 Patrol Record (Hardcard) ................................ ................................ ................................ ................................ ............................ PD-20 Patrol Record (Hardcard) ................................ ................................ ................................ ................................ .............................. PD-5 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 39 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Patrol ................................ ................................ ................................ ................................ ................................ ............. PD-16 – PD-17 Pavement Management Plans ................................ ................................ ................................ ................................ ...................... PW-3 Pawn Shop Slips ................................ ................................ ................................ ................................ ................................ .......... PD-14 Payment Delinquency & Impending Discontinuation ................................ ................................ ................................ .................. BWP-4 Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. ................................ ................................ ................. BWP-5 Payment Stubs and Receipts: Customer Receipts ................................ ................................ ................................ ...................... BWP-2 Payroll Checks / Warrants – Cancelled, Cashed or Voided ................................ ................................ ................................ ........... FIN-5 Payroll Folders: Deduction Authorizations, Beneficiary Designations, Garnishments ................................ ................................ .... FIN-6 Payroll Register / US Gross to Net Reports ................................ ................................ ................................ ................................ ... FIN-6 Payroll ................................ ................................ ................................ ................................ ................................ ............... FIN-5 – FIN-7 PCRs – Refusal for Transportation: Incident Report – Adults ................................ ................................ ................................ ........ FD-6 PCRs – Refusal for Transportation: Incident Report – Juveniles ................................ ................................ ................................ ... FD-6 Pedestrian Ramps (In The Public Right of Way) & P.C.C. Driveways: Permits................................ ................................ .............. PW-3 Permanent Entitlements: Planning Project Files ................................ ................................ ................................ ........................... CD-15 Permissions / Sign-in Sheets / Registration / Trip Permits / Fee & Charge / Liability Forms / Release of Liability Forms ......... PR&CS-3 Permissions to Receive Copies of Plans (to and from architects) ................................ ................................ ................................ ... CD-4 Permit for Connection to Public Sewer ................................ ................................ ................................ ................................ .........PW-17 Permit to Use Street ................................ ................................ ................................ ................................ ................................ ...... PW-3 Permit, Alarm ................................ ................................ ................................ ................................ ................................ ............... PD-17 Permit, Operating (Power) ................................ ................................ ................................ ................................ ........................ BWP-18 Permits - Excavaction ................................ ................................ ................................ ................................ ...................... PW-2 – PW-3 Permits – Stormwater / NPDES ................................ ................................ ................................ ................................ ...................PW-13 Permits & Applications: Industrial Waste ................................ ................................ ................................ ................................ ......PW-17 Permits (Regulatory) - BUSINESS OWNER: Massage, Second Hand, etc. ................................ ................................ ................. PD-1 Permits (Regulatory) - Record Check of Applicant Denial Letter ................................ ................................ ................................ ... PD-1 Permits (Regulatory) - TECHNICIAN / EMPLOYEES; Massage Technician, etc. ................................ ................................ ......... PD-1 Permits / Facility Use Permits & Equipment Applications, Books, Alcoholic Beverage Applications ................................ ........ PR&CS-2 Permits, AQMD (Generators etc.) ................................ ................................ ................................ ................................ ................. PW-5 Permits, Building ................................ ................................ ................................ ................................ ................................ ............ CD-1 Permits, Film & Applications / Certificate of Insurance ................................ ................................ ................................ ................ PD-19 Permits, Newsrack ................................ ................................ ................................ ................................ ................................ ........ PW-3 Permits, Parking ................................ ................................ ................................ ................................ ................................ .......... CD-17 Permits, Regulatory / Tobacco Dealers, etc. ("BL") ................................ ................................ ................................ ....................... CD-2 Permits, Regulatory Agency & Correspondence of Compliance ................................ ................................ ................................ .... PW-3 Permits, Routing (Haul Routes) ................................ ................................ ................................ ................................ ..................... PW-3 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 40 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Permits, Special Event ................................ ................................ ................................ ................................ ................................ CW-12 Permits: P.C.C. Driveways & Pedestrian Ramps (In The Public Right of Way) ................................ ................................ .............. PW-3 PERS Audit / Single Audits / Transportation Audits: Audit Reports................................ ................................ ................................ FIN-1 PERS Buy-back Statements / Forms ................................ ................................ ................................ ................................ ............ FIN-6 PERS Listing: Payroll Reports ................................ ................................ ................................ ................................ ....................... FIN-6 Personal History: Informant Files ................................ ................................ ................................ ................................ ................. PD-13 Personnel Background Packet - City Employees (Successful) Non-Sworn ................................ ................................ ................... PD-5 Personnel Background Packet - City Employees (Unsuccessful) Non-Sworn ................................ ................................ ................ PD-5 Personnel Background Packet - Fire Employees (Successful) ................................ ................................ ................................ ....... FD-2 Personnel Background Packet - Fire Employees (Unsuccessful) ................................ ................................ ................................ .. FD-2 Personnel Background Packet - Police Department Employees & Reserves Unsuccessful (not hired) Sworn .............................. PD-6 Personnel File – EMT Personnel................................ ................................ ................................ ................................ ................... FD-7 Personnel File - Fire Employees - Accident Investigations ................................ ................................ ................................ ............ FD-2 Personnel File - Fire Employees - Disciplinary Actions ................................ ................................ ................................ ................... FD-2 Personnel File - Fire Sworn (non-civilian) Employees ................................ ................................ ................................ ................... FD-3 Personnel File: Personnel Investigations / Complaints (Against Personnel) - Fire ................................ ................................ .......... FD-2 Personnel Files – All Employees ................................ ................................ ................................ ................................ .................. MS-6 Personnel Files – Medical File – All Employees ................................ ................................ ................................ ............................ MS-6 Personnel Files - Police Department Employees & Reserves Background Packet ................................ ................................ ......... PD-6 Personnel Files Retained at the Department/Division level ................................ ................................ ................................ ......... CW-10 Personnel Files: Supervisor’s Notes ................................ ................................ ................................ ................................ ......... CW-10 Personnel Investigation WITH sustained finding of misconduct, ................................ ................................ ................................ ... PD-2 Personnel Investigation WITH sustained finding of misconduct, ................................ ................................ ................................ ... PD-2 Personnel Investigation WITH sustained finding of misconduct, ................................ ................................ ................................ ... PD-2 Personnel Investigations / Complaints (Against Personnel): Personnel File - Fire ................................ ................................ ........ FD-2 Personnel Investigations: Personnel File – EMT Personnel ................................ ................................ ................................ .......... FD-7 Personnel Requisitions (copies only) ................................ ................................ ................................ ................................ ............ PD-6 Personnel Requisitions ................................ ................................ ................................ ................................ ................................ .. MS-6 Personnel Training File - Fire Employees ................................ ................................ ................................ ................................ ...... FD-3 Personnel Work Schedules ................................ ................................ ................................ ................................ ......................... CW-10 Petitions: Initiative, Recall or Referendum ................................ ................................ ................................ ................................ .... CC-10 Petty Cash ................................ ................................ ................................ ................................ ................................ .................... FIN-4 Phone Bills / Cell Phone Bills (Detailed Backup) ................................ ................................ ................................ ......................... PD-10 Photographic Lineup Admonition ................................ ................................ ................................ ................................ ................. PD-27 Photographs – Analog or Digital & Index to Aerials / Aerial Maps................................ ................................ ................................ .. PW-2 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 41 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Photos / Digital Images ................................ ................................ ................................ ................................ ................................ PD-15 Photos: Job Files / Capital Improvement Projects (CIP) – Administration File ................................ ................................ ............ PW-1 Photos: Private Development Projects / Job Files – Administration File ................................ ................................ ..................... PW-4 Photos: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ ........................ BWP-8 Photos: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power ................................ ........... BWP-13 Photos: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ................................ ............ BWP-19 Pistol Range Scores ................................ ................................ ................................ ................................ ................................ .... PD-11 Pitchess Motion Notifications ................................ ................................ ................................ ................................ ......................... PD-6 Places of Public Accommodation, Tenant Improvements – Building Plans and Construction Documents – Finalled ..................... CD-2 Plan Check Comments: Private Development Projects / Job Files – Administration File ................................ ............................ PW-4 Planning Board - RESOLUTIONS ................................ ................................ ................................ ................................ ............... CD-15 Planning Board Video Recordings ................................ ................................ ................................ ................................ ............... CC-13 Planning Commission Members: Economic Interest Filings (FPPC 700 Series Forms) – Public Officials ................................ ... CC-5 Planning Project Database ................................ ................................ ................................ ................................ .......................... CD-15 Planning Project Files – Temporary Entitlements ................................ ................................ ................................ ..................... CD-16 Planning Project Files: Permanent Entitlements – Approved or Denied ................................ ................................ .................. CD-16 Planning Project Files: Permanent Entitlements – Incomplete, Withdrawn or Expired ................................ ........................... CD-15 Planning ................................ ................................ ................................ ................................ ................................ ......... CD-13 – CD-17 Plans & Maps: Planning Project Files – Permanent Entitlements – Approved or Denied ................................ ......................... CD-16 Plans / Reports / Land Use Studies (Historical) ................................ ................................ ................................ ............................ CD-14 Plans / Standard Construction Drawings / Details ................................ ................................ ................................ ......................... PW-3 Plans, Record Drawings and Maps ................................ ................................ ................................ ................................ ............... PW-4 Plans: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ ................................ ..................... PW-1 Plans: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ .......................... BWP-8 Plans: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File ................................ ........................... BWP-13 Plans: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File ................................ ........................... BWP-19 Playground Equipment: Inspection Reports ................................ ................................ ................................ ............................ PR&CS-1 PLF (Public Library Foundation): Grants – Only ................................ ................................ ................................ ............................ LIB-1 Plumbing & Sewer Drawings ................................ ................................ ................................ ................................ ........................PW-18 Police Commission: Correspondence / Subject Files ................................ ................................ ................................ .................. PD-6 Police Department Employees & Reserves Background Packet ................................ ................................ ................................ ... PD-6 Police Reports / Incident Reports: All, Except Those Specifically Mentioned in the Schedule................................ ................ PD-28 Police Reports / Incident Reports: Capital Crimes / Violent Felonies / Major Crimes / Sex Crimes – Capital Crimes .............. PD-29 Police Reports / Incident Reports: Child Abuse or Neglect Investigation Reports – Unsubstantiated or Inconclusive ......... PD-29 Police Reports / Incident Reports: Factually Innocent Petition Accepted Records Sealed Pending Destruction ........................ PD-29 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 42 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Police Reports / Incident Reports: Firearms Entered into CLETS (if not Permanent) – Found / Recovered Firearms ................ PD-27 Police Reports / Incident Reports: Misdemeanor – Adult Marijuana / Cannabis ................................ ................................ ....... PD-28 Police Reports / Incident Reports: Misdemeanor – Juvenile Marijuana / Cannabis – Except Those With Property .................. PD-30 Police Reports / Incident Reports: Misdemeanor Marijuana / Cannabis – Juvenile on School Grounds ................................ PD-29 Police Reports / Incident Reports: Missing Persons ................................ ................................ ................................ ................... PD-30 Police Reports / Incident Reports: Non-Criminal / Outside Assist ................................ ................................ ............................. PD-30 POLICE REPORTS / INCIDENT REPORTS: Sealed Cases (childhood sexual assault) ................................ .............................. PD-31 Police Reports / Incident Reports: Sealed Juvenile and Ward Cases - Except childhood sexual assault .............................. PD-31 Police Reports / Incident Reports: Traffic Collisions / Accident Reports ................................ ................................ .................. PD-31 POLICE REPORTS / INCIDENT REPORTS: Vacatur Relief Granted by Court - Victim of Human Trafficking, ............................. PD-31 Policies and Procedures - Police ................................ ................................ ................................ ................................ .................. PD-11 Policies: Reference Materials – Produced by Other Departments ................................ ................................ ............................. CW-11 Policies: Reference Materials – Produced by Outside Organizations ................................ ................................ ....................... CW-11 Policies: Reference Materials – Produced by Your Department ................................ ................................ ................................ CW-11 Policy on Discontinuation of Residential Service for Nonpayment ................................ ................................ .............................. BWP-5 Polygraph Charts ................................ ................................ ................................ ................................ ........................... PD-14 – PD-15 Portable Audio Recordings - PUMA Audio Recordings ................................ ................................ ................................ ................. PD-7 Post Accident Analysis / Accident Investigations - Fire ................................ ................................ ................................ ................... FD-3 POST Commission Report ................................ ................................ ................................ ................................ .......................... PD-33 POST Commission Reports ................................ ................................ ................................ ................................ ........................... PD-8 Potential Litigation ................................ ................................ ................................ ................................ ................................ .......... CA-2 Power DMS (Department Policies and Procedures) ................................ ................................ ................................ ..................... PD-11 Power Outage Report Database ................................ ................................ ................................ ................................ ............... BWP-11 Power Outage Reports ................................ ................................ ................................ ................................ .............................. BWP-12 Power Production Operating Data Logs ................................ ................................ ................................ ................................ .... BWP-12 Power Scheduling / Power Trading: Check Out Worksheets ................................ ................................ ................................ ..... BWP-12 Power Scheduling / Power Trading: Confirmations, Invoices ................................ ................................ ................................ ..... BWP-12 Power Scheduling / Power Trading: Generation Worksheets ................................ ................................ ................................ .... BWP-12 Power Scheduling / Power Trading: Pathing Sheets ................................ ................................ ................................ ................. BWP-12 Power Scheduling / Power Trading: Voice Recordings ................................ ................................ ................................ .............. BWP-12 Power Supply ................................ ................................ ................................ ................................ ........................... BWP-10 – BWP-14 Power Trading / Power Scheduling: Check Out Worksheets ................................ ................................ ................................ ..... BWP-12 Power Trading / Power Scheduling: Confirmations, Invoices ................................ ................................ ................................ ..... BWP-12 Power Trading / Power Scheduling: Generation Worksheets ................................ ................................ ................................ .... BWP-12 Power Trading / Power Scheduling: Pathing Sheets ................................ ................................ ................................ ................. BWP-12 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 43 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Power Trading / Power Scheduling: Voice Recordings ................................ ................................ ................................ .............. BWP-12 ................................ ................................ ................................ ................................ ................................ ............................... PR&CS-2 Precinct Maps: Elections – General, Working or Administration Files ................................ ................................ ..................... CC-10 Precinct Officer Appointments ................................ ................................ ................................ ................................ ...................... CC-10 Preliminary Application Form (required for a housing development project ................................ ................................ ................... CD-9 Preliminary Drafts / Transitory – Correspondence ................................ ................................ ................................ ..............CW-5 – CW6 Preliminary Estimates ................................ ................................ ................................ ................................ ............................... BWP-15 Preliminary Review File (No Final Application) ................................ ................................ ................................ ............................. CD-16 Preliminary, Backup Documents: Budgets ................................ ................................ ................................ ................................ .... FIN-2 Pre-plan Sheets ................................ ................................ ................................ ................................ ................................ ............. FD-8 Press Releases / Public Relations................................ ................................ ................................ ................................ ............... CW-10 Press Releases: Correspondence – Routine - IF the Content relates in a SUBSTANTIVE way ................................ ................... CW-4 Pressure Vessel Certifications or Permits ................................ ................................ ................................ ................................ ..... PW-6 Pre-Trip Inspections / Safety Inspections ................................ ................................ ................................ ................................ ...... PW-6 Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks ................................ .......... CW-10 Price Agreements ................................ ................................ ................................ ................................ ................................ ......... FIN-8 Priority Correspondence: Communications ................................ ................................ ................................ ............................... BWP-15 Prisoners – Medical Service Order ................................ ................................ ................................ ................................ ............... PD-27 Private Development – Engineering ................................ ................................ ................................ ................................ .. PW-4 – PW-5 Private Development Projects / Job Files – Administration File ................................ ................................ ................................ .. PW-4 Private Development Projects / Job Files – Permanent Files ................................ ................................ ................................ ....... PW-5 Private Lab Verifications: Private Development Projects / Job Files – Administration File ................................ .......................... PW-4 Probable Cause Declaration ................................ ................................ ................................ ................................ ........................ PD-31 Problem Files / Investigations (Animals)................................ ................................ ................................ ............................... PR&&CS-8 Procedure History ................................ ................................ ................................ ................................ ................................ .......... CM-1 Procedures & Regulations: Grants / CDBG / Reimbursable Claims / Subventions – Successful Reports ................................ ... CW-8 Procedures: Reference Materials – Produced by Other Departments ................................ ................................ ....................... CW-11 Procedures: Reference Materials – Produced by Outside Organizations ................................ ................................ .................. CW-11 Procedures: Reference Materials – Produced by Your Department ................................ ................................ ........................... CW-11 Proclamations / Commendations / Certificates / Recognitions (includes requests) ................................ ................................ ......... CM-1 Professional Services Agreements: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ ........ PW-1 Program Feedback or Evaluations: Evaluations / Surveys ................................ ................................ ................................ ...... PR&CS-1 Program Rules: Grants / CDBG / Reimbursable Claims / Subventions – Successful Reports ................................ ..................... CW-8 Program Surveys / Class Surveys (Program Feedback or Evaluations) ................................ ................................ ................. PR&CS-2 Program Surveys / Class Surveys (Program Feedback or Evaluations) ................................ ................................ ................. PR&CS-2 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 44 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Programs and Projects: Cadet, CPR Program, Fire Service Day ................................ ................................ ................................ ... FD-3 Progress Meetings: Job Files / Capital Improvement Projects (CIP) – Administration File ................................ .......................... PW-1 Progress Meetings: Project Files / Capital Improvement Project Files (CIP) / Jobs – Administration File - Power .................. BWP-13 Progress Meetings: Project Files / Capital Improvement Project Files (CIP) / Jobs – Administration File - Water ................... BWP-19 Project Administration: Job Files / Capital Improvement Projects (CIP) – Administration File ................................ ..................... PW-1 Project Administration: Project Files / Capital Improvement Project Files (CIP) / Jobs – Administration File - Power ............. BWP-13 Project Administration: Project Files / Capital Improvement Project Files (CIP) / Jobs – Administration File - Water .............. BWP-19 Project Areas & Redevelopment ................................ ................................ ................................ ................................ ................. CD-11 Project Areas & Redevelopment Projects ................................ ................................ ................................ ................................ .... CD-10 Project Areas & Redevelopment Projects ................................ ................................ ................................ ................................ .... CD-10 Project Areas & Redevelopment Projects ................................ ................................ ................................ ................................ .... CD-11 Project Assessments / Engineering Studies / Surveys – Preliminary Studies (Not Acquired or Developed) ............................... PW-2 Project Files / Capital Improvement Project Files (CIP) / Jobs - BWP ................................ ................................ .......... BWP-7 & BWP-8 Project Files / Capital Improvement Project Files (CIP) / Jobs – Administration File - Power ................................ .................. BWP-13 Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power ................................ ........................ BWP-13 Project Files / Capital Improvement Project Files (CIP) / Jobs – Administration File - Water ................................ .................. BWP-19 Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ................................ ......................... BWP-19 Project Files / Capital Improvement Project Files (CIP) / Jobs: Administration File - BWP ................................ ....................... BWP-7 Project Files: Water Reclamation Plant (Copies) ................................ ................................ ................................ ........... PW-17 – PW-20 Project Log Index / Spreadsheet / Binders of Historic Actions ................................ ................................ ................................ ...... CD-16 Project Schedules: Agreements & Contracts: Professional Service Agreements / Administration Records ............................ CW-1 Project Schedules: Job Files / Capital Improvement Projects (CIP) – Administration File ................................ ........................... PW-1 Project Schedules: Project Files / Capital Improvement Project Files (CIP) / Jobs – Administration File - Power ................... BWP-13 Project Schedules: Project Files / Capital Improvement Project Files (CIP) / Jobs – Administration File - Water .................... BWP-19 Project Share Processed Vouchers ................................ ................................ ................................ ................................ ............. BWP-4 Projects and Programs: Cadet, CPR Program, Fire Service Day ................................ ................................ ................................ ... FD-3 Promissory Notes ................................ ................................ ................................ ................................ ................................ ........... CT-2 Proof of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting / Affidavits of Publications ...................... CC-1 Proofs of Publications and Public Hearing Notices: Notices ................................ ................................ ................................ .......... CW-9 Prop. 2111 Proceedings - Assessment District Ballots and/or Protest Letters ................................ ................................ .............. CC-10 Propane: Pressure Vessel Certifications or Permits ................................ ................................ ................................ ...................... PW-6 Property - City or Agency Owned (Supporting Documentation) ................................ ................................ ................................ ..... CD-9 Property & Evidence ................................ ................................ ................................ ................................ ..................... PD-20 – PD-21 Property Damage Reports ................................ ................................ ................................ ................................ ............................ FIN-9 Property List & Record Property Identification (Green Tags) / Tag Logs ................................ ................................ ..................... PD-21 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 45 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Property Management Plan ................................ ................................ ................................ ................................ .......................... FIN-3 Property Release ................................ ................................ ................................ ................................ ................................ ......... PD-21 Proposals – Unsuccessful (Housing) ................................ ................................ ................................ ................................ ............. CD-9 Proposition A & C Local Return Program / Measure R / Measure M ................................ ................................ ........................... CD-17 Public Areas / Parking Lot: Videos ................................ ................................ ................................ ................................ ............... PD-21 Public Education: Recycling Events ................................ ................................ ................................ ................................ .............. PW-9 Public Employee Fidelity Bonds: Dishonesty, etc. ................................ ................................ ................................ ........................ CC-12 Public Financing Authority Minutes ................................ ................................ ................................ ................................ .............. CC-12 Public Financing Authority: Agenda Staff Reports ................................ ................................ ................................ ......................... CC-1 Public Financing Authority: Agendas ................................ ................................ ................................ ................................ ............. CC-1 Public Financing Authority: Resolutions ................................ ................................ ................................ ................................ ....... CC-13 Public Hearing Notices / Legal Advertising / Affidavits of Posting / Affidavits of Publications / Proof of Publications ...................... CC-1 Public Hearing Notices and Proofs of Publications: Notices ................................ ................................ ................................ .......... CW-9 Public Information / Education – When Produced Internally - Fire ................................ ................................ ................................ .. FD-8 Public Information Office ................................ ................................ ................................ ................................ ................................ CM-1 Public Library Foundation (PLF): Grants – Only ................................ ................................ ................................ ............................ LIB-1 Public Records Act Requests (Copies) ................................ ................................ ................................ ................................ ....... CW-10 Public Records Request ................................ ................................ ................................ ................................ ............................... PD-32 Public Records Requests: Correspondence – Routine - IF the Content relates in a SUBSTANTIVE way ................................ .... CW-4 Public Relations / Press Releases................................ ................................ ................................ ................................ ............... BWP-4 Public Relations / Press Releases................................ ................................ ................................ ................................ ............... CW-10 Public Relations, Large Customer Meetings ................................ ................................ ................................ ................................ BWP-3 Public Self Insurer Report (SIP Report) ................................ ................................ ................................ ................................ ........ FIN-3 PUMA Audio Recordings (Portable Audio Recordings) ................................ ................................ ................................ ................. PD-7 Pump Houses: Log Book ................................ ................................ ................................ ................................ .......................... BWP-18 Purchase Orders / Purchase Requisitions - Over $5,000 ................................ ................................ ................................ ............. FIN-8 Purchase Orders: Department POs – Under $5,000 ................................ ................................ ................................ ................. CW-10 Purchased Property, Funded Loans: Real Estate Appraisal Reports ................................ ................................ ........................... CW-11 Purchasing ................................ ................................ ................................ ................................ ................................ ........ FIN-7 – FIN-9 Pursuit Critiques ................................ ................................ ................................ ................................ ................................ ............ PD-7 Q
Qualification Shoot Logs / Weapons Database / Department Weapons ................................ ................................ ....................... PD-12 Quarterly Payroll Tax Returns / OASDI: DE-5 & 941 Forms ................................ ................................ ................................ .......... FIN-5 Questionnaires / Surveys (City Issued) ................................ ................................ ................................ ................................ ....... CW-13 Quotation Request, Successful Bid, Contract, Bonds, RFQ ................................ ................................ ................................ .......... FIN-8 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 46 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent R
RA (Redevelopment Agency): Agenda Staff Reports ................................ ................................ ................................ .................... CC-1 RA (Redevelopment Agency): Agendas ................................ ................................ ................................ ................................ ........ CC-1 RA (Redevelopment Agency): Minutes ................................ ................................ ................................ ................................ ........ CC-12 RA (Redevelopment Agency): Resolutions ................................ ................................ ................................ ................................ .. CC-13 Rabies Control Records / Bite Reports ................................ ................................ ................................ ................................ . PR&&CS-7 Racial and Identity Profiling Act (RIPA) Annual Report Juvenile other than marijuana citations ................................ .................. PD-19 Radar Calibration Records ................................ ................................ ................................ ................................ .......................... PD-20 Radar Trailer Surveys, etc. ................................ ................................ ................................ ................................ .......................... PD-20 Radio Communications Dispatch Tapes (CAD) ................................ ................................ ................................ ........................... PD-20 Range Master: Weapons Database / Department Weapons / Qualification Shoot Logs ................................ ............................... PD-12 Range Risk Agreement – Adult ................................ ................................ ................................ ................................ .................... PD-11 Range Risk Agreement – Minor ................................ ................................ ................................ ................................ ................... PD-11 Reading File: Correspondence – Routine - IF the Content relates in a SUBSTANTIVE way ................................ ........................ CW-4 Real Estate Appraisal Reports NOT purchased ................................ ................................ ................................ ............................. CD-9 Real Estate Appraisal Reports Purchased Property ................................ ................................ ................................ ..................... CD-10 Real Estate Appraisal Reports: Property Not Purchased, Loans Not Funded ................................ ................................ ............. CW-10 Real Estate Appraisal Reports: Purchased Property, Funded Loans ................................ ................................ ......................... CW-11 Real Estate Appraisals: Job Files / Capital Improvement Projects (CIP) – Administration File ................................ ................... PW-1 Real Estate Appraisals: Project Files / Capital Improvement Project Files (CIP) / Jobs – Administration File - Power ............ BWP-13 Real Estate Appraisals: Project Files / Capital Improvement Project Files (CIP) / Jobs – Administration File - Water ............. BWP-19 Real Property - Acquisition File ................................ ................................ ................................ ................................ ..................... CD-5 Real Property ................................ ................................ ................................ ................................ ................................ .............. CC-13 Real Property: Deeds, Easements, Rights of Way ................................ ................................ ................................ ..................... CD-11 Rebate Programs / Toilet Rebates ................................ ................................ ................................ ................................ .............. BWP-4 Recall, Referendum or Initiative: Petitions ................................ ................................ ................................ ................................ .... CC-10 Receipts (Detail Backup) ................................ ................................ ................................ ................................ ............................. CD-10 Receipts / Backup / Cash Summaries / Accounts Receivable Detail / Refund Detail ................................ ................................ ..... CW-2 Recognitions / Proclamations / Commendations / Certificates (includes requests) ................................ ................................ ......... CM-1 Reconcilements ................................ ................................ ................................ ................................ ................................ ............. CT-2 Record Check of Applicant ................................ ................................ ................................ ................................ ........................... PD-32 Record Drawings / “As Builts”: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ..................... BWP-8 Record Drawings / “As Builts”: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power ........ BWP-13 Record Drawings / “As Builts”: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ......... BWP-19 Record Drawings, Maps and Plans ................................ ................................ ................................ ................................ ............... PW-4 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 47 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Record of All Efforts to Contact Owner and/or Microchip’s Primary Registrant ................................ ................................ ..... PR&&CS-9 Recorded Documents: Deeds, Easements, Encroachments, Real Property, Dedications, Abandonments, etc. .......................... CC-13 Recorded phone lines (not dispatch) ................................ ................................ ................................ ................................ ........... PD-32 Recorded Seismic Retrofit Notices & Releases ................................ ................................ ................................ ............................. CD-4 Recordings (non-City Council meetings) ................................ ................................ ................................ ................................ ........ CM-1 Recordings / DVD-R of City Council, Planning Board, Redevelopment & Housing Authority Meetings ................................ ........ CC-13 Recordings / Tapes – Audio: Traffic Commission ................................ ................................ ................................ .........................PW-15 Recordings / Tapes or DVDs – Audio: Traffic Commission ................................ ................................ ................................ ..........PW-15 Recordings or Tapes - (CAD/RMS) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) ....................... PD-20 Recordings, Audio - Board of Building & Fire Code Appeals ................................ ................................ ................................ .......... CD-1 Recordings, PUMA Audio Recordings (Portable Audio Recordings) ................................ ................................ ............................. PD-7 Recordings, Staff Videoconference Chats, Notes ................................ ................................ ................................ ..............CW-5 – CW6 Recordings: Body-Worn Cameras ................................ ................................ ................................ ................................ .... PD-3 – PD-4 Records (Police) ................................ ................................ ................................ ................................ ............................ PD-23 – PD-35 Records Destruction Lists / Certificates of Records Destruction ................................ ................................ ................................ ... CC-13 Records Retention Schedules / Authorization for Amendments to Retention Schedules ................................ ............................. CC-13 Recreation Database ................................ ................................ ................................ ................................ .............................. PR&CS-3 Recreation Guide ................................ ................................ ................................ ................................ ................................ ... PR&CS-3 Recruitment & Examination Files (Blue Folders) ................................ ................................ ................................ ........................... MS-7 Recruitment & Examination Files (Orange Folders) ................................ ................................ ................................ ...................... MS-7 Recruitment Exam Plan Database (NeoGov) ................................ ................................ ................................ ................................ . MS-7 Recruitment File: Eligibility Folders (Green Files) ................................ ................................ ................................ .......................... MS-8 Recycling – Weight Slips ................................ ................................ ................................ ................................ .............................. PW-11 Recycling Compliance - AB 939 Compliance ................................ ................................ ................................ ............................... PW-10 Recycling Events ................................ ................................ ................................ ................................ ................................ .......... PW-9 Recycling Funds & Fees - AB 939 Funds & Fees ................................ ................................ ................................ .......................... PW-8 Recycling Reports - AB 939 Reports ................................ ................................ ................................ ................................ ............PW-10 Recycling ................................ ................................ ................................ ................................ ................................ ........ PW-8 – PW-10 Redevelopment & Housing Authority Video Recordings ................................ ................................ ................................ .............. CC-13 Redevelopment Agency (RA): Agenda Staff Reports ................................ ................................ ................................ .................... CC-1 Redevelopment Agency (RA): Agendas ................................ ................................ ................................ ................................ ........ CC-1 Redevelopment Agency (RA): Minutes ................................ ................................ ................................ ................................ ........ CC-12 Redevelopment Agency (RA): Resolutions ................................ ................................ ................................ ................................ .. CC-13 Redevelopment Projects & Project Areas ................................ ................................ ................................ ................................ .... CD-10 Redevelopment Projects & Project Areas ................................ ................................ ................................ ................................ .... CD-11 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 48 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Redevelopment Projects & Project Areas ................................ ................................ ................................ ................................ .... CD-11 Redevelopment Projects & Project Areas (Ensure Planning has all Environmental Documents, Engineering has all CIP ........... CD-10 Re-examination of Driver Requests (to DMV) ................................ ................................ ................................ .............................. PD-19 Re-examination of Driver Requests (to DMV) ................................ ................................ ................................ .............................. PD-19 Reference Materials: Policies, Procedures, Brochures, Manuals & Reports - Produced by Your Department ........................... CW-11 Reference Materials: Policies, Procedures, Brochures, Manuals & Reports - Produced by Other Departments ........................ CW-11 Reference Materials: Policies, Procedures, Brochures, Manuals & Reports - Produced by Outside Organizations .................. CW-11 Referendum, Initiative or Recall: Petitions ................................ ................................ ................................ ................................ .... CC-10 Refilling of Oxygen Vessels: Oxygen Fill Records ................................ ................................ ................................ .......................... FD-7 Refrigerator / Freezer Temperature Log ................................ ................................ ................................ ................................ ...... PD-23 Refund Detail ................................ ................................ ................................ ................................ ................................ ................ CW-2 Refuse – Weight Slips ................................ ................................ ................................ ................................ ................................ ..PW-11 Refuse Accounts – Signature Cards ................................ ................................ ................................ ................................ ............PW-11 Regional Organizational Studies & Programs where other Agencies are the Lead (Air Quality) ................................ ................... CD-17 Registrants: Gang Adults ................................ ................................ ................................ ................................ ........................... PD-33 Registrants: Gang Juveniles ................................ ................................ ................................ ................................ ...................... PD-33 Registrants: Arson – Adults ................................ ................................ ................................ ................................ ......................... PD-32 Registrants: Arson – Juveniles ................................ ................................ ................................ ................................ ................... PD-32 Registrants: Narcotic ................................ ................................ ................................ ................................ ................................ .... PD-33 Registrants: Sex Offenders – Adults ................................ ................................ ................................ ................................ ........... PD-33 Registrants: Sex Offenders – Juveniles ................................ ................................ ................................ ................................ ...... PD-33 Registration / Trip Permits / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions / Sign-in Sheets ......... PR&CS-3 Registry of Public Agencies................................ ................................ ................................ ................................ .......................... CC-14 Regulations & Procedures: Grants / CDBG / Reimbursable Claims / Subventions – Successful Reports ................................ ... CW-8 Regulatory Agencies / Environmental Agencies (EPA, DHS, etc.) ................................ ................................ ............................. BWP-16 Regulatory Agency Permits & Correspondence of Compliance ................................ ................................ ................................ ....PW-10 Regulatory Agency Permits & Correspondence of Compliance ................................ ................................ ................................ ..... PW-3 Regulatory Filings (FERC, CED, NERC, etc.) ................................ ................................ ................................ ........................... BWP-13 Regulatory Permits / Tobacco Dealers, etc. ("BL") ................................ ................................ ................................ ........................ CD-2 Rehabilitation Loans - NO RECAPTURE / RESALE RESTRICTIONS ................................ ................................ .......................... CD-5 Reimbursable Claims / Subventions / Grants / CDBG – Successful Reports ................................ ................................ .............. CW-8 Release Forms (Artists / Exhibitors / Performers / Programs) - Library ................................ ................................ .......................... LIB-1 Release of Liability Forms / Permissions / Sign-in Sheets / Registration / Trip Permits / Fee & Charge / Liability Forms ......... PR&CS-3 Relinquishments” / Impound Records ................................ ................................ ................................ ................................ .. PR&&CS-8 Relocation Files ................................ ................................ ................................ ................................ ................................ .......... CD-11 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 49 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Remote Locations: Meter Databases ................................ ................................ ................................ ................................ .......... BWP-3 Rental Agreements ................................ ................................ ................................ ................................ ................................ ....... CD-9 Rentals / Temporary (Pools, Construction): Hydrant Meters................................ ................................ ................................ ...... BWP-17 Reorganization / Classification Studies – For Employee Classifications and Department Structures ................................ .............. MS-2 Repairs: Videos: ................................ ................................ ................................ ................................ ................................ ........ BWP-20 Report of Annual Discontinuations of Residential Service ................................ ................................ ................................ .......... BWP-5 Report to the State Commission on Peace Officer Standards and Training (POST Commission) ................................ ............... PD-33 Reports - NPDES Monitoring ................................ ................................ ................................ ................................ .......................PW-12 Reports & Manuals: Reference Materials – Produced by Other Departments ................................ ................................ ........... CW-11 Reports & Manuals: Reference Materials – Produced by Outside Organizations ................................ ................................ ...... CW-11 Reports & Manuals: Reference Materials – Produced by Your Department ................................ ................................ ............... CW-11 Reports & Sampling / Source Water Analysis: Bacteriological and Organics ................................ ................................ ......... BWP-20 Reports & Sampling / Source Water Analysis: Chemical (Includes Chlorine Residuals) ................................ ........................... BWP-20 Reports & Sampling / Source Water Analysis: Lead & Copper ................................ ................................ ................................ BWP-20 Reports / Land Use Studies / Plans (Historical) ................................ ................................ ................................ ............................ CD-14 Reports / Water Production Reads (To State DHS & DWR) ................................ ................................ ................................ ...... BWP-21 Reports and Studies - Historically Significant ................................ ................................ ................................ .............................. CW-11 Reports and Studies – Other Than Historically Significant ................................ ................................ ................................ .......... CW-12 Reports and Studies Regarding Police Operations ................................ ................................ ................................ ........................ PD-8 Reports to Grant Funding Agencies: Grants / CDBG / Reimbursable Claims / Subventions – Successful Reports ..................... CW-8 Reports to the State Commission on Peace Officer Standards and Training (POST Commission) f ................................ .............. PD-8 Reports, AB 939 Funds & Fees / SB 1383 Compliance (Organic Waste Collection and Recycling) ................................ .............PW-10 Reports: Annual State or Federal – State Controller’s Report, Street Report ................................ ................................ ................ FIN-3 Request for Issuance, Retirement Identification Card ................................ ................................ ................................ ..................... PD-8 Request for Photos ................................ ................................ ................................ ................................ ................................ ...... PD-16 Request for Police Services ................................ ................................ ................................ ................................ ........................... PD-8 Request for Reimbursement (Uniform / Clothing Allowance) ................................ ................................ ................................ ....... PD-10 Request for Warrant / CPRs ................................ ................................ ................................ ................................ .......................... FIN-4 Request Interim Budget Appropriation or Transfer ................................ ................................ ................................ ........................ FIN-3 Request to Remove Abandoned Vehicles (public nuisance) / Abandoned Vehicle Complaint ................................ ..................... PD-20 Requests & Permissions to Receive Copies of Plans (to and from architects) ................................ ................................ ............... CD-4 Requests from Other Cities: Correspondence - Transitory / Preliminary Drafts ................................ .............................. CW-5 – CW6 Requisitions - Over $5,000 ................................ ................................ ................................ ................................ ........................... FIN-8 Reserve Field Training Evaluation (Weekly or Monthly Field Training maintained in Filed Offices with the Training Officer) ....... PD-11 Reserve Officer Activity Record ................................ ................................ ................................ ................................ .................. PD-15 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 50 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Reserve Police Duty Roster ................................ ................................ ................................ ................................ ........................... PD-8 Reservoirs: Videos: ................................ ................................ ................................ ................................ ................................ ... BWP-20 Residential / Commercial Applications ................................ ................................ ................................ ................................ ........ BWP-4 Residential Rehabilitation Loans - NO RECAPTURE / RESALE RESTRICTIONS ................................ ................................ ........ CD-5 Resolutions: City Council, RA (Redevelopment Agency), HA (Housing Authority) ................................ ................................ ........ CC-13 Resolutions: Parking Authority, Public Financing Authority, Youth Endowment Services Fund Board ................................ .......... CC-13 Respirator Fit Tests for Self Contained Breathing Apparatus – All Departments ................................ ................................ ............ FD-4 Restitution / City Property Damage Report Billings: Cost Estimates for Damage to City Property ................................ ................. PW-6 Restitution / City Property Damage Report Billings: Cost Estimates for Damage to City Property ................................ ................PW-13 Restitution / City Property Damage Report Billings: Cost Estimates for Damage to City Property ................................ ................PW-14 Restraining Order: Order After Hearing ................................ ................................ ................................ ................................ ........ PD-27 Restraining Orders: Police Reports / Incident Reports: Non-Criminal / Outside Assist ................................ .............................. PD-30 Retired Officer Firearm Qualifications / Weapons Inspected ................................ ................................ ................................ ........ PD-12 Retired Service Volunteer Program (RSVP) ................................ ................................ ................................ ............................ PR&CS-3 Retiree Medical and COBRA: Billing ................................ ................................ ................................ ................................ .............. MS-2 Retirement Identification Card, Request for Issuance................................ ................................ ................................ ..................... PD-8 Retirement Report Summary Worksheet – Members Contributions ................................ ................................ .............................. FIN-6 Revenue ................................ ................................ ................................ ................................ ................................ .......... FIN-9 - FIN-10 Review of Officer Recordings: Body-Worn Cameras - Complaints Against Officers (Other than Sustained) ............................. PD-8 RFP (if Purchasing is the Lead), Successful Bid, Contract, Bonds ................................ ................................ ................................ FIN-8 RFP: Successful Bid, Contract, Bonds - If Purchasing is the Lead ................................ ................................ ............................. FIN-8 RFPs , RFQs– Where All Bids Are Rejected ................................ ................................ ................................ .............................. FIN-8 RFQ, Quotation Request, Successful Bid, Contract, Bonds ................................ ................................ ................................ .......... FIN-8 RFQs, RFPs – Where All Bids Are Rejected ................................ ................................ ................................ .............................. FIN-8 Ride-Along Waiver Form / Program Application & Card / Release & Waiver of Claims (Adults and Minors) ................................ .. PD-8 Rideshare Program / MTA Taxi Vouchers ................................ ................................ ................................ ................................ ... CD-17 Right of Entry Agreements ................................ ................................ ................................ ................................ .......................... CD-11 Right of Way: Maps, Plans and Record Drawings ................................ ................................ ................................ ......................... PW-4 Rights of Way: Private Development Projects / Job Files – Permanent Files ................................ ................................ ............... PW-5 Rights of Way: Real Property ................................ ................................ ................................ ................................ ...................... CD-11 Rights of Ways ................................ ................................ ................................ ................................ ................................ ............ CC-13 RIPA Annual Report / STOP Source Data ................................ ................................ ................................ ................................ ... PD-19 Risk & Resiliency Assessment / Hazard Mitigation Plan ................................ ................................ ................................ ............ BWP-21 Risk Management Meeting Minutes / Risk Oversight Committee Meeting Minutes ................................ ................................ ..... BWP-9 Risk Management ................................ ................................ ................................ ................................ .......................... MS-11 – MS-12 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 51 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Risk Oversight Committee Meeting Minutes / Risk Management Meeting Minutes ................................ ................................ ..... BWP-9 RMS Database................................ ................................ ................................ ................................ ................................ ............. PD-33 Roll Call Area Checks ................................ ................................ ................................ ................................ ................................ ... PD-9 Roster Cards / Historical Employee Records ................................ ................................ ................................ ................................ . MS-8 Roster of Absentee Applications, Vote-by-Mail Applications, Absentee Applications ................................ ................................ .... CC-11 Roster of Voters ................................ ................................ ................................ ................................ ................................ ........... CC-10 Routing Permits (Haul Routes) ................................ ................................ ................................ ................................ ...................... PW-3 RSVP (Retired Service Volunteer Program) ................................ ................................ ................................ ............................ PR&CS-3 S
Safety & Ethics Training: Training – All Course Records ................................ ................................ ................................ .......... CW-14 Safety Committee Agendas / Review ................................ ................................ ................................ ................................ .......... MS-10 Safety Committee Minutes: Safety ................................ ................................ ................................ ................................ .............. CW-12 Safety Inspections / Forklift Pre-Trip Inspections ................................ ................................ ................................ ........................... PW-6 Safety Training: Training – Department Training Records – Course Records - Police ................................ ............................. PD-12 Safety ................................ ................................ ................................ ................................ ................................ .............. MS-9 – MS-10 Safety: OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A, Safety Committee Minutes ................................ ....... MS-10 Safety: OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A, Safety Committee Minutes ................................ ........ CW-12 Salary Surveys ................................ ................................ ................................ ................................ ................................ ............... MS-3 Sale of Property (Backup Documentation) ................................ ................................ ................................ ................................ .. CD-11 Salvage Auction / Surplus Property Sale Bids ................................ ................................ ................................ ............................... FIN-9 Sample Ballot: Elections – Historical ................................ ................................ ................................ ................................ .......... CC-10 Sampling / Circular & Strip Charts ................................ ................................ ................................ ................................ ............. BWP-14 Sanitary Sewer Overflows (SSOs) / Sanitary Spills Overflow Prevention Plan (SSOPP) ................................ .............................PW-20 Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan ................................ .............PW-20 Sanitation ................................ ................................ ................................ ................................ ................................ ...... PW-10 – PW-12 SB 1383 Compliance (Organic Waste Collection and Recycling) Compliance - AB 939 Compliance ................................ ...........PW-10 SB 1383 Compliance (Organic Waste Collection and Recycling) Funds & Fees - AB 939 Funds & Fees................................ ...... PW-8 SB 1383 Reports (Organic Waste Collection and Recycling) Reports - AB 939 Reports ................................ .............................. PW-10 SCADA (Supervisory Control and Data Acquisition) Database (Power) - ECC ................................ ................................ ......... BWP-14 SCADA Database (Supervisory Control and Data Acquisition) (Water) ................................ ................................ ..................... BWP-18 SCADA Database (Water) ................................ ................................ ................................ ................................ ........................ BWP-19 SCADA Log Books ................................ ................................ ................................ ................................ ................................ .... BWP-14 SCBA - Self Contained Breathing Apparatus Log - Monthly Checks ................................ ................................ ........................... PD-23 SCBA (Self-Contained Breathing Apparatus) / Breathing Apparatus Inspection Record ................................ ............................... PW-16 School Resource Officer Daily Log / Monthly Recap ................................ ................................ ................................ ................... PD-15 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 52 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Schools: Recycling Events ................................ ................................ ................................ ................................ ............................ PW-9 Scope of Work: Agreements & Contracts – All INFRASTRUCTURE, MOUS, Developer Agreements ................................ ........ CC-2 Scope of Work: Agreements & Contracts – ALL NON-INFRASTRUCTURE) PSAs (Professional Service Agreements) ........... CC-3 Score Cards ................................ ................................ ................................ ................................ ................................ ............ PR&CS-3 Sealed Cases (childhood sexual assault) ................................ ................................ ................................ ................................ ..... PD-31 Sealed Juvenile and Ward Cases: Police Reports / Incident Reports ................................ ................................ ........................... PD-31 Second Hand Permits ................................ ................................ ................................ ................................ ................................ ... PD-1 Secretary of State Statement of Facts ................................ ................................ ................................ ................................ .......... CC-14 Section 8 Administrative Records - VMS, SEMAP, AUDITS AND HAP REGISTERS ................................ ................................ .. CD-12 Section 8 Applications for Program – Disqualified ................................ ................................ ................................ ....................... CD-12 Section 8 Database (HAPPY) ................................ ................................ ................................ ................................ ..................... CD-12 Section 8 Tenant Files - WITH Unpaid Balances or Fraud ................................ ................................ ................................ ........ CD-12 Section 8 Tenant Files - Income Verification, 50058s, Verifications Only ................................ ................................ .................... CD-12 Section 8 Tenant Files - WITHOUT Unpaid Balances or Fraud ................................ ................................ ................................ ... CD-13 Section 8 Waiting List (in Section 8 Database / HAPPY) ................................ ................................ ................................ ............. CD-13 Section 8 ................................ ................................ ................................ ................................ ................................ ........ CD-12 – CD-13 Seismic Retrofit Notices & Releases ................................ ................................ ................................ ................................ ............. CD-4 Self Contained Breathing Apparatus Log (SCBA) - Monthly Checks ................................ ................................ ........................... PD-23 Self-Contained Breathing Apparatus (SCBA) / Breathing Apparatus Inspection Record ................................ ............................... PW-16 Self-Monitoring: Statistical Reports ................................ ................................ ................................ ................................ ..............PW-18 Senior Food / Lunch Program Registrations (Confidential) ................................ ................................ ................................ ...... PR&CS-4 Seniors: Life Support Application / Life Line ................................ ................................ ................................ ................................ BWP-3 Served Subpoenas / Subpoena Control Log ................................ ................................ ................................ ................................ PD-34 Service Awards Records ................................ ................................ ................................ ................................ ............................... MS-4 Service Confirmation & Complaints Database: Electric Service Orders ................................ ................................ ...................... BWP-6 Service Confirmations / CIS-Banner with Hard Copy Drawings: Electric Service Orders................................ ........................... BWP-6 Service Orders – Meter Location Maps ................................ ................................ ................................ ................................ ..... BWP-20 Service Repair Orders / Work Orders / Service Requests / Job Requests – All Information Entered in CMMS Database ......... PW-7 Service Repair Orders / Work Orders / Service Requests / Job Requests – NOT Entered In CMMS Database ........................... PW-8 Service Repair Orders CMMS Database (Computerized Maintenance Management System) ................................ ..................... PW-7 Service Requests / Job Requests / Service Repair Orders / Work Orders – All Information Entered in CMMS Database ......... PW-7 Service Requests / Job Requests / Service Repair Orders / Work Orders – NOT Entered In CMMS Database ........................... PW-8 Service Requests / Job Requests / Work Orders CMMS Database (Computerized Maintenance Management System) ............. PW-7 Service Requests / Work Orders – All Information Entered in CMMS Database ................................ ................................ ......PW-11 Service Requests / Work Orders – All Information Entered in CMMS Database ................................ ................................ ......PW-13 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 53 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Service Requests / Work Orders – All Information Entered in CMMS Database ................................ ................................ ......PW-20 Service Requests / Work Orders – NOT Entered In CMMS Database ................................ ................................ ........................PW-12 Service Requests / Work Orders – NOT Entered In CMMS Database ................................ ................................ ........................PW-14 Service Requests / Work Orders – NOT Entered In CMMS Database ................................ ................................ ........................PW-20 Service Requests / Work Orders CMMS Database (Computerized Maintenance Management System) ................................ .....PW-11 Service Requests / Work Orders CMMS Database (Computerized Maintenance Management System) ................................ .....PW-13 Service Requests / Work Orders CMMS Database (Computerized Maintenance Management System) ................................ .....PW-20 Service Requests: Connects & Disconnects – Electric and Water (Entered into Database) ................................ ........................ BWP-4 Service Tags / Complaint Tags ................................ ................................ ................................ ................................ ................... BWP-2 Settlement Agreements or Judgements ................................ ................................ ................................ ................................ ......... CA-2 Sewer & Plumbing Drawings ................................ ................................ ................................ ................................ ........................PW-18 Sewer Flushing Log Sheets ................................ ................................ ................................ ................................ .........................PW-18 Sewer Stoppage or Obstruction Report ................................ ................................ ................................ ................................ ........PW-18 Sewer System Management Plans (SSMP) and Audits, Sanitary Sewer Overflows (SSOs) / Wastewater ................................ ...PW-20 Sex Crimes: Police Reports / Incident Reports ................................ ................................ ................................ ............................. PD-29 Sex Offenders – Adults: Registrants ................................ ................................ ................................ ................................ ........... PD-33 Sex Offenders – Juveniles: Registrants ................................ ................................ ................................ ................................ ...... PD-33 SFR (Single Family Residential) and Appurtenances: Building Plans and Construction Documents – Finalled ............................. CD-2 Shift Report ................................ ................................ ................................ ................................ ................................ .................. PD-33 Shop Drawings: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ ................................ ...... PW-1 Sick Cared For: Police Reports / Incident Reports: Non-Criminal / Outside Assist ................................ ................................ .... PD-30 Sidewalks: Inspection Forms ................................ ................................ ................................ ................................ ........................PW-12 Signal Intersection Reference Files ................................ ................................ ................................ ................................ ..............PW-14 Signal Plans / Striping Plans ................................ ................................ ................................ ................................ ........................PW-14 Signature Authorizations / Temporary Bin Rentals ................................ ................................ ................................ .......................PW-11 Signature Cards – Refuse Accounts ................................ ................................ ................................ ................................ ............PW-11 Signature Cards and Plates ................................ ................................ ................................ ................................ ........................... CT-2 Sign-in Sheets / Registration / Trip Permits / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions ......... PR&CS-3 Single Audits / Transportation Audits / PERS Audit: Audit Reports................................ ................................ ................................ FIN-1 Single Family Residential (SFR) and Appurtenances: Building Plans and Construction Documents – Finalled ............................. CD-2 Site Clearance / Soils Remediation / Mitigation ................................ ................................ ................................ ........................... CD-11 Sludge Records (WRP) ................................ ................................ ................................ ................................ ................................ PW-18 Soil Reports ................................ ................................ ................................ ................................ ................................ .................. CD-4 Soils and Geotechnical Reports ................................ ................................ ................................ ................................ .................... PW-3 Soils Remediation / Mitigation ................................ ................................ ................................ ................................ ..................... CD-11 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 54 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Soils Reports: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ ................................ ......... PW-1 Soils Reports: Private Development Projects / Job Files – Permanent Files ................................ ................................ ................ PW-5 Soils Reports: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ .............. BWP-8 Soils Reports: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power ................................ . BWP-13 Soils Reports: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ................................ .. BWP-19 Solid Waste Tonnage Reports / AB 939 Compliance ................................ ................................ ................................ ...................PW-10 Source Records: Sewer Flushing Log Sheets ................................ ................................ ................................ .............................. PW-18 Source Records: Storm Drain Inspections / Logs ................................ ................................ ................................ .........................PW-19 Source Water Analysis / Reports & Sampling: Bacteriological and Organics ................................ ................................ ......... BWP-20 Source Water Analysis / Reports & Sampling: Chemical (Includes Chlorine Residuals) ................................ ........................... BWP-20 Source Water Analysis / Reports & Sampling: Lead & Copper ................................ ................................ ................................ BWP-20 Speaker Cards ................................ ................................ ................................ ................................ ................................ ............ CC-12 Speaker Cards (Submitted at Public Meetings) ................................ ................................ ................................ ........................... CW-12 Special Assessment Report ................................ ................................ ................................ ................................ ......................... FIN-3 Special Event Permits ................................ ................................ ................................ ................................ ................................ . CW-12 Special Events / Ops Plan ................................ ................................ ................................ ................................ ........................... PD-20 Specific Plans, Bikeway Plans, Master Plans ................................ ................................ ................................ ............................... CD-15 Specifications / Job Specifications / Classification Files ................................ ................................ ................................ ................. MS-3 Specifications: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ ................................ ........ PW-1 Specifications: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ ............. BWP-8 Specifications: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File- Power................................ .. BWP-13 Specifications: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File- Water ................................ .. BWP-19 Spills / Unauthorized Discharges / Violations: Complaints ................................ ................................ ................................ ............PW-16 Spills / Unauthorized Discharges / Violations: Stormwater Program ................................ ................................ .............................PW-19 Sports Leagues: Agreements for Contractors ................................ ................................ ................................ ......................... PR&CS-1 Spreadsheet / Binders of Historic Actions / Project Log Index ................................ ................................ ................................ ...... CD-16 SSMP (Sewer System Management Plans) and Audits, Sanitary Sewer Overflows (SSOs) / Wastewater ................................ ...PW-20 SSOPP - Sanitary Spills Overflow Prevention Plan () and Sanitary Sewer Overflow Response Plan ................................ ..........PW-20 SSOs - Sanitary Sewer Overflows / Sanitary Spills Overflow Prevention Plan (SSOPP) ................................ .............................PW-20 Staff notes - CEQA project Correspondence ................................ ................................ ................................ ............................... CD-14 Staff Reports – City Council, Successor Agency, RA (Redevelopment Agency), etc. ................................ ................................ ..... CC-1 Staff Reports: Bid Schedules – Public Projects ................................ ................................ ................................ .............................. CC-3 Staff Reports: Planning Project Files – Permanent Entitlements – Approved or Denied ................................ .......................... CD-16 Staff Videoconference Chats, Notes and Recordings ................................ ................................ ................................ ........CW-5 – CW6 Standard Construction Drawings / Details / Plans ................................ ................................ ................................ ......................... PW-3 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 55 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Standby Report / Filming ................................ ................................ ................................ ................................ ................................ FD-7 Starlight: Large Venue Recycling Plans ................................ ................................ ................................ ................................ ........ PW-9 State Controller’s Report ................................ ................................ ................................ ................................ ............................... FIN-3 State Reports / SB 1383 Compliance (Organic Waste Collection and Recycling) ................................ ................................ .......... PW-9 Station “Day Books” ................................ ................................ ................................ ................................ ................................ ....... FD-9 Station Visitor Log ................................ ................................ ................................ ................................ ................................ ....... PD-33 Statistical Reports: Self-Monitoring ................................ ................................ ................................ ................................ ..............PW-18 Status Reports: WRP Operators ................................ ................................ ................................ ................................ ..................PW-19 Storm Drain Inspections / Logs ................................ ................................ ................................ ................................ ....................PW-19 Stormwater Annual Reports ................................ ................................ ................................ ................................ .........................PW-19 Stormwater Inspection Reports, Erosion Control Inspections & Citations ................................ ................................ .....................PW-19 Stormwater Program: Unauthorized Discharges / Violations / Spills ................................ ................................ .............................PW-19 Stormwater: Private Development Projects / Job Files – Permanent Files ................................ ................................ ................... PW-5 Street & Intersection Work Orders................................ ................................ ................................ ................................ ................PW-14 Street / Intersection Files ................................ ................................ ................................ ................................ .............................PW-15 Street Improvement District Projects (FORMATION, BOUNDARIES) ................................ ................................ ............................ CD-6 Street Reports: ................................ ................................ ................................ ................................ ................................ .............. FIN-3 Street Sweeping Logs (Source Records) ................................ ................................ ................................ ................................ ....PW-13 Street Trees / Forestry: Service Requests ................................ ................................ ................................ ............................... PR&CS-4 Street Vacations - Where Redevelopment is the Lead ................................ ................................ ................................ ................ CD-11 Street ................................ ................................ ................................ ................................ ................................ ............ PW-12 – PW-14 Streets: Inspection Forms ................................ ................................ ................................ ................................ ............................PW-12 Striping Plans / Signal Plans ................................ ................................ ................................ ................................ ........................PW-14 Studies & Surveys Conducted on Behalf of the City ................................ ................................ ................................ ....................... MS-8 Studies and Reports - Historically Significant ................................ ................................ ................................ .............................. CW-11 Studies and Reports - Other Than Historically Significant ................................ ................................ ................................ ........... CW-12 Studies and Reports Regarding Police Operations ................................ ................................ ................................ ........................ PD-8 Studies: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ ................................ .................. PW-1 Studies: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ ....................... BWP-8 Studies: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File- Power................................ ............ BWP-13 Studies: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File- Water ................................ ............ BWP-19 Subdivision & Tract Files ................................ ................................ ................................ ................................ ............................... PW-3 Subject and Correspondence Files: Communications ................................ ................................ ................................ ............... BWP-15 Subject Files – Building Maintenance ................................ ................................ ................................ ................................ ............ PW-6 Subject Files - Engineering ................................ ................................ ................................ ................................ ........................... PW-3 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 56 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Subject Files – High Profile Issues (City Manager) ................................ ................................ ................................ ...................... CM-1 Subject Files - Traffic ................................ ................................ ................................ ................................ ................................ ...PW-15 Subject Files ................................ ................................ ................................ ................................ ................................ ................. CA-3 Subject Files ................................ ................................ ................................ ................................ ................................ ................ CD-17 Subject Files ................................ ................................ ................................ ................................ ................................ ............... CW-12 Subject Files ................................ ................................ ................................ ................................ ................................ ................PW-11 Subject Files: Police Commission ................................ ................................ ................................ ................................ .................. PD-6 Submittals: Job Files / Capital Improvement Projects (CIP) – Administration File ................................ ................................ ....... PW-1 Submittals: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ .................. BWP-8 Submittals: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power ................................ ...... BWP-13 Submittals: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ................................ ...... BWP-19 Subpoena Control Log / Served Subpoenas ................................ ................................ ................................ ................................ PD-34 Subpoenas (Except Police) ................................ ................................ ................................ ................................ ........................... CA-3 Subpoenas (forward to Lead Departments) ................................ ................................ ................................ ................................ . CC-14 Subpoenas / Notice to Appear ................................ ................................ ................................ ................................ ..................... PD-34 Subventions / Grants / CDBG / Reimbursable Claims – Successful Reports ................................ ................................ .............. CW-8 Successful Bid, Contract, Bonds, RFQ, Quotation Request ................................ ................................ ................................ .......... FIN-8 Successful Bid: RFP – If Purchasing is the Lead ................................ ................................ ................................ ........................ FIN-8 Successful Proposal: Agreements & Contracts – All INFRASTRUCTURE, MOUS, Developer Agreements .............................. CC-2 Successful Proposal: Agreements & Contracts – ALL NON-INFRASTRUCTURE) PSAs ................................ ............................ CC-3 Successful Proposal: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ .............................. PW-1 Successful Proposal: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ ... BWP-8 Successful Proposal: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power ...................... BWP-13 Successful Proposal: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ....................... BWP-19 Successor Agency Minutes ................................ ................................ ................................ ................................ .......................... CC-12 Successor Agency Resolutions ................................ ................................ ................................ ................................ .................... CC-13 Summaries (BCS): Crime Statistics / Uniform Crime Reports (UCR) ................................ ................................ ............................ PD-25 Summary Plan Descriptions / Benefit Plan Documents ................................ ................................ ................................ .................. MS-2 Superfund Project / Burbank Operable Project (Water Quality, etc.) ................................ ................................ ......................... BWP-20 Supervisor’s Notes: Personnel Files ................................ ................................ ................................ ................................ ............ CW-10 Supervisory Control and Data Acquisition (SCADA) (Water) ................................ ................................ ................................ ..... BWP-19 Supervisory Control and Data Acquisition (SCADA) Database (Power) - ECC ................................ ................................ ......... BWP-14 Supply Inventories: Correspondence - Transitory / Preliminary Drafts ................................ ................................ ............CW-5 – CW6 Support Documentation for Application Configurations ................................ ................................ ................................ .................... IT-1 Support Services – Communications / CAD / Dispatch ................................ ................................ ................................ ................ PD-20 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 57 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Support Services / Animal Shelter ................................ ................................ ................................ ................. PR&&CS-5 – PR&&CS-9 Support Services / Jail ................................ ................................ ................................ ................................ ................... PD-21 – PD-23 Support Services / Property & Evidence................................ ................................ ................................ ......................... PD-20 – PD-21 Support Services / Records (Police) ................................ ................................ ................................ ............................... PD-23 – PD-35 Suppression / Operations ................................ ................................ ................................ ................................ ............................... FD-9 Surplus Property / Salvage Auction Sale Bids ................................ ................................ ................................ ............................... FIN-9 Survey Books / Field Notebooks – City ................................ ................................ ................................ ................................ ......... PW-4 Surveys – Preliminary Studies / Project Assessments / Engineering Studies (Not Acquired or Developed) ............................... PW-2 Surveys / Class Surveys (Program Feedback or Evaluations) ................................ ................................ ................................ PR&CS-2 Surveys / Engineering Studies (City Built Projects) ................................ ................................ ................................ ....................... PW-2 Surveys / Evaluations................................ ................................ ................................ ................................ .............................. PR&CS-1 Surveys / Questionnaires (City Issued) ................................ ................................ ................................ ................................ ....... CW-13 Surveys Conducted on Behalf of the City ................................ ................................ ................................ ................................ ....... MS-8 Surveys: Job Files / Capital Improvement Projects (CIP) – Permanent File ................................ ................................ ................. PW-1 Surveys: Project Files / Capital Improvement Project Files (CIP) / Jobs ................................ ................................ ...................... BWP-8 Surveys: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Power ................................ .......... BWP-13 Surveys: Project Files / Capital Improvement Project Files (CIP) / Jobs – Permanent File - Water ................................ .......... BWP-19 Suspicious Circumstances: Police Reports / Incident Reports: Non-Criminal / Outside Assist ................................ .................. PD-30 Sustainability Programs ................................ ................................ ................................ ................................ ................................ PW-9 Sweeping, Street Logs (Source Records) ................................ ................................ ................................ ................................ ...PW-13 Swimming Pool Chemicals: Log of Chemicals Manually Added to City Swimming Pools ................................ ........................ PR&CS-4 Swimming Pool Chemicals: Water Testing ................................ ................................ ................................ .............................. PR&CS-4 Swimming Pools: Water Discharge Permits ................................ ................................ ................................ ................................ .. PW-4 Switching Order Logs ................................ ................................ ................................ ................................ ................................ BWP-14 Systems Support: Fiber Optics / Communications / Leases ................................ ................................ ................................ ...... BWP-15 T
Tag Logs ................................ ................................ ................................ ................................ ................................ ...................... PD-21 Tailgate Meetings: Training – All Course Records ................................ ................................ ................................ .................... CW-14 Tally Sheets ................................ ................................ ................................ ................................ ................................ ................. CC-11 Tampering: Meter Databases ................................ ................................ ................................ ................................ ...................... BWP-3 Tanks: Videos: ................................ ................................ ................................ ................................ ................................ .......... BWP-20 Tapes - (CAD/RMS) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) ................................ .............. PD-20 Tapes / Recordings – Audio: Traffic Commission ................................ ................................ ................................ .........................PW-15 Tapes or DVDs / Recordings – Audio: Traffic Commission ................................ ................................ ................................ ..........PW-15 Tax Assessment Districts Administration & Promotion ................................ ................................ ................................ .................. CD-6 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 58 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Taxi Decal List / Vehicles which will Carry City of Burbank Decals ................................ ................................ ................................ CD-4 Taxi License & Renewals ................................ ................................ ................................ ................................ .............................. PD-9 Taxi Vouchers ................................ ................................ ................................ ................................ ................................ ............. CD-17 Technology (BWP) ................................ ................................ ................................ ................................ ................................ .... BWP-15 Teletype Messages Received / Teletype Record Log ................................ ................................ ................................ .................. PD-15 Temporary (Pools, Construction) / Rentals: Hydrant Meters ................................ ................................ ................................ ...... BWP-17 Temporary Bin Rentals / Signature Authorizations ................................ ................................ ................................ .......................PW-11 Temporary Entitlements – Planning ................................ ................................ ................................ ................................ ............. CD-16 Temporary Restraining Order (TRO): Order After Hearing ................................ ................................ ................................ ........... PD-27 Tenant Files - Section 8 - WITH Unpaid Balances or Fraud ................................ ................................ ................................ ...... CD-12 Tenant Files - Section 8 - WITHOUT Unpaid Balances or Fraud ................................ ................................ ................................ CD-13 Tenant Files - Section 8 - Income Verification, 50058s, Verifications Only ................................ ................................ .................. CD-12 Tenant Improvements, Places of Public Accommodations – Building Plans and Construction Documents – Finalled ................... CD-2 Test Results: Recruitment & Examination Files (Blue Folders) ................................ ................................ ................................ ..... MS-7 Testing Master File: Recruitment & Examination Files (Orange Folders) ................................ ................................ ...................... MS-7 Thank Yous: Correspondence - Transitory / Preliminary Drafts ................................ ................................ ......................CW-5 – CW6 that includes residential units; form is provided by California Department of Housing & Community Development ....................... CD-9 Time Cards / Time Logs / Time Sheets – With Employee Signatures ................................ ................................ ....................... CW-13 Time Logs / Time Sheets / Time Cards – With Employee Signatures ................................ ................................ ....................... CW-13 Time of Day: Meter Databases ................................ ................................ ................................ ................................ .................... BWP-3 Time Reports / Exception Time Sheets – Summaries ................................ ................................ ................................ ................... FIN-6 Time Sheets (With Employee Signatures) – Fire ................................ ................................ ................................ ............................ FD-4 Time Sheets / Time Cards / Time Logs – With Employee Signatures ................................ ................................ ....................... CW-13 Timesheets / Overtime Slips / Report – Police ................................ ................................ ................................ ............................. PD-10 Tobacco Dealers Permits ................................ ................................ ................................ ................................ .............................. CD-2 Tract & Subdivision Files ................................ ................................ ................................ ................................ ............................... PW-3 Tract Maps: Maps, Plans and Record Drawings ................................ ................................ ................................ ............................ PW-4 Traffic ................................ ................................ ................................ ................................ ................................ .......................... PD-18 Traffic / Patrol ................................ ................................ ................................ ................................ ................................ PD-17 – PD-20 Traffic Accident Reports ................................ ................................ ................................ ................................ ............................... PW-15 Traffic Collisions / Accident Reports: Police Reports / Incident Reports ................................ ................................ ....................... PD-31 Traffic Commission: Agendas, Agenda Packets ................................ ................................ ................................ ........................PW-15 Traffic Commission: Minutes & Bylaws ................................ ................................ ................................ ................................ ........PW-15 Traffic Commission: Recordings / Tapes – Audio ................................ ................................ ................................ ......................PW-15 Traffic Commission: Recordings / Tapes or DVDs ................................ ................................ ................................ .....................PW-15 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 59 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Traffic Conditions Complaints (results in Radar Trailer Surveys) ................................ ................................ ................................ . PD-19 Traffic Control: Radar Calibration Records ................................ ................................ ................................ ................................ . PD-20 Traffic Control: Radar Trailer Surveys, etc. ................................ ................................ ................................ ................................ PD-20 Traffic Counts ................................ ................................ ................................ ................................ ................................ ..............PW-15 Traffic Officer's Patrol Record (Hardcard) ................................ ................................ ................................ ................................ .... PD-20 Traffic Speed Surveys ................................ ................................ ................................ ................................ ................................ ..PW-15 Traffic Video Camera Recordings ................................ ................................ ................................ ................................ ...............PW-15 Traffic ................................ ................................ ................................ ................................ ................................ .............. PW-14- PW-15 Traffic: Citation Books Issued / Citation Log Books (#s / ranges) ................................ ................................ ................................ . PD-24 Traffic: Maps & Plans ................................ ................................ ................................ ................................ ................................ ...PW-14 Training – All Course Records ................................ ................................ ................................ ................................ .................. CW-14 Training Database (Training Management System) - Police ................................ ................................ ................................ ...... PD-12 Training Documentation: Personnel File – EMT Personnel ................................ ................................ ................................ ........... FD-7 Training Evaluation / LEFTA (Field Training, etc.) ................................ ................................ ................................ ....................... PD-17 Training File - Fire Employees ................................ ................................ ................................ ................................ ...................... FD-3 Training Management System (Training Database) - Police................................ ................................ ................................ ......... PD-12 Training Notice & Warrant Request ................................ ................................ ................................ ................................ .............. PD-10 Training: Department Training Records – Course Records - Police ................................ ................................ ........................ PD-12 Transfer Records (BWP) ................................ ................................ ................................ ................................ ............................. BWP-1 Transient Occupancy Tax / Transient Parking Tax ................................ ................................ ................................ .......................FIN-10 Transient Parking Tax / Transient Occupancy Tax ................................ ................................ ................................ .......................FIN-10 Transitory / Preliminary Drafts – Correspondence ................................ ................................ ................................ ..............CW-5 – CW6 Translations: ADA Records (Americans with Disabilities Act) ................................ ................................ ................................ ......... MS-1 Transmittal Letters: Correspondence - Transitory / Preliminary Drafts ................................ ................................ ............CW-5 – CW6 Transportation / Wide Load Applications & Permits ................................ ................................ ................................ ....................... PW-4 Transportation Audits / PERS Audit / Single Audits: Audit Reports................................ ................................ ................................ FIN-1 Transportation Projects / Acquisitions ................................ ................................ ................................ ................................ .......... CD-17 Transportation Projects / Environmental Assessments and Remediation ................................ ................................ ..................... CD-17 Transportation ................................ ................................ ................................ ................................ ................................ CD-17 – CD-18 Travel Expense Reimbursements: Accounts Payable / Invoices and Backup ................................ ................................ ................ FIN-4 Travel Expense Report ................................ ................................ ................................ ................................ ................................ . FIN-4 Treasurer's Receipts ("TRs") / City Treasurer Deposit Reports / Deposit Cash Receipts / Backup / Cash Summaries ................. CW-2 Treatment Records (Animal) ................................ ................................ ................................ ................................ ................ PR&&CS-9 Tree Database ................................ ................................ ................................ ................................ ................................ ........ PR&CS-4 Tree Service Requests: Forestry / Street Trees ................................ ................................ ................................ ...................... PR&CS-4 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 60 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Trip Permits / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions / Sign-in Sheets / Registration ......... PR&CS-3 Trip Reduction Ordinance Annual Report ................................ ................................ ................................ ................................ .... CD-18 Trip Reduction Ordinance Data Collection Records ................................ ................................ ................................ .................... CD-18 Trip Reduction Ordinance Records ................................ ................................ ................................ ................................ .............. CD-17 TRO (Temporary Restraining Order): Order After Hearing ................................ ................................ ................................ ........... PD-27 Truck / Taxi Decal List / Vehicles which will Carry City of Burbank Decals ................................ ................................ .................... CD-4 Trust Accounts – Bank Statements ................................ ................................ ................................ ................................ ............... FIN-1 Trustee Statements & Arbitrage ................................ ................................ ................................ ................................ .................... CD-6 Trustee Statements & Arbitrage: Bonds – Debt Official Statements / Certificates of Participations (COPs) ................................ ... FIN-1 U
UCR (Uniform Crime Reports) / Crime Statistics: Summaries (BCS) ................................ ................................ ............................ PD-25 UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP / WORM / DVD-r / CD-r / Blue Ray-R ................................ ................... IT-1 Unauthorized Discharges / Violations / Spills: Complaints ................................ ................................ ................................ ............PW-16 Unauthorized Discharges / Violations / Spills: Stormwater Program ................................ ................................ .............................PW-19 Un-cashed Checks / Unclaimed Money: Escheat ................................ ................................ ................................ ........................... CT-1 Unclaimed Money / Un-cashed Checks: Escheat ................................ ................................ ................................ ........................... CT-1 Undeliverable Envelopes: Correspondence - Transitory / Preliminary Drafts ................................ ................................ ..CW-5 – CW6 Underground Service Alerts (USA’s) – Water ................................ ................................ ................................ ............................ BWP-20 Underground Service Alerts (USA's) - BWP ................................ ................................ ................................ ................................ BWP-8 Underground Vault Inspections ................................ ................................ ................................ ................................ ................. BWP-17 Uniform / Clothing Allowance - Request for Reimbursement ................................ ................................ ................................ ....... PD-10 Uniform Building Codes (CBC, UBC, UPC, UEC, etc.) ................................ ................................ ................................ .................. CD-3 Uniform Crime Reports (UCR) / Crime Statistics: Summaries (BCS) ................................ ................................ ............................ PD-25 Unpaid Intern Applications & Agreements ................................ ................................ ................................ .............................. PR&CS-5 Unsuccessful Grants ................................ ................................ ................................ ................................ ................................ ..... CW-7 Urban Water Management Plans (UWMP) ................................ ................................ ................................ ................................ BWP-20 US Gross to Net Reports / Payroll Register ................................ ................................ ................................ ................................ ... FIN-6 USA’s (Underground Service Alerts) – Water ................................ ................................ ................................ ............................ BWP-20 USA's Underground Service Alerts - BWP ................................ ................................ ................................ ................................ .. BWP-8 Use of Force Review WITHOUT Sustained Finding of Misconduct (not as a result of a complaint from a member of the public) .. PD-9 Use of Force Training: Training – Department Training Records – Course Records - Police ................................ .................. PD-12 Used Oil Disposal / Disposal ................................ ................................ ................................ ................................ .......................... MS-9 Used Oil Disposal ................................ ................................ ................................ ................................ ................................ ........PW-10 Utility Standards ................................ ................................ ................................ ................................ ................................ ........ BWP-14 Utility Users Tax Exemption Records & Reports ................................ ................................ ................................ .........................FIN-10 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 61 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent UWMP (Urban Water Management Plans) ................................ ................................ ................................ ................................ BWP-20 V
Vacation Checks ................................ ................................ ................................ ................................ ................................ ......... PD-17 Vacations - Where Redevelopment is the Lead ................................ ................................ ................................ ........................... CD-11 Vacations ................................ ................................ ................................ ................................ ................................ .................... CC-13 Vacations, Alley ................................ ................................ ................................ ................................ ................................ ............ CD-6 Vaccination Records: Treatment Records ................................ ................................ ................................ ............................ PR&&CS-9 Vehicle & Equipment History Files ................................ ................................ ................................ ................................ ................ PW-7 Vehicle Accident Reports (Copies) ................................ ................................ ................................ ................................ ................ PW-7 Vehicle Accident Review ................................ ................................ ................................ ................................ ............................... PD-9 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks / Pre-Trip Inspections ................................ .......... CW-10 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks ................................ ................................ ................ FD-9 Vehicle Titles “Pink Slips” ................................ ................................ ................................ ................................ .............................. FIN-9 Vehicles / Hours: Work Reports ................................ ................................ ................................ ................................ .................... PW-8 Vehicles: Surplus Property / Salvage Auction Sale Bids ................................ ................................ ................................ ................ FIN-9 Verifications of Employment, Child Support, etc. ................................ ................................ ................................ ........................... MS-8 Vice / Narcotics: Expense Reports ................................ ................................ ................................ ................................ ............... PD-13 Vice Narcotic Section: Monthly Report ................................ ................................ ................................ ................................ ......... PD-14 Victim of Intimate Partner Violence or Sexual Violence (Nonviolent Crimes) ................................ ................................ ............... PD-31 Video Camera Recordings - Traffic ................................ ................................ ................................ ................................ .............PW-15 Video Recordings / City Council, Planning Board, Redevelopment & Housing Authority Meetings ................................ .............. CC-13 Videoconference Chats, Notes and Recordings ................................ ................................ ................................ ................CW-5 – CW6 Videos / Recordings (non-City Council meetings) ................................ ................................ ................................ .......................... CM-1 Videos: Water Wells, Repairs, Reservoirs, Tanks ................................ ................................ ................................ ..................... BWP-20 Violations / Spills / Unauthorized Discharges: Complaints ................................ ................................ ................................ ............PW-16 Violations / Spills / Unauthorized Discharges: Stormwater Program ................................ ................................ .............................PW-19 Violent Felonies: Police Reports / Incident Reports ................................ ................................ ................................ ...................... PD-29 Visitor Log, Police Station ................................ ................................ ................................ ................................ ........................... PD-33 Visitors Logs: Correspondence - Transitory / Preliminary Drafts................................ ................................ .....................CW-5 – CW6 Voice Mails: Correspondence - Transitory / Preliminary Drafts ................................ ................................ .......................CW-5 – CW6 Voice Recordings: Power Trading / Power Scheduling ................................ ................................ ................................ .............. BWP-12 Voided – Payroll Checks / Warrants ................................ ................................ ................................ ................................ .............. FIN-5 Voluntary Program: Juvenile Probation Records ................................ ................................ ................................ .......................... PD-14 Volunteer / Burbank Volunteer Program (BVP) / Unpaid Intern Applications & Agreements ................................ ................... PR&CS-5 Vote-by-Mail Applications, Absentee Applications, Roster of Absentee Applications ................................ ................................ .... CC-11 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 62 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Vote-by-Mail Identification Envelopes, Absentee Identification Envelopes ................................ ................................ ................... CC-11 Voter Index Copies Used As the Voting Record Polling Places ................................ ................................ ................................ .... CC-11 Voter Index Original ................................ ................................ ................................ ................................ ................................ ..... CC-11 Vouchers, Project Share Processed ................................ ................................ ................................ ................................ ............ BWP-4 Vulnerability Assessment / Emergency Response Plan / Risk & Resiliency Assessment / Hazard Mitigation Plan .................... BWP-21 W
W-2 Annual Reports ................................ ................................ ................................ ................................ ................................ ...... FIN-7 W-2’s ................................ ................................ ................................ ................................ ................................ ............................ FIN-7 W-3, & DE-155, 941 Forms,– Quarterly Payroll Tax Returns / OASDI ................................ ................................ ........................... FIN-5 W-4s: Payroll Folders ................................ ................................ ................................ ................................ ................................ .... FIN-6 W-9s ................................ ................................ ................................ ................................ ................................ ............................ FIN-4 WAM (Work and Asset Management) Database / Job Orders Database ................................ ................................ ................... BWP-7 Wanted Bulletin ................................ ................................ ................................ ................................ ................................ ............ PD-34 Ward Cases / Sealed Juvenile: Police Reports / Incident Reports ................................ ................................ ................................ PD-31 Warner Bros.: Large Customer Meetings, Public Relations ................................ ................................ ................................ ......... BWP-3 Warrant Registers ................................ ................................ ................................ ................................ ................................ ......... CT-2 Warrant Request: Accounts Payable / Invoices and Backup ................................ ................................ ................................ ......... FIN-4 Warrants (Cashed) - Numerical ................................ ................................ ................................ ................................ ..................... CT-2 Warrants / Payroll Checks – Cancelled, Cashed or Voided ................................ ................................ ................................ ........... FIN-5 Warrants: Foreign Warrant Register ................................ ................................ ................................ ................................ ............. PD-34 Waste Collection and Recycling Compliance - AB 939 Compliance ................................ ................................ .............................PW-10 Waste Collection and Recycling Funds & Fees - AB 939 Funds & Fees ................................ ................................ ....................... PW-8 Waste Collection and Recycling Reports - AB 939 Reports................................ ................................ ................................ ..........PW-10 Wastewater / Sewer System Management Plans (SSMP) and Audits, Sanitary Sewer Overflows (SSOs) ................................ ...PW-20 Wastewater ................................ ................................ ................................ ................................ ................................ ... PW-16 – PW-20 Watch Commanders Log ................................ ................................ ................................ ................................ ............................. PD-17 Water Billing ................................ ................................ ................................ ................................ ................................ ............... BWP-4 Water Discharge Permits ................................ ................................ ................................ ................................ .............................. PW-4 Water Distribution – NPDES Permits ................................ ................................ ................................ ................................ ........ BWP-18 Water Distribution ................................ ................................ ................................ ................................ .................... BWP-16 – BWP-21 Water Operations: NPDES Monitoring Reports ................................ ................................ ................................ ......................... BWP-18 Water Production Reads / Reports (To State DHS & DWR) ................................ ................................ ................................ ...... BWP-21 Water Quality Reports / Consumer Confidence Reports ................................ ................................ ................................ ........... BWP-21 Water Reclamation Plant: Project Files (Copies) ................................ ................................ ................................ ........... PW-17 – PW-20 Water Supply Agreements (Copies) ................................ ................................ ................................ ................................ .......... BWP-21 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 63 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent Water Survey Books ................................ ................................ ................................ ................................ ................................ . BWP-21 Water Testing: Swimming Pool Chemicals ................................ ................................ ................................ .............................. PR&CS-4 Water Wells: Videos: ................................ ................................ ................................ ................................ ................................ . BWP-20 Weapon Inspection ................................ ................................ ................................ ................................ ................................ ...... PD-12 Weapons Database / Department Weapons / Qualification Shoot Logs ................................ ................................ ....................... PD-12 Weapons Inspected / Retired Officer Firearm Qualifications ................................ ................................ ................................ ........ PD-12 WECC (Western Electricity Coordination Council) Audits ................................ ................................ ................................ ........ BWP-14 Weight Slips – Recycling ................................ ................................ ................................ ................................ .............................. PW-11 Weight Slips – Refuse ................................ ................................ ................................ ................................ ................................ ..PW-11 Well Records (Includes Destroyed or Abandoned Wells) ................................ ................................ ................................ .......... BWP-21 Western Electricity Coordination Council (WECC) Audits ................................ ................................ ................................ ........ BWP-14 Wide Load / Transportation Applications & Permits ................................ ................................ ................................ ....................... PW-4 Wire Transfers ................................ ................................ ................................ ................................ ................................ .............. FIN-4 Wires / Wire Transfers (Veba, PEHP, RHS) ................................ ................................ ................................ ................................ .. CT-2 Withdrawn or Expired Planning Project Files ................................ ................................ ................................ ................................ CD-15 Work and Asset Management (WAM) – Hard Copies (Completed Paper Versions with Field Notes / Job Orders ................. BWP-6 Work and Asset Management (WAM) Database / Job Orders Database ................................ ................................ ................... BWP-7 Work Orders - BWP ................................ ................................ ................................ ................................ ................................ .... BWP-8 Work Orders / Service Requests – All Information Entered in CMMS Database ................................ ................................ ......PW-11 Work Orders / Service Requests – All Information Entered in CMMS Database ................................ ................................ ......PW-13 Work Orders / Service Requests – All Information Entered in CMMS Database ................................ ................................ ......PW-20 Work Orders / Service Requests – NOT Entered In CMMS Database ................................ ................................ ........................PW-12 Work Orders / Service Requests – NOT Entered In CMMS Database ................................ ................................ ........................PW-14 Work Orders / Service Requests – NOT Entered In CMMS Database ................................ ................................ ........................PW-20 Work Orders / Service Requests / Job Requests / Service Repair Orders – All Information Entered in CMMS Database ......... PW-7 Work Orders / Service Requests / Job Requests / Service Repair Orders – NOT Entered In CMMS Database ........................... PW-8 Work Orders / Service Requests / Job Requests CMMS Database (Computerized Maintenance Management System) ............. PW-7 Work Orders / Service Requests CMMS Database (Computerized Maintenance Management System) ................................ .....PW-11 Work Orders / Service Requests CMMS Database (Computerized Maintenance Management System) ................................ .....PW-13 Work Orders / Service Requests CMMS Database (Computerized Maintenance Management System) ................................ .....PW-20 Work Reports: Hours / Vehicles ................................ ................................ ................................ ................................ .................... PW-8 Work Schedules, Personnel ................................ ................................ ................................ ................................ ........................ CW-10 Workers Compensation or Disability Claims / Employee Accident Reports ................................ ................................ ................. MS-12 Working Files: Correspondence – Routine - IF the Content relates in a SUBSTANTIVE way ................................ ....................... CW-4 Worksheets, Check Out ................................ ................................ ................................ ................................ ............................ BWP-12 Page No.
Retention Schedule Index – Burbank, CA – FY 23-24 Update Page 64 of 64 ©1995-2011 Gladwell Governmental Services, Inc. (909) 337 -3516 - all rights reserved Do not duplicate or distribute without prior written consent WORM / DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes .................... IT-1 Write Offs / Collection Agency Assignments (and associated disputes) / Collections / Master Collection List ............................. BWP-2 WRP (Sludge Records) ................................ ................................ ................................ ................................ ................................ PW-18 WRP Operators: Status Reports ................................ ................................ ................................ ................................ ..................PW-19 X
X-rays: Medical Files: Personnel Files – All Employees ................................ ................................ ................................ ................. MS-6 Y
Youth Endowment Services Fund Board, Oversight Board Minutes ................................ ................................ ............................. CC-12 Youth Endowment Services Fund Board: Agenda Staff Reports ................................ ................................ ................................ ... CC-1 Youth Endowment Services Fund Board: Agendas ................................ ................................ ................................ ....................... CC-1 Youth Endowment Services Fund Board: Resolutions ................................ ................................ ................................ ................. CC-13 Z
Zoning Maps / Other Maps of Significant Historical Value ................................ ................................ ................................ ............ CD-17 Zoning Studies: Reports and Studies - Historically Significant ................................ ................................ ................................ ..... CW-11 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
CITY-WIDE (Used by All Departments)
Lead Dept. CW-005
Agreements & Contracts -
ADMINISTRATION RECORDS
Project Schedules,
Correspondence with Vendor,
Includes Records related to
Administering
Agreements/Contracts, etc.
(See City Clerk for Original
Agreements & Contracts)
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Covers E&O Statute of
Limitations; Published Audit
Standards=4-7 years;
Statute of Limitations:
Contracts & Spec's=4
years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10
years; CCP §§336(a), 337
et. seq., GC §34090
Lead Dept. CW-011
Boards, Commissions, &
Committees: Citizens Advisory
Bodies Formed by CITY
COUNCIL
AGENDAS, AGENDA
PACKETS
5 years 5 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
2 years
Department Preference;
Brown Act challenges must
be filed within 30 or 90 days
of action; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-011.1
Boards, Commissions, &
Committees: Citizens Advisory
Bodies Formed by CITY
COUNCIL
Attendance Reports
5 years 5 years Mag,
Ppr
Department preference; GC
§34090 et seq.
Lead Dept. CW-012
Boards, Commissions, &
Committees: Citizens Advisory
Bodies Formed by CITY
COUNCIL
MINUTES & BYLAWS
10 years P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
10 years
Notes taken to facilitate the
writing of the minutes can
be destroyed after minutes
have been adopted; GC
§34090 et seq.
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
Lead Dept. CW-013
Boards, Commissions, &
Committees: City Council Ad
Hoc Committees
(Composed solely of less than
a quorum of the City Council)
2 years 2 years Mag,
Ppr
All recommendations are
presented to the City
Council; GC §34090 et seq.
CW-014
Boards, Commissions, &
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-records
CW-015 Brochures: See Reference
Manuals
City Treasurer CW-017
Cash Receipts Detail /
Treasurer's Receipts ("TRs") /
City Treasurer Deposit Reports
/ Deposit Cash Receipts /
Backup / Cash Summaries /
Accounts Receivable Detail /
Refund Detail
2 years 3 years 5 years Mag,
Ppr
Department preference -
meets municipal
government auditing
standards; GC §34090
Lead Dept. CW-018 Cell Phone Bills (Detailed
Backup) 2 years 2 years Mag,
Ppr
Statement / Summary is
sent to Finance, detailed
backup is kept in
department; GC §34090
Manag.
Services / Risk
Manag.
CW-019 Claims
2 years from
denial or
resolution
unless litigation
2 years from
denial or
resolution
unless litigation
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090.7
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
Lead Dept. CW-021
Committees Internal -
Attended by employees: All
Records
(e.g. Records Management
Committee, In-House Task
Forces, etc.)
2 years 2 years Mag,
Ppr GC §34090
Lead
(Responding)
Dept.
CW-022 Complaints / Concerns from
Citizens (operational) 2 years 2 years Mag Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3
years; Claims must be filed
in 6 months; CCP §340 et
seq., 342, GC §§ 911.2,
34090
Lead
(Responding)
Dept.
CW-023
Complaints / Concerns from
Citizens Computer Tracking
Software
2 years 2 years Mag,
Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3
years; Claims must be filed
in 6 months; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
CW-024 Contracts: See Agreements
CW-025 Copies or duplicates of any
record
Copies - When
No Longer
Required
Copies - When
No Longer
Required
Mag Ppr
The City Manager may
authorize destruction of
duplicate records no longer
required, provided the
original record is retained -
BMC §2-1-1007; AP I-8 GC
§34090.7
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
Dept. that
Authors
Document
or
Receives the
City's Original
Document
(from an
outside source)
CW-026
Correspondence - ROUTINE
(Content relates in a
substantive way to the
conduct of the public's
business)
(e.g. Administrative,
Chronological Files, e-mail,
General Files, Letters,
Memorandums, Miscellaneous
Reports, Press Releases,
Public Records Requests,
Reading Files, Working Files,
etc.)
IF the Content relates in a
SUBSTANTIVE way to the
conduct of the public's
business
2 years 2 years Mag,
Ppr
ONLY IF the Content
relates in a substantive way
to the conduct of the
public's business; City of
San Jose v. Superior Court
(Smith). S218066. Supreme
Court of California, 2017;
GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-027
Correspondence - Content
NOT Substantive, or NOT
made or retained for the
purpose of preserving the
informational content for
future reference (see
comments)
Transitory documents such as
calendars, checklists,
invitations, instant messaging,
logs, mailing lists, meeting
room registrations, supply
inventories, telephone
messages, transmittal letters,
thank yous, requests from
other cities, staff
videoconference chats, notes
and recordings, undeliverable
envelopes, visitors logs, voice
mails, etc., unless content
substantive..
When No
Longer
Required, or 90
days, whichever
is Shorter
When No
Longer
Required, or
90 days,
whichever is
Shorter
Mag,
Ppr
Electronic and paper
records are categorized,
filed and retained based
upon the CONTENT of the
record. Records where
either the Content relates in
a substantive way to the
conduct of the public's
business, or ARE made or
retained for the purpose of
preserving the
informational content for
future reference are saved
by placing them in an
electronic or paper (project)
file folder and retained for
the applicable retention
period of that project. If not
mentioned here, consult the
City Attorney to determine if
a record is considered
transitory/ preliminary
drafts. GC §34090, GC §§
7927.500, 7928.705; 64
Ops. Cal. Atty. Gen. 317
(1981); City of San Jose v.
Superior Court (Smith).
S218066. Supreme Court of
California, 2017
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-027.1
Correspondence - Emails -
Content NOT Substantive,
or NOT made or retained
for the purpose of
preserving the
informational content for
future reference (see
comments).
Transitory documents such as
calendars, checklists,
invitations, instant messaging,
logs, mailing lists, meeting
room registrations, supply
inventories, telephone
messages, transmittal letters,
thank yous, requests from
other cities, undeliverable
envelopes, visitors logs, voice
mails, etc., unless content
substantive.
2 years 2 years Mag,
Ppr
Electronic and paper
records are categorized,
filed and retained based
upon the CONTENT of the
record. Records where
either the Content relates in
a substantive way to the
conduct of the public's
business, or ARE made or
retained for the purpose
of preserving the
informational content for
future reference are saved
by placing them in an
electronic or paper
(project) file folder and
retained for the applicable
retention period of that
project. If not mentioned
here, consult the City
Attorney to determine if a
record is considered
transitory/ preliminary
drafts. GC §34090, GC §§
7927.500, 7928.705; 64
Ops. Cal. Atty. Gen. 317
(1981); City of San Jose v.
Superior Court (Smith).
S218066. Supreme Court
of California, 2017
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
Lead Dept. CW-029 Drafts & Notes: Drafts that are
revised (retain final version)
Until the
adoption of the
final document.
Until the
adoption of the
final document.
Mag,
Ppr
As long as the drafts and
notes are not retained in
the "Regular Course of
Business". Consult the City
Attorney to determine if a
record is considered a draft.
GC §34090,GC §§
7927.500, 7928.705
Lead Dept. CW-030
Facility Use Applications /
Facility Use Permits / Room
Reservation Applications
2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-031
GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
When No
Longer
Required
Yes Mag
The Lead Department
should print out historical
documents (or save source
data) prior to replacing the
data, if they require the data
or output for historical
purposes; Department
Preference (Preliminary
documents); GC §34090 et
seq.
Lead Dept. CW-032 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years Mag,
Ppr GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
Lead Dept. CW-033
Grants / CDBG / Reimbursable
Claims / FEMA or OES
Reimbursement Claims /
Subventions (SUCCESSFUL
Reports, other records required
to pass the funding agency's
audit, if required)
Send Grant Financial Reports
to Finance
Applications (successful), program
rules, regulations & procedures,
reports to grant funding agencies,
correspondence, audit records,
completion records
2 years
After
Funding
Agency
Audit, if
Required -
3 years,
unless
Grant
Conditions
requires
longer
retention
After Funding
Agency Audit,
if required - 5
years, unless
Grant
Conditions
requires longer
retention
Mag,
Ppr
Meets auditing standards;
Grants covered by a
Consolidated Action Plan
are required for 5 years;
Uniform Admin.
Requirements for Grants to
Local Governments is 3
years from expenditure
report or final payment of
grantee or subgrantee; 2
CFR 200.334; 24 CFR
91.105(h), 92.505, &
570.502(a), OMB Circular A
-
133; GC §34090
Lead Dept. CW-034.1 Hazardous Waste Manifests P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department preference
(City has "cradle to grave"
liability); only 3 years is
mandated; 22 CCR
66262.40; GC §34090
Lead Dept. CW-036 Leave Slips
When No
Longer
Required, or 90
days, whichever
is shorter.
When No
Longer
Required, or
90 days,
whichever is
shorter.
Mag,
Ppr
Preliminary draft / transitory
record; GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
Lead Dept. CW-038
Material Data Safety Sheet
(MSDS) / Safety Data Sheets
(SDS) / Chemical Use Report
Form (or records of the
chemical / substance / agent,
where & when it was used)
30 years 30 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Previous MSDS may be
obtained from a service;
MSDS may be destroyed
as long as a record of the
chemical / substance /
agent, where & when it
was used is maintained
for 30 years; Applies to
qualified employers; 8 CCR
3204(d)(1)(B)(2 and 3), 29
CFR 910.1020(d)(1)(ii)(B),
GC §34090
Lead Dept. CW-041 Newspaper Clippings / Online
News Articles
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be
obtained from the
newspaper company; GC
§34090
Staffing Dept. CW-042
Notices: Public Hearing
Notices, Affidavit of Posting
(City Clerk maintains Legal
Advertising)
2 years 2 years Mag,
Ppr
Statute of Limitations on
Municipal Government
actions is 3 - 6 months; GC
§34090
Manag.
Services /
Human
Resources
CW-044
Personnel Files Retained at the
Department/Division level
(When an employee transfers
to a different department, or
separates from the City, the file
should be sent to Management
Services)
Upon
Separation or
Transfer, Send
to Management
Services
Upon
Separation or
Transfer, Send
to
Management
Services
Before
Separation
Mag,
Ppr
Ensure records kept in
Department files comply
with City policy (all originals
are sent to Human
Resources); GC §34090.7
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
Lead Dept. CW-045 Personnel Files (Supervisor's
Notes)
2 years
(After Incorp. In
Evaluation)
2 years
(After Incorp.
In Evaluation)
Before
Annual
Performance
Evaluation
Mag,
Ppr
Preliminary drafts; Notes
maintained in a separate
folder to be incorporated
into performance
evaluation, or to document
progressive discipline; GC
§34090 et seq.
Lead Dept. CW-046 Personnel Work Schedules 2 years 2 years Mag, Ppr GC §34090
Lead Dept.
(Who Operates
the Vehicle)
CW-047
Pre-Trip Inspections / Vehicle
Safety Checks / Daily Vehicle
Inspections / Daily Equipment
Checks
2 years 2 years Ppr GC §34090
Responding
Dept. CW-048 Public Records Act Requests Response + 2
years
Response + 2
years
Mag,
Ppr GC §34090.7
Lead Dept. CW-049 Public Relations / Press
Releases 2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-050 Purchase Orders - Department
POs - Under $5,000 2 years 3 years 5 years Mag,
Ppr
Department preference;
consistent with municipal
government auditing
standards; Finance retains
Purchase Orders over
$5,000; GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-052
Real Estate Appraisal Reports
(Acquisition or Sale): Property
NOT purchased, Loans not
funded, etc.
2 years 2 years Mag,
Ppr
Not accessible to the
public; GC §§34090,
7928.705
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
Lead Dept.
(Who Ordered
the Appraisal)
CW-053
Real Estate Appraisal Reports
(Acquisition or Sale):
Purchased Property, Funded
Loans
2 years
3 years after
Purchase
Completed
5 years after
Purchase
Completed
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S Yes: After
Inactive
Not accessible to the public
until purchase has been
completed; meets grant
auditing requirements; 2
CFR 200.334; 24 CFR
91.105(h), & 570.502(a);
GC §34090
Lead Dept. CW-055
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters &
Reports: Produced by YOUR
Department
2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-056
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters &
Reports: Produced by OTHER
Departments
When
Superseded or
No Longer
Required
When
Superseded, or
No Longer
Required
Mag,
Ppr Copies; GC §34090.7
CW-057
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters &
Reports: Produced by
OUTSIDE ORGANIZATIONS
(League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-058
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Administratively and
Historically significant,
therefore retained
permanently; GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
Lead Dept. CW-059
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
5 years 5 years Mag,
Ppr
Information is outdated
after 5 years; GC §34090
Lead Dept. CW-061
Safety: OSHA Inspections &
Citations, Log 200 and Log
300, 301, 301A, Safety
Committee Minutes
5 years 5 years Ppr
Calif. Labor Division is
required to keep their
records 7 years; OSHA
requires 5 years; State law
requires 2 years; 8 CCR
§3203(b)(1), GC §34090.7;
LC §6429c
Lead Dept. CW-062 Speaker Cards, Meeting Notes
(submitted at public meetings)
When Minutes
are Approved
When Minutes
are Approved Ppr
Transitory records not
retained in the ordinary
course of business (used to
accurately produce
minutes); GC §34090 et
seq.
Lead Dept. CW-063 Special Event Permits Expiration + 2
years
Expiration + 2
years
Yes: During
Class or
Program
Mag,
Ppr GC §34090
Lead Dept. CW-063.1 Subject Files
2 years from
completion or
when no longer
required,
whichever is
longer
2 years from
completion or
when no longer
required,
whichever is
longer
Mag,
Ppr GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
Lead Dept. CW-064
Surveys / Questionnaires (that
the City issues).
Responses, Reports and
Summaries
2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-066
Time Sheets / Time Cards /
Time Logs (With Employee
Signatures)
3 years 3 years 6 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department preference
(only the summaries or
exception reports are sent
to Payroll); Meets auditing
standards (audit + 4 years);
IRS requires 4 years; Ca.
requires 2 yr min.; FTB
keeps 3 years; Published
articles show 4 -10 years;
IRS Reg §31.6001-1(e)(2),
R&T §19530; LC § 1174(d);
GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits and/or investigat ions suspend normal retention periods (retention resumes after s ettlement or completion).
Lead Dept. CW-067
Training - ALL COURSE
RECORDS
(Attendance Rosters, Outlines
and Materials; includes Ethics
& Safety training and tailgate
meetings)
2 years 5 years 7 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department preference;
Ethics Training is 5 years;
Calif. Labor Division is
required to keep their
OSHA records 7 years;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law
requires 2 -3 years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
1602.31; LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b)
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
CUSTOMER SERVICE / MARKETING
BWP /
Customer
Service /
Marketing
BWP-007
Accounts Receivable: Billing
Backup for BWP Projects,
Cash Exceptions, Cash Sheets,
Create Transfer Records,
Deposit Worksheets (FP, RP,
Clipboard), Electronic
Payments
Project
Completion +
5 years
Project
Completion +
5 years
Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); 18 CFR 125.3; GC
§34090
BWP /
Customer
Service /
Marketing
BWP-008 Armored Manifest Books 2 years 2 years Mag, Ppr GC §34090 BWP /
Customer
Service /
Marketing
BWP-010 Bankruptcies - BWP Customers
- WHERE A CLAIM IS FILED 10 years 10 years Mag, Ppr
Department Preference
(negative information remains
on credit ratings for 7 years); GC
§34090
(Bank) BWP-10.1 Bankruptcies - BWP Customers
- NO CLAIM FILED
Not More
than 90 days
Not More
than 90 days Mag, Ppr
Not City records (account is
closed and bankruptcy noted in
database)
BWP /
Customer
Service /
Marketing
BWP-011 Bill Inserts / Marketing 2 years 2 years Mag, Ppr GC §34090 (Bank) BWP-11.1
Checks deposited to Bank (City
scans them for the Bank, rather
than physically taking the
checks to the bank to deposit
them.)
Follow Bank
Instructions
Follow Bank
Instructions Mag, Ppr
These are bank instruments,
and not City records; per bank
agreement.
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP /
Customer
Service /
Marketing
BWP-012
Collections / Master Collection
List / Write Offs / Collection
Agency Assignments (and
associated disputes)
7 years 7 years Mag, Ppr
Department preference
(negative information remains
on a customer's credit rating for
7 years; GC §34090
BWP /
Customer
Service /
Marketing
BWP-013 Complaint Tags / Service Tags 2 years 2 years Mag, Ppr GC §34090 BWP /
Customer
Service /
Marketing
BWP-014 Conservation Records 5 years 5 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
BWP /
Customer
Service /
Marketing
BWP-015
Credit Card Receipts
(Summaries are sent to City
Treasurer)
2 years 2 years Mag, Ppr GC §34090
BWP /
Customer
Service /
Marketing
BWP-016 Customer Account Adjustment
Backup 2 years 2 years Mag, Ppr GC §34090
BWP /
Customer
Service /
Marketing
BWP-017 Customer Receipts (Payment
stubs and receipts) 2 years 2 years Mag, Ppr GC §34090 et seq.
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP /
Customer
Service /
Marketing
BWP-018 Customer Service Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag, Ppr
Department Preference (Data is
interrelated); Data cannot be
destroyed, written over, or
altered without approval by City
Council; 18 CFR 125.3; GC
§34090
BWP /
Customer
Service /
Marketing
BWP-019 Hang Tag List: Discontinuance
Notices (DEWNS / CREMS) 2 years 2 years Mag, Ppr GC §34090 BWP /
Customer
Service /
Marketing
BWP-020
Large Customer Meetings,
Public Relations
(e.g. Warner Bros., etc.)
5 years 5 years Mag, Ppr Department Preference; GC
§34090
BWP /
Customer
Service /
Marketing
BWP-021
Life Support Application / Life
Line (Seniors, Disabled
Persons, Low Income)
Denial or
Expiration +
2 years
Denial or
Expiration +
2 years
Mag, Ppr GC §34090
BWP /
Customer
Service /
Marketing
BWP-021.1
Medical Necessity Customers
(Emergencies / Shut-offs -
Customers who must have
electricity or water for critical
medical equipment)
Expiration +
2 years
Expiration +
2 years
Mag,
Ppr, Mfr,
OD
S Yes: After
QC & OD
Confidential; Department
preference; GC §34090
BWP /
Customer
Service /
Marketing
BWP-022
Meter Databases: Data pulse,
Remote Locations, Tampering,
Time of Day, etc.
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag, Ppr
Data is interrelated; This data
cannot be destroyed without
Council approval; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP /
Customer
Service /
Marketing
BWP-023 Miscellaneous Receipts 5 years 5 years Mag, Ppr Department Preference (meets
municipal government auditing
standards); 18 CFR 125.3; GC
§34090
BWP /
Customer
Service /
Marketing
BWP-024 Project Share Processed
Vouchers 5 years 5 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); 18 CFR 125.3;GC
§34090
Lead Dept. BWP-026 Public Relations / Press
Releases 2 years 2 years Mag, Ppr Department Preference; GC §34090
BWP /
Customer
Service /
Marketing
BWP-027 Rebate Programs / Toilet
Rebates, etc. 5 years 5 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
BWP /
Customer
Service /
Marketing
BWP-028 Residential / Commercial
Applications for Service
Termination
+ 2 years
Termination
+
2 years Mag, Ppr 18 CFR 125.3; GC §34090
BWP /
Customer
Service /
Marketing
BWP-029
Service Requests - Connects &
Disconnects - Electric and
Water (entered into Database)
Indefinite Indefinite Mag Ppr Preliminary drafts (the database is the original); GC §34090
BWP /
Customer
Service /
Marketing
BWP-029.1
Water Billing: Appeals -
Payment Delinquency &
Impending Discontinuation
Final
Decision + 2
years
Final
Decision + 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After
QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP /
Customer
Service /
Marketing
BWP-029.2
Water Billing: Non-payment
Notices / Notice of Payment
Delinquency & Impending
Discontinuation (Initial, Final)
Date of
Notice + 2
years
Date of
Notice + 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After
QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
BWP /
Customer
Service /
Marketing
BWP-029.3
Water Billing: NSF Checks /
Adjustments to Customer
accounts
Date of
Notice + 2
years
Date of
Notice + 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After
QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
BWP /
Customer
Service /
Marketing
BWP-029.4
Water Billing: Payment Plans:
Amortization, Alternative
Payment Plans, Deferrals, etc.
Expiration or
Completion
of Payment
Plan + 2
years
Expiration or
Completion
of Payment
Plan + 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After
QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116910
BWP /
Customer
Service /
Marketing
BWP-029.5
Water Billing: Policy on
Discontinuation of Residential
Service for Nonpayment
When
Superseded -
Minimum 2
years
When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After
QC & OD
Must post to Website; H&S
§116906; GC §34090
BWP /
Customer
Service /
Marketing
BWP-029.6
Water Billing: Report of Annual
Discontinuations of Residential
Service
Minimum 2
years
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S Yes: After
QC & OD
Must post to Website; H&S
§116918; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
ELECTRIC SERVICES
BWP /
Electric
Services /
Customer
Service
BWP-030
Electric Service Orders -
Service Confirmations &
Complaints Database
/Customer Information System
Database
Indefinite Indefinite Yes Mag, Ppr Data is interrelated; 18 CFR 125.3 GC §34090
BWP /
Electric
Services
BWP-031
Electric Service Orders -
Service Confirmations / CIS-
Banner with Hard Copy
Drawings
3 years 3 years Mag, Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed in 6
months; CCP §§338 et seq., 340
et seq., 342, GC §34090
BWP /
Electric
Services
BWP-032
Electric Service Orders -
Complaints (Work Completed
in the Field) - Crewmembers
findings with signatures or
initials
3 years 3 years Mag, Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed in 6
months; CCP §§338 et seq., 340
et seq., 342, GC §34090
BWP /
Electric
Services
BWP-033 Equipment Sheets 5 years 5 years Mag, Ppr GC §34090 BWP /
Electric
Services
BWP-035
Job Orders / WAM (Work and
Asset Management) & Lifecycle
Works - Hard Copies
(Completed Paper Versions
with field notes)
5 years 5 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
City preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP /
Electric
Services
BWP-034
Job Orders Database / WAM
(Work and Asset Management)
Database / Lifecycle Works
Indefinite -
Until
Superseded
or Updated
Indefinite -
Until
Superseded
or Updated
Yes Mag, Ppr
Only used for databases where
information is continually
updated or superseded; Data is
interrelated; GC §34090
BWP /
Electric
Services
BWP-036 Joint Pole Agreements
When Asset
Removed
from Service
+ 10 years
When Asset
Removed
from Service
+ 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BWP /
Electric
Services
BWP-036.1 Lockout-Blockout / Lockout-
Tagout 2 years 2 years Mag, Ppr GC §34090
BWP / Lead
Div. BWP-037.1
Project Files / Capital
Improvement Project Files
(CIP) / Jobs: Administration
File
Project Administration, Certified
Payrolls, Construction Management
Logs, Daily Inspection Diary,
Project Schedules, Progress
meetings, Real Estate Appraisals,
etc.
Upon
Completion
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Mag, Ppr
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Published Audit Standards=4-7
years; Statute of Limitations:
Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; CCP §§336(a), 337 et.
seq., 18 CFR 125.3; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP / Lead
Div. BWP-038
Project Files / Capital
Improvement Project Files
(CIP) / Jobs: Permanent File
Plans, Record Drawings / "As
Builts", Specifications,
Bids/RFPs, Successful
Proposal, Change Orders,
Inspections, Materials Testing
Reports, Grading Permits,
Hazardous Materials Reports,
Notice of Completion, O&M
Manuals, Photos, Soils
Reports, Studies, Submittals,
Surveys, etc.
Upon
Completion PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference; retained
for disaster preparedness
purposes; 18 CFR 125.3; GC
§34090
BWP / Lead
Div. BWP-039.1 Underground Service Alerts
(USA's) / Dig Alerts - BWP 3 years 3 years Ppr
Department Preference (the
Regional Notification Center has
the obligation to retain the notice
for 3 years); GC §§4216.2(f) &
4216.3(ed
), GC §34090
BWP /
Electric
Services
BWP-040 Work Orders 5 years 5 years 10 years Mag, Ppr
City preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
FINANCE (BWP)
Financial
Services /
Accounting
BWP-041 Financial Services Database
Indefinite
(Minimum 10
years)
Indefinite
(Minimum 10
years)
Yes Mag
Data Fields / Records are
interrelated; FERC requires 10
years for GLs, Subsidiary
Ledgers and Journal Vouchers;
18 CFR 125.2 & 125.3; GC
§34090
BWP / BWP
Finance BWP-043
Risk Management Meeting
Minutes / Risk Oversight
Committee Meeting Minutes
5 years 5 years Mag, Ppr
Department Preference; OSHA
requires 5 years for safety
records; State law requires 2
years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 8 CCR §3203 et seq.,
29 CFR 1602.31; LC §6429(c);
GC §§12946, 12960, 34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
POWER SUPPLY
BWP / Power
Supply BWP-044
California Energy Commission
(CEC) Licenses and Regulatory
Correspondence that is Tied to
an Asset
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BWP / Power
Supply BWP-045 California Energy Commission
(CEC) Reports 7 years 7 years Mag, Ppr Department Preference; 18 CFR 125.3; GC §34090
BWP / Power
Supply BWP-047
Department of Energy (DOE)
Licenses and Regulatory
Correspondence that is Tied to
an Asset
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BWP / Power
Supply BWP-048 Department of Energy (DOE)
Reports 7 years 7 years Mag, Ppr Department Preference; 18 CFR 125.3; GC §34090
BWP / Power
Supply BWP-049
Environmental / Electrical
Equipment Disposal -
Hazardous Material
2 years P P
Mag,
Mfr, OD,
Ppr
S Yes: After
QC
Department preference; GC
§34090 et seq.
BWP / Power
Supply BWP-050 Facility Histories / Infrastructure
Design PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090; 18 CFR 125 et seq.
BWP / Power
Supply BWP-051
FERC (Federal Energy
Regulatory Commission)
Inspections that are Tied to an
Asset
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP / Power
Supply BWP-052
FERC (Federal Energy
Regulatory Commission)
Licenses and Regulatory
Correspondence that is Tied to
an Asset
PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Lead Dept. BWP-127 Generator Operations Logs and
Inspections (all Generators) 5 years 5 years Mag, Ppr
Department preference
(stationary generators are 5
years, Portable /emergency
generators are 5 years); AQMD
Rule 1470; Form 400–E–13a
instructions, GC §34090 et. seq.
BWP / Power
Supply BWP-053 Load Records 10 years 10 years Mag, Ppr Department Preference; 18 CFR 125.3. GC §34090;
BWP / Power
Supply BWP-054 Logs / Diaries 10 years 10 years Mag, Ppr Department Preference; GC §34090
BWP / Power
Supply BWP-055 Manifest (EPA Standard) 3 years 3 years Mag, Ppr Department preference; GC §34090
BWP / Power
Supply BWP-056 NERC (North American Energy
Corporation) Audits 10 years 10 years Mag, Ppr Department Preference; GC §34090
BWP / Power
Supply BWP-057 Power Outage Report
Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP / Power
Supply BWP-058 Power Outage Reports 2 years 2 years Mag, Ppr Department preference; The
database is the original; GC
§34090 et seq.
BWP / Power
Supply BWP-059 Power Production Operating
Data Logs 10 years 10 years Mag, Ppr Department Preference; GC §34090
BWP / Power
Supply BWP-060
Power Trading / Power
Scheduling
(Check Out Worksheets)
Completion +
3 years 7 years Completion +
10 years Mag, Ppr
Department Preference auditing
standards are 5 years,; ; GC
§34090
BWP / Power
Supply BWP-061
Power Trading / Power
Scheduling
(Confirmations, Invoices)
3 years 7 years 10 years Mag, Ppr Department Preference (audited every 6 years); GC §34090
BWP / Power
Supply BWP-062
Power Trading / Power
Scheduling
(Generation Worksheets)
3 years 7 years 10 years Mag, Ppr Department Preference (audited every 6 years); GC §34090
BWP / Power
Supply BWP-063
Power Trading / Power
Scheduling
(Pathing Sheets)
3 years 7 years 10 years Mag, Ppr Department Preference (audited every 6 years); GC §34090
BWP / Power
Supply BWP-064
Power Trading / Power
Scheduling
(Voice Recordings)
3 years 7 years 10 years Mag, Ppr Department Preference (audited every 6 years); GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP / Lead
Div. BWP-065
Project Files / Capital
Improvement Project Files
(CIP) / Jobs: Administration
File
Project Administration, Certified
Payrolls, Project Schedules,
Progress meetings, Real Estate
Appraisals, etc.
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Mag, Ppr
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Published Audit Standards=4-7
years; Statute of Limitations:
Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; CCP §§336(a), 337 et.
seq., GC §34090
BWP / Lead
Div. BWP-066
Project Files / Capital
Improvement Project Files
(CIP) / Jobs: Permanent File
Plans, Record Drawings / "As
Builts", Specifications, Bids/RFPs,
Successful Proposal, Change
Orders, Inspections, Materials
Testing Reports, Grading Permits,
Hazardous Materials Reports,
Construction Management Logs,
Daily Inspection Diary, Notice of
Completion, O&M Manuals,
Photos, Soils Reports, Studies,
Submittals
, Surveys, etc.
Upon
Completion PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference; retained
for disaster preparedness
purposes; GC §34090; 18 CFR
125 et seq.
BWP / Power
Supply BWP-069 Regulatory Filings
(FERC, CEC, NERC, etc.) 7 years 7 years Mag, Ppr Department Preference; 18 CFR 125.3; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP / Power
Supply BWP-070 Sampling / Circular & Strip
Charts 7 years 3 years 10 years Mag, Ppr Department Preference; GC §34090
BWP / Power
Supply BWP-071
SCADA Database (Power)
(Supervisory Control and Data
Acquisition) - ECC
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data is interrelated; system
qualifies as a "trusted system";
GC §§34090, 12168.7
BWP / Power
Supply BWP-072 SCADA Log Books 1 year P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BWP / Power
Supply BWP-074 Switching Order Logs 10 years 10 years Mag, Ppr Department preference; GC §34090
BWP / Power
Supply BWP-075 Utility Standards Superseded
+ 2 years
Superseded
+ 2 years Mag, Ppr Department Preference; GC
§34090
BWP / Power
Supply BWP-076 WECC (Western Electricity
Coordination Council) Audits 10 years 10 years Mag, Ppr Department Preference; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
TECHNOLOGY
BWP /
Technology BWP-077 License - FCC 2 years P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BWP /
Technology BWP-078
Communications - Frequency
Coordination Files Supporting
Files that Support Concurrence
Letters that are a Condition of
City’s FCC License
2 years P P Mag, Ppr
Department Preference; Needs
to be permanent as these are
supporting files that support our
concurrence letters that are a
condition of our FCC Licenses;
GC §34090
BWP /
Technology BWP-079 Communications - Priority
Correspondence 2 years 8 years 10 years Mag, Ppr Department Preference; GC §34090
BWP /
Technology BWP-080 Communications - Subject and
Correspondence Files 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090
BWP /
Technology BWP-081
Concurrence Letters
Supporting Concurrence Letter
that are a Condition of City’s
FCC License
2 years P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; Needs
to be permanent as these are
supporting files that support our
concurrence letters that are a
condition of our FCC Licenses;
GC §34090
BWP /
Technology BWP-082 Estimates - Preliminary, In
Process, Completed 5 years 5 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BWP /
Technology BWP-083 Fiber Optic and Network
Drawings 2 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference; GC
§34090 et seq.
BWP /
Technology BWP-084 Systems Support: Fiber optics
/ Communications / Leases
Termination
+ 4 years
Termination
+ 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
WATER DISTRIBUTION
BWP /
Water Dist. BWP-085.1 Backflow Testing / Cross
Connection Testing 3 years 3 years Mag, Ppr
Department Preference; Meets
SWRCB, DDW requirements; 17
CCR 7605(f); GC §34090
BWP /
Water Dist. BWP-085 Chains of Custody:
Bacteriological and Organics 5 years 5 years Mag, Ppr
Department Preference; Actual
laboratory reports may be kept,
or data may be transferred to
tabular summaries; State law
requires 5 years; 40 CFR
141.33(a) and (b)(1); 22 CCR
§64470
BWP /
Water Dist. BWP-086 Chains of Custody: Chemical
(Includes Chlorine Residuals) 12 years 12 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
State law requires 12 years,
Federal 10 years; 40 CFR
141.33(a); 22 CCR §64470
BWP /
Water Dist. BWP-087 Chains of Custody: Lead &
Copper
12 years, or
2 Compliance
Cycles,
Whichever is
Longer
12 years, , or
2 Compliance
Cycles,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Lead and Copper are required
for 12 years or 2 compliance
cycles (some compliance cycles
are nine years); 22 CCR
64400.25; 22 CCR §64470, 40
CFR 141.33(a); 40 CFR 141.91
BWP /
Water Dist. BWP-089
Customer Concerns / Customer
Complaints: Odor / Taste /
Visual Complaints about
Potable Water
5 years 5 years Mag, Ppr
5 years is required in State and
Federal law for any complaints;
40 CFR 122.41(j)(2) & 40 CFR
141.33(b); 22 CCR 64470(a)
BWP /
Water Dist. BWP-091
Environmental Agencies /
Regulatory Agencies
(EPA, DHS, etc.)
5 years 5 years Mag, Ppr Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-17 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP /
Water Dist. BWP-092
Fire Hydrant Flow Tests
(Development or Maintenance) -
Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Mag, Ppr Department Preference (data is
interrelated); GC §34090
BWP /
Water Dist. BWP-093
Fire Hydrant Flow Tests
(Development or Maintenance) -
Paper
2 years 2 years Mag, Ppr
Department Preference (valves
are exercised every year); GC
§34090
BWP /
Water Dist. BWP-094 Inspections for Underground
Vaults
Next
Inspection +
2 years
Next
Inspection +
2 years
Mag, Ppr
Department Preference
(inspections are conducted
every year); GC §34090
BWP /
Water Dist. BWP-095
Hydrant Meters - Rentals /
Temporary (Pools,
Construction)
End of Rental
+ 2 years
End of Rental
+ 2 years Ppr Department preference; GC
§34090
Division
Providing
Service /
Work
BWP-096
Job Orders - 1000 - 6999
Series - (Work done by Other
Divisions for Water)
Copies -
When No
Longer
Required or
90 days
Copies -
When No
Longer
Required or
90 days
Mag Ppr
Department preference; CCP
§§338 et seq., 340 et seq., 342,
GC §34090.7
Division
Providing
Service /
Work
BWP-097 Job Orders - 2400 Series -
(Domestic Water Service)
Completion +
5 years
Completion +
5 years Mag Ppr
Department preference (meets
DHS requirements for water
distribution systems); CCP
§§338 et seq., 340 et seq., 342,
GC §34090
Division
Providing
Service /
Work
BWP-098 Job Orders - 8000 range
(Multifamily Dwellings) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference (5 years
meets DHS requirements for
water distribution systems); CCP
§§338 et seq., 340 et seq., 342,
GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-18 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
Division
Providing
Service /
Work
BWP-099 Job Orders - All Information
Entered in CMMS Database
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
Division
Providing
Service /
Work
BWP-100
Job Orders - CMMS
DATABASE (Computerized
Maintenance Management
System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
BWP /
Water Dist. BWP-101 Log Book (Pump Houses) 7 years 7 years Mag Ppr Department Preference; GC §34090
BWP /
Water Dist. BWP-102 NPDES Monitoring Reports
(Water Operations)
Expiration +
3 years
Expiration +
3 years Mag, Ppr
Monitoring records required for 3
years in Federal law; 40 CFR
§§122.21, 122.41
BWP /
Water Dist. BWP-103 NPDES Permits - Water
Distribution
Expiration +
3 years
Expiration +
3 years
Yes: Until
Expiration Mag, Ppr
Department Preference;
Monitoring records required for 3
years; 40 CFR §§122.21,
122.41; CCP §337 et seq.
BWP /
Water Dist. BWP-104 Operating Permit Expiration +
2 years PP
Mag,
Mfr, OD,
Ppr
S / I No Department preference; GC
§34090
Lead Div. BWP-105 Operations & Maintenance
Manuals / O & M Manuals
Disposal of
Equipment
Disposal of
Equipment Mag, Ppr Department preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-19 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP / Lead
Div. BWP-105.1
Project Files / Capital
Improvement Project Files
(CIP) / Jobs: Administration
File
Project Administration, Certified
Payrolls, Construction Management
Logs, Daily Inspection Diary,
Project Schedules, Progress
meetings, Real Estate Appraisals,
etc.
Upon
Completion
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Mag, Ppr
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Published Audit Standards=4-7
years; Statute of Limitations:
Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, CCP §§336(a), 337 et.
seq., GC §34090
BWP / Lead
Div. BWP-105.2
Project Files / Capital
Improvement Project Files
(CIP) / Jobs: Permanent File
Plans, Record Drawings / "As
Builts", Specifications,
Bids/RFPs, Successful
Proposal, Change Orders,
Inspections, Materials Testing
Reports, Grading Permits,
Hazardous Materials Reports,
Notice of Completion, O&M
Manuals, Photos, Soils
Reports, Studies, Submittals,
Surveys, etc.
Upon
Completion PP
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference; retained
for disaster preparedness
purposes; GC §34090
BWP /
Water Dist. BWP-106
SCADA Database (Water)
(Supervisory Control and Data
Acquisition)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data is interrelated; system
qualifies as a "trusted system";
GC §§34090, 12168.7
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: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-20 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP /
Water Dist. BWP-107 Service Orders - Meter
Location Maps PP Y e s
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department Preference; GC
§34090
BWP /
Water Dist. BWP-108
Source Water Analysis /
Reports & Sampling:
Bacteriological and Organics
5 years 5 years Mag, Ppr 40 CFR 141.33(a)
BWP /
Water Dist. BWP-109
Source Water Analysis /
Reports & Sampling:
Chemical (Includes Chlorine
Residuals)
12 years 12 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
State law requires 12 years,
Federal 10 years; 40 CFR
141.33(a); 22 CCR §64470
BWP /
Water Dist. BWP-110
Source Water Analysis /
Reports & Sampling: Lead &
Copper
12 years 12 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Required for 12 years or 2
compliance cycles; 40 CFR
141.91
BWP /
Water Dist. BWP-112
Superfund Project / Burbank
Operable Project (Water
Quality, etc.)
12 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference; GC
§34090
BWP / Lead
Div. BWP-113 Underground Service Alerts
(USA's) / Dig Alerts - Water 3 5
years 3 5 years Ppr
Department Preference (the
Regional Notification Center has
the obligation to retain the notice
for 3 years); GC §§4216.2(f) &
4216.3(ed
), GC §34090
City Clerk BWP-114 Urban Water Management
Plans (UWMP) PP Y e s
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department Preference (copies)
GC §34090.7
BWP /
Water Dist. BWP-115 Videos - Water Wells, Repairs,
Reservoirs, Tanks, etc.
Life of the
Asset
Life of the
Asset Mag Department preference; GC
§34090
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: 4/9/2024 Ver. 38.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER Page BWP-21 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
BWP /
Water Dist. BWP-116
Vulnerability Assessment /
Emergency Response Plan /
Risk & Resiliency Assessment /
Hazard Mitigation Plan
Superseded
+ 2 years
Superseded
+ 2 years Mag, Ppr Confidential; 42 USC 300i-2(d);
GC §34090 et seq.
BWP /
Water Dist. BWP-118 Water Production Reads /
Reports (to State DHS & DWR)
From
Reporting + 5
years
From
Reporting + 5
years
Mag, Ppr
Department Preference;
Exceeds California Department
of Health requirements (3
years); GC §34090
BWP /
Water Dist. BWP-119 Water Quality Reports /
Consumer Confidence Reports 12 years 12 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department preference;
Required for 12 years or 2
compliance cycles; 22 CCR §§
64400.25; 64470, 64483(g), 40
CFR 141.33(a); 40 CFR 141.91;
22 CCR §64483; GC §34090
BWP /
Water Dist. BWP-121 Water Survey Books 12 years P P Mag, Ppr Department preference; This is
Best Practice to keep records
and in line with industry
standards, could affect real
property; GC §34090
BWP /
Water Dist. BWP-122
Well Records (includes
Destroyed or Abandoned
Wells)
20 years P P
Mag,
Mfr, OD,
Ppr
S Yes: After
QC
Department preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY ATTORNEY
City Attorney CA-002 Outside Counsel Bills
Termination
of Service +
5 years
Termination
of Service +
5 years
Mag, Mfr,
OD, Ppr S
Yes:
After 5
years
Department Preference (meets
municipal government auditing
standards); GC §34090
City Attorney CA-003
Airport Related Files (Including
Litigation)
Final Documents Only
Final
Resolution +
5 years
Final
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:
After 5
years
Department Preference; GC
§34090
City Attorney CA-004 Amicus Briefs 2 years 2 years Mag. Ppr Department Preference; GC §34090
City Attorney CA-005 Bankruptcies
Final
Resolution +
2 years
Final
Resolution +
2 years
Yes: Until
Paid Mag, Ppr Retained for auditing purposes;
GC §34090
City Attorney CA-006 Citations / Criminal Complaints
Incident
Date + 7
years
Incident
Date + 7
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:
After
Settled
City Attorney is OFR for the
Claim; GC §34090.7
City Attorney CA-007
Citations / Criminal Complaints:
Misdemeanor - Adult Marijuana /
Cannabis - H&S
§11357(b)(c)(d)(e) or H&S
§11360(b) (with procedure in H&S
§11361.5)
Incident
Date + 3
years
Incident
Date + 3
years
Yes:
Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I
Yes:
After QC
& OD
("Shall" Destroy); GC
§68152(e)(8)
City Attorney CA-007.1 Closed Session Notes Resolution + 2 years
Resolution +
2 years Mag, Ppr Department preference; GC
§34090
Community
Develop. /
Code
Enforcement
CA-008 Code Enforcement Files Current + 2
years 3 years Current + 5
years Mag, Ppr Department Preference (copies /
preliminary drafts); GC §34090.7
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. 12.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Attorney CA-010
Lawsuits / Litigation - Final
Settlement Agreements or
Judgements
For closed cases starting 2016,
electronic copies of settlement
agreement / judgement only must
be kept electronically
permanently. For cases closed
before 2016, entire case to be
destroyed after 10 years.
Final
Resolution PP Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:
After 5
years
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§945,
34090, 34090.6; PC §832.5
City Attorney CA-011 Lawsuits / Pitchess Motions /
Litigation Case Files
Final
Resolution 5 years
Final
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:
After QC
& OD
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§945,
34090, 34090.6; PC §832.5
City Attorney CA-012 Legal Research Memos / Legal
Opinions
Current + 5
years
Current + 5
years Mag. Ppr Department Preference; GC
§34090
City Attorney CA-014 Claims and Potential Litigation
End of
Statute of
Limitations +
2 years
End of
Statute of
Limitations +
2 years
Mag, Ppr
State requires for at least 5 years
for Civilian complaints against
peace officers; other State &
Federal laws require retention
until final disposition of formal
complaint; State requires 2 years
after action is taken; Statute of
Limitations is 4 years for
misconduct; EVC §1045, GC
§§12946, 12960, 34090, PC
§832.5, VC §2547
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. 12.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Attorney CA-017 Subject Files
2 years from
Completion
or When No
Longer
Needed,
Whichever is
Longer
2 years from
Completion
or When No
Longer
Needed,
Whichever is
Longer
Mag, Ppr Department Preference; GC
§34090
City Attorney CA-017.1 Subpoenas (Except Police) 2 years 2 years Mag, Ppr GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-001
Affidavits of Publications /
Proof of Publications / Legal
Advertising
Publication +
2 years
Publication +
2 years Mag, Ppr
Proof of Publications are tied to
project file (see project file);
Brown Act challenges must be
filed within 30 or 90 days of
action; Statute of Limitations on
Municipal Government actions
is 3 - 6 months; CCP §§337 et
seq, 349.4; GC §§34090,
54960.1(c)(1)
City Clerk CC-003
Agenda Staff Reports:
City Council, Successor
Agency, RA (Redevelopment
Agency), HA (Housing
Authority), Parking Authority,
Public Financing Authority,
Youth Endowment Services
Fund Board
5 years 5 years Mag, Mfr,
OD, Ppr S Yes: After
QC & OD
Staff Reports pertaining to
infrastructure are retained
permanently in the City Clerk’s
Office (CCO); some are filed
with bid schedules and current
project files of the originating
department;
Department Preference (The
minutes are the permanent
record); GC §34090 et seq.
City Clerk CC-055
Agendas:
City Council, Successor
Agency, RA (Redevelopment
Agency), HA (Housing
Authority), Parking Authority,
Public Financing Authority,
Youth Endowment Services
Fund Board
When
Minutes Are
Completed
Minimum of 2
years
When Minutes
Are
Completed
Minimum of 2
years
Mag, Ppr GC §34090 et. seq.
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-005
Agreements & Contracts -
(ALL INFRASTRUCTURE)
MOUS, Developer
Agreements, Environmental
Agreements, Franchises
Agreement or Contract
includes all contractual
obligations (e.g.
Amendments, Scope of Work
or Successful Proposal,
Notice of Completion)
Examples of Infrastructure:
Architects, Buildings, bridges,
covenants, development,
environmental, Joint Powers,
MOUs, park improvements,
property & property restrictions,
redevelopment, reservoirs,
sewers, sidewalks, street & alley
improvements, settlement,
subdivisions, utilities, water, etc.
Completion P P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S Yes: Upon
Completion
Department Preference; All
infrastructure, JPAs, & Mutual
Aid contracts should be
permanent for emergency
preparedness; Statute of
Limitations is 4 years; 10 years
for Errors & Omissions; land
records are permanent by law;
CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor
has retention requirements in
48 CFR 4.703
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-005.1
Agreements & Contracts -
(ALL NON-
INFRASTRUCTURE) PSAs
(Professional Service
Agreements), Leases,
Classroom, etc.
Agreement or Contract
includes all contractual
obligations (e.g.
Amendments, Scope of Work
or Successful Proposal,
Notice of Completion)
Examples of Non-
Infrastructure: Consultants,
Landscaping, Painting, Slurry
Seals (Paving), Tree Trimming,
Leases, Personnel, Professional
Services, etc.
Termination 10 years Termination +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S Yes: Upon
Completion
Department Preference; Statute
of Limitations is 4 years; 10
years for Errors & Omissions;
land records are permanent by
law; CCP §§337. 337.1(a),
337.15, 343; GC §34090,
Contractor has retention
requirements in 48 CFR
4.703(a)
City Clerk CC-006
Bid Schedules - Public
Projects (Public Works
Projects): Agreements,
Amendments, Change
Orders, Staff Reports,
Notice of Completions
10 years P P Mag, Mfr,
OD, Ppr S Yes: After
QC & OD
Department preference; GC
§34090
City Clerk CC-007.1 Boards & Commission
Applications - Unsuccessful 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-007.2 Boards & Commission
Applications - Successful
End of Term
+ 2 years
End of Term +
2 years Mag, Ppr Department preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-007.4 Boards & Commission Maddy
Act List 5 years 5 years Mag, Ppr Department preference; GC §34090
City Clerk CC-007.3 Boards & Commission History
Book P P Mag, Mfr,
OD, Ppr S Yes: After
QC & OD
Department preference; GC
§34090
City Clerk CC-010 Charter & Amendments 5 years P P Mag, Mfr, OD, Ppr S / I No GC §34090
Mang.
Services /
Risk
Manag.
CC-012
Claims Against the City
(Forwarded to Risk
Management)
2 years 2 years Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S Yes: after
imaged
All originals filed with Risk
Management, Department
preference; GC §34090.7
City Clerk CC-015 Drug & Alcohol Test for
Council Members
Term + 2
years
Term + 2
years Mag, Ppr Department preference; GC
§34090
City Clerk CC-016
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): DESIGNATED
EMPLOYEES &
CONSULTANTS (specified in
the City's Conflict of Interest
code)
2 years 5 years 7 years Ppr City maintains original
statements; GC §81009€&(g)
City Clerk CC-016.1
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests):
ELECTRONICALLY FILED
10 years 10 years Ppr
Statements filed electronically
are required for 10 years; City
maintains copies only; original
statements are filed with FPPC;
GC §81009(f)&(g); GC §84615
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-017
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): PUBLIC
OFFICIALS (Elected.
Includes City Council
Members, Planning Board
Members, City Manager, City
Treasurer & City Attorney -
"87200 filers")
Termination
of Office + 7
years
Termination of
Office + 7
years
Ppr
Department Preference
(required for 4 years); City
maintains copies only; original
statements are filed with FPPC;
GC §81009(f)&(g)
City Clerk CC-017.1
Economic Interest Filings
(FPPC Form 602 / 635) -
Lobbyist Authorization /
Reporting
7 years 7 years Mag, Ppr Department preference; 2 CCR
18615(f)
City Clerk CC-018 FPPC Form 801 (Gift to
Agency Report) 7 years 7 years Mag, Ppr
Must post on website; FPPC
Forms Retention Summary for
Filing Officers; GC §81009(e)
City Clerk CC-019
FPPC Form 802 (Event Ticket
/ Pass Distributions Agency
Report)
7 years 7 years Mag, Ppr
Should post on website for 4
years; FPPC Forms Retention
Summary for Filing Officers;
GC §81009(e)
City Clerk CC-019.1 FPPC Form 803 (Behested
Payment Report) 7 years 7 years Mag, Ppr
FPPC Regulation 18734(c);
FPPC Forms Retention
Summary for Filing Officers;
GC §81009e
City Clerk CC-019.2 FPPC Form 804 (Agency
Report of New Positions) P P Mag, Ppr
FPPC Regulation 18734(c);
FPPC Forms Retention
Summary for Filing Officers;
GC §81009e
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-019.3 FPPC Form 805 (Agency
Report of Consultants) P P Mag, Ppr
FPPC Forms Retention
Summary for Filing Officers;
GC §34090; GC §81009(e)
City Clerk CC-019.4
FPPC Form 806 (Agency
Report of Public Official
Appointments)
7 years 7 years Mag, Ppr
Must post on website; 2 CCR
18702.5; GC §34090; GC
§81009(e)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
ELECTIONS - CONSOLIDATED
City Clerk CC-020
Candidate File: Campaign
Disclosure Statements (FPPC
400 & 501 Form) Nomination
Papers, Candidate
Statements: SUCCESSFUL
CANDIDATES (Elected
Officials)
Includes Successful
Candidates that file Form
460s or 470s electronically
10 years P P Mag, Mfr,
OD, Ppr S Yes: After 2
years
Campaign statements must be
posted on the City’s website
within 72 hours and remain on
line for 4 years; Data that has
been maintained for at least 10
years may then be archived in
a secure format; Paper must be
retained for at least 2 years;
Nomination papers; CA law
states term of office and 4
years after the expiration of
term; EC
§17100CCP§583.320(a)(3); GC
§81009(b)&(g); GC §84615(i)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-021
Candidate File: Campaign
Disclosure Statements (FPPC
400 & 501 Form) Nomination
Papers, Candidate
Statements:
UNSUCCESSFUL
CANDIDATES
Includes Unsuccessful
Candidates that file Form
460s or 470s electronically, or
those Without Committees
that Don't File Electronically
Date of
Election + 10
years
Date of
Election + 10
years
Mag, Mfr,
OD, Ppr S Yes: After 2
years
Campaign statements must be
posted on the City’s website
within 72 hours and remain on
line for 4 years; Candidates
without committees are not
required to file their statements
, reports or copies online or
electronically; Paper must be
retained for at least 2 years;
Nomination papers: CA law
states term of office and 4
years after the expiration of
term; EC
§17100CCP§583.320(a)(3); GC
§81009(b)&(g); GC §84615
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-021.1
Campaign Disclosure
Statements (FPPC 400
Series Forms, 501 Form):
UNSUCCESSFUL
CANDIDATES,
ELECTRONICALLY FILED -
WITH or WITHOUT
Committees
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Campaign statements must be
posted on the City’s website
within 72 hours and remain on
line for 4 years; Candidates
without committees are not
required to file their statements
, reports or copies online or
electronically; Paper must be
retained for at least 2 years;
Nomination papers: CA law
states term of office and 4
years after the expiration of EC
§17100CCP§583.320(a)(3); GC
§81009(b)&(g); GC §84615
City Clerk CC-022
Campaign Disclosure
Statements (FPPC 400 Series
Forms): THOSE NOT
REQUIRED TO FILE
ORIGINAL WITH CITY
CLERK (copies)
4 years 4 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(f)&(g)
City Clerk CC-023
Campaign Disclosure
Statements (FPPC 400 Series
Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
7 years 7 years Mag, Ppr Paper must be retained for at
least 2 years; GC §81009©&(g)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-024
Elections -
ADMINISTRATION Files
(Correspondence, , Precinct
Maps, County Election
Services, etc.)
4 years 4 years Mag, Ppr Department preference; GC
§34090, BMC 2-3-2301 - 2303
City Clerk CC-025
Elections - HISTORICAL
(Sample ballot, Certificate of
Election,
2 years P P Mag, Mfr,
OD, Ppr S No Retained for Historical Value,
GC §34090
City Clerk CC-026 Petitions (Initiative, Recall or
Referendum)
Results + 8
months or
Final
Examination
+ 1 year after
petition
examination if
insufficient
Results + 8
months or
Final
Examination
+ 1 year after
petition
examination if
insufficient
Ppr
Not accessible to the public;
The 8 month retention applies
after election results, or final
examination if no election,
unless there is a legal or FPPC
proceeding. EC §§17200(b)(3),
17400
ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-027
Assessment District Ballots
and/or protest letters - Prop.
218 proceedings
2 years 2 years Ppr GC §53753(e)(2)
City Clerk CC-028 Ballots - After Election 6 mo. 6 mo. Ppr EC §17302 City Clerk CC-029 Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306 City Clerk CC-030 Challenged & Assisted Voters
List 6 mo. 6 mo. Ppr If uncontested, EC §17304
City Clerk CC-031 Inspector Receipts for Ballots 6 mo. 6 mo. Ppr EC 17302, 17306 City Clerk CC-032 Precinct Officer Appointments 6 mo. 6 mo. Ppr EC §17503 City Clerk CC-033 Roster of Voters
Date of
Election + 5
years
Date of
Election + 5
years
Mag, Mfr,
OD, Ppr EC §17300
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-034 Tally Sheets, Logic &
Accuracy Test Certifications 6 mo. 6 mo. Ppr EC §17304
City Clerk CC-035
Vote-by-Mail Applications,
Absentee Applications, Roster
of Absentee Applications
6 mo. 6 mo. Ppr EC §17505
City Clerk CC-036
Vote-by-Mail Identification
Envelopes, Absentee
Identification Envelopes
6 mo. 6 mo. Ppr EC §17302
City Clerk CC-037
Voter Index Copies used as
the Voting Record at Polling
Places
6 mo. 6 mo. Ppr EC §17304
City Clerk CC-038 Voter Index Original
Date of
Election + 5
years
Date of
Election + 5
years
Ppr EC §17001
(End of Elections Section)
City Clerk CC-038.1 Enterprise System Catalogue
(posted online) 2 years 2 years Mag, Ppr GC §34090
City Clerk CC-038.2 Ethics Training Certificates -
All Required Filers
Term + 5
years
Term + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
GC §53235.2(b) GC §§12946,
12960, 34090; 29 USC 1113
City Clerk CC-040
Historical Records (e.g.
Articles of Incorporation, City
Seal, Awards of significant
historical interest, etc.)
5 years P P Mag, Mfr,
OD, Ppr S No
City Clerk determines historical
significance; records can
address a variety of subjects
and media; GC §34090
City Clerk CC-044
Oath of Office - Elected
Officials & Boards and
Commissions, City Manager,
City Treasurer, City Clerk, and
City Attorney
Termination +
6 years
Termination +
6 years
Mag, Mfr,
OD, Ppr S Yes: When
Inactive
Department Preference; Statute
of Limitations: Public official
misconduct is discovery of
offense + 4 years GC §§36507,
34090; PC §§801.5, 803(c); 29
USC 1113
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. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-044.1 Meeting notes, Speaker Cards
When
Minutes Are
Completed
When Minutes
Are
Completed
Preliminary Drafts; GC §34090
et. seq.
City Clerk CC-045
Minutes - City Council,
Successor Agency,
Redevelopment Agency,
Housing Authority, Parking
Authority, Public Financing
Authority, Youth Endowment
Services Fund Board,
Oversight Board
P P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090
City Clerk CC-046 Municipal Code Amended
Sections and Pages 2 years 2 years Mag, Mfr,
OD, Ppr S No Department preference; GC
§34090 et seq.
City Clerk CC-047
Ordinances - City Council,
Successor Agency,
Redevelopment Agency
P P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090 et. seq.
City Clerk CC-047.2 Passport Receipt Books 5 years 5 years Mag, Ppr Department preference (meets
auditing standards); GC
§34090 et. seq.
City Clerk CC-047.3 Passport Transmittals 24 months 24 months Mag, Ppr US Passport requirement to
destroy forms monthly once
retention is met; GC §34090
Lead Dept. CC-048 Public Employee Fidelity
Bonds (Dishonesty, etc.) 2 years Separation
+ 6 years
Separation + 6
years
Mag, Mfr,
OD, Ppr S Yes: When
Inactive
Statute of Limitations: Public
official misconduct is discovery
of offense + 4 years, retirement
benefits is 6 years from last
action; GC §§36507, 34090;
PC §§801.5, 803(c); 29 USC
1113
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. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-014
Recorded Documents:
Deeds, Easements,
Encroachments, Real
Property, Dedications,
Abandonments, Covenants,
Vacations, Rights of Ways
Includes Housing Authority
2 years P P Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-049
Recordings / DVD-R of City
Council, Planning Board,
Redevelopment & Housing
Authority Meetings - Video
Recordings / DVD-R or VCR
(ALL)
10 years 10 years (Mag)
Department preference; Video
recording of meetings are only
required for 90 days; GC
§§34090.7, 60201
City Clerk CC-050
Records Destruction Lists /
Certificates of Records
Destruction
10 years 10 years Mag, Mfr,
OD, Ppr S Yes: 2 years Department Preference; GC
§34090 et. seq.
City Clerk CC-050.1
Records Retention Schedules
/ Authorization for
Amendments to Retention
Schedules
10 years 10 years Department preference; GC
§34090 et. seq.
City Clerk CC-051
Resolutions - City Council,
Successor Agency, RA
(Redevelopment Agency), HA
(Housing Authority), Parking
Authority, Public Financing
Authority, Youth Endowment
Services Fund Board,
Oversight Board
P P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090 et. seq.
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. 28.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-051.1
Secretary of State Statement
of Facts / Registry of Public
Agencies
2 years 2 years GC §34090 et. seq.
Lead Dept.. CC-054 Subpoenas (forward to Lead
Departments) 2 years 2 years Department preference
(copies); GC §34090.7
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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 COUNCIL
City
Council CM-003
Proclamations / Commendations /
Certificates / Recognitions
(includes requests)
2 years 2 years Mag, Ppr GC §34090
CITY MANAGER
City
Manager CM-004 Administrative Procedure History 2 years P P Mag, Mfr, OD, Ppr S Yes: After
QC & OD
Department Preference; GC
§34090
City
Manager CM-007 Subject Files - High Profile
Issues 2 years 2 years Mag, Ppr GC §34090
PUBLIC INFORMATION OFFICE
City
Manager /
PIO
CM-010 Videos / Recordings (non-City
Council meetings) 2 years 2 years (Mag) Department preference; GC §§34090 et seq.
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 Ver. 26.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
CITY TREASURER
City
Treasurer CT-001 Bank Contracts Completion 5 years Completion + 5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: Upon
Completion
Errors and Omissions are not
applicable; CCP §§336(a), 337 et.
seq., GC §34090
City
Treasurer CT-002
Bank Statements (other than Trust
Accounts, which are Financial
Services - Sheakly, etc.)
3 years 2 years 5 years Mag, Ppr
Department preference (meets
municipal government auditing
standards); GC §34090
(Bank) CT-002.1
Checks deposited to Bank (City
scans them for the Bank, rather than
physically taking the checks to the
bank to deposit them.)
Follow
Bank's
Instructions
Follow
Bank's
Instructions
Mag, Ppr
These are bank instruments, and
not City records; per bank
agreement.
City
Treasurer CT-003
Daily Batch Work Files (Includes
Treasurer's Receipts / Over the
Counter Receipts)
2 years 3 years 5 years Mag, Ppr Department preference (meets auditing standards); GC §34090
City
Treasurer CT-004 Daily Cash Balance 5 years 5 years Mag, Ppr Department preference (meets auditing standards); GC §34090
City
Treasurer CT-005 Daily Investment Activity 5 years 5 years Mag, Ppr Department preference (meets auditing standards); GC §34090
City
Treasurer CT-006 Deposit Slips General Account 1 year 1 year Mag, Ppr Department preference
(preliminary draft not retained in
the ordinary course of business);
GC §34090
City
Treasurer CT-007 Escheat (Unclaimed money /
uncashed checks)
Escheat + 2
years
Escheat + 2
years Mag, Ppr
All tangible property held by
government agencies escheats
after 3 years; Statute of
Limitations is 1 year for seized
property; Meets auditing
requirements CCP §§340(4);
GC
§34090
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. 26.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
City
Treasurer CT-009 Fund Accounting Reports 2 years 3 years 5 years Mag, Ppr Transitory Records / Preliminary
Drafts not retained in the ordinary
course of business; Financial
system qualifies as a trusted
system and can re-create reports
accurately; GC §34090
City
Treasurer CT-010 Investments (CDs / Securities) Maturity + 5 years
Maturity + 5
years Mag, Ppr Department preference (meets
auditing standards); GC §34090
City
Treasurer CT-011 Liens P P Yes: Until
Paid
Mag, Mfr,
OD, Ppr S Yes: 1 year GC §34090(a)
City
Treasurer CT-012 Miscellaneous Collections Books 2 years 2 years Mag, Ppr GC §34090 City
Treasurer CT-013 Promissory Notes (Developers)
Loan Pay-off
or
Forgiveness
+ 5 years
Loan Pay-off
or
Forgiveness
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: 1 year
Consistent with Consolidated Plan
Requirements; Required for 3-4
years from expenditure or
performance report; 24 CFR
570.502(a), GC §34090
City
Treasurer CT-014 Reconciliations 2 years 3 years 5 years Mag, Ppr Department preference (meets auditing standards); GC §34090
City
Treasurer CT-015 Signature Cards and Plates Inactive + 5 years
Inactive + 5
years Mag, Ppr Department preference (meets
auditing standards); GC §34090
City
Treasurer CT-020 Warrant Registers 2 years 2 years Mag, Ppr Drafts / Copies (the database is the original); GC §34090.7
City
Treasurer CT-020.1 Wires / Wire Transfers (Veba,
PEHP, RHS) 5 years 5 years Mag, Ppr
Department preference (meets
municipal government auditing
standards); GC §34090
City
Treasurer CT-021 Warrants (Cashed) - Numerical 5 years 5 years Mag, Mfr, OD, Ppr S Yes: After
QC & OD
Department Preference; meets
municipal government auditing
standards; GC §34090, CCP §
337
BURBANK, CA.©1995-2021 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
BUILDING & SAFETY
CDD /
Building &
Safety
CD-009
Board of Building & Fire Code
Appeals
AGENDAS, AGENDA
PACKETS.
2 years 2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
2 years
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
CDD /
Building &
Safety
CD-011
Board of Building & Fire Code
Appeals
AUDIO RECORDINGS of
Meetings
1 year 1 year (Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
CDD /
Building &
Safety
CD-010
Board of Building & Fire Code
Appeals
MINUTES & BYLAWS
P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
10 years
Notes taken to facilitate the
writing of the minutes can be
destroyed after minutes have
been adopted; GC §34090 et
seq.
CDD /
Building &
Safety
CD-002 Building Permit Application
has Expired PP
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department Preference; GC
§34090
CDD /
Building &
Safety
CD-003 Building Permit Database
P P Yes (all) Mag
Department Preference - Data
is interrelated; GC §34090,
H&S §19850
CDD /
Building &
Safety
CD-005 Building Permits (All Issued) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090, H&S §19850
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
CDD /
Building &
Safety
CD-006
Building Plans and Construction
Documents - Finalled -
SINGLE FAMILY
RESIDENTIAL - SFR and
APPURTENANCES
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department preference; Law
requires for the life of the
building for commercial only;
CBC and UAC require plans be
retained 180 days from
completion date for residential
and appurtenances; CBC
§104.7 & 107.5; H&S§19850,
GC §34090
CDD /
Building &
Safety
CD-007
Building Plans and Construction
Documents - Finalled -
INDUSTRIAL, COMMERCIAL,
MULTI-FAMILY DWELLINGS,
PLACES OF PUBLIC
ACCOMMODATION, TENANT
IMPROVEMENTS,
PRODUCTION HOMES
(includes commercial structural
plans, Hazardous Materials
Questionnaire, etc.)
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department Preference; Law
requires for the life of the
building for commercial only;
CBC 104.7 & 107.5;
H&S§19850, GC §34090
CDD /
Building &
Safety
CD-007.1
Business License Regulatory
Permits / Tobacco Dealers, etc.
("BL")
5 years 5 years Mag, Ppr Meets auditing standards; GC
§34090 et seq.
CDD /
Building &
Safety
CD-019 Business Tax & Business
License Permits Database
Termination of
license or
account + 5
years
Termination of
license or
account + 5
years
Yes Mag Data Fields / Records are
interrelated; GC §34090
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. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
CDD /
Building &
Safety
CD-018 Business Tax Revenue
Applications ("BT") 5 years 5 years Mag, Ppr Meets auditing standards; GC §34090 et seq.
CDD /
Building &
Safety
CD-017
California Building Codes /
Uniform Building Codes (CBC,
UBC, UPC, UEC, etc.)
P P Mag, Ppr GC §50022.6
CDD /
Building &
Safety
CD-020
Code Violations / Code
Enforcement / Abatement Case
Files
(Includes appeals and Code
Enforcement Complaint Letters)
Resolved or
Terminated + 5
years
Resolved or
Terminated + 5
years
Yes: Until
Resolution Mag, Ppr
Department preference; Case
is open until satisfactorily
resolved (some cases are not
resolved); City Clerk maintains
original staff reports and
resolutions that are presented
to Council; CFC §104.3.4, GC
§34090
CDD /
Building &
Safety
CD-008
Construction Notices /
Inspection Notices
(correction notices, compliance
orders, stop work notices, etc.)
Until Cleared or
Project
Completion + 2
years
Until Cleared or
Project
Completion +
2 years
Mag, Ppr
Preliminary documents not
retained in the ordinary course
of business; GC §34090
CDD /
Building &
Safety
CD-012 Contractors Licensed -
Applications 2 years 2 years Mag, Ppr GC §34090
CDD /
Building &
Safety
CD-013 Grading Permits & Plans P P
Mag,
Mfr, OD,
Ppr
S
Permits:
Yes: After
QC & OD
Plans /
Mylars:
No
Department Preference; GC
§34090
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. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
CDD /
Building &
Safety
CD-004 Grading Plans / Soil Reports P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department Preference; GC
§34090
CDD /
Building &
Safety
CD-024 Recorded Seismic Retrofit
Notices & Releases PP Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
CDD /
Building &
Safety
CD-016
Requests & Permissions to
Receive Copies of Plans (to and
from architects)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090 et seq.
CDD /
Building &
Safety
CD-026
Truck / Taxi Decal List /
Vehicles which will Carry City of
Burbank Decals
Year of
Issuance + 2
years
Year of
Issuance + 2
years
Mag, Ppr GC §34090 et seq.
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
ECONOMIC DEVELOPMENT & HOUSING
Economic
Develop. &
Housing
ED&H-009
20% Set Aside - Residential
Rehabilitation Loans - NO
RECAPTURE / RESALE
RESTRICTIONS
Project
Completion + 5
years
Project
Completion + 5
years
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: 1
year
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements
for Grants to Local
Governments is 3 years from
expenditure report; 2 CFR
200.334; 24 CFR
92.508(a)(c)(2) & 570.502,
982.158, 884.214; GC §34090
Economic
Develop. &
Housing
ED&H-010 Acquisition File (Real Property) Acquisition + 2 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No GC §34090
Economic
Develop. &
Housing
ED&H-010.1
Affordable Housing Projects
(NOT HOME FUNDED)
WITHOUT a Recapture /
Resale Restriction
Loan Pay-off
OR
Forgiveness +
5 years
Loan Pay-off
OR
Forgiveness +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
HUD requires 5 years after the
agreement terminates;
Consistent with Consolidated
Plan Requirements; Required
for 3-4 years from expenditure
or performance report; 24 CFR
92.508(a)&(c) & 570.502(a), 29
CFR 97.42, 982.158, 884.214;
GC §34090
City Clerk ED&H-015 Agency Formation, Policy,
Financing 10 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
SN o
Send originals to the City Clerk;
Department preference to
retain copies permanently; 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. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
City Clerk ED&H-016 Alley Vacations 10 years P P Yes (all) Mag,
Mfr, OD,
Ppr
SN o
Send originals to the City Clerk;
Department preference to
retain copies permanently; GC
§34090.7
Economic
Develop. &
Housing
ED&H-017
Applications for Loans:
Rejected (First Time Home
Buyers, Rehabilitation, etc.)
5 years 5 years Mag, Ppr Department preference; GC
§34090
Economic
Develop. &
Housing
ED&H-011
Assessment / Maintenance /
Landscape & Lighting / Street
Improvement District Projects /
Community Facilities Districts /
Business Improvement Districts
(FORMATION, BOUNDARIES)
PP Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department Preference; Statute
of Limitations is 4 - 10 years
(for Errors & Omissions); CCP
§§337. 337.1(a), 337.15, 343;
GC §34090.7
Financial
Services ED&H-019
Bonds: Debt Official
Statements / Certificates of
Participations (COPs) Includes
Trustee Statements & Arbitrage
Payoff /
Defeasement
of Bond + 10
years
Payoff /
Defeasement
of Bond + 10
years
Yes (all)
Mag,
Mfr, OD,
Ppr
SN o Department preference; GC
§34090.7
Economic
Develop. &
Housing
ED&H-019.1
Business Improvement Districts
/ Community Facilities Districts -
Management & Administration
PP Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department Preference; Statute
of Limitations is 4 - 10 years
(for Errors & Omissions); CCP
§§337. 337.1(a), 337.15, 343;
GC §34090.7
Economic
Develop. &
Housing
ED&H-020
Business Improvement Districts
/ Tax Assessment Districts
Administration & Promotion
Expiration of
Management
Plan + 10
years
Expiration of
Management
Plan + 10 years
Mag, Ppr
Department Preference (meets
auditing standards); GC
§34090
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. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
Economic
Develop. &
Housing
ED&H-012
CDBG Affordable Housing
Loans - NO RECAPTURE /
RESALE RESTRICTIONS
(Contract Agreements,
Compliance Monitoring)
Project
Completion + 5
years
Project
Completion + 5
years
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: 1
year
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements
for Grants to Local
Governments is 3 years from
expenditure report; 2 CFR
200.334; 24 CFR
92.508(a)(c)(2) & 570.502(a),
570.502, 982.158, 884.214; GC
§34090
Economic
Develop. &
Housing
ED&H-013
CDBG Environmental Project
Review Records (Where
Redevelopment is the Lead
Department)
2 years P P Mag, Ppr
Department Preference; Final
environmental determinations
are required to be kept a
"reasonable period of time"; 2
CFR 200.334;14 CCR
§15095(c); 7 CFR 3016.42; 21
CFR 1403.36 & 1403.42(b); 24
CFR 91.105(h), 92.505, &
570.502(a), OMB Circular A-
133; GC §34090
Economic
Develop. &
Housing
ED&H-021 Community Facilities Districts P P
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department preference; GC
§34090.7
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. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
Economic
Develop. &
Housing
ED&H-022 Compliance Monitoring for
Affordable Housing Developers
Termination
of affordable
covenants or
restrictions +
5 years
Termination of
affordable
covenants or
restrictions + 5
years
Mag, Ppr
Department preference; 2 CFR
200.334; 24 CFR 92.508(a)(c)
& 570.502(a), 570.502,
982.158, 884.214; GC §34090
City Clerk ED&H-023 Deeds / Order of Condemnation P P Yes (all) Mag,
Mfr, OD,
Ppr
SN o Send originals to the City Clerk;
GC §34090.7
Economic
Develop. &
Housing
ED&H-024
Economic Development (Issues
and/or projects will vary over
time - e.g. Proposed Hotels,
etc.)
2 years 2 years
Yes: While
Active
Issues
Mag, Ppr GC §34090
Economic
Develop. &
Housing
ED&H-025.1
Housing Programs:
Homeownership Housing
Projects
CDBG & HOME
WITH Recapture or Resale
Restrictions
5 years after
the Affordability
Period
Terminates, or
the Written
Agreement
Terminates,
Whichever is
Longer
5 years after
the Affordability
Period
Terminates, or
the Written
Agreement
Terminates,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements
for Grants to Local
Governments is 3 years from
expenditure report; 2 CFR
200.334; 24 CFR 92.508(a)&(c)
& 570.502(a), 982.158,
884.214; GC §34090
Economic
Develop. &
Housing
ED&H-003 Landlord / Tenant Commission
FORMS 4 years 4 years Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
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. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
Economic
Develop. &
Housing
ED&H-026 Leases / Rental Agreements Termination + 5
years
Termination + 5
years
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD
Department preference; Statute
of Limitations: Contracts &
Spec's=4 years, (E&O is not
applicable); CCP §§336(a), 337
et. seq., GC §34090
Economic
Develop. &
Housing
ED&H-028 Offerings of Property to the
Agency or City (not pursued) 5 years 5 years Mag, Ppr Department preference; GC §34090
Economic
Develop. &
Housing
ED&H-028
Preliminary Application Form
(required for a housing
development project that
includes residential units; form
is provided by California
Department of Housing &
Community Development
5 years 5 years Mag, Ppr
Various benchmarks are placed
using the number of residential
dwelling units on the project
site within the last five years;
GC §§34090, 66300.
Economic
Develop. &
Housing
ED&H-030
Property - City or Agency
Owned (Supporting
Documentation)
5 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
SN o
Send originals of all deeds and
title insurance to the City Clerk;
Department preference to
retain copies permanently; GC
§34090.7
Economic
Develop. &
Housing
ED&H-031 Proposals - Unsuccessful 3 years 3 years Mag, Ppr Department preference; GC §34090
Economic
Develop. &
Housing
ED&H-032
Real Estate Appraisal Reports
(Acquisition or Sale): Property
NOT purchased, Loans not
funded, etc.
Denial + 3
years
Denial + 3
years Mag, Ppr
Department preference; Not
accessible to the public; GC
§§34090; 7928.705,
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
Economic
Develop. &
Housing
ED&H-033
Real Estate Appraisal Reports
(Acquisition or Sale):
Purchased Property, Funded
Loans
2 years P P
Yes:
Before
Purchase
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department preference; Not
accessible to the public until
purchase has been completed;
meets grant auditing
requirements; 2 CFR 200.334;
24 CFR 91.105(h), &
570.502(a); 570.502, 982.158,
884.214; GC §34090
Economic
Develop. &
Housing
ED&H-034 Receipts (Detail Backup) 5 years 5 years Mag, Ppr Department Preference (meets
auditing standards); GC
§34090
Community
Services /
Community
Assistance
ED&H-035.5
Redevelopment Projects &
Project Areas
(Ensure Planning has all
Environmental Documents,
Engineering has all CIP
(Capital Improvement
Projects,) and City Clerk has
all Real Property records for
Permanent retention
)
Completion +
10 years
Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC
§34090
Public Works
/ Engineering ED&H-035.6
Redevelopment Projects &
Project Areas
CIP (Capital Improvement
Projects) built by
Redevelopment Agency, if
any
Send to
Engineering
Send to
Engineering
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC
§34090
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. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
Community
Development
/ Planning
ED&H-035.7
Redevelopment Projects &
Project Areas
Environmental Documents /
CEQA Permits, EIRs,
Categorical Exemptions,
Negative Declarations, etc.
Send to
Planning
Send to
Planning
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC
§34090
City Clerk ED&H-035.8
Redevelopment Projects &
Project Areas
Real Property: Deeds,
Easements, Rights of Way
Send to City
Clerk
Send to City
Clerk
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC
§34090
Economic
Develop. &
Housing
ED&H-036 Relocation Files Settle + 1 year 4 years Settle + 5 years Yes: Until Settlement
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Consistent with Claims; CCP
§§ 337 et seq.; GC §§ 945,
34090, 34090.6; PC §832.5
Economic
Develop. &
Housing
ED&H-037 Right of Entry Agreements Expiration + 5
years
Expiration + 5
years
Yes (until
expired)
Mag,
Mfr, OD,
Ppr
SN o
Department Preference (covers
statute of limitations for
contractual obligations; CCP
§337 et seq., GC §34090
Economic
Develop. &
Housing
ED&H-038 Sale of Property (Backup
Documentation) 5 years P P
Mag,
Mfr, OD,
Ppr
SY e s
Send originals of all deeds and
title insurance to the City Clerk;
Department preference to
retain copies permanently; GC
§34090.7
Economic
Develop. &
Housing
ED&H-039 Site Clearance / Soils
Remediation / Mitigation 10 years P P
Yes:
Before
Completion
Mag,
Mfr, OD,
Ppr
SN o Department preference; GC
§34090
Economic
Develop. &
Housing
ED&H-041 Street Vacations - Where
Redevelopment is the Lead 2 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
SECTION 8
Economic
Develop. &
Housing
ED&H-004.1
Section 8 Administrative
Records - VMS, SEMAP,
AUDITS AND HAP
REGISTERS
Indefinite -
Minimum 7
years
Indefinite -
Minimum 7
years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Data is interrelated; GC
§34090; HUD Notice PIH 98-
48, 99-49
Economic
Develop. &
Housing
ED&H-005 Section 8 Applications for
Program - Disqualified 3 years 3 years Mag, Ppr 24 CFR 982.158, GC §34090 Economic
Develop. &
Housing
ED&H-006 Section 8 Database (HAPPY)
Indefinite -
Minimum 7
years
Indefinite -
Minimum 7
years
Mag
Data is interrelated; GC
§34090; HUD Notice PIH 98-
48, 99-49
Economic
Develop. &
Housing
ED&H-007 Section 8 Tenant Files - WITH
Unpaid Balances or Fraud PP
Yes: While
Active
Participant
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department Preference; HUD
guidelines require funding,
contract, and financial records
for Section 8 records for 6
years and 3 months after the
fiscal year; Required for 3-4
years from expenditure or
performance report; 2 CFR
200.334; 24 CFR
982.158;
HUD Notice PIH 98-48, 99-49
Economic
Develop. &
Housing
ED&H-007.1
Section 8 Tenant Files - Income
Verification, 50058s,
Verifications Only
3 years 3 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department Preference; per
HUD Bulletin
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
Economic
Develop. &
Housing
ED&H-007.2
Section 8 Tenant Files -
WITHOUT Unpaid Balances or
Fraud
Close of File +
2 years 5 years Close of File +
7 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department Preference; HUD
guidelines require funding,
contract, and financial records
for Section 8 records for 6
years and 3 months after the
fiscal year; Required for 3-4
years from expenditure or
performance report; 2 CFR
200.334; 24 CFR 982.158;
HUD Notice PIH 98-48, 99-49
Economic
Develop. &
Housing
ED&H-008 Section 8 Waiting List (in
Section 8 Database / HAPPY) 3 years 3 years Mag, Ppr 24 CFR 982.158, GC §34090
PLANNING
CDD /
Planning CD-028 Annexations / Boundaries /
Consolidations / LAFCO 10 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
CDD /
Planning CD-033 Census, Demographics 10 years 10 years Mag, Ppr (Non-Records - Census Bureau is OFR); GC §34090 et seq.
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
CDD /
Planning CD-033.2
Correspondence and staff notes
that provide insight into the
project or the agency’s CEQA
compliance with respect to the
project
See CW-026 for Routine
Correspondence
Minimum 2
years, or the
filing of a
Notice of
Determination /
Exemption plus
180 days,
whichever is
later
Minimum 2
years, or the
filing of a
Notice of
Determination /
Exemption plus
180 days,
whichever is
later
Mag, Ppr
Not all internal communications
and notes are required to be
saved; "E-mails that do not
provide insight into the project
or the agency’s CEQA
compliance with respect to the
project — are not within the
scope of section 21167.6,
subdivision (e) and need not be
retained." Golden Door
Properties, LLC v. Superior
Court of San Diego County
(2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
CDD /
Planning CD-034
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Inside City boundaries
10 years P P
Mag,
Mfr, OD,
Ppr
S Yes: After
10 years
Usually filed in the project file;
Final environmental
determinations are required to
be kept a "reasonable period of
time"; 14 CCR §15095(c); GC
§34090
CDD /
Planning CD-036 General Plan Working Papers Adoption of Plan + 2 years
Adoption of
Plan + 2 years Mag, Ppr Preliminary drafts; GC §34090
et seq.
City Clerk CD-037 General Plan, Elements and
Amendments
When
Superseded P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Amended
Department preference
(Copies); GC §34090.7
CDD /
Planning CD-038 Land Use Studies / Plans /
Reports (Historical)
When No
Longer
Required
PP
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Amended
Department preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
CDD /
Planning CD-039 Master Plans, Specific Plans,
Bikeway Plans, etc.
When
Superseded PP
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Amended
Department Preference; GC
§34090
CDD /
Planning CD-040 Open Space Records 10 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Amended
Department preference; GC
§34090
CDD /
Planning CD-032 Planning Board
RESOLUTIONS 10 years P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
10 years GC §34090 et seq.
CDD /
Planning CD-041 Planning Project Database Indefinite -
Permanent
Indefinite -
Permanent Yes Mag Data Fields / Records are
interrelated; GC §34090
CDD /
Planning CD-042
Planning Project Files -
Permanent Entitlements -
Incomplete, Withdrawn or
Expired
2 years P P Yes Mag, Ppr
Department preference;
Projects have a 2 year vesting
(applicant must pull permit
within 2 years), and can be
extended -- those applications
in which the applicant does not
follow through with permit may
be destroyed after the vesting
period has expired.
GC§§34090, 34090.7
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
CDD /
Planning CD-043
Planning Project Files -
Permanent Entitlements
(Approved or Denied)
(Includes Associated CEQA
Noticing, Conditions of
Approval, Environmental
Determinations, Staff Reports,
Plans & Maps)
Examples: Conditional Use Permits
(CUPs), Development Review, Lot
Line Adjustments, Parcel Maps,
Tentative Subdivisions, Variances,
Zone Changes, Zone Map
Amendments, Zone Text
Amendments, etc.
2 years P P Yes
Mag,
Mfr, OD,
Ppr
S
Yes:
When
Inactive
Projects have a 2 year vesting
(applicant must pull permit
within 2 years), and can be
extended -- those applications
in which the applicant does not
follow through, and can be
extended, h with permit may be
destroyed after the vesting
period has expired.
Department maintains
complete files for administrative
purposes; Final environmental
determinations are required to
be kept a "reasonable period of
time"; 14 CCR §15095(c);
GC§§34090, 34090.7
CDD /
Planning CD-044
Planning Project Files -
Temporary Entitlements
Christmas Tree lots, etc.
Expiration + 2
years
Expiration + 2
years
Yes:
During
Event
Mag, Ppr
Temporary uses; Department
maintains complete files for
administrative purposes;
GC§§34090
CDD /
Planning CD-045 Preliminary Review File (No
Final Application) 2 years 2 years Mag, Ppr
Department preference;
Preliminary Documents (no
application submitted); GC
§34090
CDD /
Planning CD-046 Project Log Index / Spreadsheet
/ Binders of Historic Actions PP Y e s
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-17 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
CDD /
Planning CD-047
Regional Organizational Studies
& Programs where other
Agencies are the Lead (e.g. Air
Quality Studies, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Non-records; GC §34090 et
seq.
CDD /
Planning CD-050 Zoning Maps / Other Maps of
Significant Historical Value P P Yes (all)
Mag,
Mfr, OD,
Ppr
SN o
Department Preference; City
Clerk Maintains originals of all
documents that were presented
to Council; GC §34090.7
TRANSPORTATION
CDD /
Transport. CD-051 Acquisitions / Transportation
Projects
Completion + 3
years PP
Mag,
Mfr, OD,
Ppr
SN o
Department Preference; Send
final originals to City Clerk; GC
§34090.7
CDD /
Transport. CD-052 Congestion Management Plan Completion + 3 years PP
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department Preference; GC
§34090
CDD /
Transport. CD-053
Environmental Assessments
and Remediation /
Transportation Projects
Completion + 3
years PP
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department Preference; GC
§34090
CDD /
Transport. CD-054 Miscellaneous Transportation
Records
Completion + 3
years PP
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department Preference; GC
§34090
CDD /
Transport. CD-054.1 Parking Permits Expiration + 2
years
Expiration + 2
years Mag, Ppr Department Preference; GC
§34090
CDD /
Transport. CD-056
Proposition A & C Local Return
Program / Measure R / Measure
M
5 years 5 years Mag, Ppr
Department Preference (meets
grant auditing standards); GC
§34090
CDD /
Transport. CD-057 Rideshare Program / MTA Taxi
Vouchers 3 years 3 years Mag, Ppr Department Preference; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 40.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-18 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active (in
office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention perio ds (retention resumes after settlement or completion).
CDD /
Transport. CD-057.1 Trip Reduction Ordinance
Annual Report PP
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department preference; GC
§34090
CDD /
Transport. CD-049 Trip Reduction Ordinance Data
Collection Records 5 years 5 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Department Preference; GC
§34090.7
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
ACCOUNTING
Financial
Services /
Accounting
FN-001 Assessment Districts - Financial
Documents 5 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Accounting
FN-002
Audit Reports / Annual
Comprehensive Financial Report
(ACFR) and related Audit
Opinions
P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Accounting
FN-003
Audit Reports (External): Single
Audits / Transportation Audits /
PERS Audit, etc.
Audit + 10
years
Audit + 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Accounting
FN-003.1 Audit Reports (Internal) Audit + 10
years
Audit + 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Accounting
FN-004 Audit Work Papers 5 years 5 years Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Accounting
FN-005 Bank Statements - Trust
Accounts 5 years 5 years Mag, Ppr Department Preference; GC §34090, 26 CFR 1.6001-1
Financial
Services /
Accounting
FN-006
Bonds: Debt Official Statements
/ Certificates of Participations
(COPs) Includes Trustee
Statements & Arbitrage
Both City and RDA
Fully
Defeased 10 years
Fully
Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
Department Preference; Statute
of Limitations for bonds,
mortgages, trust deeds, notes or
debentures is 6 years; Bonds
issued by local governments are
10 years; There are specific
requirements for disposal of
unused bonds; CCP §§336,
337.5(2); 26 CFR 1.6001-1(e):
GC §43900 et seq.
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-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).
Financial
Services /
Accounting
FN-007 Budget Files (by Department) 3 years 3 years Mag, Ppr Department Preference; GC §34090
Financial
Services /
Accounting
FN-008 Budgets - Adopted / Final P P
Yes:
Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; Must be
filed with County Auditor; GC
§34090.7, 40802, 53901
Financial
Services /
Accounting
FN-009 Budgets - Preliminary, Backup
Documents 5 years 5 years Mag, Ppr Department Preference; GC §34090
Financial
Services /
Accounting
FN-010 Central Subject Files 2 years 2 years Mag, Ppr Department Preference; GC §34090
Financial
Services /
Accounting
FN-012 Consumer Deposits 5 years 5 years Ppr Meets auditing standards; GC §34090 et seq.
Financial
Services /
Accounting
FN-014 Federally Funded Programs -
Verify Last Payment Received
Minimum 5
years from
Last
Payment or
Termination
of
Agreement
Minimum 5
years from
Last
Payment or
Termination
of
Agreement
Mag, Ppr
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for Grants
to Local Governments is 3 years
from expenditure report or final
payment of grantee or
subgrantee; 2 CFR 200.333; 24
CFR 91.105(h), 92.505, &
570.502(a), OMB Circular A-133;
GC §34090
Financial
Services /
Accounting
FN-016 Fixed Assets 5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Includes permanent assets (for
compliance with GASB 34); GC
§34090
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-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).
Financial
Services /
Accounting
FN-017 Historical Records - Those of
Significant Historical Value 10 years P P Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Financial
Services /
Accounting
FN-018 Journal Entries / Journal
Vouchers / Budget Adjustments
Audit + 2
years 3 years Audit + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; meets
municipal government auditing
standards; Statute of Limitations
is 4 years; GC §34090, 18 CFR
125 et seq.
Financial
Services /
Accounting
FN-020
Reports: Annual State or
Federal: State Controller's
Report, Street Report, Local
Government Compensation
Report, Property Management
Plan, Obligation Payment
Schedules, Due Diligence
Reviews, Gas Tax, MOE
(Maintenance of Effort) Report,
Fixed Charge Special
Assessment Report, Public Self
Insurer Report (SIP Report)
Housing Successor Agency
Housing Assets Fund Report etc.
5 years 5 years Mag, Ppr Department Preference; Meets
auditing standards; GC §34090
Financial
Services /
Accounting
FN-021 Request Interim Budget
Appropriation or Transfer
Audit + 2
years
Audit + 2
years Mag, Ppr GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
ACCOUNTS PAYABLE
Financial
Services /
Accounts
Payable
FN-025
1099's / 1096 / DE542 (California
Report of Independent
Contractors), etc.
5 years 5 years Mag, Ppr
Department Preference; IRS: 4
years after tax is due or paid
(longer for auditing & contractor
delinquency); Ca. FTB: 3 years;
IRS Reg §31.6001-1(e)(2), 29
USC 436; R&T §19530, GC
§34090
Financial
Services /
Accounts
Payable
FN-027
Accounts Payable / Check
Payment Copies / Electronic
Payment Copies / Invoices and
Backup (Includes Invoices, Travel
Expense Reimbursements,
CPR’s, Petty Cash)
Audit + 5
years
Audit + 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Accounts
Payable
FN-030 Travel Expense Report 7 years 7 years Yes: Until Paid
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Financial
Services /
Accounts
Payable
FN-031 Wire Transfers - All, including
Payroll (Veba, PEHP, RHS) 7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference; For
auditing purposes; GC §34090,
26 CFR 1.6001-1
Financial
Services /
Accounts
Payable
FN-031 W-9s
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Meets IRS auditing standards;
GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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).
PAYROLL
Financial
Services /
Payroll
FN-034
DE-6, DE-7, DE-9, DE-9C, DE-
43, W-3, & DE-166, 941 Forms,
PERS / FICA & Medicare
Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years 5 years Mag, Ppr
Department Preference; IRS: 4
yrs after tax is due or paid; Ca.
FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
Financial
Services /
Payroll
FN-035 Deferred Compensation Benefits
Payout Reports 5 years 5 years Mag, Mfr,
OD, Ppr S /I Yes: After
QC & OD
Produced by Deferred Comp.
Provider; consistent with
proposed GC §304090, 26 CFR
16001.1
Financial
Services /
Payroll
FN-036 Deferred Compensation Plans
Termination
of the
Contract + 6
years
Termination
of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S /I Yes: After
QC & OD
EEOC / ADEA (Age) requires 1
year after benefit plan
termination; Federal law requires
6 years after filing date for
retirement; State Law requires 2
years after action; 29 CFR
1627.3(b)(2); 29 USC 1027; GC
§§12946, 12960, 3409
Financial
Services /
Payroll
FN-037 Deferred Compensation
Statements 5 years 5 years Mag, Mfr,
OD, Ppr S /I Yes: After
QC & OD
Produced by Deferred Comp.
Provider; meets municipal
government auditing standards;
GC §304090
Financial
Services /
Payroll
FN-039 Payroll Checks / Warrants -
Cancelled, Cashed, or Voided
Audit + 5
years
Audit + 5
years
Mag, Mfr,
OD, Ppr S /I Yes: After
QC & OD
Department preference (meets
municipal government auditing
standards; GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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 /
Payroll
FN-040
Payroll Folders: Deduction
Authorizations, Beneficiary
Designations Garnishments, W-
4s, etc.
3 years Separation +
5 years
Separation +
5 years
Mag, Mfr,
OD, Ppr S /I Yes: After
QC & OD
Department preference (W-4s:
IRS Regulation 31-6001-1 four
years after the due date of such
tax for the return period to which
the records relate, or the date
such tax is paid, whichever is the
later.) GC §34090; 26 CFR
31.6001-1
Financial
Services /
Payroll
FN-041 Payroll Register / US Gross to
Net Reports 5 years 5 years Mag, Ppr
Department preference;
Transitory records not retained
in the ordinary course of
business; Financial system can
re-create reports accurately; GC
§34090
Financial
Services /
Payroll
FN-044 PERS Buy-back Statements /
Forms
Separation +
5 years
Separation +
5 years Mag, Ppr Department preference; GC
§34090
Financial
Services /
Payroll
FN-045
Retirement Report Summary
Worksheet - Members
Contributions
Separation +
5 years
Separation +
5 years Mag, Ppr Department preference; GC
§34090
Financial
Services /
Payroll
FN-046 Time Reports / Exception Time
Sheets (SUMMARIES) 6 3 years 3 years 6 years Mag, Mfr,
OD, Ppr S Yes: After
QC & OD
Department preference; Meets
auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3
years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5 &
516.6(c); GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 Ver. 58.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES Page FIN-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Records
Center,
OD or Mfr
Total
Retention Vital? Media
Options
Image:
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 /
Payroll
FN-048 W-2's 5 years 5 years Mag, Mfr,
OD, Ppr S /I Yes: After