Burbank City Council
May 19, 2026

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 21 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Compliant, Reports to the State Commission on Peace Officer Standards Training ............................................................................ PD-7 Comprehensive Housing Affordability Strategy, Housing Plans Consolidated Annual .........................................................................CD-6 Computer Backups, Backups.................................................................................................................................................................. IT-1 Computer Voice Stress Analyzer, Polygraph Charts Child Sexual Abuse ........................................................................................... PD-13 Computerized Maintenance Management System, Job Orders CMMS DATABASE ........................................................................BWP-14 Computerized Maintenance Management System, Work Orders Service Requests Job..................................................................... PW-5 Computerized Maintenance Management System, Work Orders Service Requests CMMS ............................................................... PW-8 Computerized Maintenance Management System, Work Orders Service Requests CMMS ............................................................. PW-10 Computerized Maintenance Management System, Work Orders Service Requests CMMS ............................................................. PW-15 Concerns from Citizens Computer Tracking Software.........................................................................................................................CW-2 Concerns from Citizens, Complaints ...................................................................................................................................................CW-2 Concurrence Letters Supporting Concurrence Letter that are a Condition .....................................................................................BWP-12 Conditional Use Permits, Planning Project Files Permanent Entitlements Approved.........................................................................CD-13 Conditions of Approval, Planning Project Files Permanent Entitlements Approved ...........................................................................CD-13 Conditions, Private Development Projects Job Files Permanent Files................................................................................................. PW-4 Confidential, Senior Food Lunch Program Registrations...................................................................................................................PRCS-3 Confined Space Entries and Logs....................................................................................................................................................... PW-12 Confirmations, Power Trading Power Scheduling ............................................................................................................................BWP-10 Congestion Management Plan ............................................................................................................................................................CD-14 Connects, Service Requests ..............................................................................................................................................................BWP-4 Conservation Records........................................................................................................................................................................BWP-2 Considerable - Correspondence - ROUTINE .......................................................................................................................................CW-3 Consolidated Action Plan, Housing Plans Consolidated Annual Performance and..............................................................................CD-6 Consolidated Annual Performance and Evaluation Review..................................................................................................................CD-6 Consolidations, Annexations Boundaries ...........................................................................................................................................CD-11 Construction Documents, Building Plans .............................................................................................................................................CD-1 Construction Documents, Building Plans .............................................................................................................................................CD-2 Construction Inspections, Private Development Projects Job Files Administration ............................................................................ PW-3 Construction Management Logs, Project Files Capital Improvement Project Files...........................................................................BWP-6 Construction Management Logs, Project Files Capital Improvement Project Files.........................................................................BWP-11 Construction Management Logs, Project Files Capital Improvement Project Files.........................................................................BWP-15 209
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 22 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Construction Manager's Logs, Job Files Capital Improvement Projects CIP ....................................................................................... PW-1 Construction Notices Inspection Notices Correction notices ..............................................................................................................CD-2 Construction Permit Application, Excavation ...................................................................................................................................... PW-2 Construction, Grants LSCA Library Services ........................................................................................................................................LIB-1 Construction, Hydrant Meters Rentals Temporary Pools ................................................................................................................BWP-14 CONSULTANTS - FPPC 700 Series Forms............................................................................................................................................CC-4 Consultants, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs...........................................................................................CC-3 Consumer Confidence Reports, Water Quality Reports ..................................................................................................................BWP-17 Consumer Deposits ............................................................................................................................................................................. FIN-2 Contact Requests, Impound Notices................................................................................................................................................PRCS-7 Contains positive print ID hits, Latent Print ID Packet......................................................................................................................... PD-14 Content NOT Substantive, Correspondence.......................................................................................................................................CW-3 Content NOT Substantive ....................................................................................................................................................................CW-4 Contract Agreements, CDBG Affordable Housing Loans NO RECAPTURE RESALE............................................................................CD-5 Contract but vendor may be doing business with the Agency.............................................................................................................. FIN-6 Contract includes all contractual obligations, Agreements Contracts ALL ..........................................................................................CC-2 Contract includes all contractual obligations, Agreements Contracts ALL ..........................................................................................CC-3 Contract, RFP If Purchasing is the Lead Successful Bid ...................................................................................................................... FIN-6 Contract, RFQ Quotation Request Successful Bid .............................................................................................................................. FIN-6 Contractors Licensed Applications.......................................................................................................................................................CD-3 Contracts See Agreements ..................................................................................................................................................................CW-2 Contracts, Agreements .........................................................................................................................................................................CC-2 Contracts, Agreements .........................................................................................................................................................................CC-3 Contracts, Agreements ........................................................................................................................................................................CW-1 Controlled Substance Inventory Records .........................................................................................................................................PRCS-6 Controlled Substance Logs Inventories Ambulance Inventory Logs ..................................................................................................... FD-3 Copies - FPPC 400 Series Forms ..........................................................................................................................................................CC-6 Copies Duplicates of any record (Copies)............................................................................................................................................CW-2 Copies of Deeds, Private Development Projects Job Files Permanent Files........................................................................................ PW-4 Copies of various documents, Address Activity File Includes original notices of .............................................................................PRCS-4 Copies only, Personnel Requisitions..................................................................................................................................................... PD-5 210
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 23 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Copper, Chains of Custody Lead .....................................................................................................................................................BWP-13 Copper, Source Water Analysis Reports Sampling Lead .................................................................................................................BWP-16 COPs - Bonds........................................................................................................................................................................................CD-5 COPs - Bonds....................................................................................................................................................................................... FIN-1 COPS (Community Outreach and Personnel Services) .......................................................................................................... PD-9 – PD-10 Core Competencies, Training EMPLOYEE RECORDS If Records are Created...................................................................................CW-10 Correction notices, Construction Notices Inspection Notices .............................................................................................................CD-2 Correction, Workplace Violence – Hazard identification Evaluation.....................................................................................................MS-6 Correspondence - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims...................................................................CW-5 Correspondence Content NOT Substantive NOT made.....................................................................................................................CW-3 Correspondence Emails E-mails Content NOT Substantive NOT made .............................................................................................CW-4 Correspondence Files, Communications Subject ...........................................................................................................................BWP-12 Correspondence ROUTINE ..................................................................................................................................................................CW-3 Correspondence Staff notes that provide insight into the project.......................................................................................................CD-11 Correspondence with Vendor, Agreements Contracts ADMINISTRATION RECORDS Project ...........................................................CW-1 Correspondence, Elections ADMINISTRATION Files............................................................................................................................CC-6 Correspondence, Grants UNSUCCESSFUL Applications ...................................................................................................................CW-5 Correspondence, Labor Relations Files Employee Negotiations Negotiation Notes............................................................................MS-4 CORRESPONDENCE, Police Commission ........................................................................................................................................... PD-5 Cost Estimates for Damage to City Property...................................................................................................................................... PW-10 Cost Estimates for Damage to City Property...................................................................................................................................... PW-11 Cost Estimates for Damage to City Property........................................................................................................................................ PW-5 Counselor in Training - Volunteer......................................................................................................................................................PRCS-4 County Board of Supervisors - External Organizations ........................................................................................................................CW-1 County Election Services, Elections ADMINISTRATION Files Correspondence Precinct ....................................................................CC-6 Course Evaluations ............................................................................................................................................................................. PD-10 Court Ordered Booking CHP Bookings................................................................................................................................................ PD-22 Covenants, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements ...............................................................CC-2 Covenants, Recorded Documents Deeds Easements Encroachments Real Property.........................................................................CC-9 Coverage, 1095-C 1094-C Employer-Provided Health Insurance Offer...............................................................................................MS-1 COVID-19 Notifications to Employees .................................................................................................................................................MS-3 211
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 24 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent CPR Program, Programs Projects Cadet............................................................................................................................................... FD-3 CPR’s, Accounts Payable Check Payment Copies Electronic Payment Copies.................................................................................. FIN-3 CRD, Labor California Civil Rights Department.....................................................................................................................................MS-4 Create Transfer Records, Accounts Receivable Billing Backup for BWP Projects.............................................................................BWP-1 Credit Card Receipts Summaries are sent to City Treasurer .............................................................................................................BWP-2 CREMS, Hang Tag List Discontinuance Notices DEWNS ..................................................................................................................BWP-2 Crewmembers findings with signatures, Electric Service Orders Complaints Work .........................................................................BWP-5 Crime Report Photographs Negatives................................................................................................................................................. PD-13 Crime Report Photos Mug Shots ......................................................................................................................................................... PD-11 Crime Statistics National Incident-Based Reporting System NIBRS .................................................................................................. PD-23 Crimes Subject to the Death Penalty .................................................................................................................................................. PD-25 Criminal Case Appeals..........................................................................................................................................................................CA-1 Criminal Cases, Polygraph Charts ...................................................................................................................................................... PD-13 Criminal Complaints, Citations.............................................................................................................................................................CA-1 Cross Connection Testing, Backflow Testing...................................................................................................................................BWP-13 CUPs, Planning Project Files Permanent Entitlements Approved Denied ..........................................................................................CD-13 CUPs, Private Development Projects Job Files Administration File..................................................................................................... PW-3 CUPs, Private Development Projects Job Files Permanent Files Conditions....................................................................................... PW-4 Custody Orders, Registration Trip Permits Fee Charge Liability Forms ............................................................................................PRCS-3 Customer Account Adjustment Backup.............................................................................................................................................BWP-2 Customer Complaints, Customer Concerns ...................................................................................................................................BWP-13 Customer Concerns Customer Complaints Odor Taste..................................................................................................................BWP-13 Customer Information System Database, Electric Service Orders Service .......................................................................................BWP-5 Customer Receipts Payment stubs Receipts ....................................................................................................................................BWP-2 Customer Service Database ..............................................................................................................................................................BWP-2 CUSTOMER SERVICE, BWP ...............................................................................................................................................BWP-1 – BWP-4 Customers who must have electricity, Medical Necessity Customers Emergencies .......................................................................BWP-3 D
Daily Arrest Logs ................................................................................................................................................................................. PD-23 Daily Batch Work Files Includes Treasurer's Receipts...........................................................................................................................CT-1 Daily Cash Balance ................................................................................................................................................................................CT-1 212
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 25 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Daily Dispatch Log.............................................................................................................................................................................PRCS-6 Daily Equipment Checks, Pre-Trip Inspections Vehicle Safety Checks Daily Vehicle .........................................................................CW-7 Daily Equipment Checks, Vehicle Safety Checks Daily Vehicle Inspections ........................................................................................ FD-7 Daily Inspection Diary, Project Files Capital Improvement Project Files CIP Jobs.............................................................................BWP-6 Daily Inspection Diary, Project Files Capital Improvement Project Files CIP Jobs...........................................................................BWP-11 Daily Inspection Diary, Project Files Capital Improvement Project Files CIP Jobs...........................................................................BWP-15 Daily Inspections, Job Files Capital Improvement Projects CIP Administration .................................................................................. PW-1 Daily Investment Activity........................................................................................................................................................................CT-1 Daily Jail Record Inmates In Custody .................................................................................................................................................. PD-19 Daily Service Unit Counts Nutrition Center.......................................................................................................................................PRCS-1 Daily Supervisor entries Re, Diaries Logs ............................................................................................................................................. PW-9 Daily Vehicle Inspections, Pre-Trip Inspections Vehicle Safety Checks ..............................................................................................CW-7 Daily Vehicle Inspections, Vehicle Safety Checks ................................................................................................................................ FD-7 Damaged stop signs, Restitution City Property Damage Report Billings.............................................................................................. PW-5 Damaged stop signs, Restitution City Property Damage Report Billings............................................................................................ PW-10 Damaged stop signs, Restitution City Property Damage Report Billings............................................................................................ PW-11 Dangerous dog reports, Animal Investigations Problem Files Barking Loose dogs ............................................................................. PD-21 Data Acquisition, SCADA Database Power Supervisory Control .....................................................................................................BWP-11 Data Acquisition, SCADA Database Water Supervisory Control .....................................................................................................BWP-16 Data pulse, Meter Databases.............................................................................................................................................................BWP-3 Data, GIS Database..............................................................................................................................................................................CW-4 Database, Fire Hydrant Flow Tests Development Maintenance......................................................................................................BWP-13 Database, Job Orders.........................................................................................................................................................................BWP-5 Database, Library Management System ...............................................................................................................................................LIB-1 Date, Training EMPLOYEE RECORDS If Records are Created ...........................................................................................................CW-10 Day Camp Program, Registration Trip Permits Fee Charge Liability Forms ......................................................................................PRCS-3 De Minimus Force log.......................................................................................................................................................................... PD-15 DE-34 Form Report of New Employees ................................................................................................................................................MS-3 DE-43 ................................................................................................................................................................................................... FIN-4 DE542 .................................................................................................................................................................................................. FIN-3 DE-6 DE-7 DE-9 DE-9C DE-43 W-3 DE-166 941 Forms PERS FICA Adjustments ............................................................................. FIN-4 213
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 26 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent DE-9C................................................................................................................................................................................................... FIN-4 Debris boxes, Encroachment Permits Temporary Encroachments ..................................................................................................... PW-1 Debt Official Statements - Bonds .........................................................................................................................................................CD-5 Debt Official Statements - Bonds ........................................................................................................................................................ FIN-1 Dedications, Private Development Projects Job Files Permanent Files Conditions ............................................................................ PW-4 Dedications, Recorded Documents Deeds Easements Encroachments Real Property.......................................................................CC-9 Deduction Authorizations, Payroll Folders........................................................................................................................................... FIN-4 Deeds Order of Condemnation .............................................................................................................................................................CD-6 Deeds, Recorded Documents...............................................................................................................................................................CC-9 Deeds, Redevelopment Projects Project Areas Real Property..............................................................................................................CD-9 Deferrals, Water Billing Payment Plans Amortization Alternative Payment Plans.............................................................................BWP-4 Deferred Compensation Benefits Payout Reports ............................................................................................................................... FIN-4 Deferred Compensation Plans............................................................................................................................................................. FIN-4 Deferred Compensation Statements ................................................................................................................................................... FIN-4 Deletion of Data, Officer Recordings Body-Worn Cameras – LOGS of Access .................................................................................... PD-3 Deletions, UNALTERABLE MEDIA IMMUTABLE MEDIA CLOUD IMMUTABLE BACKUP WORM DVD-r................................................. IT-1 Demographics, Census.......................................................................................................................................................................CD-11 DENIED, Adoption Application Questionnaire ..................................................................................................................................PRCS-5 Denied, Applications for Loans .............................................................................................................................................................CD-4 Denied, Carry Concealed Weapon Permits CCW................................................................................................................................. PD-1 Denied, Planning Project Files Permanent Entitlements Approved ....................................................................................................CD-13 Dental, Benefit Plan Documents Summary Plan Descriptions .............................................................................................................MS-2 Department of Energy DOE Licenses.................................................................................................................................................BWP-7 Department of Energy DOE Reports...................................................................................................................................................BWP-8 Department of Fair Employment, Labor California Civil Rights Department CRD ................................................................................MS-4 Department Policies, General Orders Lexipol Power DMS................................................................................................................. PD-10 Department POs, Purchase Orders .....................................................................................................................................................CW-7 Department structures, Classification Reorganization Studies For employee .....................................................................................MS-2 Department Training Records - Training Presented by City Staff ........................................................................................................ PD-11 Department Weapons, Weapons Database ....................................................................................................................................... PD-11 Department-Initiated Personnel Investigation WITH sustained finding o.............................................................................................. PD-2 214
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 27 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Department-Initiated Personnel Investigation WITHOUT sustained findin........................................................................................... PD-1 Deposit Batch Slips, Deposits Oracle Deposits.................................................................................................................................... PD-8 Deposit Batch Slips, Deposits Oracle Deposits................................................................................................................................PRCS-6 Deposit Cash Receipts, Cash Receipts Detail Treasurer's Receipts "TRs" .........................................................................................CW-2 Deposit Slips, Daily Batch Work Files Includes Treasurer's Receipts....................................................................................................CT-1 Deposit Worksheets, Accounts Receivable Billing Backup for BWP Projects Cash ..........................................................................BWP-1 Deposits Oracle Deposits Deposit Batch Slips..................................................................................................................................... PD-8 Deposits Oracle Deposits Deposit Batch Slips.................................................................................................................................PRCS-6 DESIGNATED EMPLOYEES - FPPC 700 Series Forms..........................................................................................................................CC-4 Desk Report Felonies with IB numbers ............................................................................................................................................... PD-23 Desk Report Felony Arrests 799 PC Only............................................................................................................................................ PD-23 Desk Report Misdemeanor Felonies without IB Numbers .................................................................................................................. PD-23 Destruction, Records ............................................................................................................................................................................CC-9 Detail Backup, Receipts ........................................................................................................................................................................CD-8 Detailed Backup, Cell Phone Bills........................................................................................................................................................CW-2 Detailed Backup, Phone Bills Cell Phone Bills ...................................................................................................................................... PD-9 Details, Standard Construction Drawings............................................................................................................................................ PW-2 Detectives Investigation Files Arrest Files .......................................................................................................................................... PD-12 Detention Reports, POLICE REPORTS INCIDENT REPORTS.............................................................................................................. PD-25 Detention, Officer Recordings Body-Worn Cameras That ARE evidence ............................................................................................. PD-3 Detention, Officer Recordings In Car Camera ICC Recordings – that ARE evidence ............................................................................ PD-4 Detention, PUMA Audio Recordings Portable Audio Recordings That ARE evidence ........................................................................... PD-6 Developer Agreements, Agreements Contracts ALL INFRASTRUCTURE MOUS .................................................................................CC-2 Developers, Promissory Notes ..............................................................................................................................................................CT-1 Development Review, Planning Project Files Permanent Entitlements Approved .............................................................................CD-13 Development, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements...........................................................CC-2 Development, Fire Hydrant Flow Tests ............................................................................................................................................BWP-13 Development, Fire Hydrant Flow Tests ............................................................................................................................................BWP-14 DEWNS, Hang Tag List Discontinuance Notices................................................................................................................................BWP-2 DFEH, Labor California Civil Rights Department CRD ..........................................................................................................................MS-4 DHS, Environmental Agencies Regulatory Agencies EPA ................................................................................................................BWP-13 215
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 28 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Diaries Logs Daily Supervisor entries Re Equipment usage ................................................................................................................. PW-9 Diaries, Logs.......................................................................................................................................................................................BWP-9 Dig Alerts, Underground Service Alerts USA's .................................................................................................................................BWP-16 Dig Alerts, Underground Service Alerts USA's ...................................................................................................................................BWP-6 Disability Claims, Workers Compensation ...........................................................................................................................................MS-9 Disabled Persons, Life Support Application Life Line Seniors............................................................................................................BWP-3 Disaster Preparedness Manuals, Homeland Security Emergency Plans.............................................................................................. FD-1 Disciplinary Action Listing, Personnel File Fire Sworn Non-civilian Employees ................................................................................... FD-2 Disciplinary Actions, Personnel File EMT Personnel Evaluations Training ............................................................................................ FD-5 Disciplinary Actions, Personnel File Fire Employees ............................................................................................................................ FD-2 Disciplines City-wide Non-Sworn.........................................................................................................................................................MS-3 Disconnects, Service Requests Connects.........................................................................................................................................BWP-4 Discontinuance Notices, Hang Tag List..............................................................................................................................................BWP-2 Dishonesty, Public Employee Fidelity Bonds ........................................................................................................................................CC-9 Disinfectant Residuals, Chains of Custody Chemical Includes Chlorine Residuals........................................................................BWP-13 Disinfection Byproduct Precursors, Chains of Custody Chemical Includes Chlorine .....................................................................BWP-13 Disinfection Byproducts, Chains of Custody Chemical Includes Chlorine Residuals .....................................................................BWP-13 Disinfection, Reservoirs Flushing .....................................................................................................................................................BWP-16 DISPATCH, POLICE SUPPORT SERVICES - COMMUNICATIONS CAD ............................................................................... PD-18 – PD-18 Disposal HazMat Disposal Hazardous Waste Manifests......................................................................................................................MS-7 Disposal Used Oil Disposal Non-Hazardous Waste.............................................................................................................................MS-7 Disposition of complaints made against its officers ............................................................................................................................. PD-6 Disposition, Report to the State Commission on Peace Officer Standards Training............................................................................. PD-6 Disposition, Reports to the State Commission on Peace Officer Standards Training........................................................................... PD-7 Disqualified, Section 8 Applications for Program................................................................................................................................CD-10 DMV Pull Notices NO Suspension of a driver’s license DUI..................................................................................................................MS-7 DMV Pull Notices WITH Suspension of a driver’s license DUI ..............................................................................................................MS-7 Documentation, Labor Relations Files Employee Negotiations Negotiation Notes..............................................................................MS-4 DOE, Department of Energy ...............................................................................................................................................................BWP-7 DOE, Department of Energy ...............................................................................................................................................................BWP-8 DOJ Equitable Sharing Program, Asset Forfeiture Records Forfeiture Notification............................................................................... PD-8 216
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 29 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent DOJ Reports, Asset Forfeiture Records Forfeiture Notification ............................................................................................................ PD-8 Domestic Water Service, Job Orders 2400 Series ...........................................................................................................................BWP-14 Donations Receipts...........................................................................................................................................................................PRCS-6 DR Case Register ................................................................................................................................................................................ PD-23 Drafts Notes Drafts that are revised Retain final version .....................................................................................................................CW-4 Drafts that are revised, Drafts Notes....................................................................................................................................................CW-4 Drainage, Private Development Projects Job Files Permanent Files Conditions ................................................................................. PW-4 Drill Reports, Fire Incident RMS Database Includes Fire Citations ....................................................................................................... FD-6 Driveway, Private Development Projects Job Files Permanent Files Conditions................................................................................. PW-4 Drone Unmanned Aerial Vehicle Recordings ...................................................................................................................................... PD-15 Drug Action Expense Record................................................................................................................................................................. PD-2 Drug Alcohol DOT Results Positives Negatives ....................................................................................................................................MS-7 Drug Alcohol Test for Council Members ...............................................................................................................................................CC-4 Due Diligence Reviews, Reports Annual State Federal State Controller's Report............................................................................... FIN-3 DUI Test After Warrant is Issued ......................................................................................................................................................... PD-19 DUI, DMV Pull Notices NO Suspension of a driver’s license.................................................................................................................MS-7 DUI, DMV Pull Notices WITH Suspension of a driver’s license .............................................................................................................MS-7 Duplicates of any record (Copies), Copies...........................................................................................................................................CW-2 Duration, Training EMPLOYEE RECORDS If Records are Created .....................................................................................................CW-10 DVD-R, Recordings VIDEO RECORDINGS of Meetings Video Tapes....................................................................................................CC-9 DVD-r, UNALTERABLE MEDIA IMMUTABLE MEDIA CLOUD IMMUTABLE BACKUP WORM................................................................. IT-1 DVD-Rs, Recordings VIDEO RECORDINGS of Meetings Video Tapes DVD-R VCR..............................................................................CC-9 DWR, Water Production Reads Reports To State DHS....................................................................................................................BWP-17 E
Easements, Private Development Projects Job Files Permanent Files Conditions.............................................................................. PW-4 Easements, Recorded Documents Deeds............................................................................................................................................CC-9 Easements, Redevelopment Projects Project Areas Real Property Deeds...........................................................................................CD-9 ECC, SCADA Database Power Supervisory Control Data Acquisition.............................................................................................BWP-11 ECONOMIC DEVELOPMENT AND HOUSING, COMMUNITY DEVELOPMENT........................................................................CD-3 – CD-9 Economic Development Issues Projects will vary over time.................................................................................................................CD-6 Economic Interest Filings FPPC 700 Series Forms ...............................................................................................................................CC-4 217
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 30 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Economic Interest Filings FPPC Form 602 or 635 Lobbyist Authorization............................................................................................CC-4 Education, Public Information............................................................................................................................................................... FD-7 EEO-4 Reports ......................................................................................................................................................................................MS-1 EEOC, Labor California Civil Rights Department CRD..........................................................................................................................MS-4 EIRs, Environmental Determinations Environmental Impact Reports ................................................................................................CD-11 EIRs, Redevelopment Projects Project Areas Environmental Documents ...........................................................................................CD-8 Elected. Includes City Council Members - FPPC 700 Series Forms ....................................................................................................CC-4 ELECTIONS - CONSOLIDATED, CITY CLERK ...........................................................................................................................CC-5 – CC-7 ELECTIONS - STAND-ALONE, CITY CLERK..............................................................................................................................CC-7 – CC-8 Elections ADMINISTRATION Files Correspondence Precinct Maps.....................................................................................................CC-6 Elections HISTORICAL Sample ballot Certificate of Election ...............................................................................................................CC-6 Elections Petitions Initiative Recall Referendum IF INSUFFICIENT ......................................................................................................CC-6 Elections Petitions Initiative Recall Referendum IF INSUFFICIENT ......................................................................................................CC-7 Elections Petitions Initiative Recall Referendum IF SUFFICIENT..........................................................................................................CC-7 Electric Service Orders Complaints Work Completed in the Field ....................................................................................................BWP-5 Electric Service Orders Service Confirmations Complaints Database ..............................................................................................BWP-5 Electric Service Orders Service Confirmations ..................................................................................................................................BWP-5 ELECTRIC SERVICES, BWP ................................................................................................................................................BWP-5 – BWP-7 Electric, Service Requests Connects Disconnects............................................................................................................................BWP-4 Electrical Equipment Disposal, Environmental..................................................................................................................................BWP-8 ELECTRONICALLY FILED - FPPC 400 Series Forms ............................................................................................................................CC-6 ELECTRONICALLY FILED - FPPC 700 Series Forms ............................................................................................................................CC-4 Elements, General Plan.......................................................................................................................................................................CD-12 Elevator Lift Permits ............................................................................................................................................................................. PW-4 Eligibility Folders, Recruitment File.......................................................................................................................................................MS-6 E-mail - Correspondence - ROUTINE ..................................................................................................................................................CW-3 Email with SUBSTANTIVE content - Correspondence - ROUTINE.......................................................................................................CW-3 E-mails, Correspondence Emails ........................................................................................................................................................CW-4 Emails, Correspondence......................................................................................................................................................................CW-4 Emergencies, Medical Necessity Customers ....................................................................................................................................BWP-3 Emergency Medical Membership Application Forms............................................................................................................................ FD-1 218
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 31 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Emergency Medical Membership Billing ............................................................................................................................................... FD-4 EMERGENCY MEDICAL SERVICES, FIRE ..................................................................................................................................FD-3 – FD-5 Emergency Plans, Homeland Security .................................................................................................................................................. FD-1 Emergency Protective Orders, Order after Hearing Restraining Order................................................................................................ PD-24 Emergency Response Plan, Vulnerability Assessment....................................................................................................................BWP-17 Emergency Response Report, Incident Report ..................................................................................................................................... FD-4 Emergency Response Report, Incident Report ..................................................................................................................................... FD-5 Employee Accident Reports, Workers Compensation Disability Claims..............................................................................................MS-9 Employee Negotiations, Labor Relations Files......................................................................................................................................MS-4 Employee Related, ADA Records Americans with Disabilities Act.......................................................................................................MS-1 Employee Safety Committee Minutes...............................................................................................................................................PRCS-1 Employee Service Awards Records ......................................................................................................................................................MS-3 EMPLOYEES, Business Permits Regulatory TECHNICIAN ................................................................................................................... PD-1 Employees, Personnel File Fire Sworn Non-civilian.............................................................................................................................. FD-2 Employer-Provided Health Insurance Offer, 1095-C 1094-C...............................................................................................................MS-1 Employment Verifications.....................................................................................................................................................................MS-6 EMT Personnel, Personnel File.............................................................................................................................................................. FD-5 Encroachment Permits Permanent Encroachments ........................................................................................................................... PW-1 Encroachment Permits Temporary Encroachments Debris boxes ...................................................................................................... PW-1 Encroachments, Private Development Projects Job Files Permanent Files Conditions ...................................................................... PW-4 Encroachments, Recorded Documents Deeds Easements .................................................................................................................CC-9 Enforcement, Environmental Records CARB with Cap-and-Trade Obligation Reports.....................................................................BWP-8 Enforcement, Environmental Records EPA SPCC EPA NPDES EPA GHG.........................................................................................BWP-8 Enforcement, Environmental Records EPA Title V SCAQMD Cal ARP ..............................................................................................BWP-8 ENGINEERING - PRIVATE DEVELOPMENT, PUBLIC WORKS .................................................................................................PW-3 – PW-4 Engineering has all CIP, Redevelopment Projects Project Areas ..........................................................................................................CD-8 Engineering Studies Surveys City Built Projects ................................................................................................................................... PW-2 Engineering Studies Surveys Preliminary Studies Project Assessments ............................................................................................. PW-2 ENGINEERING, PUBLIC WORKS.............................................................................................................................................PW-1 – PW-3 Enrollments COBRA Retiree Medical....................................................................................................................................................MS-2 Entered into Database, Service Requests Connects Disconnects Electric Water ............................................................................BWP-4 219
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 32 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Enterprise System Catalogue Posted online.........................................................................................................................................CC-8 Envelopes - Assessment District Ballots ..............................................................................................................................................CC-7 Environmental Agencies Regulatory Agencies EPA DHS .................................................................................................................BWP-13 Environmental Agreements, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer.........................................................CC-2 Environmental Assessments Remediation Transportation Projects...................................................................................................CD-14 Environmental Determinations Environmental Impact Reports EIRs .................................................................................................CD-11 Environmental Determinations, Planning Project Files Permanent Entitlements ...............................................................................CD-13 Environmental Documents, Redevelopment Projects Project Areas....................................................................................................CD-8 Environmental Electrical Equipment Disposal Hazardous Material ..................................................................................................BWP-8 Environmental Impact Reports, Environmental Determinations ........................................................................................................CD-11 Environmental Records CARB with Cap-and-Trade Obligation Reports ...........................................................................................BWP-8 Environmental Records EPA SPCC EPA NPDES EPA GHG ...............................................................................................................BWP-8 Environmental Records EPA Title V SCAQMD Cal ARP .....................................................................................................................BWP-8 Environmental, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements .........................................................CC-2 EPA GHG, Environmental Records EPA SPCC EPA NPDES ..............................................................................................................BWP-8 EPA NPDES, Environmental Records EPA SPCC...............................................................................................................................BWP-8 EPA SPCC, Environmental Records ...................................................................................................................................................BWP-8 EPA Standard, Manifest......................................................................................................................................................................BWP-9 EPA Title V, Environmental Records...................................................................................................................................................BWP-8 EPA, Environmental Agencies Regulatory Agencies.........................................................................................................................BWP-13 EPO, Order after Hearing Restraining Order Emergency Protective Orders ........................................................................................ PD-24 Equipment Applications, Permits Facility Use Permits.....................................................................................................................PRCS-2 Equipment Lists ................................................................................................................................................................................... PW-4 Equipment Logs.................................................................................................................................................................................... PW-4 Equipment Maintenance Logs.............................................................................................................................................................. PW-4 Equipment Records, Apparatus ............................................................................................................................................................ FD-1 Equipment Sheets..............................................................................................................................................................................BWP-5 Equipment usage, Diaries Logs Daily Supervisor entries Re ................................................................................................................ PW-9 Erosion Control Inspections and Citations, Stormwater Inspection Reports .................................................................................... PW-14 Essential - Correspondence - ROUTINE ..............................................................................................................................................CW-3 Estimates Preliminary In Process Completed..................................................................................................................................BWP-12 220
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 33 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Ethics Training Certificates All Required Filers .....................................................................................................................................CC-8 Euthanasia Log ..................................................................................................................................................................................PRCS-7 Euthanasia, Treatment Records Vaccination records.......................................................................................................................PRCS-8 Evaluation, Workplace Violence – Hazard identification.......................................................................................................................MS-6 Evaluations, Personnel File EMT Personnel .......................................................................................................................................... FD-5 Evaluations, Personnel File Fire Sworn Non-civilian Employees .......................................................................................................... FD-2 Evaluations, Program Surveys Class Surveys Program Feedback ....................................................................................................PRCS-2 Event Ticket - FPPC Form 802...............................................................................................................................................................CC-4 Evidence Database, Logs .................................................................................................................................................................... PD-18 Examination Files, Recruitment ............................................................................................................................................................MS-5 Examples, Planning Project Files Permanent Entitlements Approved Denied....................................................................................CD-13 Examples, Private Development Projects Job Files Administration File .............................................................................................. PW-3 Examples, Private Development Projects Job Files Permanent Files Conditions................................................................................ PW-4 Excavation Construction Permit Application ....................................................................................................................................... PW-2 Excavation Permits WITH Plans........................................................................................................................................................... PW-2 Excavation Permits WITHOUT Plans.................................................................................................................................................... PW-2 Exception Time Sheets, Time Reports.................................................................................................................................................. FIN-5 Exhibitors, Release Forms Artists .........................................................................................................................................................LIB-1 Expenditures, Asset Forfeiture Records Forfeiture Notification ........................................................................................................... PD-8 Expense Reports Vice Narcotics......................................................................................................................................................... PD-12 Expired, Planning Project Files Cancelled...........................................................................................................................................CD-13 Expired, Planning Project Files Permanent Entitlements Incomplete Withdrawn ..............................................................................CD-12 External Organizations .........................................................................................................................................................................CW-1 External, Audit Reports ........................................................................................................................................................................ FIN-1 F
Facility Histories Infrastructure Design ..............................................................................................................................................BWP-8 Facility Use Applications Facility Use Permits .....................................................................................................................................CW-4 Facility Use Permits, Facility Use Applications ....................................................................................................................................CW-4 Facility Use Permits, Permits ............................................................................................................................................................PRCS-2 Factually Innocent Petition Accepted Records Sealed Pending Destructio........................................................................................ PD-26 Family, Personnel Files Medical File All employees .............................................................................................................................MS-5 221
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 34 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Fats, FOG ........................................................................................................................................................................................... PW-12 FCC, License....................................................................................................................................................................................BWP-12 Federal Energy Regulatory Commission, FERC .................................................................................................................................BWP-8 Federal Energy Regulatory Commission, FERC .................................................................................................................................BWP-9 Federal Tax Deposits, DE-6 DE-7 DE-9 DE-9C DE-43 W-3 DE-166 941 Forms PERS FICA ............................................................... FIN-4 Federal, Reports Annual State ............................................................................................................................................................. FIN-3 Federally Funded Programs Verify Last Payment Received................................................................................................................. FIN-2 Fee, Registration Trip Permits ...........................................................................................................................................................PRCS-3 Felonies with IB numbers, Desk Report .............................................................................................................................................. PD-23 Felonies without IB Numbers, Desk Report Misdemeanor ................................................................................................................. PD-23 Felonies, Inmate Booking IB Folders ................................................................................................................................................... PD-23 Felonies, Inmate Booking IB Folders ................................................................................................................................................... PD-24 Felony Arrests, Desk Report................................................................................................................................................................ PD-23 FEMA - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims ....................................................................................CW-5 FERC Federal Energy Regulatory Commission Licenses ...................................................................................................................BWP-9 FERC Federal Energy Regulatory Commission ..................................................................................................................................BWP-8 FERC, Regulatory Filings ..................................................................................................................................................................BWP-11 Fiber Optic Network Drawings .........................................................................................................................................................BWP-12 Fiber optics, Systems Support .........................................................................................................................................................BWP-12 FICA Adjustments, DE-6 DE-7 DE-9 DE-9C DE-43 W-3 DE-166 941 Forms PERS ............................................................................ FIN-4 Field Investigation Cards FIs ............................................................................................................................................................... PD-23 Field Notebooks, Survey Books............................................................................................................................................................ PW-3 Field Training, Training Evaluation LEFTA ............................................................................................................................................ PD-15 Field Trips, Registration Trip Permits Fee Charge Liability Forms .....................................................................................................PRCS-3 Filed by Employee Name, Training EMPLOYEE RECORDS If Records are Created ...........................................................................CW-10 Film Permits Applications Certificate of Insurance............................................................................................................................. PD-17 Final Budgets Adopted ......................................................................................................................................................................... FIN-2 Final, Water Billing Non-payment Notices Notice of Payment Delinquency .....................................................................................BWP-4 Finalled, Building Plans Construction Documents................................................................................................................................CD-1 Finalled, Building Plans Construction Documents................................................................................................................................CD-2 FINANCE, BWP ...................................................................................................................................................................BWP-7 – BWP-7 222
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 35 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent FINANCE, POLICE ADMINISTRATION BUDGET....................................................................................................................... PD-8 – PD-9 Financial Documents, Assessment Districts ....................................................................................................................................... FIN-1 Financial Information, Grants LSCA Library Services Construction LSTA Library.................................................................................LIB-1 FINANCIAL SERVICES ACCOUNTING.....................................................................................................................................FIN-1 – FIN-3 FINANCIAL SERVICES ACCOUNTS PAYABLE.........................................................................................................................FIN-3 – FIN-4 Financial Services Database..............................................................................................................................................................BWP-7 FINANCIAL SERVICES PAYROLL.............................................................................................................................................FIN-4 – FIN-5 FINANCIAL SERVICES PURCHASING .....................................................................................................................................FIN-5 – FIN-6 FINANCIAL SERVICES REVENUE............................................................................................................................................FIN-6 – FIN-7 Financial, Training Presented by Staff ALL COURSE RECORDS Attendance Rosters .......................................................................CW-10 Financing, Agency Formation Policy......................................................................................................................................................CD-4 Finding, Report to the State Commission on Peace Officer Standards Training ................................................................................... PD-6 Finding, Reports to the State Commission on Peace Officer Standards Training ................................................................................. PD-7 Fingerprint Applications, LiveScan Applications ...................................................................................................................................MS-3 FIRE ADMINISTRATION..............................................................................................................................................................FD-1 – FD-3 Fire Alarm Plans, Fire Sprinkler Plans ................................................................................................................................................... FD-6 Fire Code Appeals, Board of Building ....................................................................................................................................................CD-1 FIRE EMERGENCY MEDICAL SERVICES ...................................................................................................................................FD-3 – FD-5 Fire Employees, Personnel Background Packet.................................................................................................................................... FD-1 Fire Employees, Personnel Background Packet.................................................................................................................................... FD-2 Fire Employees, Personnel File............................................................................................................................................................. FD-2 Fire Employees, Personnel Training File................................................................................................................................................ FD-2 Fire Hydrant Flow Tests Development Maintenance Database.......................................................................................................BWP-13 Fire Hydrant Flow Tests Development Maintenance Paper.............................................................................................................BWP-14 Fire Incident RMS Database Includes Fire Citations ............................................................................................................................. FD-6 Fire Inspections Business Inspection Files Occupancy Inspections .................................................................................................... FD-6 FIRE MARSHAL FIRE PREVENTION...........................................................................................................................................FD-5 – FD-7 FIRE MARSHAL, FIRE .................................................................................................................................................................FD-5 – FD-7 FIRE OPERATIONS SUPPRESSION............................................................................................................................................FD-7 – FD-7 Fire Permits, Fire Incident RMS Database Includes Fire Citations........................................................................................................ FD-6 FIRE PREVENTION, FIRE MARSHAL ..........................................................................................................................................FD-5 – FD-7 223
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 36 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Fire Service Day, Programs Projects Cadet CPR Program .................................................................................................................... FD-3 Fire Sprinkler Plans Fire Alarm Plans .................................................................................................................................................... FD-6 Fire Sworn, Personnel File..................................................................................................................................................................... FD-2 Fire Training Database........................................................................................................................................................................... FD-1 Fire, Insurance Policies .........................................................................................................................................................................MS-8 Firearms entered into CLETS, POLICE REPORTS INCIDENT REPORTS ............................................................................................. PD-24 Fires, Fire Inspections Business Inspection Files Occupancy Inspections........................................................................................... FD-6 First Time Home Buyers, Applications for Loans Denied Not Qualified Rejected.................................................................................CD-4 FIs, Field Investigation Cards .............................................................................................................................................................. PD-23 Fiscal & Financial, Training Presented by Staff ALL COURSE RECORDS Attendance.......................................................................CW-10 Fixed Assets ......................................................................................................................................................................................... FIN-2 Fixed Charge Special Assessment Report, Reports Annual State Federal State................................................................................. FIN-3 FLEET AND BUILDING MAINTENANCE, PUBLIC WORKS.......................................................................................................PW-4 – PW-6 Flushing, Reservoirs .........................................................................................................................................................................BWP-16 Flyers, Marketing ...............................................................................................................................................................................PRCS-1 FOG Fats Oil and Grease Pretreatment Annual Quarterly Reports.................................................................................................... PW-12 Follow City-wide Schedule., Grants LSCA Library Services Construction LSTA ..................................................................................LIB-1 Foreign Warrant Register, Warrants.................................................................................................................................................... PD-29 Forensic Specialist Daily Log .............................................................................................................................................................. PD-13 FORENSICS, POLICE INVESTIGATION................................................................................................................................. PD-13 – PD-14 Forestry, Tree Service Requests........................................................................................................................................................PRCS-4 Forfeiture Notification ......................................................................................................................................................................... PD-12 Forfeiture Notification, Asset Forfeiture Records ................................................................................................................................. PD-8 Form is provided by California Department of Housing ........................................................................................................................CD-7 FORMATION, Assessment Maintenance Landscape Lighting ..............................................................................................................CD-4 Forms, Benefit Brochures .....................................................................................................................................................................MS-1 Forms, PERS Buy-back Statements..................................................................................................................................................... FIN-5 Forward to Lead Departments, Subpoenas ........................................................................................................................................CC-10 Forwarded to Risk Management, Claims Against the City ....................................................................................................................CC-4 Found, POLICE REPORTS INCIDENT REPORTS Firearms entered into CLETS .................................................................................. PD-24 FP, Accounts Receivable Billing Backup for BWP Projects Cash Exceptions ....................................................................................BWP-1 224
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 37 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent FPPC 400 Series Forms ........................................................................................................................................................................CC-6 FPPC 400 Series....................................................................................................................................................................................CC-5 FPPC 700 Series Forms ........................................................................................................................................................................CC-4 FPPC Form 602 or 635..........................................................................................................................................................................CC-4 FPPC Form 801 Gift to Agency Report ..................................................................................................................................................CC-4 FPPC Form 802 Event Ticket Pass Distributions Agency Report ..........................................................................................................CC-4 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-5 FPPC Form 806 Agency Report of Public Official Appointments ..........................................................................................................CC-5 Franchises, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements...............................................................CC-2 Fraud, Section 8 Tenant Files WITH Unpaid Balances ........................................................................................................................CD-10 Fraud, Section 8 Tenant Files WITHOUT Unpaid Balances.................................................................................................................CD-10 Freezer Temperature Log, Refrigerator................................................................................................................................................ PD-21 Frequency Coordination Files Supporting Files that Support Concurrence.....................................................................................BWP-12 From architects, Requests Permissions to Receive Copies of Plans To...............................................................................................CD-3 Fund Accounting Reports.......................................................................................................................................................................CT-1 Funds and Fees, AB 939....................................................................................................................................................................... PW-6 G
Gang Adults Shared Gang Databases, Registrants ............................................................................................................................. PD-14 Gang Adults, Registrants..................................................................................................................................................................... PD-14 Gang Files............................................................................................................................................................................................ PD-12 Gang Juveniles Shared Gang Databases, Registrants ......................................................................................................................... PD-14 Gang Juveniles, Registrants................................................................................................................................................................. PD-14 Gas Tax, Reports Annual State Federal State Controller's Report Street Report................................................................................. FIN-3 General Files - Correspondence - ROUTINE........................................................................................................................................CW-3 General Government, Miscellaneous Receipts ................................................................................................................................... FIN-7 General Liability, Insurance Policies .....................................................................................................................................................MS-8 General Orders Lexipol Power DMS Department Policies Procedures .............................................................................................. PD-10 General Plan Elements Amendments .................................................................................................................................................CD-12 General Plan Working Papers..............................................................................................................................................................CD-11 225
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 38 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Generation Worksheets, Power Trading Power Scheduling.............................................................................................................BWP-10 Generator Operations Logs and Inspections All Generators................................................................................................................ PW-5 Generator Operations Logs Inspections All Generators ....................................................................................................................BWP-9 Generators, AQMD Permits ................................................................................................................................................................. PW-4 Geotechnical and Soils Reports........................................................................................................................................................... PW-2 Gift to Agency Report - FPPC Form 801................................................................................................................................................CC-4 GIS Database Data Layers Both City-wide Specialized .......................................................................................................................CW-4 Gladys R Questionnaire, Juvenile Probation Records Voluntary Program........................................................................................... PD-12 Golf Shop, Operating Statements .....................................................................................................................................................PRCS-2 Grading Permits and Plans, Private Development Projects Job Files Permanent ................................................................................ PW-4 Grading Permits Plans...........................................................................................................................................................................CD-3 Grading Permits, Job Files Capital Improvement Projects CIP Permanent File ................................................................................... PW-1 Grading Permits, Project Files Capital Improvement Project Files CIP Jobs......................................................................................BWP-6 Grading Permits, Project Files Capital Improvement Project Files CIP Jobs....................................................................................BWP-11 Grading Permits, Project Files Capital Improvement Project Files CIP Jobs....................................................................................BWP-15 Grading Plans Soil Reports....................................................................................................................................................................CD-3 Graduation - Volunteer......................................................................................................................................................................PRCS-4 Grants CDBG Reimbursable Claims FEMA OES Reimbursement Claims...........................................................................................CW-5 Grants LSCA Library Services Construction LSTA Library Services ......................................................................................................LIB-1 Grants UNSUCCESSFUL Applications Correspondence ....................................................................................................................CW-5 Green Building, Sustainability Programs .............................................................................................................................................. PW-7 Green Folders, Recruitment File Eligibility Folders ...............................................................................................................................MS-6 Green Tags, Property List Record Property Identification ................................................................................................................... PD-19 Grievances, Labor .................................................................................................................................................................................MS-4 Gun Narcotics Destruction Log Documents related to ....................................................................................................................... PD-18 H
HA, Agenda Staff Reports City Council Successor Agency RA .............................................................................................................CC-1 HA, Agendas City Council Successor Agency RA Redevelopment Agency...........................................................................................CC-1 HA, Resolutions City Council Successor Agency RA Redevelopment Agency ...................................................................................CC-10 Handbooks - Produced by OTHER Departments .................................................................................................................................CW-8 Handbooks - Produced by OUTSIDE ORGANIZATIONS ......................................................................................................................CW-8 226
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 39 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Handbooks - Produced by YOUR Department.....................................................................................................................................CW-7 Hang Tag List Discontinuance Notices DEWNS CREMS ...................................................................................................................BWP-2 HAP REGISTERS, Section 8 Administrative Records VMS SEMAP AUDITS..........................................................................................CD-9 HAPPY, Section 8 Database................................................................................................................................................................CD-10 HAPPY, Section 8 Waiting List In Section 8 Database ........................................................................................................................CD-11 Harassment - Training Presented by City Staff.................................................................................................................................... PD-11 Harassment Claims, Labor California Civil Rights Department CRD....................................................................................................MS-4 Harassment, Training Presented by Staff ALL COURSE RECORDS Attendance Rosters..................................................................CW-10 Hard Copies, Job Orders WAM Work Asset Management Lifecycle Works.......................................................................................BWP-5 Hardcard, Officer's Patrol Record......................................................................................................................................................... PD-4 Hardcard, Parking Inspector's Daily Log Parking Inspector's Patrol Record ....................................................................................... PD-17 Hardcard, Traffic Officer's Patrol Record ............................................................................................................................................ PD-18 Haul Routes, Routing Permits .............................................................................................................................................................. PW-2 Hazard Mitigation Plan, Vulnerability Assessment Emergency Response Plan Risk .......................................................................BWP-17 Hazardous Material Exposure ............................................................................................................................................................... PD-2 Hazardous Material, Environmental Electrical Equipment Disposal .................................................................................................BWP-8 Hazardous Materials Plans, Job Files Capital Improvement Projects CIP Permanent......................................................................... PW-1 Hazardous Materials Questionnaire, Building Plans Construction Documents....................................................................................CD-2 Hazardous Materials Reports, Project Files Capital Improvement Project Files CIP.........................................................................BWP-6 Hazardous Materials Reports, Project Files Capital Improvement Project Files CIP.......................................................................BWP-11 Hazardous Materials Reports, Project Files Capital Improvement Project Files CIP.......................................................................BWP-15 Hazardous Waste Manifests ................................................................................................................................................................CW-5 Hazardous Waste Manifests, Disposal HazMat Disposal.....................................................................................................................MS-7 HazMat Disposal, Disposal ...................................................................................................................................................................MS-7 Health Insurance Portability, HIPAA Policies Procedures..................................................................................................................... FD-4 Helicopter Check ................................................................................................................................................................................ PD-15 Helicopter Flight Hours Log................................................................................................................................................................. PD-15 Helicopter Training Check flight Evaluation......................................................................................................................................... PD-15 Helicopter Unit Activity ....................................................................................................................................................................... PD-15 High Profile Issues, Subject Files ......................................................................................................................................................... CM-1 HIPAA Policies Procedures Health Insurance Portability...................................................................................................................... FD-4 227
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 40 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Historical Employee Records, Roster Cards.........................................................................................................................................MS-6 Historical Item Donation Release Forms ..............................................................................................................................................LIB-1 Historical Records Articles of Incorporation City Seal ..........................................................................................................................CC-8 Historical Records Of Significant Historical Value ............................................................................................................................PRCS-1 Historical Records Of significant historical value................................................................................................................................. PW-7 Historical Records Those of Significant Historical Value ..................................................................................................................... FIN-2 HISTORICAL, Elections .........................................................................................................................................................................CC-6 Historical, Land Use Studies Plans Reports........................................................................................................................................CD-12 Historically significant, Reports Studies...............................................................................................................................................CW-8 HOME, Housing Programs Homeownership Housing Projects CDBG..................................................................................................CD-7 Homeland Security Emergency Plans Disaster Preparedness Manuals............................................................................................... FD-1 Homeownership Housing Projects, Housing Programs ........................................................................................................................CD-7 Homicide, Polygraph Charts ............................................................................................................................................................... PD-13 Hours, Work Reports............................................................................................................................................................................ PW-6 Household Hazardous Waste Manifests.............................................................................................................................................. PW-6 Housing Authority Meetings, Recordings VIDEO RECORDINGS of Meetings Video Tapes...................................................................CC-9 Housing Authority, Agenda Staff Reports City Council Successor Agency RA......................................................................................CC-1 Housing Authority, Agendas City Council Successor Agency RA Redevelopment Agency ...................................................................CC-1 Housing Authority, Minutes City Council Successor Agency Redevelopment Agency .........................................................................CC-8 Housing Authority, Resolutions City Council Successor Agency RA Redevelopment ........................................................................CC-10 Housing Concern Intake FORMS, Landlord Tenant FORMS..................................................................................................................CD-7 Housing Plans Consolidated Annual Performance and Evaluation Review ..........................................................................................CD-6 Housing Programs Homeownership Housing Projects CDBG HOME...................................................................................................CD-7 Housing Successor Agency Housing Assets Fund Report etc.............................................................................................................. FIN-3 Housing, Labor California Civil Rights Department CRD.......................................................................................................................MS-4 Human Resources Database Oracle.....................................................................................................................................................MS-3 HUMAN RESOURCES, MANAGEMENT SERVICES ..................................................................................................................MS-1 – MS-6 Hydrant Meters Rentals Temporary Pools Construction .................................................................................................................BWP-14 I
I-9s ........................................................................................................................................................................................................MS-4 IB Folders, Inmate Booking.................................................................................................................................................................. PD-23 228
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 41 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent IB Folders, Inmate Booking.................................................................................................................................................................. PD-24 ICC, Officer Recordings In Car Camera................................................................................................................................................. PD-4 Identity Profiling Act, Racial................................................................................................................................................................. PD-17 IMLS, Grants LSCA Library Services Construction LSTA Library Services ............................................................................................LIB-1 IMMUTABLE MEDIA, UNALTERABLE MEDIA.......................................................................................................................................... IT-1 Impending Discontinuation, Water Billing Appeals Payment Delinquency ........................................................................................BWP-4 Impending Discontinuation, Water Billing Non-payment Notices Notice of Payment.......................................................................BWP-4 Impound Notices Contact Requests.................................................................................................................................................PRCS-7 Impounded, POLICE REPORTS INCIDENT REPORTS Non-Criminal Outside Assist.......................................................................... PD-26 Incident Analysis Reports......................................................................................................................................................................MS-7 Incident Analysis ...................................................................................................................................................................................MS-8 Incident logs, Workplace Violence – Hazard identification Evaluation Correction ...............................................................................MS-6 Incident Report Emergency Response Report Patient Care Reports PCRs .......................................................................................... FD-4 Incident Report Emergency Response Report Patient Care Reports PCRs .......................................................................................... FD-5 Incident Reports....................................................................................................................................................................................LIB-1 INCIDENT REPORTS, POLICE REPORTS............................................................................................................................................ PD-24 INCIDENT REPORTS, POLICE REPORTS............................................................................................................................................ PD-25 INCIDENT REPORTS, POLICE REPORTS............................................................................................................................................ PD-26 INCIDENT REPORTS, POLICE REPORTS............................................................................................................................................ PD-27 Incident, Workers Compensation Disability Claims Employee Accident Reports................................................................................MS-9 Income Verification, Section 8 Tenant Files ........................................................................................................................................CD-10 Incomplete, Planning Project Files Permanent Entitlements..............................................................................................................CD-12 Inconclusive, POLICE REPORTS INCIDENT REPORTS Child Abuse .................................................................................................. PD-25 Industrial Pre-Treatment, FOG Fats Oil and Grease Pretreatment Annual Quarterly ........................................................................ PW-12 Industrial Waste Applications Industrial Waste Permits.................................................................................................................... PW-12 Industrial Waste Permits, Industrial Waste Applications................................................................................................................... PW-12 INDUSTRIAL, Building Plans Construction Documents Finalled ..........................................................................................................CD-2 Informant Files "Personal History"...................................................................................................................................................... PD-12 Information Complaints, Labor Grievances ..........................................................................................................................................MS-4 Information Reports, POLICE REPORTS INCIDENT REPORTS Non-Criminal Outside Assist ............................................................ PD-26 INFORMATION TECHNOLOGY..................................................................................................................................................... IT-1 – IT-1 229
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 42 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Infraction, Citations Misdemeanor...................................................................................................................................................... PD-22 Infraction, POLICE REPORTS INCIDENT REPORTS Misdemeanor..................................................................................................... PD-25 Infraction, POLICE REPORTS INCIDENT REPORTS Misdemeanor..................................................................................................... PD-26 Infrastructure Design, Facility Histories .............................................................................................................................................BWP-8 In-House Task Forces, Committees Internal Attended by employees.................................................................................................CW-2 Initial, Water Billing Non-payment Notices Notice of Payment Delinquency ....................................................................................BWP-4 Initials, Electric Service Orders Complaints Work Completed in the Field ........................................................................................BWP-5 Initiative, Elections Petitions .................................................................................................................................................................CC-6 Initiative, Elections Petitions .................................................................................................................................................................CC-7 Injury Reports, Workers Compensation Disability Claims Employee Accident Reports ......................................................................MS-9 Inmate Booking IB Folders Felonies NOT Part 1 Felonies ................................................................................................................... PD-23 Inmate Booking IB Folders Felonies Part 1 Felonies ........................................................................................................................... PD-24 Inmate Booking IB Folders Misdemeanors.......................................................................................................................................... PD-24 Inmate Phone Recordings ................................................................................................................................................................... PD-20 Inmates In Custody, Daily Jail Record ................................................................................................................................................. PD-19 Inspection Forms Sidewalks Streets.................................................................................................................................................... PW-9 Inspection Notices, Construction Notices............................................................................................................................................CD-2 Inspection Reports Bleachers Playground Equipment......................................................................................................................PRCS-1 Inspection Reports, Fire Incident RMS Database Includes Fire Citations............................................................................................. FD-6 Inspections for Underground Vaults.................................................................................................................................................BWP-14 Inspections that are Tied to an Asset .................................................................................................................................................BWP-8 Inspections, AED Automatic External Defibrillators ............................................................................................................................. FD-3 Inspections, Environmental Records CARB with Cap-and-Trade Obligation Reports.......................................................................BWP-8 Inspections, Environmental Records EPA SPCC EPA NPDES EPA GHG...........................................................................................BWP-8 Inspections, Environmental Records EPA Title V SCAQMD Cal ARP.................................................................................................BWP-8 Inspections, Fire.................................................................................................................................................................................... FD-6 Inspections, Generator Operations Logs ...........................................................................................................................................BWP-9 Inspections, Project Files Capital Improvement Project Files CIP Jobs.............................................................................................BWP-6 Inspections, Project Files Capital Improvement Project Files CIP Jobs...........................................................................................BWP-11 Inspections, Project Files Capital Improvement Project Files CIP Jobs...........................................................................................BWP-15 Inspector Receipts for Ballots...............................................................................................................................................................CC-7 230
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 43 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Instant messaging, Correspondence Content NOT Substantive NOT made......................................................................................CW-3 Instant messaging, Correspondence Emails E-mails Content NOT Substantive NOT ........................................................................CW-4 Institute of Museum, Grants LSCA Library Services Construction LSTA Library...................................................................................LIB-1 Insurance Certificates that can't be matched to an agreement ........................................................................................................... FIN-6 Insurance Certificates, Job Files Capital Improvement Projects CIP Permanent ................................................................................ PW-1 Insurance Policies Fire Theft Property...................................................................................................................................................MS-8 Insurance Policies General Liability ......................................................................................................................................................MS-8 Intelligence Files ................................................................................................................................................................................. PD-12 Inter-Library Loan Records Patron Check out Check in ........................................................................................................................LIB-1 Internal Affairs Investigations................................................................................................................................................................ PD-2 Internal Affairs Investigations................................................................................................................................................................ PD-3 Internal Audits Issued equipment Arrest reports MDT usage................................................................................................................ PD-3 Internal, Audit Reports ......................................................................................................................................................................... FIN-1 Interpretation of MOU Provisions, Labor Relations Files Employee Negotiations ................................................................................MS-4 Intersection Files, Street .................................................................................................................................................................... PW-11 InTime Database or Oracle, Timesheets Overtime Slips Report........................................................................................................... PD-9 Inventories, Controlled Substance Logs ............................................................................................................................................... FD-3 Investigation Reports – Other than Arson Capital Crimes..................................................................................................................... FD-6 Investigation Reports Arson Capital Crimes ......................................................................................................................................... FD-6 INVESTIGATION, POLICE...................................................................................................................................................... PD-11 – PD-13 INVESTIGATION, POLICE...................................................................................................................................................... PD-13 – PD-14 Investigations, ADA Records Americans with Disabilities Act Employee Related................................................................................MS-1 Investigations, ADA Records Americans with Disabilities Act Non-Employee.....................................................................................MS-1 Investigations, Workplace Violence – Hazard identification Evaluation Correction..............................................................................MS-6 Investments CDs Securities...................................................................................................................................................................CT-1 Invitations, Correspondence Content NOT Substantive NOT made ..................................................................................................CW-3 Invitations, Correspondence Emails E-mails Content NOT Substantive NOT made...........................................................................CW-4 Invoices, Accounts Payable Check Payment Copies Electronic Payment Copies .............................................................................. FIN-3 Invoices, Power Trading Power Scheduling Confirmations..............................................................................................................BWP-10 ISO Insurance Ratings ........................................................................................................................................................................... FD-1 Issues, Economic Development ...........................................................................................................................................................CD-6 231
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 44 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent J
Jail Alarm Test Monthly Internal Alarm Testing.................................................................................................................................... PD-20 Jail Citation Books ............................................................................................................................................................................... PD-20 Jail Cleanliness Security Inspection Log ............................................................................................................................................. PD-20 Jail Daily Observation Log.................................................................................................................................................................... PD-20 Jail Meal Log ........................................................................................................................................................................................ PD-20 Jail Shift Report.................................................................................................................................................................................... PD-20 JAIL, POLICE SUPPORT SERVICES....................................................................................................................................... PD-19 – PD-21 Job Files Capital Improvement Projects CIP Administration File ......................................................................................................... PW-1 Job Files Capital Improvement Projects CIP Permanent File ............................................................................................................... PW-1 Job Files, Private Development Projects .............................................................................................................................................. PW-3 Job Files, Private Development Projects .............................................................................................................................................. PW-4 Job Orders 1000 6999 Series Work done by Other Divisions for Water (Copies) ............................................................................BWP-14 Job Orders 2400 Series Domestic Water Service ............................................................................................................................BWP-14 Job Orders 8000 range Multifamily Dwellings ..................................................................................................................................BWP-14 Job Orders All Information Entered in CMMS Database...................................................................................................................BWP-14 Job Orders CMMS DATABASE Computerized Maintenance Management System .........................................................................BWP-14 Job Orders Database WAM Work Asset Management Database ......................................................................................................BWP-5 Job Orders WAM Work Asset Management Lifecycle Works Hard Copies........................................................................................BWP-5 Job Requests, Work Orders Service Requests ..................................................................................................................................... PW-5 Job Requests, Work Orders Service Requests ..................................................................................................................................... PW-6 Job Specifications, Classification Files Specifications .........................................................................................................................MS-2 Jobs, Diaries Logs Daily Supervisor entries Re Equipment usage ........................................................................................................ PW-9 Jobs, Project Files Capital Improvement Project Files CIP ..............................................................................................................BWP-10 Jobs, Project Files Capital Improvement Project Files CIP ..............................................................................................................BWP-11 Jobs, Project Files Capital Improvement Project Files CIP ..............................................................................................................BWP-15 Jobs, Project Files Capital Improvement Project Files CIP ................................................................................................................BWP-6 Joint Pole Agreements........................................................................................................................................................................BWP-5 Joint Powers, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements ............................................................CC-2 Journal Entries Journal Vouchers Budget Adjustments........................................................................................................................ FIN-2 Journal Vouchers, Journal Entries ........................................................................................................................................................ FIN-2 232
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 45 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Judgement only must be kept electronically permanently. For cases clo.............................................................................................CA-2 Judgement pursuant to §PC 13510.9 .................................................................................................................................................... PD-6 Judgement pursuant to §PC 13510.9 .................................................................................................................................................... PD-7 Judgements, Lawsuits Litigation Case Files Final Settlement Agreements ..........................................................................................CA-2 Juvenile Detention Logs, Logs ............................................................................................................................................................. PD-12 Juvenile Marijuana, Citations............................................................................................................................................................... PD-22 Juvenile Marijuana, POLICE REPORTS INCIDENT REPORTS Misdemeanor Infraction....................................................................... PD-26 Juvenile other than marijuana citations, Citations Parking Traffic ....................................................................................................... PD-16 Juvenile Probation Records Voluntary Program Gladys R Questionnaire ........................................................................................... PD-12 Juveniles released from Division of Juvenile Justice............................................................................................................................ PD-28 JUVENILES, Incident Report Emergency Response Report Patient Care Reports PCRs ...................................................................... FD-4 Juveniles, Registrants Sex Offenders .................................................................................................................................................. PD-29 K
Kennel Inspection Reports Closed Businesses ................................................................................................................................PRCS-7 Kennel Inspection Reports ................................................................................................................................................................PRCS-7 L
LA County Transfer Record ................................................................................................................................................................. PD-20 Labor California Civil Rights Department CRD......................................................................................................................................MS-4 Labor Grievances Information Complaints ...........................................................................................................................................MS-4 Labor Relations Files Employee Negotiations Negotiation Notes.........................................................................................................MS-4 LAFCO, Annexations Boundaries Consolidations...............................................................................................................................CD-11 LAFIS Hit Logs ..................................................................................................................................................................................... PD-14 Land Use Studies Plans Reports Historical.........................................................................................................................................CD-12 Landlord Tenant FORMS Housing Concern Intake FORMS...................................................................................................................CD-7 Landscape, Assessment Maintenance .................................................................................................................................................CD-4 Landscaping, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs ..........................................................................................CC-3 Large Customer Meetings Public Relations Warner Bros. .................................................................................................................BWP-2 Large Venue Recycling Plans Starlight ................................................................................................................................................. PW-7 Latent Print ID Packet Contains positive print ID hits.......................................................................................................................... PD-14 Latent Prints Arrested ......................................................................................................................................................................... PD-14 Latent Prints NO Arrest ....................................................................................................................................................................... PD-14 233
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 46 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Lawsuits Litigation Case Files Final Settlement Agreements Judgements ...........................................................................................CA-2 Lawsuits Pitchess Motions Litigation Case Files ..................................................................................................................................CA-2 Layers, GIS Database Data ..................................................................................................................................................................CW-4 Lead, Chains of Custody ..................................................................................................................................................................BWP-13 Lead, Source Water Analysis Reports Sampling ..............................................................................................................................BWP-16 League of California Cities - Produced by OUTSIDE ORGANIZATIONS...............................................................................................CW-8 Leases Rental Agreements ...................................................................................................................................................................CD-7 Leases, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs...................................................................................................CC-3 Leases, Systems Support Fiber optics Communications ................................................................................................................BWP-12 Leave paperwork, Time Sheets With Employee Signatures Rosters Over-time sheets ........................................................................ FD-3 Leave Slips ...........................................................................................................................................................................................CW-5 LEFTA, Training Evaluation .................................................................................................................................................................. PD-15 Legal Advertising, Affidavits of Publications Proof of Publications .......................................................................................................CC-1 Legal Opinions, Legal Research Memos ...............................................................................................................................................CA-2 Legal Research Memos Legal Opinions ................................................................................................................................................CA-2 Length, Training EMPLOYEE RECORDS If Records are Created ........................................................................................................CW-10 Letters - Correspondence - ROUTINE..................................................................................................................................................CW-3 Lexipol, General Orders ...................................................................................................................................................................... PD-10 Liability Claims Database......................................................................................................................................................................MS-8 Liability Claims......................................................................................................................................................................................MS-8 Liability Forms, Registration Trip Permits Fee Charge.......................................................................................................................PRCS-3 Liability Lawsuits Litigation Claims that are Litigated (Copies).............................................................................................................MS-9 Library Management System Database ................................................................................................................................................LIB-1 LIBRARY SERVICES ..................................................................................................................................................................LIB-1 – LIB-1 Library Services, Grants LSCA ..............................................................................................................................................................LIB-1 License FCC.....................................................................................................................................................................................BWP-12 Licenses, California Energy Commission CEC...................................................................................................................................BWP-7 Licenses, Department of Energy DOE................................................................................................................................................BWP-7 Licenses, FERC Federal Energy Regulatory Commission ..................................................................................................................BWP-9 Licenses, Personnel File EMT Personnel Evaluations Training Documentation ................................................................................... FD-5 Licenses, Personnel File Fire Sworn Non-civilian Employees Evaluations........................................................................................... FD-2 234
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 47 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Liens.......................................................................................................................................................................................................CT-1 Life Line, Life Support Application......................................................................................................................................................BWP-3 Life Support Application Life Line Seniors Disabled Persons.............................................................................................................BWP-3 Lifecycle Works, Job Orders Database WAM Work Asset Management Database...........................................................................BWP-5 Lifecycle Works, Job Orders WAM Work Asset Management............................................................................................................BWP-5 Lift Permits, Elevator............................................................................................................................................................................ PW-4 Lighting, Assessment Maintenance Landscape....................................................................................................................................CD-4 Litigation (Copies), Liability Lawsuits Litigation Claims that are Litigated ............................................................................................MS-9 Litigation Case Files, Lawsuits Pitchess Motions .................................................................................................................................CA-2 Litigation Case Files, Lawsuits..............................................................................................................................................................CA-2 LiveScan Applications Fingerprint Applications Public .........................................................................................................................MS-3 Load Records .....................................................................................................................................................................................BWP-9 Lobbyist Authorization, Economic Interest Filings FPPC Form 602 or 635...........................................................................................CC-4 Local Government Compensation Report, Reports Annual State Federal State ................................................................................. FIN-3 Lockout-Blockout Lockout-Tagout.....................................................................................................................................................BWP-6 Lockout-Tagout, Lockout-Blockout....................................................................................................................................................BWP-6 Log 200.................................................................................................................................................................................................CW-8 Log 200..................................................................................................................................................................................................MS-8 Log 300.................................................................................................................................................................................................CW-8 Log 300..................................................................................................................................................................................................MS-8 Log Book Pump Houses ...................................................................................................................................................................BWP-15 Log of Chemicals Manually Added to City Swimming Pools .............................................................................................................PRCS-3 Logic, Tally Sheets.................................................................................................................................................................................CC-7 Logs Diaries........................................................................................................................................................................................BWP-9 Logs Evidence Database ..................................................................................................................................................................... PD-18 Logs Juvenile Detention Logs Non-Secure Monthly ............................................................................................................................ PD-12 Logs UOF Pursuit Log Weapons Display Log ...................................................................................................................................... PD-15 Logs, Correspondence Content NOT Substantive NOT made ...........................................................................................................CW-3 Logs, Correspondence Emails E-mails Content NOT Substantive NOT made ....................................................................................CW-4 Logs, Diaries......................................................................................................................................................................................... PW-9 Logs, Environmental Records CARB with Cap-and-Trade Obligation Reports ..................................................................................BWP-8 235
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 48 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Logs, Environmental Records EPA SPCC EPA NPDES EPA GHG ......................................................................................................BWP-8 Logs, Environmental Records EPA Title V SCAQMD Cal ARP............................................................................................................BWP-8 Logs, Storm Drain Inspections ........................................................................................................................................................... PW-14 Loose dogs, Animal Investigations Problem Files Barking .................................................................................................................. PD-21 Lost firearms serious felonies, POLICE REPORTS INCIDENT REPORTS Misdemeanor..................................................................... PD-26 Lost firearms, POLICE REPORTS INCIDENT REPORTS Misdemeanor Infraction............................................................................... PD-25 Lost firearms, POLICE REPORTS INCIDENT REPORTS Sealed Juvenile Ward Cases........................................................................ PD-27 Lost firearms, POLICE REPORTS INCIDENT REPORTS...................................................................................................................... PD-26 Lot Line Adjustments, Planning Project Files Permanent Entitlements Approved..............................................................................CD-13 Lot Line Adjustments, Private Development Projects Job Files Administration File ............................................................................ PW-3 Lot Line Adjustments, Private Development Projects Job Files Permanent Files ................................................................................ PW-4 Low Income, Life Support Application Life Line Seniors Disabled Persons .......................................................................................BWP-3 LSCA, Grants.........................................................................................................................................................................................LIB-1 LSTA, Grants LSCA Library Services Construction ...............................................................................................................................LIB-1 Lunch Program Registrations, Senior Food .......................................................................................................................................PRCS-3 M
Mailing lists, Correspondence Content NOT Substantive NOT made ................................................................................................CW-3 Mailing lists, Correspondence Emails E-mails Content NOT Substantive NOT made.........................................................................CW-4 Maintenance Manuals, Operations ..................................................................................................................................................BWP-15 Maintenance of Effort, Reports Annual State Federal State Controller's Report ................................................................................. FIN-3 Maintenance Record State Buildings Churches Schools...................................................................................................................... FD-1 Maintenance, Assessment....................................................................................................................................................................CD-4 Maintenance, Fire Hydrant Flow Tests Development ......................................................................................................................BWP-13 Maintenance, Fire Hydrant Flow Tests Development ......................................................................................................................BWP-14 Major Crimes, POLICE REPORTS INCIDENT REPORTS Capital Crimes Violent Felonies .................................................................. PD-25 MANAGEMENT SERVICES HUMAN RESOURCES ...................................................................................................................MS-1 – MS-6 MANAGEMENT SERVICES RISK MANAGEMENT .....................................................................................................................MS-8 – MS-9 MANAGEMENT SERVICES SAFETY ..........................................................................................................................................MS-7 – MS-8 Management, Business Improvement Districts Community Facilities Districts...................................................................................CD-5 Manifest EPA Standard ......................................................................................................................................................................BWP-9 Manpower, Reports Studies regarding Police operations Not historical............................................................................................... PD-6 236
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 49 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Manuals - Produced by OTHER Departments......................................................................................................................................CW-8 Manuals - Produced by OUTSIDE ORGANIZATIONS ...........................................................................................................................CW-8 Manuals - Produced by YOUR Department..........................................................................................................................................CW-7 Maps and Plans Traffic....................................................................................................................................................................... PW-11 Maps Plans and Record Drawings Final Maps Parcel Maps Right of Way ........................................................................................... PW-3 Maps, Planning Project Files Permanent Entitlements Approved Denied...........................................................................................CD-13 Marketing Flyers ................................................................................................................................................................................PRCS-1 Marketing, Bill Inserts.........................................................................................................................................................................BWP-1 MARKETING, BWP CUSTOMER SERVICE ..........................................................................................................................BWP-1 – BWP-4 Massage Technician, Business Permits Regulatory TECHNICIAN EMPLOYEES.................................................................................. PD-1 Massage, Business Permits Regulatory BUSINESS OWNER................................................................................................................ PD-1 Master Collection List, Collections....................................................................................................................................................BWP-1 Master Plans Specific Plans Bikeway Plans........................................................................................................................................CD-12 Material Data Safety Sheet MSDS Safety Data Sheets SDS.................................................................................................................CW-6 Materials - Training Presented by City Staff ........................................................................................................................................ PD-11 Materials Testing Reports, Job Files Capital Improvement Projects CIP Permanent........................................................................... PW-1 Materials Testing Reports, Project Files Capital Improvement Project Files CIP...............................................................................BWP-6 Materials Testing Reports, Project Files Capital Improvement Project Files CIP.............................................................................BWP-11 Materials Testing Reports, Project Files Capital Improvement Project Files CIP.............................................................................BWP-15 Materials, Fire Inspections Business Inspection Files Occupancy Inspections ................................................................................... FD-6 Materials, Training Presented by Staff ALL COURSE RECORDS Attendance Rosters.......................................................................CW-10 MDT usage, Internal Audits Issued equipment Arrest reports............................................................................................................... PD-3 Meaningful - Correspondence - ROUTINE ...........................................................................................................................................CW-3 Measure M, Proposition A C Local Return Program Measure R ..........................................................................................................CD-14 Measure R, Proposition A C Local Return Program.............................................................................................................................CD-14 Medical File, Personnel Files.................................................................................................................................................................MS-5 Medical Leave Records, Personnel Files Medical File All employees...................................................................................................MS-5 Medical Necessity Customers Emergencies Shut-offs .....................................................................................................................BWP-3 Medical Service Order Control............................................................................................................................................................ PD-21 Medical Service Order Prisoners......................................................................................................................................................... PD-24 Medical treatments, Treatment Records Vaccination records Euthanasia ......................................................................................PRCS-8 237
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 50 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Medical, Benefit Plan Documents Summary Plan Descriptions Dental................................................................................................MS-2 Medicare Adjustments, DE-6 DE-7 DE-9 DE-9C DE-43 W-3 DE-166 941 Forms PERS FICA............................................................. FIN-4 Meeting notes Speaker Cards ...............................................................................................................................................................CC-8 Meeting Notes, Speaker Cards.............................................................................................................................................................CW-8 Meeting room registrations, Correspondence Content NOT Substantive NOT made........................................................................CW-3 Meeting room registrations, Correspondence Emails E-mails Content NOT.......................................................................................CW-4 Members Contributions, Retirement Report Summary Worksheet ..................................................................................................... FIN-5 Memorandums - Correspondence - ROUTINE ....................................................................................................................................CW-3 Memorial Tree Dedications ...............................................................................................................................................................PRCS-1 Meter Databases Data pulse Remote Locations Tampering Time of Day ..........................................................................................BWP-3 Meter Location Maps, Service Orders ..............................................................................................................................................BWP-16 Microchip Records ............................................................................................................................................................................PRCS-8 Microchip’s Primary Registrant, Record of All Efforts to Contact Owner..........................................................................................PRCS-8 Minor, Range Risk Agreement ............................................................................................................................................................. PD-10 Minors, Ride-Along Waiver Form Program Application Card Release .................................................................................................. PD-7 Minutes City Council Successor Agency Redevelopment Agency........................................................................................................CC-8 MINUTES, Board of Building Fire Code Appeals....................................................................................................................................CD-1 MINUTES, Boards Commissions Committees.....................................................................................................................................CW-1 Misc. Collection Books, Daily Batch Work Files Includes Treasurer's Receipts ....................................................................................CT-1 Misdemeanor Marijuana, POLICE REPORTS INCIDENT REPORTS .................................................................................................... PD-26 Misdemeanor, Citations Criminal Complaints......................................................................................................................................CA-1 Misdemeanor, Citations...................................................................................................................................................................... PD-22 Misdemeanor, Desk Report................................................................................................................................................................. PD-23 Misdemeanor, POLICE REPORTS INCIDENT REPORTS..................................................................................................................... PD-25 Misdemeanor, POLICE REPORTS INCIDENT REPORTS..................................................................................................................... PD-26 Misdemeanors, Inmate Booking IB Folders......................................................................................................................................... PD-24 Missing Persons, POLICE REPORTS INCIDENT REPORTS................................................................................................................. PD-26 Mitigation, Site Clearance Soils Remediation .......................................................................................................................................CD-9 Mobile Audio, Officer Recordings In Car Camera ICC Recordings – that ARE ...................................................................................... PD-4 Mobile Audio, Officer Recordings In Car Camera ICC Recordings That are NOT.................................................................................. PD-4 Mobile Audio, Officer Recordings In Car Camera ICC........................................................................................................................... PD-4 238
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 51 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Modification, Fire Inspections Business Inspection Files Occupancy Inspections .............................................................................. FD-6 MOE, Reports Annual State Federal State Controller's Report Street Report ..................................................................................... FIN-3 Monthly Checks, Self Contained Breathing Apparatus Log SCBA ...................................................................................................... PD-21 Monthly Field Training maintained in Filed Offices with the Training O................................................................................................. PD-9 Monthly Internal Alarm Testing, Jail Alarm Test................................................................................................................................... PD-20 Monthly Recap, School Resource Officer Daily Log............................................................................................................................ PD-13 Monthly Report Vice Narcotic Section ................................................................................................................................................ PD-12 Monthly, Logs Juvenile Detention Logs Non-Secure ........................................................................................................................... PD-12 Mortgage loans, Verifications of Employment Child Support For home purchases..............................................................................MS-6 MOUS, Agreements Contracts ALL INFRASTRUCTURE.......................................................................................................................CC-2 MOUs, Agreements Contracts ALL INFRASTRUCTURE .......................................................................................................................CC-2 Moving Violations, Citation Correction Letters ................................................................................................................................... PD-16 MSDS, Material Data Safety Sheet.......................................................................................................................................................CW-6 MTA Taxi Vouchers, Rideshare Program .............................................................................................................................................CD-14 Mug Shots, Crime Report Photos ........................................................................................................................................................ PD-11 MULTI-FAMILY DWELLINGS, Building Plans Construction Documents Finalled .................................................................................CD-2 Multifamily Dwellings, Job Orders 8000 range .................................................................................................................................BWP-14 Municipal Code Amended Sections Pages ...........................................................................................................................................CC-9 N
Narcotics Destruction Log, Gun.......................................................................................................................................................... PD-18 Narcotics, Expense Reports Vice........................................................................................................................................................ PD-12 National Incident-Based Reporting System, Crime Statistics............................................................................................................. PD-23 Negative Declarations, Environmental Determinations Environmental Impact Reports ....................................................................CD-11 Negative Declarations, Redevelopment Projects Project Areas Environmental...................................................................................CD-8 Negatives, Crime Report Photographs................................................................................................................................................ PD-13 Negatives, Drug Alcohol DOT Results Positives....................................................................................................................................MS-7 Neglect Investigation Reports, POLICE REPORTS INCIDENT REPORTS Child Abuse ....................................................................... PD-25 Negotiation Notes, Labor Relations Files Employee Negotiations........................................................................................................MS-4 NeoGov, Recruitment Exam Plan Database .........................................................................................................................................MS-5 NERC North American Energy Corporation Audits ............................................................................................................................BWP-9 NERC, Regulatory Filings FERC CEC ...............................................................................................................................................BWP-11 239
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 52 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Network Configuration Maps Plans......................................................................................................................................................... IT-1 Network Drawings, Fiber Optic ........................................................................................................................................................BWP-12 Newsletters - Produced by OTHER Departments................................................................................................................................CW-8 Newsletters - Produced by OUTSIDE ORGANIZATIONS.....................................................................................................................CW-8 Newsletters - Produced by YOUR Department....................................................................................................................................CW-7 Newspaper Clippings Online News Articles ........................................................................................................................................CW-6 Newsrack Permits................................................................................................................................................................................ PW-2 NIBRS, Crime Statistics National Incident-Based Reporting System ................................................................................................. PD-23 NO Arrest, Latent Prints ...................................................................................................................................................................... PD-14 NO CLAIM FILED, Bankruptcies BWP Customers .............................................................................................................................BWP-1 No Disciplinary Action, Personnel File Fire Employees Accident Investigations .................................................................................. FD-2 No Disciplinary Action, Personnel File Fire Employees Personnel Investigations ................................................................................ FD-2 No Final Application, Preliminary Review File.....................................................................................................................................CD-13 No Kill Contact", Owner Relinquishment Forms...............................................................................................................................PRCS-7 NO RECAPTURE, 20% Set Aside Residential Rehabilitation Loans......................................................................................................CD-3 NO RECAPTURE, CDBG Affordable Housing Loans .............................................................................................................................CD-5 NO Suspension of a driver’s license......................................................................................................................................................MS-7 NO Violations, Compliance Inspection Report NPDES Monitoring Reports ...................................................................................... PW-12 Nomination Papers, Candidate File Campaign Disclosure Statements FPPC 400 Series....................................................................CC-5 Non-City Council meetings, Recordings Videos Recordings ............................................................................................................... CM-1 Non-civilian, Personnel File Fire Sworn ................................................................................................................................................ FD-2 Non-Criminal, POLICE REPORTS INCIDENT REPORTS ..................................................................................................................... PD-26 Non-DOT Tests, Drug Alcohol DOT Results Positives Negatives..........................................................................................................MS-7 Non-Employee, ADA Records Americans with Disabilities Act ............................................................................................................MS-1 Non-evidentiary, Recordings................................................................................................................................................................. PD-3 Non-Hazardous Waste, Disposal Used Oil Disposal............................................................................................................................MS-7 Non-payment Notices, Water Billing..................................................................................................................................................BWP-4 Non-Secure, Logs Juvenile Detention Logs ......................................................................................................................................... PD-12 Non-Sworn, Disciplines City-wide........................................................................................................................................................MS-3 Non-Sworn, Personnel Background Packet City Employees Successful ............................................................................................. PD-4 Non-Sworn, Personnel Background Packet City Employees Unsuccessful ......................................................................................... PD-5 240
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 53 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Nonviolent Crimes, POLICE REPORTS INCIDENT REPORTS Vacatur Relief Granted by ................................................................... PD-27 North American Energy Corporation, NERC.......................................................................................................................................BWP-9 NOT made, Correspondence Content NOT Substantive....................................................................................................................CW-3 Notes, Correspondence Content NOT Substantive NOT made .........................................................................................................CW-3 Notes, Drafts........................................................................................................................................................................................CW-4 Notice of Completion, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer ..................................................................CC-2 Notice of Completion, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs............................................................................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-6 Notice of Completion, Project Files Capital Improvement Project Files CIP Jobs ...........................................................................BWP-11 Notice of Completion, Project Files Capital Improvement Project Files CIP Jobs ...........................................................................BWP-15 Notice of Completions, Bid Schedules Public Projects Public Works Projects ....................................................................................CC-3 Notice of Disruptive Gathering Notice of Violation 2nd Response........................................................................................................ PD-8 Notice of Payment Delinquency, Water Billing Non-payment Notices..............................................................................................BWP-4 Notice of Violation, Notice of Disruptive Gathering............................................................................................................................... PD-8 Notice of Violations, Fire Incident RMS Database Includes Fire Citations............................................................................................ FD-6 Notice to Appear, Subpoenas ............................................................................................................................................................. PD-29 Notice to Claim Property..................................................................................................................................................................... PD-19 Notices Public Hearing Notices Affidavit of Posting.............................................................................................................................CW-6 Notifications & Repossessed Vehicles Notifications, Private Party Impounds PPI ............................................................................ PD-28 NPDES Monitoring Reports Water Operations.................................................................................................................................BWP-15 NPDES Monitoring Reports ................................................................................................................................................................ PW-13 NPDES Monitoring Reports .................................................................................................................................................................. PW-6 NPDES Monitoring Reports .................................................................................................................................................................. PW-8 NPDES Monitoring Reports .................................................................................................................................................................. PW-9 NPDES Monitoring Reports, Compliance Inspection Report ............................................................................................................. PW-12 NPDES Permits Stormwater .............................................................................................................................................................. PW-10 NPDES Permits Water Distribution ..................................................................................................................................................BWP-15 NPDES Permits .................................................................................................................................................................................. PW-13 NPDES Permits .................................................................................................................................................................................... PW-7 NPDES Permits .................................................................................................................................................................................... PW-8 241
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 54 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent NSF Checks, Water Billing .................................................................................................................................................................BWP-4 Numerical, Warrants Cashed.................................................................................................................................................................CT-2 Nutrition Center, Daily Service Unit Counts ......................................................................................................................................PRCS-1 O
O&M Manuals...................................................................................................................................................................................BWP-15 O&M Manuals, Operations Maintenance Manuals ..........................................................................................................................BWP-15 O&M Manuals, Project Files Capital Improvement Project Files CIP Jobs.........................................................................................BWP-6 O&M Manuals, Project Files Capital Improvement Project Files CIP Jobs.......................................................................................BWP-11 O&M Manuals, Project Files Capital Improvement Project Files CIP Jobs.......................................................................................BWP-15 OASDI, DE-6 DE-7 DE-9 DE-9C DE-43 W-3 DE-166 941 Forms PERS FICA Adjustments................................................................. FIN-4 Oath of Office Elected Officials Boards Commissions City Manager ...................................................................................................CC-8 Obligation Payment Schedules, Reports Annual State Federal State Controller's .............................................................................. FIN-3 Occupancy Inspections, Fire Inspections Business Inspection Files ................................................................................................... FD-6 Odor, Customer Concerns Customer Complaints ..........................................................................................................................BWP-13 OES Reimbursement Claims - Grants / CDBG / Reimbursable Claims / FEMA Claims /....................................................................CW-5 Off Duty Police Service Request ......................................................................................................................................................... PD-17 Offerings of Property to the Agency City Not pursued...........................................................................................................................CD-7 Office supplies, Price Agreements Alliance Agreements Products ..................................................................................................... FIN-6 Officer Recordings Body-Worn Cameras – LOGS of Access ................................................................................................................ PD-3 Officer Recordings Body-Worn Cameras Officer Involved Shootings OIS ............................................................................................ PD-3 Officer Recordings Body-Worn Cameras That ARE evidence Detention .............................................................................................. PD-3 Officer Recordings Body-Worn Cameras that are not evidence ........................................................................................................... PD-4 Officer Recordings In Car Camera ICC Recordings – that ARE evidence.............................................................................................. PD-4 Officer Recordings In Car Camera ICC Recordings That are NOT evidence ......................................................................................... PD-4 Officer Recordings In Car Camera ICC.................................................................................................................................................. PD-4 Officer's Daily Log Automated............................................................................................................................................................. PD-17 Officer's Daily Log .............................................................................................................................................................................PRCS-8 Officer's Patrol Record Hardcard.......................................................................................................................................................... PD-4 Oil and Grease, FOG Fats................................................................................................................................................................... PW-12 OIS, Officer Involved Shootings............................................................................................................................................................. PD-3 OIS, Officer Recordings Body-Worn Cameras Officer Involved Shootings ........................................................................................... PD-3 242
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 55 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent OIS, Officer Recordings In Car Camera ICC.......................................................................................................................................... PD-4 OIS, PUMA Audio Recordings Portable Audio Recordings .................................................................................................................... PD-6 Online News Articles, Newspaper Clippings .......................................................................................................................................CW-6 ONLY. For all others ..............................................................................................................................................................................LIB-1 On-site Sewers, Sewer and Plumbing Drawings................................................................................................................................ PW-13 Open Space Records ..........................................................................................................................................................................CD-12 Operating Permit ..............................................................................................................................................................................BWP-15 Operating Statements Golf Shop Sign-ins for Golf............................................................................................................................PRCS-2 Operational, Complaints Concerns from Citizens ...............................................................................................................................CW-2 Operations and Maintenance Manuals, Project Files Water Reclamation Plant Final....................................................................... PW-13 Operations and Maintenance Manuals, Project Files Water Reclamation Plant ............................................................................... PW-13 Operations Maintenance Manuals O&M Manuals ...........................................................................................................................BWP-15 OPERATIONS, FIRE....................................................................................................................................................................FD-7 – FD-7 Ops Plan, Special Events .................................................................................................................................................................... PD-18 Oracle Deposits, Deposits .................................................................................................................................................................... PD-8 Oracle Deposits, Deposits ................................................................................................................................................................PRCS-6 Oracle Transaction Report, Check Payment Refund Request ............................................................................................................ PD-16 Oracle, Human Resources Database....................................................................................................................................................MS-3 Orange Folders, Recruitment Examination Files...................................................................................................................................MS-5 Order after Hearing Restraining Order Emergency Protective Orders EPO......................................................................................... PD-24 Order of Condemnation, Deeds ............................................................................................................................................................CD-6 Ordinances City Council Successor Agency Redevelopment Agency ..................................................................................................CC-9 Organic Waste Collection and Recycling, AB 939 Compliance Solid Waste Tonnage ........................................................................ PW-7 Organic Waste Collection and Recycling, AB 939 Funds and Fees SB 1383 Compliance .................................................................. PW-6 Organic Waste Collection and Recycling, State Reports AB 939 Compliance SB 1383...................................................................... PW-7 Organics, Chains of Custody Bacteriological...................................................................................................................................BWP-13 Organics, Source Water Analysis Reports Sampling Bacteriological...............................................................................................BWP-16 Organization Charts ..............................................................................................................................................................................MS-4 OSHA Inspections, Safety ....................................................................................................................................................................CW-8 OSHA Inspections, Safety .....................................................................................................................................................................MS-8 Outlines - Training Presented by City Staff.......................................................................................................................................... PD-11 243
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 56 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Outlines, Training Presented by Staff ALL COURSE RECORDS Attendance Rosters ........................................................................CW-10 Outreach, Recycling Events Schools Public Education ....................................................................................................................... PW-7 Outside Assist, POLICE REPORTS INCIDENT REPORTS Non-Criminal............................................................................................. PD-26 Outside Counsel Bills............................................................................................................................................................................CA-1 Over $10............................................................................................................................................................................................... FIN-6 Over the Counter Receipts, Daily Batch Work Files Includes Treasurer's Receipts ..............................................................................CT-1 Oversight Board, Minutes City Council Successor Agency Redevelopment Agency ............................................................................CC-8 Oversight Board, Resolutions City Council Successor Agency RA Redevelopment...........................................................................CC-10 Over-time sheets, Time Sheets With Employee Signatures Rosters .................................................................................................... FD-3 Overtime Slips, Timesheets .................................................................................................................................................................. PD-9 Owner Relinquishment Forms No Kill Contact"................................................................................................................................PRCS-7 Oxygen Fill Records Refilling of Oxygen Vessels................................................................................................................................... FD-5 P
P.C.C. Driveways and Pedestrian Ramps ............................................................................................................................................ PW-2 PACS - FPPC 400 Series Forms ............................................................................................................................................................CC-6 Pages, Municipal Code Amended Sections ..........................................................................................................................................CC-9 Painting, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs..................................................................................................CC-3 Painting, Price Agreements Alliance Agreements Products................................................................................................................. FIN-6 Paper, Fire Hydrant Flow Tests Development Maintenance............................................................................................................BWP-14 Parcel Maps, Maps Plans and Record Drawings Final Maps ............................................................................................................... PW-3 Parcel Maps, Planning Project Files Permanent Entitlements Approved Denied ...............................................................................CD-13 Park improvements, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer .....................................................................CC-2 Parking Authority, Agenda Staff Reports City Council Successor Agency RA .......................................................................................CC-1 Parking Authority, Agendas City Council Successor Agency RA Redevelopment Agency ....................................................................CC-1 Parking Authority, Minutes City Council Successor Agency Redevelopment Agency...........................................................................CC-8 Parking Authority, Resolutions City Council Successor Agency RA Redevelopment..........................................................................CC-10 Parking Inspector's Daily Log Parking Inspector's Patrol Record ........................................................................................................ PD-17 Parking Inspector's Patrol Record, Parking Inspector's Daily Log ....................................................................................................... PD-17 Parking Lot, Digital Recordings............................................................................................................................................................ PD-19 Parking Permits ...................................................................................................................................................................................CD-14 Parking Ticket System Summary .......................................................................................................................................................... FIN-7 244
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 57 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Parking Violations, Citation Correction Letters ................................................................................................................................... PD-16 Parking, Citation Books Issued Citation Log Books #s Ranges ........................................................................................................... PD-22 Parking, Citations ................................................................................................................................................................................ PD-16 PARKS RECREATION AND COMMUNITY SERVICES ANIMAL SHELTER ........................................................................ PRCS-4 – PRCS-8 PARKS RECREATION AND COMMUNITY SERVICES ...................................................................................................... PRCS-1 – PRCS-4 Part 1 Felonies..................................................................................................................................................................................... PD-24 PAS Device Calibration Logs ............................................................................................................................................................... PD-17 Pass Distributions Agency Report - FPPC Form 802.............................................................................................................................CC-4 PASS Subsidy Program Applications Program Activity Services Subsidy .........................................................................................PRCS-2 Passport Receipt Books ........................................................................................................................................................................CC-9 Passport Transmittals ...........................................................................................................................................................................CC-9 Pathing Sheets, Power Trading Power Scheduling ...........................................................................................................................BWP-10 Patient Care Reports, Incident Report Emergency Response Report................................................................................................... FD-4 Patient Care Reports, Incident Report Emergency Response Report................................................................................................... FD-5 PATROL, POLICE................................................................................................................................................................... PD-15 – PD-15 PATROL, POLICE................................................................................................................................................................... PD-15 – PD-18 Patron Check out, Inter-Library Loan Records ......................................................................................................................................LIB-1 Pavement Management Plans ............................................................................................................................................................. PW-2 Paving, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs....................................................................................................CC-3 Pawn Shop Slips.................................................................................................................................................................................. PD-13 Payment Delinquency, Water Billing Appeals ....................................................................................................................................BWP-4 Payment Plans, Water Billing .............................................................................................................................................................BWP-4 Payment Receipt Books, Check Payment Refund Request Oracle Transaction Report ..................................................................... PD-16 Payment stubs, Customer Receipts ..................................................................................................................................................BWP-2 Payroll Checks Warrants Cancelled Cashed Voided........................................................................................................................... FIN-4 Payroll Folders Deduction Authorizations............................................................................................................................................ FIN-4 Payroll Register US Gross to Net Reports ............................................................................................................................................ FIN-5 PAYROLL, FINANCIAL SERVICES............................................................................................................................................FIN-4 – FIN-5 PCRs, Incident Report Emergency Response Report Patient Care Reports ......................................................................................... FD-4 PCRs, Incident Report Emergency Response Report Patient Care Reports ......................................................................................... FD-5 PEHP, Wire Transfers Including Payroll Veba....................................................................................................................................... FIN-3 245
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 58 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent PEHP, Wires Wire Transfers Veba..........................................................................................................................................................CT-1 Pending Applicants - Volunteer.........................................................................................................................................................PRCS-4 Performers, Release Forms Artists Exhibitors ......................................................................................................................................LIB-1 Permanent Encroachments, Encroachment Permits .......................................................................................................................... PW-1 Permanent Entitlements, Planning Project Files.................................................................................................................................CD-12 Permanent Entitlements, Planning Project Files.................................................................................................................................CD-13 Permissions to Receive Copies of Plans ...............................................................................................................................................CD-3 Permissions, Registration Trip Permits Fee Charge Liability Forms..................................................................................................PRCS-3 Permit for Connection to Public Sewer .............................................................................................................................................. PW-13 Permit to Use Street............................................................................................................................................................................. PW-2 Permits Facility Use Permits Equipment Applications Books ...........................................................................................................PRCS-2 Permits P.C.C. Driveways and Pedestrian Ramps ............................................................................................................................... PW-2 Permits, Industrial Waste................................................................................................................................................................... PW-12 Permits, NPDES ...............................................................................................................................................................................BWP-15 Permits, NPDES ................................................................................................................................................................................. PW-10 Permits, NPDES ................................................................................................................................................................................. PW-13 Permits, NPDES ................................................................................................................................................................................... PW-7 Permits, NPDES ................................................................................................................................................................................... PW-8 Permits, Special Event .........................................................................................................................................................................CW-9 Permitted entries into confined spaces such as sewers and storm drains........................................................................................ PW-12 PERS Audit, Audit Reports External Single Audits Transportation Audits ............................................................................................ FIN-1 PERS Buy-back Statements Forms...................................................................................................................................................... FIN-5 PERS, DE-6 DE-7 DE-9 DE-9C DE-43 W-3 DE-166 941 Forms .......................................................................................................... FIN-4 Personnel Background Packet City Employees Successful Non-Sworn .............................................................................................. PD-4 Personnel Background Packet City Employees Unsuccessful Non-Sworn.......................................................................................... PD-5 Personnel Background Packet Fire Employees Successful .................................................................................................................. FD-1 Personnel Background Packet Fire Employees Unsuccessful.............................................................................................................. FD-2 Personnel Background Packet Police Department Employees ............................................................................................................ PD-5 Personnel File EMT Personnel Evaluations Training Documentation.................................................................................................... FD-5 Personnel File Fire Employees Accident Investigations........................................................................................................................ FD-2 Personnel File Fire Employees Disciplinary Actions ............................................................................................................................. FD-2 246
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 59 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Personnel File Fire Employees Personnel Investigations Complaints .................................................................................................. FD-2 Personnel File Fire Sworn Non-civilian Employees Evaluations ........................................................................................................... FD-2 Personnel Files All Employees Includes Oaths of Office I-9s ...............................................................................................................MS-4 Personnel Files Medical File All employees..........................................................................................................................................MS-5 Personnel Files Police Department Employees.................................................................................................................................... PD-5 Personnel Files Retained at the Department Division level .................................................................................................................CW-6 Personnel Files Supervisor's Notes .....................................................................................................................................................CW-6 Personnel Investigations, Personnel File EMT Personnel Evaluations Training..................................................................................... FD-5 Personnel Investigations, Personnel File Fire Employees..................................................................................................................... FD-2 Personnel Investigations, Personnel File Fire Sworn Non-civilian Employees...................................................................................... FD-2 Personnel Requisitions Copies only...................................................................................................................................................... PD-5 Personnel Requisitions .........................................................................................................................................................................MS-5 Personnel Training File Fire Employees................................................................................................................................................. FD-2 Personnel Work Schedules ..................................................................................................................................................................CW-6 Personnel, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs ..............................................................................................CC-3 Petitions, Elections ...............................................................................................................................................................................CC-6 Petitions, Elections ...............................................................................................................................................................................CC-7 Petty Cash, Accounts Payable Check Payment Copies Electronic Payment Copies .......................................................................... FIN-3 Ph., Swimming Pool Chemicals Water Testing .................................................................................................................................PRCS-3 Phone Bills Cell Phone Bills Detailed Backup ....................................................................................................................................... PD-9 Photographic Lineup Admonition ........................................................................................................................................................ PD-24 Photographs Videos of Events..............................................................................................................................................................CW-7 Photographs, Aerial Maps .................................................................................................................................................................... PW-1 Photos, Digital Images......................................................................................................................................................................... PD-13 Photos, Job Files Capital Improvement Projects CIP Administration File ............................................................................................ PW-1 Photos, Private Development Projects Job Files Administration File................................................................................................... PW-3 Photos, Project Files Capital Improvement Project Files CIP Jobs ....................................................................................................BWP-6 Photos, Project Files Capital Improvement Project Files CIP Jobs ..................................................................................................BWP-11 Photos, Project Files Capital Improvement Project Files CIP Jobs ..................................................................................................BWP-15 Pistol Range Scores ............................................................................................................................................................................ PD-10 Pitchess Motion Notifications ............................................................................................................................................................... PD-5 247
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 60 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Pitchess Motions, Lawsuits ..................................................................................................................................................................CA-2 PLACES OF PUBLIC ACCOMMODATION, Building Plans Construction Documents Finalled .............................................................CD-2 Plan Check Comments, Private Development Projects Job Files Administration File ......................................................................... PW-3 Planning Board RESOLUTIONS...........................................................................................................................................................CD-12 Planning Commission Members - FPPC 700 Series Forms ..................................................................................................................CC-4 Planning Commission, Recordings VIDEO RECORDINGS of Meetings Video Tapes DVD-R................................................................CC-9 Planning Project Database ..................................................................................................................................................................CD-12 Planning Project Files Cancelled Expired Withdrawn .........................................................................................................................CD-13 Planning Project Files Permanent Entitlements Approved Denied .....................................................................................................CD-13 Planning Project Files Permanent Entitlements Incomplete Withdrawn ............................................................................................CD-12 Planning Project Files Temporary Entitlements Christmas Tree lots ..................................................................................................CD-13 PLANNING, COMMUNITY DEVELOPMENT......................................................................................................................... CD-11 – CD-14 Plans - Produced by OTHER Departments...........................................................................................................................................CW-8 Plans - Produced by OUTSIDE ORGANIZATIONS................................................................................................................................CW-8 Plans - Produced by YOUR Department ..............................................................................................................................................CW-7 Plans and Record Drawings, Maps....................................................................................................................................................... PW-3 Plans, Building Plans Construction Documents Finalled......................................................................................................................CD-1 Plans, Building Plans Construction Documents Finalled......................................................................................................................CD-2 Plans, Environmental Records CARB with Cap-and-Trade Obligation Reports.................................................................................BWP-8 Plans, Environmental Records EPA SPCC EPA NPDES EPA GHG.....................................................................................................BWP-8 Plans, Environmental Records EPA Title V SCAQMD Cal ARP ..........................................................................................................BWP-8 Plans, Grading Permits..........................................................................................................................................................................CD-3 Plans, Land Use Studies......................................................................................................................................................................CD-12 Plans, Master, Specific Plans Bikeway Plans......................................................................................................................................CD-12 Plans, Network Configuration Maps........................................................................................................................................................ IT-1 Plans, Planning Project Files Permanent Entitlements Approved Denied...........................................................................................CD-13 Plans, Project Files Capital Improvement Project Files CIP Jobs.......................................................................................................BWP-6 Plans, Project Files Capital Improvement Project Files CIP Jobs.....................................................................................................BWP-11 Plans, Project Files Capital Improvement Project Files CIP Jobs.....................................................................................................BWP-15 Plans, Standard Construction Drawings Details .................................................................................................................................. PW-2 Plates, Signature Cards..........................................................................................................................................................................CT-1 248
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 61 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Playground Equipment, Inspection Reports Bleachers.....................................................................................................................PRCS-1 PLF, Grants LSCA Library Services Construction LSTA Library Services ..............................................................................................LIB-1 POLICE ADMINISTRATION BUDGET FINANCE........................................................................................................................ PD-8 – PD-9 POLICE ADMINISTRATION CHIEF OF POLICE ......................................................................................................................... PD-1 – PD-8 POLICE ADMINISTRATION PROFESSIONAL STANDARDS BUREAU................................................................................... PD-10 – PD-11 POLICE ADMINISTRATION ..................................................................................................................................................... PD-9 – PD-10 Police Commission CORRESPONDENCE SUBJECT FILES .................................................................................................................. PD-5 Police Department Employees, Personnel Background Packet ........................................................................................................... PD-5 Police Department Employees, Personnel Files ................................................................................................................................... PD-5 Police Dogs, Canine .............................................................................................................................................................................. PD-1 Police Dogs, Canine ............................................................................................................................................................................ PD-15 POLICE INVESTIGATION FORENSICS.................................................................................................................................. PD-13 – PD-14 POLICE INVESTIGATION....................................................................................................................................................... PD-11 – PD-13 POLICE PATROL TRAFFIC..................................................................................................................................................... PD-15 – PD-18 POLICE PATROL.................................................................................................................................................................... PD-15 – PD-15 POLICE REPORTS INCIDENT REPORTS Capital Crimes Violent Felonies ......................................................................................... PD-25 POLICE REPORTS INCIDENT REPORTS Child Abuse......................................................................................................................... PD-25 POLICE REPORTS INCIDENT REPORTS Firearms entered into CLETS .............................................................................................. PD-24 POLICE REPORTS INCIDENT REPORTS Misdemeanor Infraction...................................................................................................... PD-25 POLICE REPORTS INCIDENT REPORTS Misdemeanor Infraction...................................................................................................... PD-26 POLICE REPORTS INCIDENT REPORTS Misdemeanor Marijuana Cannabis §11357 ........................................................................ PD-26 POLICE REPORTS INCIDENT REPORTS Missing Persons .................................................................................................................. PD-26 POLICE REPORTS INCIDENT REPORTS Non-Criminal Outside Assist.............................................................................................. PD-26 POLICE REPORTS INCIDENT REPORTS Sealed Cases Childhood sexual assault............................................................................. PD-27 POLICE REPORTS INCIDENT REPORTS Sealed Juvenile Ward Cases............................................................................................... PD-27 POLICE REPORTS INCIDENT REPORTS Traffic Collisions Accident Reports .................................................................................... PD-27 POLICE REPORTS INCIDENT REPORTS Vacatur Relief Granted by Court......................................................................................... PD-27 POLICE REPORTS INCIDENT REPORTS............................................................................................................................................. PD-25 POLICE REPORTS INCIDENT REPORTS............................................................................................................................................. PD-26 POLICE SUPPORT SERVICES - COMMUNICATIONS CAD DISPATCH ................................................................................ PD-18 – PD-18 POLICE SUPPORT SERVICES JAIL........................................................................................................................................ PD-19 – PD-21 249
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 62 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent POLICE SUPPORT SERVICES PROPERTY AND EVIDENCE ................................................................................................. PD-18 – PD-19 POLICE SUPPORT SERVICES RECORDS ............................................................................................................................. PD-21 – PD-29 Policies - Produced by OTHER Departments.......................................................................................................................................CW-8 Policies - Produced by OUTSIDE ORGANIZATIONS ............................................................................................................................CW-8 Policies - Produced by YOUR Department...........................................................................................................................................CW-7 Policy on Discontinuation of Residential Service for Nonpayment ....................................................................................................BWP-4 Policy, Agency Formation......................................................................................................................................................................CD-4 Polygraph Charts Child Sexual Abuse Computer Voice Stress Analyzer............................................................................................ PD-13 Polygraph Charts Criminal Cases ....................................................................................................................................................... PD-13 Polygraph Charts Homicide ................................................................................................................................................................ PD-13 Pools, Hydrant Meters Rentals Temporary ......................................................................................................................................BWP-14 Portable Audio Recordings, PUMA Audio Recordings........................................................................................................................... PD-5 Portable Audio Recordings, PUMA Audio Recordings........................................................................................................................... PD-6 Positives, Drug Alcohol DOT Results ....................................................................................................................................................MS-7 Post Accident Analysis Accident Investigations ................................................................................................................................... FD-3 POST Commission, Report to the State Commission on Peace Officer Standards.............................................................................. PD-6 POST Commission, Reports to the State Commission on Peace Officer Standards ............................................................................ PD-7 Potable Water, Public Notices .........................................................................................................................................................BWP-16 Potential Litigation.................................................................................................................................................................................CA-2 Power DMS, General Orders Lexipol................................................................................................................................................... PD-10 Power Outage Report Database.........................................................................................................................................................BWP-9 Power Outage Reports .......................................................................................................................................................................BWP-9 Power Production Operating Data Logs .............................................................................................................................................BWP-9 Power Scheduling, Power Trading....................................................................................................................................................BWP-10 POWER SUPPLY, BWP......................................................................................................................................................BWP-7 – BWP-12 Power Trading Power Scheduling Check Out Worksheets...............................................................................................................BWP-10 Power Trading Power Scheduling Confirmations Invoices...............................................................................................................BWP-10 Power Trading Power Scheduling Generation Worksheets..............................................................................................................BWP-10 Power Trading Power Scheduling Pathing Sheets ............................................................................................................................BWP-10 Power Trading Power Scheduling Voice Recordings ........................................................................................................................BWP-10 Power, SCADA Database.................................................................................................................................................................BWP-11 250
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 63 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent PPI, Private Party Impounds ................................................................................................................................................................ PD-28 Precinct Maps, Elections ADMINISTRATION Files Correspondence....................................................................................................CC-6 Precinct Officer Appointments..............................................................................................................................................................CC-7 Preliminary Application Form................................................................................................................................................................CD-7 Preliminary Budgets ............................................................................................................................................................................. FIN-2 Preliminary Review File No Final Application......................................................................................................................................CD-13 Preliminary Studies, Engineering Studies Surveys................................................................................................................................ PW-2 Preliminary, Estimates .....................................................................................................................................................................BWP-12 Pre-plan Sheets..................................................................................................................................................................................... FD-6 Press Releases - Correspondence - ROUTINE ....................................................................................................................................CW-3 Press Releases, Public Relations.......................................................................................................................................................BWP-3 Press Releases, Public Relations.........................................................................................................................................................CW-7 Pressure Vessel Certifications or Permits Air Compressors Propane ................................................................................................. PW-5 Pretreatment Annual, FOG Fats Oil and Grease ................................................................................................................................ PW-12 Pre-Trip Inspections Safety Inspections .............................................................................................................................................. PW-5 Pre-Trip Inspections Vehicle Safety Checks Daily Vehicle Inspections ...............................................................................................CW-7 Price Agreements Alliance Agreements Products ............................................................................................................................... FIN-6 Priority Correspondence, Communications.....................................................................................................................................BWP-12 Prisoners, Medical Service Order........................................................................................................................................................ PD-24 Private Development Projects Job Files Administration File................................................................................................................ PW-3 Private Development Projects Job Files Permanent Files Conditions.................................................................................................. PW-4 Private Lab Verifications Rights of Way................................................................................................................................................ PW-4 Private operator, Project Files Water Reclamation Plant................................................................................................................... PW-13 Private Party Impounds PPI ................................................................................................................................................................. PD-28 Probable Cause Declaration ............................................................................................................................................................... PD-28 Problem Files, Animal Investigations .................................................................................................................................................. PD-21 Procedures - Produced by OTHER Departments .................................................................................................................................CW-8 Procedures - Produced by OUTSIDE ORGANIZATIONS ......................................................................................................................CW-8 Procedures - Produced by YOUR Department.....................................................................................................................................CW-7 Procedures, General Orders Lexipol Power DMS Department Policies ............................................................................................. PD-10 Procedures, HIPAA Policies .................................................................................................................................................................. FD-4 251
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 64 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Procedures., Environmental Records CARB with Cap-and-Trade Obligation Reports ......................................................................BWP-8 Procedures., Environmental Records EPA SPCC EPA NPDES EPA GHG..........................................................................................BWP-8 Procedures., Environmental Records EPA Title V SCAQMD Cal ARP................................................................................................BWP-8 Proclamations Commendations Certificates Recognitions................................................................................................................. CM-1 Procurement, Asset Forfeiture Records Forfeiture Notification ........................................................................................................... PD-8 PRODUCTION HOMES, Building Plans Construction Documents Finalled INDUSTRIAL ....................................................................CD-2 Products, Price Agreements Alliance Agreements .............................................................................................................................. FIN-6 Professional Service Agreements, Agreements Contracts ALL NON-INFRASTRUCTURE...................................................................CC-3 Professional Services Agreements, Job Files Capital Improvement Projects CIP ............................................................................... PW-1 Professional Services, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs............................................................................CC-3 PROFESSIONAL STANDARDS BUREAU, POLICE ADMINISTRATION.................................................................................. PD-10 – PD-11 Program Application, Ride-Along Waiver Form..................................................................................................................................... PD-7 Program Feedback, Program Surveys Class Surveys........................................................................................................................PRCS-2 Program Files, Canine Police Dogs ..................................................................................................................................................... PD-15 Program rules - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims .......................................................................CW-5 Program Surveys Class Surveys Program Feedback Evaluations .....................................................................................................PRCS-2 Program, PASS Subsidy.....................................................................................................................................................................PRCS-2 Programs Projects Cadet CPR Program Fire Service Day ..................................................................................................................... FD-3 Programs where other Agencies are the Lead.....................................................................................................................................CD-13 Programs, Release Forms Artists Exhibitors Performers ......................................................................................................................LIB-1 Progress meetings, Job Files Capital Improvement Projects CIP Administration ................................................................................ PW-1 Progress meetings, Project Files Capital Improvement Project Files CIP Jobs..................................................................................BWP-6 Progress meetings, Project Files Capital Improvement Project Files CIP Jobs................................................................................BWP-10 Progress meetings, Project Files Capital Improvement Project Files CIP Jobs................................................................................BWP-15 Project Administration, Job Files Capital Improvement Projects CIP .................................................................................................. PW-1 Project Administration, Project Files Capital Improvement Project Files CIP Jobs............................................................................BWP-6 Project Administration, Project Files Capital Improvement Project Files CIP Jobs..........................................................................BWP-10 Project Administration, Project Files Capital Improvement Project Files CIP Jobs..........................................................................BWP-15 Project Areas, Redevelopment Projects ...............................................................................................................................................CD-8 Project Areas, Redevelopment Projects ...............................................................................................................................................CD-9 Project Assessments, Engineering Studies Surveys Preliminary Studies ............................................................................................ PW-2 252
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 65 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Project Files Capital Improvement Project Files CIP Jobs ...............................................................................................................BWP-10 Project Files Capital Improvement Project Files CIP Jobs ...............................................................................................................BWP-11 Project Files Capital Improvement Project Files CIP Jobs ...............................................................................................................BWP-15 Project Files Capital Improvement Project Files CIP Jobs .................................................................................................................BWP-6 Project Files Water Reclamation Plant Final Drawings...................................................................................................................... PW-13 Project Files Water Reclamation Plant Private operator.................................................................................................................... PW-13 Project Log Index Spreadsheet Binders of Historic Actions ................................................................................................................CD-13 Project Schedules, Job Files Capital Improvement Projects CIP Administration................................................................................. PW-1 Project Schedules, Project Files Capital Improvement Project Files CIP Jobs ..................................................................................BWP-6 Project Schedules, Project Files Capital Improvement Project Files CIP Jobs ................................................................................BWP-10 Project Schedules, Project Files Capital Improvement Project Files CIP Jobs ................................................................................BWP-15 Project Share Processed Vouchers....................................................................................................................................................BWP-3 Projects will vary over time, Economic Development Issues................................................................................................................CD-6 Projects, Diaries Logs Daily Supervisor entries Re Equipment usage .................................................................................................. PW-9 Projects, Programs................................................................................................................................................................................ FD-3 Promissory Notes Developers ...............................................................................................................................................................CT-1 Promotion, Business Improvement Districts ........................................................................................................................................CD-5 Proof of Publications, Affidavits of Publications ...................................................................................................................................CC-1 Prop. 218 proceedings - Assessment District Ballots...........................................................................................................................CC-7 Propane, Pressure Vessel Certifications or Permits Air Compressors ................................................................................................ PW-5 PROPERTY AND EVIDENCE, POLICE SUPPORT SERVICES ................................................................................................ PD-18 – PD-19 Property City Agency Owned Supporting Documentation ....................................................................................................................CD-7 Property Damage Reports .................................................................................................................................................................... FIN-7 Property Identification, Property List Record ...................................................................................................................................... PD-19 Property List Record Property Identification Green Tags Tag Logs...................................................................................................... PD-19 Property Management Plan, Reports Annual State Federal State Controller's Report ........................................................................ FIN-3 Property restrictions, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer....................................................................CC-2 Property, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements...................................................................CC-2 Property, Insurance Policies Fire Theft..................................................................................................................................................MS-8 Proposals Unsuccessful .......................................................................................................................................................................CD-8 Proposed Hotels, Economic Development Issues Projects will vary over time....................................................................................CD-6 253
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 66 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Proposition A C Local Return Program Measure R Measure M ...........................................................................................................CD-14 Prosecution Declinations......................................................................................................................................................................CA-2 Protest letters - Assessment District Ballots........................................................................................................................................CC-7 Provided to Planning or Building, Private Development Projects Job Files........................................................................................... PW-3 PSAs, Agreements Contracts ALL NON-INFRASTRUCTURE ...............................................................................................................CC-3 Public Areas, Digital Recordings Parking Lot....................................................................................................................................... PD-19 Public Education, Recycling Events Schools ....................................................................................................................................... PW-7 Public Employee Fidelity Bonds Dishonesty .........................................................................................................................................CC-9 Public Financing Authority, Agenda Staff Reports City Council Successor Agency ..............................................................................CC-1 Public Financing Authority, Agendas City Council Successor Agency RA.............................................................................................CC-1 Public Financing Authority, Minutes City Council Successor Agency Redevelopment.........................................................................CC-8 Public Financing Authority, Resolutions City Council Successor Agency RA .....................................................................................CC-10 Public Hearing Notices, Notices ..........................................................................................................................................................CW-6 Public Information Education When produced internally...................................................................................................................... FD-7 PUBLIC INFORMATION OFFICE, CITY MANAGER ..................................................................................................................CM-1 – CM-1 Public Library Foundation, Grants LSCA Library Services Construction LSTA......................................................................................LIB-1 Public Notices Potable Water Tier 1 ................................................................................................................................................BWP-16 Public nuisance, Request to Remove Abandoned Vehicles................................................................................................................ PD-18 PUBLIC OFFICIALS - FPPC 700 Series Forms ......................................................................................................................................CC-4 Public Projects, Bid Schedules .............................................................................................................................................................CC-3 Public Records Act Requests...............................................................................................................................................................CW-7 Public Records Request...................................................................................................................................................................... PD-28 Public Records Requests - Correspondence - ROUTINE.....................................................................................................................CW-3 Public Relations Press Releases........................................................................................................................................................BWP-3 Public Relations Press Releases..........................................................................................................................................................CW-7 Public Relations, Large Customer Meetings ......................................................................................................................................BWP-2 Public Self Insurer Report, Reports Annual State Federal State Controller's....................................................................................... FIN-3 PUBLIC WORKS ADMINISTRATION AND CAPITAL PROJECTS...............................................................................................PW-1 – PW-1 PUBLIC WORKS ENGINEERING - PRIVATE DEVELOPMENT ..................................................................................................PW-3 – PW-4 PUBLIC WORKS ENGINEERING..............................................................................................................................................PW-1 – PW-3 PUBLIC WORKS FLEET AND BUILDING MAINTENANCE........................................................................................................PW-4 – PW-6 254
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 67 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Public Works Projects, Bid Schedules Public Projects .........................................................................................................................CC-3 PUBLIC WORKS RECYCLING..................................................................................................................................................PW-6 – PW-7 PUBLIC WORKS SANITATION .................................................................................................................................................PW-7 – PW-9 PUBLIC WORKS STREET........................................................................................................................................................PW-9 – PW-10 PUBLIC WORKS TRAFFIC................................................................................................................................................... PW-11 – PW-11 PUBLIC WORKS WASTEWATER......................................................................................................................................... PW-12 – PW-15 Public, LiveScan Applications Fingerprint Applications ........................................................................................................................MS-3 PUMA Audio Recordings Portable Audio Recordings That ARE evidence ............................................................................................. PD-6 PUMA Audio Recordings Portable Audio Recordings............................................................................................................................ PD-5 PUMA Audio Recordings Portable Audio Recordings............................................................................................................................ PD-6 Pump Houses, Log Book ..................................................................................................................................................................BWP-15 Purchase Orders Department POs Under $5 000................................................................................................................................CW-7 Purchase Orders Purchase Requisitions Over $10 000 ....................................................................................................................... FIN-6 Purchase Requisitions, Purchase Orders............................................................................................................................................. FIN-6 PURCHASING, FINANCIAL SERVICES ....................................................................................................................................FIN-5 – FIN-6 Pursuit Critiques.................................................................................................................................................................................... PD-6 Pursuit Log, Logs UOF ......................................................................................................................................................................... PD-15 Q
Qualification Documents, Training EMPLOYEE RECORDS If Records are Created...........................................................................CW-10 Qualification Shoot Logs, Weapons Database Department Weapons ............................................................................................... PD-11 Quarterly Payroll Tax Returns, DE-6 DE-7 DE-9 DE-9C DE-43 W-3 DE-166 941 Forms .................................................................... FIN-4 Quarterly Reports, FOG Fats Oil and Grease Pretreatment Annual................................................................................................... PW-12 Questionnaire, Adoption Application ................................................................................................................................................PRCS-4 Questionnaire, Adoption Application ................................................................................................................................................PRCS-5 Questionnaires, Surveys ......................................................................................................................................................................CW-9 Quotation Request, RFQ ...................................................................................................................................................................... FIN-6 R
RA, Agenda Staff Reports City Council Successor Agency ...................................................................................................................CC-1 RA, Agendas City Council Successor Agency .......................................................................................................................................CC-1 RA, Resolutions City Council Successor Agency ................................................................................................................................CC-10 Rabies Control Records, Bite Reports...............................................................................................................................................PRCS-5 255
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 68 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Racial Identity Profiling Act RIPA Annual Report STOP Source Data................................................................................................... PD-17 Racial Identity Profiling Act RIPA......................................................................................................................................................... PD-17 Radar Calibration Records, Traffic Control ......................................................................................................................................... PD-18 Radar Trailer Surveys, Traffic Control.................................................................................................................................................. PD-18 Radio Communications Dispatch Tapes, 911 Recordings Audio Recordings Tapes CAD.................................................................. PD-18 Range master, Weapons Database Department Weapons Qualification Shoot Logs ........................................................................ PD-11 Range Risk Agreement Adult............................................................................................................................................................... PD-10 Range Risk Agreement Minor .............................................................................................................................................................. PD-10 Ranges, Citation Books Issued Citation Log Books #s ........................................................................................................................ PD-22 Rather than physically taking the checks to the bank to deposit them. .............................................................................................BWP-1 Rather than physically taking the checks to the bank to deposit them. .................................................................................................CT-1 RDA - Bonds......................................................................................................................................................................................... FIN-1 Real Estate Appraisal Reports Acquisition Sale Property NOT purchased ...........................................................................................CD-8 Real Estate Appraisal Reports Acquisition Sale Property NOT purchased ..........................................................................................CW-7 Real Estate Appraisal Reports Acquisition Sale Purchased Property ...................................................................................................CD-8 Real Estate Appraisal Reports Acquisition Sale Purchased Property ..................................................................................................CW-7 Real Estate Appraisals, Job Files Capital Improvement Projects CIP .................................................................................................. PW-1 Real Estate Appraisals, Project Files Capital Improvement Project Files CIP Jobs ...........................................................................BWP-6 Real Estate Appraisals, Project Files Capital Improvement Project Files CIP Jobs .........................................................................BWP-10 Real Estate Appraisals, Project Files Capital Improvement Project Files CIP Jobs .........................................................................BWP-15 Real Property, Acquisition File ..............................................................................................................................................................CD-4 Real Property, Recorded Documents Deeds Easements Encroachments...........................................................................................CC-9 Real Property, Redevelopment Projects Project Areas.........................................................................................................................CD-9 Rebate Programs Toilet Rebates........................................................................................................................................................BWP-3 Recall, Elections Petitions Initiative ......................................................................................................................................................CC-6 Recall, Elections Petitions Initiative ......................................................................................................................................................CC-7 Receipts Detail Backup.........................................................................................................................................................................CD-8 Receipts, Customer ...........................................................................................................................................................................BWP-2 Recognitions, Proclamations Commendations Certificates................................................................................................................ CM-1 Reconciliation of DOJ funds, Asset Forfeiture Records Forfeiture Notification .................................................................................... PD-8 Record Check of Applicant Denial Letter.............................................................................................................................................. PD-1 256
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 69 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Record Check of Applicant.................................................................................................................................................................. PD-28 Record Drawings, Project Files Capital Improvement Project Files CIP Jobs ....................................................................................BWP-6 Record Drawings, Project Files Capital Improvement Project Files CIP Jobs ..................................................................................BWP-11 Record Drawings, Project Files Capital Improvement Project Files CIP Jobs ..................................................................................BWP-15 Record of All Efforts to Contact Owner Microchip’s Primary Registrant...........................................................................................PRCS-8 Record, Property List........................................................................................................................................................................... PD-19 Recorded Documents Deeds Easements Encroachments Real Property............................................................................................CC-9 Recorded phone lines Not dispatch.................................................................................................................................................... PD-28 Recorded Seismic Retrofit Notices Releases .......................................................................................................................................CD-3 Recordings – Complaints Against Officers, Officer Recordings In Car Camera ICC............................................................................. PD-4 Recordings – Officer Involved Shootings, Officer Recordings In Car Camera ICC ................................................................................ PD-4 Recordings – that ARE evidence, Officer Recordings In Car Camera ICC............................................................................................. PD-4 Recordings Audio Recordings of Bid Openings .................................................................................................................................... FIN-5 Recordings of Telephone, 911 Recordings Audio Recordings Tapes CAD RMS ................................................................................. PD-18 Recordings VIDEO RECORDINGS of Meetings Video Tapes DVD-R VCR DVD-Rs...............................................................................CC-9 Recordings Videos Recordings Non-City Council meetings ................................................................................................................ CM-1 Recordings ........................................................................................................................................................................................... CM-1 Recordings ............................................................................................................................................................................................ PD-3 Recordings, Board of Building Fire Code Appeals .................................................................................................................................CD-1 Recordings, Correspondence Content NOT Substantive NOT made.................................................................................................CW-3 Recordings, Drone Unmanned Aerial Vehicle ..................................................................................................................................... PD-15 Recordings, Officer................................................................................................................................................................................ PD-4 Records Destruction Lists Certificates of Records Destruction ...........................................................................................................CC-9 Records Management Committee, Committees Internal Attended by employees .............................................................................CW-2 Records required to generate EEO-4 report..........................................................................................................................................MS-1 Records Retention Schedules...............................................................................................................................................................CC-9 RECORDS, POLICE SUPPORT SERVICES ............................................................................................................................ PD-21 – PD-29 Recovered Firearms, POLICE REPORTS INCIDENT REPORTS Firearms entered into CLETS............................................................ PD-24 RECREATION AND COMMUNITY SERVICES, PARKS ..................................................................................................... PRCS-1 – PRCS-4 RECREATION AND COMMUNITY SERVICES, PARKS ..................................................................................................... PRCS-4 – PRCS-8 Recreation Database.........................................................................................................................................................................PRCS-2 257
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 70 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Recreation Guide...............................................................................................................................................................................PRCS-2 Recruitment Exam Plan Database NeoGov ..........................................................................................................................................MS-5 Recruitment Examination Files Blue Folders Includes Test Results.....................................................................................................MS-5 Recruitment Examination Files Orange Folders Testing Master File.....................................................................................................MS-5 Recruitment File Eligibility Folders Green Folders ................................................................................................................................MS-6 Recycling Events Schools Public Education Outreach ........................................................................................................................ PW-7 RECYCLING, PUBLIC WORKS .................................................................................................................................................PW-6 – PW-7 Recycling, Weight Slips ........................................................................................................................................................................ PW-8 Redevelopment Agency, Agenda Staff Reports City Council Successor Agency RA ............................................................................CC-1 Redevelopment Agency, Agendas City Council Successor Agency RA ................................................................................................CC-1 Redevelopment Agency, Minutes City Council Successor Agency.......................................................................................................CC-8 Redevelopment Agency, Ordinances City Council Successor Agency .................................................................................................CC-9 Redevelopment Agency, Resolutions City Council Successor Agency RA .........................................................................................CC-10 Redevelopment Projects Project Areas CIP Capital Improvement Projects .........................................................................................CD-8 Redevelopment Projects Project Areas Environmental Documents ....................................................................................................CD-8 Redevelopment Projects Project Areas Real Property Deeds Easements............................................................................................CD-9 Redevelopment Projects Project Areas ................................................................................................................................................CD-8 Redevelopment, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements.......................................................CC-2 Redevelopment, Recordings VIDEO RECORDINGS of Meetings Video Tapes DVD-R VCR .................................................................CC-9 Re-examination of Driver Requests To DMV....................................................................................................................................... PD-17 Reference Materials Policies Procedures Brochures Handbooks Manuals.........................................................................................CW-7 Reference Materials Policies Procedures Brochures Handbooks Manuals.........................................................................................CW-8 Referendum, Elections Petitions Initiative Recall .................................................................................................................................CC-6 Referendum, Elections Petitions Initiative Recall .................................................................................................................................CC-7 Refilling of Oxygen Vessels, Oxygen Fill Records.................................................................................................................................. FD-5 Refrigerator Freezer Temperature Log................................................................................................................................................. PD-21 Refund Detail, Cash Receipts Detail Treasurer's Receipts "TRs" ........................................................................................................CW-2 Refusal for Transportation, Incident Report Emergency Response Report Patient .............................................................................. FD-4 Refusal for Transportation, Incident Report Emergency Response Report Patient .............................................................................. FD-5 Refuse Accounts, Signature Cards....................................................................................................................................................... PW-8 Refuse, Weight Slips ............................................................................................................................................................................ PW-8 258
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 71 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Regarding Animals, Complaints ........................................................................................................................................................PRCS-6 Regional Organizational Studies..........................................................................................................................................................CD-13 Registrants Arson Adults..................................................................................................................................................................... PD-28 Registrants Gang Adults Shared Gang Databases CalGang ............................................................................................................... PD-14 Registrants Gang Adults...................................................................................................................................................................... PD-14 Registrants Gang Juveniles Shared Gang Databases CalGang ........................................................................................................... PD-14 Registrants Gang Juveniles.................................................................................................................................................................. PD-14 Registrants Sex Offenders Adults ....................................................................................................................................................... PD-29 Registrants Sex Offenders Juveniles ................................................................................................................................................... PD-29 Registration Trip Permits Fee Charge Liability Forms........................................................................................................................PRCS-3 Registry of Public Agencies, Secretary of State Statement of Facts ...................................................................................................CC-10 Regulations procedures - Grants / CDBG / Reimbursable Claims / FEMA Claims /...........................................................................CW-5 Regulatory Agencies, Environmental Agencies ................................................................................................................................BWP-13 Regulatory Agency Permits and Correspondence of Compliance ....................................................................................................... PW-2 Regulatory Agency Permits and Correspondence of Compliance ....................................................................................................... PW-8 Regulatory Correspondence that is Tied to an Asset .........................................................................................................................BWP-7 Regulatory Correspondence that is Tied to an Asset .........................................................................................................................BWP-9 Regulatory Filings FERC CEC NERC ................................................................................................................................................BWP-11 Regulatory, Business Permits ............................................................................................................................................................... PD-1 Rehabilitation, Applications for Loans Denied Not Qualified Rejected.................................................................................................CD-4 Reimbursable Claims - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES .......................................................................CW-5 Rejected, Applications for Loans Denied Not Qualified........................................................................................................................CD-4 Release Forms Artists Exhibitors Performers Programs .......................................................................................................................LIB-1 Release of Liability Forms, Registration Trip Permits Fee Charge Liability Forms ............................................................................PRCS-3 Release, Ride-Along Waiver Form Program Application Card .............................................................................................................. PD-7 Releases, Recorded Seismic Retrofit Notices ......................................................................................................................................CD-3 Relocation Files.....................................................................................................................................................................................CD-9 Remediation, Environmental Assessments ........................................................................................................................................CD-14 Remote Locations, Meter Databases Data pulse ..............................................................................................................................BWP-3 Renewals, Taxi License......................................................................................................................................................................... PD-7 Rental Agreements, Leases ..................................................................................................................................................................CD-7 259
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 72 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Rentals, Hydrant Meters ..................................................................................................................................................................BWP-14 Reorganization Studies, Classification..................................................................................................................................................MS-2 Repairs, Videos Water Wells............................................................................................................................................................BWP-16 Report of Annual Discontinuations of Residential Service.................................................................................................................BWP-4 Report of data regarding the number..................................................................................................................................................... PD-6 Report of New Employees, DE-34 Form ...............................................................................................................................................MS-3 Report to the State Commission on Peace Officer Standards Training................................................................................................. PD-6 Report, Reports Annual State Federal State Controller's..................................................................................................................... FIN-3 Report, Timesheets Overtime Slips....................................................................................................................................................... PD-9 Reporting, Economic Interest Filings FPPC Form 602 or 635 Lobbyist Authorization ..........................................................................CC-4 Reports - Produced by OTHER Departments.......................................................................................................................................CW-8 Reports - Produced by OUTSIDE ORGANIZATIONS ............................................................................................................................CW-8 Reports - Produced by YOUR Department...........................................................................................................................................CW-7 Reports Annual State Federal State Controller's Report Street Report ............................................................................................... FIN-3 Reports Not Maintained in Firehouse Database ................................................................................................................................... FD-6 Reports Studies Historically significant Zoning Studies .......................................................................................................................CW-8 Reports Studies Other than Historically significant Annual Reports ....................................................................................................CW-8 Reports Studies regarding Police operations Not historical Manpower................................................................................................ PD-6 Reports to grant funding agencies - Grants / CDBG / Reimbursable Claims / FEMA...........................................................................CW-5 Reports to the State Commission on Peace Officer Standards Training............................................................................................... PD-7 Reports, California Energy Commission CEC ....................................................................................................................................BWP-7 Reports, Department of Energy DOE..................................................................................................................................................BWP-8 Reports, Environmental Records CARB with Cap-and-Trade Obligation ..........................................................................................BWP-8 Reports, Environmental Records EPA SPCC EPA NPDES EPA GHG.................................................................................................BWP-8 Reports, Environmental Records EPA Title V SCAQMD Cal ARP.......................................................................................................BWP-8 Reports, Land Use Studies Plans ........................................................................................................................................................CD-12 Reports, NPDES Monitoring .............................................................................................................................................................BWP-15 Reports, NPDES Monitoring ............................................................................................................................................................... PW-12 Reports, NPDES Monitoring ............................................................................................................................................................... PW-13 Reports, NPDES Monitoring ................................................................................................................................................................. PW-6 Reports, NPDES Monitoring ................................................................................................................................................................. PW-8 260
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 73 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Reports, NPDES Monitoring ................................................................................................................................................................. PW-9 Reports, Source Water Analysis.......................................................................................................................................................BWP-16 Reports, Surveys Questionnaires That the City issues Responses......................................................................................................CW-9 Reports, Utility Users Tax Exemption Records..................................................................................................................................... FIN-7 Reports, Water Production Reads....................................................................................................................................................BWP-17 Repossessed Vehicles Notifications, Private Party Impounds PPI ..................................................................................................... PD-28 Request for Issuance, Retirement Identification Card .......................................................................................................................... PD-7 Request for Photos.............................................................................................................................................................................. PD-14 Request for Police Services .................................................................................................................................................................. PD-7 Request for Reimbursement Uniform Clothing Allowance ................................................................................................................... PD-9 Request Interim Budget Appropriation Transfer................................................................................................................................... FIN-3 Request to Remove Abandoned Vehicles Public nuisance................................................................................................................. PD-18 Requests for a background check of local records from outside entities ........................................................................................... PD-21 Requests from other cities, Correspondence Content NOT Substantive NOT made ........................................................................CW-3 Requests from other cities, Correspondence Emails E-mails Content NOT .......................................................................................CW-4 Requests Permissions to Receive Copies of Plans To From architects................................................................................................CD-3 Required for a housing development project that includes residential u ..............................................................................................CD-7 Required Information by Employee for all Employee Training for Separat .........................................................................................CW-10 Reserve Field Training Evaluation Weekly ............................................................................................................................................. PD-9 Reserve Officer Activity Record ............................................................................................................................................................ PD-9 Reserve Police Duty Roster................................................................................................................................................................... PD-7 Reserves Background Packet, Personnel Files Police Department Employees ................................................................................... PD-5 Reserves Unsuccessful, Personnel Background Packet Police Department Employees..................................................................... PD-5 Reservoirs Flushing Disinfection Cleaning .......................................................................................................................................BWP-16 Reservoirs, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements ...............................................................CC-2 Reservoirs, Videos Water Wells Repairs..........................................................................................................................................BWP-16 Residential Commercial Applications for Service..............................................................................................................................BWP-3 Residential Rehabilitation Loans, 20% Set Aside .................................................................................................................................CD-3 Resiliency Assessment, Vulnerability Assessment Emergency Response Plan Risk ......................................................................BWP-17 Resolutions City Council Successor Agency RA Redevelopment Agency HA ....................................................................................CC-10 RESOLUTIONS, Planning Board..........................................................................................................................................................CD-12 261
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 74 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Respirator Fit Test Database Excludes Public Works employees ........................................................................................................ FD-3 Respirator Fit Tests, Personnel Files Medical File All employees.........................................................................................................MS-5 Responses, Surveys Questionnaires That the City issues ...................................................................................................................CW-9 Restitution City Property Damage Report Billings .............................................................................................................................. PW-10 Restitution City Property Damage Report Billings .............................................................................................................................. PW-11 Restitution City Property Damage Report Billings ................................................................................................................................ PW-5 Restraining Order, Order after Hearing................................................................................................................................................ PD-24 Restraining Orders for Minors etc......................................................................................................................................................PRCS-3 Restraining Orders, POLICE REPORTS INCIDENT REPORTS Non-Criminal Outside Assist .............................................................. PD-26 Resulting in MAJOR discipline, Department-Initiated Personnel Investigation WITH ........................................................................... PD-2 Resulting in MINOR discipline, Department-Initiated Personnel Investigation WITH........................................................................... PD-2 Resulting in WRITTEN REPRIMAND, Department-Initiated Personnel Investigation............................................................................ PD-2 Results in Radar Trailer Surveys, Citizen's Complaint of Traffic Conditions ....................................................................................... PD-17 Retained for the purpose of preserving the informational content for.................................................................................................CW-3 Retained for the purpose of preserving the informational conten ........................................................................................................CW-4 Retention is 1 year.............................................................................................................................................................................. PW-11 Retired Officer Firearm Qualifications Weapons Inspected ............................................................................................................... PD-10 Retiree Medical, Enrollments COBRA...................................................................................................................................................MS-2 Retirement Identification Card Request for Issuance ........................................................................................................................... PD-7 Retirement Report Summary Worksheet Members Contributions ...................................................................................................... FIN-5 Returned mail, Correspondence Content NOT Substantive NOT made ............................................................................................CW-3 Returned mail, Correspondence Emails E-mails Content NOT Substantive NOT made.....................................................................CW-4 REVENUE, FINANCIAL SERVICES...........................................................................................................................................FIN-6 – FIN-7 Review of Officer Recordings Body-Worn Cameras ............................................................................................................................. PD-7 Review, Safety Committee Agendas .....................................................................................................................................................MS-7 RFP If Purchasing is the Lead Successful Bid Contract Bonds ............................................................................................................ FIN-6 RFPs, Bids for RFQs ............................................................................................................................................................................. FIN-5 RFPs, Project Files Capital Improvement Project Files CIP Jobs .......................................................................................................BWP-6 RFPs, Project Files Capital Improvement Project Files CIP Jobs .....................................................................................................BWP-11 RFPs, Project Files Capital Improvement Project Files CIP Jobs .....................................................................................................BWP-15 RFPs, RFQs .......................................................................................................................................................................................... FIN-6 262
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 75 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent RFQ Quotation Request Successful Bid Contract Bonds .................................................................................................................... FIN-6 RFQs RFPs Etc. where ALL bids are rejected Includes bids ................................................................................................................ FIN-6 RHS, Wire Transfers Including Payroll Veba PEHP............................................................................................................................... FIN-3 RHS, Wires Wire Transfers Veba PEHP..................................................................................................................................................CT-1 Ride-Along Waiver Form Program Application Card Release ............................................................................................................... PD-7 Rideshare Program MTA Taxi Vouchers ..............................................................................................................................................CD-14 Right of Entry Agreements.....................................................................................................................................................................CD-9 Right of Way, Maps Plans and Record Drawings Final Maps Parcel Maps........................................................................................... PW-3 Rights of Way, Redevelopment Projects Project Areas Real Property Deeds.......................................................................................CD-9 Rights of Ways, Recorded Documents Deeds Easements Encroachments Real Property ..................................................................CC-9 RIPA, Racial Identity Profiling Act........................................................................................................................................................ PD-17 RISE - Volunteer ................................................................................................................................................................................PRCS-4 Risk Management Meeting Minutes ...................................................................................................................................................BWP-7 RISK MANAGEMENT, MANAGEMENT SERVICES ....................................................................................................................MS-8 – MS-9 Risk Oversight Committee Meeting Minutes, Risk Management Meeting Minutes ............................................................................BWP-7 Risk, Vulnerability Assessment Emergency Response Plan ............................................................................................................BWP-17 RMS Database..................................................................................................................................................................................... PD-29 RMS, 911 Recordings Audio Recordings Tapes CAD.......................................................................................................................... PD-18 Roll Call Area Checks............................................................................................................................................................................ PD-7 Room Reservation Applications, Facility Use Applications Facility Use Permits.................................................................................CW-4 Roster Cards Historical Employee Records..........................................................................................................................................MS-6 Roster of Absentee Applications, Vote-by-Mail Applications Absentee Applications..........................................................................CC-8 Roster of Voters ....................................................................................................................................................................................CC-7 Rosters, Time Sheets With Employee Signatures ................................................................................................................................. FD-3 ROUTINE - Correspondence - ROUTINE..............................................................................................................................................CW-3 Routing Permits Haul Routes ............................................................................................................................................................... PW-2 RP, Accounts Receivable Billing Backup for BWP Projects Cash Exceptions....................................................................................BWP-1 S
Safety Committee Agendas Review......................................................................................................................................................MS-7 Safety Committee Minutes, Safety OSHA Inspections Citations Log 200 Log 300 301........................................................................MS-8 Safety Committee Minutes, Safety OSHA Inspections Citations Log 200 Log 300 301.......................................................................CW-8 263
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 76 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Safety Data Sheets, Material Data Safety Sheet MSDS .......................................................................................................................CW-6 Safety Inspections, Pre-Trip Inspections ............................................................................................................................................. PW-5 Safety OSHA Inspections Citations Log 200 Log 300 301 301A ..........................................................................................................CW-8 Safety OSHA Inspections Citations Log 200 Log 300 301 301A ...........................................................................................................MS-8 Safety Training - Training Presented by City Staff................................................................................................................................ PD-11 Safety Training, Training Presented by Staff ALL COURSE RECORDS Attendance ...........................................................................CW-10 SAFETY, MANAGEMENT SERVICES .........................................................................................................................................MS-7 – MS-8 Salary Surveys, Compensation Surveys Studies...................................................................................................................................MS-2 Sale of Property Backup Documentation ..............................................................................................................................................CD-9 Sale, Real Estate Appraisal Reports Acquisition...................................................................................................................................CD-8 Sale, Real Estate Appraisal Reports Acquisition..................................................................................................................................CW-7 Sample ballot, Elections HISTORICAL..................................................................................................................................................CC-6 Sampling Circular Strip Charts.........................................................................................................................................................BWP-11 Sampling, Source Water Analysis Reports.......................................................................................................................................BWP-16 Sanitary Sewer Overflow Response Plan, Wastewater Sewer System Management Plans.............................................................. PW-15 Sanitary Sewer Overflows, Wastewater Sewer System Management Plans SSMP And ................................................................... PW-15 Sanitary Spills Overflow Prevention Plan, Wastewater Sewer System Management........................................................................ PW-15 SANITATION, PUBLIC WORKS ................................................................................................................................................PW-7 – PW-9 SB 1383 Compliance ........................................................................................................................................................................... PW-6 SB 1383 Compliance ........................................................................................................................................................................... PW-7 SCADA Database Power Supervisory Control Data Acquisition ECC..............................................................................................BWP-11 SCADA Database Water Supervisory Control Data Acquisition ......................................................................................................BWP-16 SCADA Log Books ............................................................................................................................................................................BWP-11 SCAQMD, Environmental Records EPA Title V ..................................................................................................................................BWP-8 SCBA, Breathing Apparatus Inspection Record ................................................................................................................................. PW-12 SCBA, Self Contained Breathing Apparatus Log ................................................................................................................................. PD-21 School Resource Officer Daily Log Monthly Recap............................................................................................................................. PD-13 Schools, Maintenance Record State Buildings Churches..................................................................................................................... FD-1 Schools, Recycling Events ................................................................................................................................................................... PW-7 Scope of Work, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements.........................................................CC-2 Scope of Work, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs.......................................................................................CC-3 264
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 77 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Score Cards.......................................................................................................................................................................................PRCS-3 SDS, Material Data Safety Sheet MSDS Safety Data Sheets................................................................................................................CW-6 Sealed Cases, POLICE REPORTS INCIDENT REPORTS..................................................................................................................... PD-27 Sealed Juvenile, POLICE REPORTS INCIDENT REPORTS .................................................................................................................. PD-27 Second Hand, Business Permits Regulatory BUSINESS OWNER Massage ......................................................................................... PD-1 Secretary of State Statement of Facts Registry of Public Agencies ....................................................................................................CC-10 Section 8 Administrative Records VMS SEMAP AUDITS HAP REGISTERS...........................................................................................CD-9 Section 8 Applications for Program Disqualified.................................................................................................................................CD-10 Section 8 Database HAPPY.................................................................................................................................................................CD-10 Section 8 Tenant Files Income Verification 50058s Verifications Only...............................................................................................CD-10 Section 8 Tenant Files WITH Unpaid Balances Fraud.........................................................................................................................CD-10 Section 8 Tenant Files WITHOUT Unpaid Balances Fraud..................................................................................................................CD-10 Section 8 Waiting List In Section 8 Database HAPPY .........................................................................................................................CD-11 SECTION 8 ..............................................................................................................................................................................CD-9 – CD-11 Securities, Investments CDs..................................................................................................................................................................CT-1 Security Inspection Log, Jail Cleanliness ............................................................................................................................................ PD-20 Self Contained Breathing Apparatus Log SCBA Monthly Checks ....................................................................................................... PD-21 Self Contained Breathing Apparatus, Breathing Apparatus Inspection Record ................................................................................. PW-12 Self Monitoring, Statistical Reports.................................................................................................................................................... PW-14 Self-Identification Form, Affirmative Action EEO-4 Reports .................................................................................................................MS-1 Self-Insured, Actuarial Reviews Actuarial Studies................................................................................................................................MS-8 SEMAP, Section 8 Administrative Records VMS...................................................................................................................................CD-9 Senior Food Lunch Program Registrations Confidential....................................................................................................................PRCS-3 Seniors, Life Support Application Life Line.........................................................................................................................................BWP-3 Separates from the City, Personnel Files Retained at the Department Division ..................................................................................CW-6 Serious felonies, POLICE REPORTS INCIDENT REPORTS Misdemeanor Infraction .......................................................................... PD-25 Served Subpoenas, Subpoena Control Log......................................................................................................................................... PD-29 Service Confirmations, Electric Service Orders .................................................................................................................................BWP-5 Service Orders Meter Location Maps...............................................................................................................................................BWP-16 Service Repair Orders CMMS DATABASE............................................................................................................................................ PW-5 Service Repair Orders, Work Orders Service Requests Job Requests ................................................................................................. PW-6 265
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 78 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Service Requests CMMS DATABASE................................................................................................................................................. PW-10 Service Requests CMMS DATABASE................................................................................................................................................. PW-15 Service Requests CMMS DATABASE................................................................................................................................................... PW-8 Service Requests Connects Disconnects Electric Water..................................................................................................................BWP-4 Service Requests, Work Orders ......................................................................................................................................................... PW-10 Service Requests, Work Orders ......................................................................................................................................................... PW-15 Service Requests, Work Orders ........................................................................................................................................................... PW-5 Service Requests, Work Orders ........................................................................................................................................................... PW-6 Service Requests, Work Orders ........................................................................................................................................................... PW-9 Service Tags, Complaint Tags ............................................................................................................................................................BWP-1 Services Subsidy, PASS Subsidy Program Applications Program Activity ........................................................................................PRCS-2 Services that do not modify Infrastructure ........................................................................................................................................... FIN-6 Settlement, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements ..............................................................CC-2 Severe Neglect, POLICE REPORTS INCIDENT REPORTS Capital Crimes Violent Felonies ............................................................... PD-25 Severe Neglect, POLICE REPORTS INCIDENT REPORTS Sealed Juvenile Ward Cases..................................................................... PD-27 Sewer and Plumbing Drawings On-site Sewers................................................................................................................................. PW-13 Sewer Flushing Log Sheets Source Records ...................................................................................................................................... PW-13 Sewer Stoppage or Obstruction Report ............................................................................................................................................. PW-13 Sewer System Management Plans, Wastewater ............................................................................................................................... PW-15 Sewers, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements ....................................................................CC-2 Sex Crimes, POLICE REPORTS INCIDENT REPORTS Capital Crimes Violent Felonies ..................................................................... PD-25 Sex Offenders, Registrants.................................................................................................................................................................. PD-29 Sexual Violence, POLICE REPORTS INCIDENT REPORTS Vacatur Relief Granted by Court ............................................................. PD-27 SFR, Building Plans Construction Documents Finalled ........................................................................................................................CD-1 Sheakly, Bank Statements Other than Trust Accounts ..........................................................................................................................CT-1 Shift Report ......................................................................................................................................................................................... PD-15 Shop Drawings, Job Files Capital Improvement Projects CIP Permanent File ..................................................................................... PW-1 Shut-offs, Medical Necessity Customers Emergencies ....................................................................................................................BWP-3 Sick Cared For, POLICE REPORTS INCIDENT REPORTS Non-Criminal Outside Assist..................................................................... PD-26 Sick, Time Sheets With Employee Signatures Rosters Over-time sheets............................................................................................. FD-3 Sidewalks, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements ................................................................CC-2 266
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 79 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Sidewalks, Inspection Forms ............................................................................................................................................................... PW-9 Signal Intersection Reference Files.................................................................................................................................................... PW-11 Signal Plans Striping Plans ................................................................................................................................................................. PW-11 Signals, Restitution City Property Damage Report Billings................................................................................................................. PW-10 Signals, Restitution City Property Damage Report Billings................................................................................................................. PW-11 Signals, Restitution City Property Damage Report Billings................................................................................................................... PW-5 Signature Authorizations, Temporary Bin Rentals ................................................................................................................................ PW-8 Signature Cards Plates...........................................................................................................................................................................CT-1 Signature Cards Refuse Accounts ....................................................................................................................................................... PW-8 Significant - Correspondence - ROUTINE ............................................................................................................................................CW-3 Sign-in Sheets - Training Presented by City Staff ................................................................................................................................ PD-11 Sign-in Sheets, Registration Trip Permits Fee Charge Liability Forms...............................................................................................PRCS-3 Sign-in Sheets, Training Presented by Staff ALL COURSE RECORDS Attendance ............................................................................CW-10 Sign-ins for Golf, Operating Statements Golf Shop...........................................................................................................................PRCS-2 Single Audits, Audit Reports External................................................................................................................................................... FIN-1 SINGLE FAMILY RESIDENTIAL, Building Plans Construction Documents Finalled ..............................................................................CD-1 SIP Report, Reports Annual State Federal State Controller's Report Street Report ............................................................................ FIN-3 Site Clearance Soils Remediation Mitigation ........................................................................................................................................CD-9 Skills, Training EMPLOYEE RECORDS If Records are Created ..........................................................................................................CW-10 SLRC, Grants LSCA Library Services Construction LSTA Library Services ...........................................................................................LIB-1 Sludge Records WRP ......................................................................................................................................................................... PW-14 Slurry Seals, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs ...........................................................................................CC-3 Social media posting, Correspondence Content NOT Substantive NOT made..................................................................................CW-3 Soil Reports, Grading Plans...................................................................................................................................................................CD-3 Soils Remediation, Site Clearance........................................................................................................................................................CD-9 Soils Reports, Job Files Capital Improvement Projects CIP Permanent File........................................................................................ PW-1 Soils Reports, Private Development Projects Job Files Permanent Files Conditions .......................................................................... PW-4 Soils Reports, Project Files Capital Improvement Project Files CIP Jobs ..........................................................................................BWP-6 Soils Reports, Project Files Capital Improvement Project Files CIP Jobs ........................................................................................BWP-11 Soils Reports, Project Files Capital Improvement Project Files CIP Jobs ........................................................................................BWP-15 Solid Waste Tonnage Reports, AB 939 Compliance ............................................................................................................................ PW-7 267
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 80 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent SOPs - Produced by OTHER Departments...........................................................................................................................................CW-8 SOPs - Produced by OUTSIDE ORGANIZATIONS................................................................................................................................CW-8 SOPs - Produced by YOUR Department ..............................................................................................................................................CW-7 Source Records, Sewer Flushing Log Sheets ..................................................................................................................................... PW-13 Source Records, Storm Drain Inspections Logs................................................................................................................................. PW-14 Source Records, Street Sweeping Logs ............................................................................................................................................. PW-10 Source Water Analysis Reports Sampling Bacteriological Organics................................................................................................BWP-16 Source Water Analysis Reports Sampling Chemical .......................................................................................................................BWP-16 Source Water Analysis Reports Sampling Lead Copper ..................................................................................................................BWP-16 Speaker Cards Meeting Notes Submitted at public meetings..............................................................................................................CW-8 Speaker Cards, Meeting notes ..............................................................................................................................................................CC-8 Special Event Permits ..........................................................................................................................................................................CW-9 Special Events Ops Plan ..................................................................................................................................................................... PD-18 Special incidents, Diaries Logs Daily Supervisor entries Re Equipment usage .................................................................................... PW-9 Specialized, GIS Database Data Layers Both City-wide ......................................................................................................................CW-4 Specific Plans - Planning .....................................................................................................................................................................CD-12 Specific Plans, Private Development Projects Job Files Administration File ....................................................................................... PW-3 Specific Plans, Private Development Projects Job Files Permanent Files ........................................................................................... PW-4 Specifications, Classification Files .......................................................................................................................................................MS-2 Specifications, Job Files Capital Improvement Projects CIP Permanent File ...................................................................................... PW-1 Specifications, Project Files Capital Improvement Project Files CIP Jobs.........................................................................................BWP-6 Specifications, Project Files Capital Improvement Project Files CIP Jobs.......................................................................................BWP-11 Specifications, Project Files Capital Improvement Project Files CIP Jobs.......................................................................................BWP-15 Spills, Complaints Unauthorized Discharges Violations.................................................................................................................... PW-12 Spills, Stormwater Program Unauthorized Discharges Violations ..................................................................................................... PW-14 Split Lots, Private Development Projects Job Files Administration File ............................................................................................... PW-3 Split Lots, Private Development Projects Job Files Permanent Files Conditions................................................................................. PW-4 Sports Leagues, Agreements for Contractors Class Instructors.......................................................................................................PRCS-1 Spreadsheet, Project Log Index...........................................................................................................................................................CD-13 SSMP, Wastewater Sewer System Management Plans..................................................................................................................... PW-15 SSOPP, Wastewater Sewer System Management Plans SSMP And Audits ...................................................................................... PW-15 268
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 81 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent SSOs, Wastewater Sewer System Management Plans SSMP And Audits......................................................................................... PW-15 Staff notes that provide insight into the project...................................................................................................................................CD-11 Staff Reports, Bid Schedules Public Projects Public Works Projects Agreements ...............................................................................CC-3 Staff Reports, Planning Project Files Permanent Entitlements Approved Denied ..............................................................................CD-13 Standard Construction Drawings Details Plans ................................................................................................................................... PW-2 Standard Operating Procedures - Produced by OTHER Departments.................................................................................................CW-8 Standard Operating Procedures - Produced by OUTSIDE ORGANIZATIONS ......................................................................................CW-8 Standard Operating Procedures - Produced by YOUR Department.....................................................................................................CW-7 Standby Report, Billing for Filming ........................................................................................................................................................ FD-5 Starlight, Large Venue Recycling Plans ................................................................................................................................................ PW-7 State Buildings, Maintenance Record ................................................................................................................................................... FD-1 State Controller's Report, Reports Annual State Federal .................................................................................................................... FIN-3 State Literacy Resource Centers, Grants LSCA Library Services Construction LSTA ..........................................................................LIB-1 State Reports AB 939 Compliance SB 1383 Compliance.................................................................................................................... PW-7 Statement of Economic Interests - FPPC 700 Series Forms ................................................................................................................CC-4 Station "Day Books".............................................................................................................................................................................. FD-7 Station Visitor Log ............................................................................................................................................................................... PD-29 Statistical Reports Self Monitoring..................................................................................................................................................... PW-14 Status Reports WRP Operators ......................................................................................................................................................... PW-14 STOP Source Data, Racial Identity Profiling Act RIPA Annual Report.................................................................................................. PD-17 Stop work notices, Construction Notices Inspection Notices Correction notices ...............................................................................CD-2 Storm Drain Inspections Logs Source Records.................................................................................................................................. PW-14 Stormwater Annual Reports............................................................................................................................................................... PW-14 Stormwater Inspection Reports ......................................................................................................................................................... PW-14 Stormwater Program Unauthorized Discharges Violations Spills ...................................................................................................... PW-14 Stormwater, NPDES Permits ............................................................................................................................................................. PW-10 Stormwater, Private Development Projects Job Files Permanent Files Conditions............................................................................. PW-4 Street and Intersection Work Orders ................................................................................................................................................. PW-11 Street Improvement District Projects, Assessment Maintenance Landscape Lighting ........................................................................CD-4 Street Intersection Files ..................................................................................................................................................................... PW-11 Street Report, Reports Annual State Federal State Controller's Report .............................................................................................. FIN-3 269
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 82 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Street Sweeping Logs Source Records .............................................................................................................................................. PW-10 Street Trees, Tree Service Requests Forestry ...................................................................................................................................PRCS-4 Street Vacations Where Redevelopment is the Lead............................................................................................................................CD-9 Street, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements.......................................................................CC-2 STREET, PUBLIC WORKS.......................................................................................................................................................PW-9 – PW-10 Streets, Inspection Forms Sidewalks................................................................................................................................................... PW-9 Strip Charts, Sampling Circular........................................................................................................................................................BWP-11 Striping Plans, Signal Plans ................................................................................................................................................................ PW-11 Studies - Produced by OTHER Departments .......................................................................................................................................CW-8 Studies - Produced by OUTSIDE ORGANIZATIONS.............................................................................................................................CW-8 Studies - Produced by YOUR Department ...........................................................................................................................................CW-7 Studies regarding Police operations, Reports ....................................................................................................................................... PD-6 Studies Surveys Conducted on Behalf of the City Attrition Benefits .....................................................................................................MS-6 Studies, Compensation Surveys ...........................................................................................................................................................MS-2 Studies, Job Files Capital Improvement Projects CIP Permanent File ................................................................................................. PW-1 Studies, Project Files Capital Improvement Project Files CIP Jobs....................................................................................................BWP-6 Studies, Project Files Capital Improvement Project Files CIP Jobs..................................................................................................BWP-11 Studies, Project Files Capital Improvement Project Files CIP Jobs..................................................................................................BWP-15 Studies, Reports...................................................................................................................................................................................CW-8 Subdivision and Tract Files................................................................................................................................................................... PW-2 Subdivisions, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements ............................................................CC-2 Subject Files High Profile Issues .......................................................................................................................................................... CM-1 Subject Files..........................................................................................................................................................................................CA-3 Subject Files.........................................................................................................................................................................................CW-9 Subject Files....................................................................................................................................................................................... PW-11 Subject Files......................................................................................................................................................................................... PW-3 Subject Files......................................................................................................................................................................................... PW-5 Subject Files......................................................................................................................................................................................... PW-8 SUBJECT FILES, Police Commission CORRESPONDENCE ................................................................................................................. PD-5 Subject, Communications................................................................................................................................................................BWP-12 Submittals, Environmental Records CARB with Cap-and-Trade Obligation Reports ........................................................................BWP-8 270
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 83 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Submittals, Environmental Records EPA SPCC EPA NPDES EPA GHG ............................................................................................BWP-8 Submittals, Environmental Records EPA Title V SCAQMD Cal ARP..................................................................................................BWP-8 Submittals, Job Files Capital Improvement Projects CIP Administration File...................................................................................... PW-1 Submittals, Project Files Capital Improvement Project Files CIP Jobs ..............................................................................................BWP-6 Submittals, Project Files Capital Improvement Project Files CIP Jobs ............................................................................................BWP-11 Submittals, Project Files Capital Improvement Project Files CIP Jobs ............................................................................................BWP-15 Submittals, Project Files Water Reclamation Plant Final Drawings................................................................................................... PW-13 Submittals, Project Files Water Reclamation Plant Private operator................................................................................................. PW-13 Submitted at public meetings, Speaker Cards Meeting Notes.............................................................................................................CW-8 Subpoena Control Log Served Subpoenas.......................................................................................................................................... PD-29 Subpoenas Forward to Lead Departments .........................................................................................................................................CC-10 Subpoenas Notice to Appear .............................................................................................................................................................. PD-29 Substance, Material Data Safety Sheet MSDS Safety Data Sheets SDS..............................................................................................CW-6 Substantiated Child Abuse, POLICE REPORTS INCIDENT REPORTS Capital Crimes ....................................................................... PD-25 Substantiated, POLICE REPORTS INCIDENT REPORTS Sealed Juvenile Ward Cases ...................................................................... PD-27 SUBSTANTIVE synonyms - Correspondence - ROUTINE ....................................................................................................................CW-3 Subventions - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims..........................................................................CW-5 Successful - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims............................................................................CW-5 Successful Applicants - Volunteer....................................................................................................................................................PRCS-4 Successful Bid, RFP If Purchasing is the Lead ..................................................................................................................................... FIN-6 Successful Bid, RFQ Quotation Request ............................................................................................................................................. FIN-6 Successful Proposal, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer....................................................................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-6 Successful Proposal, Project Files Capital Improvement Project Files CIP Jobs.............................................................................BWP-11 Successful Proposal, Project Files Capital Improvement Project Files CIP Jobs.............................................................................BWP-15 SUCCESSFUL Reports - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES .....................................................................CW-5 SUCCESSFUL Reports, Grants LSCA Library Services Construction LSTA Library ..............................................................................LIB-1 Successful, Boards Commission Applications .....................................................................................................................................CC-3 Successful, Personnel Background Packet City Employees................................................................................................................. PD-4 271
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 84 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Successful, Personnel Background Packet Fire Employees ................................................................................................................. FD-1 Succession Planning, Studies Surveys Conducted on Behalf of the City Attrition ................................................................................MS-6 Successor Agency, Agenda Staff Reports City Council.........................................................................................................................CC-1 Successor Agency, Agendas City Council.............................................................................................................................................CC-1 Successor Agency, Minutes City Council..............................................................................................................................................CC-8 Successor Agency, Ordinances City Council........................................................................................................................................CC-9 Successor Agency, Resolutions City Council .....................................................................................................................................CC-10 Summaries are sent to City Treasurer................................................................................................................................................BWP-2 Summaries, Crime Statistics National Incident-Based Reporting System NIBRS.............................................................................. PD-23 Summaries, Surveys Questionnaires That the City issues Responses Reports...................................................................................CW-9 SUMMARIES, Time Reports Exception Time Sheets............................................................................................................................ FIN-5 Summary Plan Descriptions, Benefit Plan Documents.........................................................................................................................MS-2 Superfund Project Burbank Operable Project Water Quality ...........................................................................................................BWP-16 Supervisor's Notes, Personnel Files ....................................................................................................................................................CW-6 Supervisory Control, SCADA Database Power ................................................................................................................................BWP-11 Supervisory Control, SCADA Database Water.................................................................................................................................BWP-16 Supply inventories, Correspondence Content NOT Substantive NOT made .....................................................................................CW-3 Supply inventories, Correspondence Emails E-mails Content NOT Substantive NOT ........................................................................CW-4 Support Documentation for Application Configurations ......................................................................................................................... IT-1 SUPPORT SERVICES - COMMUNICATIONS, POLICE.......................................................................................................... PD-18 – PD-18 SUPPORT SERVICES, POLICE .............................................................................................................................................. PD-18 – PD-19 SUPPORT SERVICES, POLICE .............................................................................................................................................. PD-19 – PD-21 SUPPORT SERVICES, POLICE .............................................................................................................................................. PD-21 – PD-29 Supporting Documentation, Property City Agency Owned ...................................................................................................................CD-7 SUPPRESSION, FIRE OPERATIONS...........................................................................................................................................FD-7 – FD-7 Survey Books Field Notebooks City ..................................................................................................................................................... PW-3 Surveys Conducted on Behalf of the City..............................................................................................................................................MS-6 Surveys Questionnaires That the City issues Responses Reports.......................................................................................................CW-9 Surveys, Engineering Studies ............................................................................................................................................................... PW-2 Surveys, Job Files Capital Improvement Projects CIP Permanent File ................................................................................................ PW-1 Surveys, Project Files Capital Improvement Project Files CIP Jobs ...................................................................................................BWP-6 272
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 85 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Surveys, Project Files Capital Improvement Project Files CIP Jobs .................................................................................................BWP-11 Surveys, Project Files Capital Improvement Project Files CIP Jobs .................................................................................................BWP-15 Suspicious Circumstances, POLICE REPORTS INCIDENT REPORTS Non-Criminal Outside............................................................ PD-26 Sustainability Programs Green Building ............................................................................................................................................... PW-7 Swimming Pool Chemicals Water Testing Ph. ..................................................................................................................................PRCS-3 Swimming Pool Chemicals ...............................................................................................................................................................PRCS-3 Swimming Pools, Water Discharge Permits......................................................................................................................................... PW-3 Switching Order Logs .......................................................................................................................................................................BWP-11 Sworn, Personnel Background Packet Police Department Employees ................................................................................................ PD-5 SWRCB IGP and Vault Dewatering Permit .........................................................................................................................................BWP-8 Synthetic cannabis, POLICE REPORTS INCIDENT REPORTS Misdemeanor Infraction ..................................................................... PD-25 Synthetic cannabis, POLICE REPORTS INCIDENT REPORTS Misdemeanor Infraction ..................................................................... PD-26 Systems Support Fiber optics Communications Leases .................................................................................................................BWP-12 T
Tag Logs, Property List Record Property Identification Green Tags..................................................................................................... PD-19 Tailgates - Training Presented by City Staff ......................................................................................................................................... PD-11 Tailgates, Training Presented by Staff ALL COURSE RECORDS Attendance Rosters .......................................................................CW-10 Tally Sheets Logic Accuracy Test Certifications ...................................................................................................................................CC-7 Tampering, Meter Databases Data pulse Remote Locations.............................................................................................................BWP-3 Tanks, Videos Water Wells Repairs Reservoirs ...............................................................................................................................BWP-16 Tapes, 911 Recordings Audio Recordings........................................................................................................................................... PD-18 Taste, Customer Concerns Customer Complaints Odor.................................................................................................................BWP-13 Tax Assessment Districts Administration, Business Improvement Districts........................................................................................CD-5 Taxi Decal List, Truck ............................................................................................................................................................................CD-3 Taxi License Renewals .......................................................................................................................................................................... PD-7 Team Evaluations, Canine Police Dogs................................................................................................................................................. PD-1 Teams videoconference chats, Correspondence Content NOT Substantive NOT made ..................................................................CW-3 TECHNICIAN, Business Permits Regulatory ......................................................................................................................................... PD-1 TECHNOLOGY, BWP ......................................................................................................................................................BWP-12 – BWP-12 Technology, Grants LSCA Library Services Construction LSTA Library Services..................................................................................LIB-1 Telephone messages, Correspondence Content NOT Substantive NOT made.................................................................................CW-3 273
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 86 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Telephone messages, Correspondence Emails E-mails Content NOT Substantive NOT ...................................................................CW-4 Teletype Messages Received Teletype Record Log ............................................................................................................................ PD-13 Teletype Record Log, Teletype Messages Received ........................................................................................................................... PD-13 Temporary Bin Rentals Signature Authorizations................................................................................................................................. PW-8 Temporary Encroachments, Encroachment Permits........................................................................................................................... PW-1 Temporary Entitlements, Planning Project Files .................................................................................................................................CD-13 Temporary Restraining Order, Order after Hearing Restraining Order Emergency.............................................................................. PD-24 Temporary, Hydrant Meters Rentals ................................................................................................................................................BWP-14 Tenant FORMS ......................................................................................................................................................................................CD-7 TENANT IMPROVEMENTS, Building Plans Construction Documents Finalled INDUSTRIAL ...............................................................CD-2 Tentative Subdivisions, Planning Project Files Permanent Entitlements Approved............................................................................CD-13 Testing Master File, Recruitment Examination Files Orange Folders....................................................................................................MS-5 Testing, Apparatus Equipment Records................................................................................................................................................ FD-1 Thank yous, Correspondence Content NOT Substantive NOT made.................................................................................................CW-3 Thank yous, Correspondence Emails E-mails Content NOT Substantive NOT made .........................................................................CW-4 Theft, Insurance Policies Fire ................................................................................................................................................................MS-8 Then traffic video retained for internal traffic studies......................................................................................................................... PW-11 Third Party Subpoena Files....................................................................................................................................................................CA-3 THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK - FPPC 400 Series Forms..................................................................CC-6 Those of Significant Historical Value, Historical Records .................................................................................................................... FIN-2 Those with outstanding stolen property, POLICE REPORTS INCIDENT REPORTS Sealed................................................................. PD-27 Those Without Committees that Don't File Electronically ....................................................................................................................CC-5 Time Cards, Time Sheets .....................................................................................................................................................................CW-9 Time Logs, Time Sheets Time Cards ....................................................................................................................................................CW-9 Time of Day, Meter Databases Data pulse Remote Locations Tampering .........................................................................................BWP-3 Time Reports Exception Time Sheets SUMMARIES............................................................................................................................. FIN-5 Time Sheets Time Cards Time Logs With Employee Signatures ..........................................................................................................CW-9 Time Sheets With Employee Signatures Rosters Over-time sheets Sick.............................................................................................. FD-3 Timesheets Overtime Slips Report InTime Database or Oracle............................................................................................................ PD-9 To, Requests Permissions.....................................................................................................................................................................CD-3 Tobacco Dealers, Business License Regulatory Permits ......................................................................................................................CD-2 274
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 87 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Toilet Rebates, Rebate Programs.......................................................................................................................................................BWP-3 Towed Vehicles, POLICE REPORTS INCIDENT REPORTS Non-Criminal Outside Assist................................................................... PD-26 TPMs, Private Development Projects Job Files Administration File ..................................................................................................... PW-3 TPMs, Private Development Projects Job Files Permanent Files Conditions....................................................................................... PW-4 Tract Maps, Maps Plans and Record Drawings Final Maps Parcel Maps Right of Way........................................................................ PW-3 Traffic Accident Reports..................................................................................................................................................................... PW-11 Traffic analysis, Reports Studies regarding Police operations Not historical........................................................................................ PD-6 Traffic Collisions, POLICE REPORTS INCIDENT REPORTS ................................................................................................................ PD-27 Traffic Control Radar Calibration Records .......................................................................................................................................... PD-18 Traffic Control Radar Trailer Surveys................................................................................................................................................... PD-18 Traffic Counts..................................................................................................................................................................................... PW-11 Traffic Officer's Patrol Record Hardcard ............................................................................................................................................. PD-18 Traffic Speed Surveys......................................................................................................................................................................... PW-11 Traffic Video Camera Recordings....................................................................................................................................................... PW-11 Traffic, Citation Books Issued Citation Log Books #s Ranges Parking................................................................................................. PD-22 Traffic, Citations Parking ..................................................................................................................................................................... PD-16 Traffic, Maps and Plans ...................................................................................................................................................................... PW-11 TRAFFIC, POLICE PATROL.................................................................................................................................................... PD-15 – PD-18 TRAFFIC, PUBLIC WORKS.................................................................................................................................................. PW-11 – PW-11 Training Certificates, Personnel Files All Employees Includes Oaths of Office ....................................................................................MS-4 Training Certificates, Personnel Files Police Department Employees .................................................................................................. PD-5 Training Database Training Management System ............................................................................................................................... PD-11 Training Documentation, Personnel File EMT Personnel Evaluations................................................................................................... FD-5 Training Documentation, Personnel File Fire Sworn Non-civilian Employees ...................................................................................... FD-2 Training EMPLOYEE RECORDS If Records are Created.....................................................................................................................CW-10 Training Evaluation LEFTA Field Training ............................................................................................................................................. PD-15 Training Management System, Training Database .............................................................................................................................. PD-11 Training Notice Warrant Request .......................................................................................................................................................... PD-9 Training Presented by City Staff Department Training Records........................................................................................................... PD-11 Training Presented by Staff ALL COURSE RECORDS Attendance Rosters .......................................................................................CW-10 Training Provider’s Name, Training EMPLOYEE RECORDS If Records are Created...........................................................................CW-10 275
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 88 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Training Records, Environmental Records CARB with Cap-and-Trade Obligation ............................................................................BWP-8 Training Records, Environmental Records EPA SPCC EPA NPDES EPA GHG...................................................................................BWP-8 Training Records, Environmental Records EPA Title V SCAQMD Cal ARP.........................................................................................BWP-8 Training, Canine Police Dogs Program Files Animal Files ................................................................................................................... PD-15 Training, Report to the State Commission on Peace Officer Standards................................................................................................ PD-6 Training, Reports to the State Commission on Peace Officer Standards.............................................................................................. PD-7 Training, Workplace Violence – Hazard identification Evaluation Correction .......................................................................................MS-6 Transfer, Request Interim Budget Appropriation.................................................................................................................................. FIN-3 Transient Occupancy Tax Transient Parking Tax .................................................................................................................................. FIN-7 Transient Parking Tax, Transient Occupancy Tax ................................................................................................................................. FIN-7 Transitory documents such as calendars, Correspondence Content NOT Substantive.....................................................................CW-3 Transitory documents such as calendars, Correspondence Emails E-mails Content.........................................................................CW-4 Translations, ADA Records Americans with Disabilities Act Employee Related ..................................................................................MS-1 Translations, ADA Records Americans with Disabilities Act Non-Employee .......................................................................................MS-1 Transmittal Form, 1095-C 1094-C Employer-Provided Health Insurance Offer ..................................................................................MS-1 Transmittal letters, Correspondence Content NOT Substantive NOT made .....................................................................................CW-3 Transmittal letters, Correspondence Emails E-mails Content NOT Substantive NOT ........................................................................CW-4 Transportation Audits, Audit Reports External Single Audits ............................................................................................................... FIN-1 Transportation Projects, Acquisitions .................................................................................................................................................CD-14 Transportation Projects, Environmental Assessments Remediation..................................................................................................CD-14 Transportation Wide Load Applications and Permits........................................................................................................................... PW-3 TRANSPORTATION, COMMUNITY DEVELOPMENT............................................................................................................ CD-14 – CD-14 Travel Expense Reimbursements, Accounts Payable Check Payment Copies Electronic .................................................................. FIN-3 Travel Expense Report ......................................................................................................................................................................... FIN-3 Treasurer's Receipts, Cash Receipts Detail.........................................................................................................................................CW-2 Treatment Records Vaccination records Euthanasia Medical treatments .......................................................................................PRCS-8 Tree Database Tree Keeper...............................................................................................................................................................PRCS-3 Tree Keeper, Tree Database..............................................................................................................................................................PRCS-3 Tree Keeper, Tree Service Requests Forestry Street Trees ...............................................................................................................PRCS-4 Tree Service Requests Forestry Street Trees ....................................................................................................................................PRCS-4 Tree Trimming, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs........................................................................................CC-3 276
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 89 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Trip Permits, Registration ..................................................................................................................................................................PRCS-3 Trip Reduction Ordinance Annual Report............................................................................................................................................CD-14 Trip Reduction Ordinance Data Collection Records ...........................................................................................................................CD-14 TRO, Order after Hearing Restraining Order Emergency Protective Orders EPO................................................................................ PD-24 Truck Taxi Decal List .............................................................................................................................................................................CD-3 Trust Accounts, Bank Statements........................................................................................................................................................ FIN-1 TSMs, Private Development Projects Job Files Administration File ..................................................................................................... PW-3 TSMs, Private Development Projects Job Files Permanent Files Conditions....................................................................................... PW-4 Turnover, Studies Surveys Conducted on Behalf of the City Attrition Benefits .....................................................................................MS-6 Type, Report to the State Commission on Peace Officer Standards Training ....................................................................................... PD-6 U
UBC, California Building Codes Uniform Building Codes CBC .............................................................................................................CD-2 UCR, Crime Statistics National Incident-Based Reporting System NIBRS......................................................................................... PD-23 UEC, California Building Codes Uniform Building Codes CBC UBC UPC.............................................................................................CD-2 UNALTERABLE MEDIA IMMUTABLE MEDIA CLOUD IMMUTABLE BACKUP WORM DVD-r.................................................................. IT-1 Unauthorized Discharges, Complaints .............................................................................................................................................. PW-12 Unauthorized Discharges, Stormwater Program................................................................................................................................ PW-14 Undeliverable envelopes, Correspondence Content NOT Substantive NOT made ...........................................................................CW-3 Undeliverable envelopes, Correspondence Emails E-mails Content NOT Substantive ......................................................................CW-4 Under $5...............................................................................................................................................................................................CW-7 Underground Service Alerts USA's Dig Alerts BWP............................................................................................................................BWP-6 Underground Service Alerts USA's Dig Alerts Water........................................................................................................................BWP-16 Uniform Building Codes, California Building Codes ..............................................................................................................................CD-2 Uniform Crime Reports, Crime Statistics National Incident-Based Reporting System....................................................................... PD-23 Uniform, Request for Reimbursement .................................................................................................................................................. PD-9 Unless content substantive., Correspondence Content NOT Substantive NOT made......................................................................CW-3 Unless content substantive., Correspondence Emails E-mails Content NOT.....................................................................................CW-4 Unmanned Aerial Vehicle, Drone ........................................................................................................................................................ PD-15 Unpaid Intern Applications - Volunteer .............................................................................................................................................PRCS-4 Unsubstantiated, POLICE REPORTS INCIDENT REPORTS Child Abuse ............................................................................................ PD-25 Unsuccessful - Volunteer..................................................................................................................................................................PRCS-4 277
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 90 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent UNSUCCESSFUL Applications, Grants ...............................................................................................................................................CW-5 Unsuccessful, Bids for RFQs RFPs ...................................................................................................................................................... FIN-5 Unsuccessful, Boards Applications ......................................................................................................................................................CC-3 Unsuccessful, Personnel Background Packet City Employees ............................................................................................................ PD-5 Unsuccessful, Personnel Background Packet Fire Employees............................................................................................................. FD-2 Unsuccessful, Proposals ......................................................................................................................................................................CD-8 UOF, Logs............................................................................................................................................................................................ PD-15 UPC, California Building Codes Uniform Building Codes CBC UBC .....................................................................................................CD-2 Urban Water Management Plans UWMP.........................................................................................................................................BWP-16 US Gross to Net Reports, Payroll Register ........................................................................................................................................... FIN-5 USA's, Underground Service Alerts..................................................................................................................................................BWP-16 USA's, Underground Service Alerts....................................................................................................................................................BWP-6 Use of Force Review WITHOUT Sustained Finding of Misconduct ....................................................................................................... PD-8 Use of Force Training - Training Presented by City Staff...................................................................................................................... PD-11 Used Oil Disposal................................................................................................................................................................................. PW-7 Used Oil Disposal, Disposal..................................................................................................................................................................MS-7 Utilities, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements ....................................................................CC-2 Utility Standards...............................................................................................................................................................................BWP-11 Utility Users Tax Exemption Records Reports ..................................................................................................................................... FIN-7 UWMP, Urban Water Management Plans ........................................................................................................................................BWP-16 V
Vacation Checks ................................................................................................................................................................................. PD-15 Vacations, Recorded Documents Deeds Easements Encroachments Real Property ..........................................................................CC-9 Vacatur Relief Granted by Court, POLICE REPORTS INCIDENT REPORTS ........................................................................................ PD-27 Vaccination records, Treatment Records .........................................................................................................................................PRCS-8 Variances, Planning Project Files Permanent Entitlements Approved Denied ...................................................................................CD-13 VCR, Recordings VIDEO RECORDINGS of Meetings Video Tapes DVD-R ...........................................................................................CC-9 Veba, Wire Transfers Including Payroll................................................................................................................................................. FIN-3 Veba, Wires Wire Transfers....................................................................................................................................................................CT-1 Vehicle Accident Review....................................................................................................................................................................... PD-8 Vehicle and Equipment History Files Includes warrantees.................................................................................................................. PW-5 278
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Retention Schedule Index – BURBANK, CA - FY_25-26 Page 91 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Vehicle Safety Checks Daily Vehicle Inspections ................................................................................................................................. FD-7 Vehicle Safety Checks, Pre-Trip Inspections .......................................................................................................................................CW-7 Vehicle Titles "Pink Slips" for BWP Vehicles......................................................................................................................................BWP-7 Vehicle Titles "Pink Slips" for Public Works Vehicles........................................................................................................................... PW-5 Vehicles which will Carry City of Burbank Decals.................................................................................................................................CD-3 Vehicles, Work Reports Hours ............................................................................................................................................................. PW-6 Verifications of Employment Child Support For home purchases ........................................................................................................MS-6 Verifications Only, Section 8 Tenant Files Income Verification 50058s..............................................................................................CD-10 Verify Last Payment Received, Federally Funded Programs................................................................................................................ FIN-2 Vice Narcotic Section, Monthly Report ............................................................................................................................................... PD-12 Vice, Expense Reports ........................................................................................................................................................................ PD-12 Victim of Human Trafficking, POLICE REPORTS INCIDENT REPORTS Vacatur Relief ....................................................................... PD-27 Victim of Intimate Partner Violence, POLICE REPORTS INCIDENT REPORTS Vacatur...................................................................... PD-27 VIDEO RECORDINGS of Meetings Video Tapes DVD-R VCR DVD-Rs..................................................................................................CC-9 Video Recordings that are not evidence................................................................................................................................................ PD-4 Video Recordings, Officer Recordings In Car Camera ICC.................................................................................................................... PD-4 Video Recordings., Officer Recordings In Car Camera ICC Recordings – that ARE .............................................................................. PD-4 Video Tapes, Recordings VIDEO RECORDINGS of Meetings................................................................................................................CC-9 Videos of Events, Photographs.............................................................................................................................................................CW-7 Videos Water Wells Repairs Reservoirs Tanks ................................................................................................................................BWP-16 Videos, Recordings............................................................................................................................................................................... CM-1 Violations, Complaints Unauthorized Discharges ............................................................................................................................. PW-12 Violations, Stormwater Program Unauthorized Discharges............................................................................................................... PW-14 Violent Felonies, POLICE REPORTS INCIDENT REPORTS Capital Crimes ........................................................................................ PD-25 Visitors logs, Correspondence Content NOT Substantive NOT made ...............................................................................................CW-3 Visitors logs, Correspondence Emails E-mails Content NOT Substantive NOT made ........................................................................CW-4 Visual Complaints about Potable Water, Customer Concerns Customer Complaints ...................................................................BWP-13 VMS, Section 8 Administrative Records................................................................................................................................................CD-9 Voice mails, Correspondence Content NOT Substantive NOT made ................................................................................................CW-3 Voice mails, Correspondence Emails E-mails Content NOT Substantive NOT made.........................................................................CW-4 Voice Recordings, Power Trading Power Scheduling .......................................................................................................................BWP-10 279
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 92 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Voided, Payroll Checks Warrants Cancelled Cashed.......................................................................................................................... FIN-4 Voluntary Program, Juvenile Probation Records ................................................................................................................................. PD-12 Volunteer Burbank Volunteer Program BVP Unpaid Intern Applications ..........................................................................................PRCS-4 Volunteers, Background Jackets for Employees ................................................................................................................................... PD-1 Vote-by-Mail Applications Absentee Applications ...............................................................................................................................CC-8 Vote-by-Mail Identification Envelopes ..................................................................................................................................................CC-8 Voter Index Copies used as the Voting Record at Polling Places ..........................................................................................................CC-8 Voter Index Original ...............................................................................................................................................................................CC-8 Vulnerability Assessment Emergency Response Plan Risk .............................................................................................................BWP-17 W
W-2's.................................................................................................................................................................................................... FIN-5 W-3 ...................................................................................................................................................................................................... FIN-4 W-4s..................................................................................................................................................................................................... FIN-4 W-9s..................................................................................................................................................................................................... FIN-4 Waiver of Claims, Ride-Along Waiver Form Program Application Card Release .................................................................................. PD-7 WAM, Job Orders Database ...............................................................................................................................................................BWP-5 WAM, Job Orders................................................................................................................................................................................BWP-5 Wanted Bulletin................................................................................................................................................................................... PD-11 Ward Cases, POLICE REPORTS INCIDENT REPORTS Sealed Juvenile.............................................................................................. PD-27 Warner Bros., Large Customer Meetings Public Relations ................................................................................................................BWP-2 Warrant Request, Training Notice ......................................................................................................................................................... PD-9 Warrants Cashed Numerical..................................................................................................................................................................CT-2 Warrants Foreign Warrant Register..................................................................................................................................................... PD-29 Warrants, Payroll Checks..................................................................................................................................................................... FIN-4 Wastewater local permit, Environmental Records EPA SPCC EPA NPDES EPA GHG......................................................................BWP-8 Wastewater Sewer System Management Plans SSMP And Audits ................................................................................................... PW-15 WASTEWATER, PUBLIC WORKS........................................................................................................................................ PW-12 – PW-15 Watch Commanders Log .................................................................................................................................................................... PD-15 Water Billing Appeals Payment Delinquency Impending Discontinuation.........................................................................................BWP-4 Water Billing Non-payment Notices Notice of Payment Delinquency ...............................................................................................BWP-4 Water Billing NSF Checks Adjustments to Customer accounts ........................................................................................................BWP-4 280
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 93 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Water Billing Payment Plans Amortization Alternative Payment Plans..............................................................................................BWP-4 Water Billing .......................................................................................................................................................................................BWP-4 Water Discharge Permits Swimming Pools.......................................................................................................................................... PW-3 WATER DISTRIBUTION, BWP .........................................................................................................................................BWP-13 – BWP-17 Water Distribution, NPDES Permits .................................................................................................................................................BWP-15 Water for critical medical equipment, Medical Necessity Customers Emergencies.........................................................................BWP-3 Water Operations, NPDES Monitoring Reports................................................................................................................................BWP-15 Water Production Reads Reports To State DHS DWR.....................................................................................................................BWP-17 Water Quality Reports Consumer Confidence Reports ...................................................................................................................BWP-17 Water Quality, Superfund Project Burbank Operable Project ..........................................................................................................BWP-16 Water Reclamation Plant, Project Files ............................................................................................................................................. PW-13 Water Survey Books .........................................................................................................................................................................BWP-17 Water Testing, Swimming Pool Chemicals .......................................................................................................................................PRCS-3 Water Wells, Videos.........................................................................................................................................................................BWP-16 Water, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements ......................................................................CC-2 Water, SCADA Database .................................................................................................................................................................BWP-16 Water, Service Requests Connects Disconnects Electric .................................................................................................................BWP-4 Water, Underground Service Alerts USA's Dig Alerts.......................................................................................................................BWP-16 Weapon Inspection ............................................................................................................................................................................. PD-11 Weapons Database Department Weapons Qualification Shoot Logs ................................................................................................ PD-11 Weapons Display Log, Logs UOF Pursuit Log ..................................................................................................................................... PD-15 Weapons Inspected, Retired Officer Firearm Qualifications .............................................................................................................. PD-10 Weather and other noteworthy events, Diaries Logs Daily Supervisor entries Re ............................................................................... PW-9 WECC Western Electricity Coordination Council Audits .................................................................................................................BWP-12 Weed Abatement, Fire Incident RMS Database Includes Fire Citations ............................................................................................... FD-6 Weekly, Reserve Field Training Evaluation............................................................................................................................................ PD-9 Weight Slips Recycling ......................................................................................................................................................................... PW-8 Weight Slips Refuse ............................................................................................................................................................................. PW-8 Well Records Includes Destroyed Abandoned Wells ......................................................................................................................BWP-17 Western Electricity Coordination Council, WECC...........................................................................................................................BWP-12 Wide Load Applications and Permits, Transportation.......................................................................................................................... PW-3 281
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 94 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Wire Transfers Including Payroll Veba PEHP RHS................................................................................................................................ FIN-3 Wire Transfers, Wires.............................................................................................................................................................................CT-1 Wires Wire Transfers Veba PEHP RHS...................................................................................................................................................CT-1 Withdrawn, Planning Project Files Cancelled Expired ........................................................................................................................CD-13 Withdrawn, Planning Project Files Permanent Entitlements Incomplete ...........................................................................................CD-12 WOOC, Diaries Logs Daily Supervisor entries Re Equipment usage.................................................................................................... PW-9 Work Completed in the Field, Electric Service Orders Complaints ...................................................................................................BWP-5 Work done by Other Divisions for Water (Copies)............................................................................................................................BWP-14 Work order nos., Diaries Logs Daily Supervisor entries Re Equipment usage...................................................................................... PW-9 Work Orders Service Requests All Information Entered in CMMS Database....................................................................................... PW-9 Work Orders Service Requests All Information Entered in CMMS Database..................................................................................... PW-10 Work Orders Service Requests All Information Entered in CMMS Database..................................................................................... PW-15 Work Orders Service Requests CMMS DATABASE............................................................................................................................ PW-10 Work Orders Service Requests CMMS DATABASE............................................................................................................................ PW-15 Work Orders Service Requests CMMS DATABASE.............................................................................................................................. PW-8 Work Orders Service Requests Job Requests Service Repair Orders .................................................................................................. PW-6 Work Orders Service Requests Job Requests...................................................................................................................................... PW-5 Work Orders Service Requests NOT entered in CMMS Database ..................................................................................................... PW-10 Work Orders Service Requests NOT entered in CMMS Database ..................................................................................................... PW-15 Work Orders Service Requests NOT entered in CMMS Database ....................................................................................................... PW-9 Work Orders.......................................................................................................................................................................................BWP-7 Work Reports Hours Vehicles .............................................................................................................................................................. PW-6 Work schedules, Diaries Logs Daily Supervisor entries Re Equipment usage ..................................................................................... PW-9 Work, Job Orders Database WAM......................................................................................................................................................BWP-5 Work, Job Orders WAM......................................................................................................................................................................BWP-5 Workers Compensation Disability Claims Employee Accident Reports...............................................................................................MS-9 Workplace Violence – Hazard identification Evaluation Correction......................................................................................................MS-6 Workplace Violence - Training Presented by City Staff....................................................................................................................... PD-11 Workplace Violence, Training Presented by Staff ALL COURSE RECORDS Attendance...................................................................CW-10 WORM, UNALTERABLE MEDIA IMMUTABLE MEDIA CLOUD IMMUTABLE BACKUP............................................................................ IT-1 Write Offs, Collections Master Collection List...................................................................................................................................BWP-1 282
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 95 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent WRP Operators, Status Reports ........................................................................................................................................................ PW-14 WRP, Sludge Records ........................................................................................................................................................................ PW-14 X
X-rays, Personnel Files Medical File All employees..............................................................................................................................MS-5 Y
Youth - Volunteer ..............................................................................................................................................................................PRCS-4 Youth Endowment Services Fund Board, Agenda Staff Reports City Council Successor.....................................................................CC-1 Youth Endowment Services Fund Board, Agendas City Council Successor Agency RA.......................................................................CC-1 Youth Endowment Services Fund Board, Minutes City Council Successor Agency .............................................................................CC-8 Youth Endowment Services Fund Board, Resolutions City Council Successor Agency .....................................................................CC-10 Z
Zone Changes, Planning Project Files Permanent Entitlements Approved Denied ............................................................................CD-13 Zone Map Amendments, Planning Project Files Permanent Entitlements Approved .........................................................................CD-13 Zone Text Amendments, Planning Project Files Permanent Entitlements Approved .........................................................................CD-13 Zoning Maps Other Maps of Significant Historical Value ....................................................................................................................CD-14 Zoning Studies, Reports Studies Historically significant......................................................................................................................CW-8 283
Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept.
(Managing the
Agreement /
Contract)
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
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
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Lead Dept. CW-012
Boards, Commissions, / Committees:

Citizens Advisory Bodies Formed by

CITY COUNCIL

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

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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records
CW-015 Brochures: See Reference Manuals S / I Yes: After

QC & OD
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 Adopted: 05-19-2026 284
Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

City 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
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference - meets municipal
government auditing standards; GC §34090
Lead Dept. CW-018 Cell Phone Bills (Detailed Backup) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Statement / Summary is sent to Finance,
detailed backup is kept in department; GC
§34090
Lead Dept. CW-021
Committees Internal - Attended by
employees: All Records
(e.g. Records Management Committee,
In-House Task Forces, etc.)
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead
(Responding)
Dept.

CW-022 Complaints / Concerns from Citizens
(operational) 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 S / I Yes: After

QC & OD
CW-025 Copies / duplicates of any record
Copies - When
No Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Adopted: 05-19-2026 285
Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
(from an
outside source)
CW-026
Correspondence - ROUTINE
(IF CONTENT relates in a
SUBSTANTIVE way to the conduct of
the public's business)
(e.g. Administrative Files, e-mail / email
with SUBSTANTIVE content, General
Files, Letters, Memorandums,
Miscellaneous Reports, Press
Releases, Public Records Requests,
etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
ONLY IF the Content relates in a substantive
way to the conduct of the public's business;
City of San Jose v. Superior Court (2017) 2
Cal.5th 608; GC §34090
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-027
Correspondence - Content NOT
Substantive, / NOT made / retained
for the purpose of preserving the
informational content for future
reference (see comments)
Transitory documents such as
calendars, checklists, social media
posting, invitations, instant messaging,
logs, mailing lists, meeting room
registrations, supply inventories,
telephone messages, transmittal letters,
thank yous, requests from other cities,
Teams videoconference chats, notes /
recordings, undeliverable envelopes /
returned mail, visitors logs, voice mails,
etc., unless content substantive.

When No
Longer
Required, or
90 days,
whichever is
Shorter

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, 64 Ops. Cal. Atty.

Gen. 317 (1981); City of San Jose v. Superior
Court (2017) 2 Cal.5th 608
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 Adopted: 05-19-2026 286
Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-027.1
Correspondence - Emails / E-mails -
Content NOT Substantive, / NOT
made / 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 / returned mail,
visitors logs, voice mails, etc., unless
content substantive.
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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, 64 Ops. Cal. Atty.

Gen. 317 (1981); City of San Jose v. Superior
Court (2017) 2 Cal.5th 608
Lead Dept. CW-029 Drafts / Notes: Drafts that are revised (retain final version)
Until the
adoption of the
final document.

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

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 Adopted: 05-19-2026 287
Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Lead Dept.
(Managing the
Grant)
CW-032 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept.
(Managing the
Grant)
CW-033
Grants / CDBG / Reimbursable Claims /
FEMA / 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
After Funding
Agency Audit,
if required - 5
years, unless
Grant
Conditions
requires longer
retention

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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)(7), GC
§34090
Lead Dept. CW-034.1 Hazardous Waste Manifests 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.

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Adopted: 05-19-2026 288
Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

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

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations for some Municipal
Government actions is 3 - 6 months; CCP
§§335 et seq, 349.4; GC §§34090,
54960.1(c)(1); 65009(c)(1)
Manag.

Services /
Human
Resources
CW-044
Personnel Files Retained at the
Department/Division level (When an
employee transfers to a different
department, / separates from the City,
the file should be sent to Management
Services)
Send all originals to Human Resources
Upon
Separation or
Transfer, Send
to
Management
Services
Before
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Ensure records kept in Department files
comply with City policy (all originals are sent to
Human Resources); GC §34090.7
Lead Dept. CW-045 Personnel Files (Supervisor's Notes)
2 years
(After Incorp.

In Evaluation)
Before
Annual
Performance
Evaluation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Adopted: 05-19-2026 289
Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Lead Dept.
(Who Operates
the Vehicle)
CW-047
Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections /
Daily Equipment Checks
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
13 CCR 1234(e); VC 34505.5(c); 49 CFR
396.11; GC §34090
Responding
Dept. CW-047.5 Photographs, Videos of Events Response + 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary draft / Content Not Substantive
(retention is placed on the final plan, report or
brochure); GC §34090 et seq.

Responding
Dept. CW-048 Public Records Act Requests Response + 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Retention period is for responses created to
PRA requests only. Any records produced with
response remain subject to relevant retention
periods; GC §34090
Lead Dept. CW-049 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CW-050 Purchase Orders - Department POs -
Under $5,000 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 / Sale): Property NOT
purchased, Loans not funded, etc.
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-053
Real Estate Appraisal Reports
(Acquisition / Sale): Purchased
Property, Funded Loans
5 years after
Purchase
Completed
Yes: Before
Purchase
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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)(7); GC §34090
Lead Dept. CW-055
Reference Materials: Policies,
Procedures, Brochures, Handbooks,
Manuals, Plans (if not provided in the
schedule.) Standard Operating
Procedures (SOPs), Studies,
Newsletters / Reports (if not provided in
the schedule.): Produced by YOUR
Department
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Adopted: 05-19-2026 290
Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Lead Dept. CW-056
Reference Materials: Policies,
Procedures, Brochures, Handbooks,
Manuals, Plans (if not provided in the
schedule.) Standard Operating
Procedures (SOPs), Studies,
Newsletters / Reports (if not provided in
the schedule.): Produced by OTHER
Departments
When
Superseded, or
No Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7
CW-057
Reference Materials: Policies,
Procedures, Brochures, Handbooks,
Manuals, Plans (if not provided in the
schedule.) Standard Operating
Procedures (SOPs), Studies,
Newsletters / Reports (if not provided in
the schedule.): Produced by OUTSIDE
ORGANIZATIONS (League of
California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-Records
Lead Dept. CW-058 Reports / Studies (Historically
significant - e.g., Zoning Studies) P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Administratively and Historically significant,
therefore retained permanently; GC §34090
Lead Dept. CW-059
Reports / Studies (other than
Historically significant - e.g. Annual
Reports)
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Information is outdated after 5 years; GC
§34090
Lead Dept. CW-061
Safety: OSHA Inspections / Citations,
Log 200 / Log 300, 301, 301A, Safety
Committee Minutes
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Calif. Labor Division is required to keep their
records 7 years; OSHA requires 5 years; State
law requires 2 years; 8 CCR §3203(b)(1), GC
§34090.7; LC §6429c
Lead Dept. CW-062 Speaker Cards, Meeting Notes
(submitted at public meetings)
When Minutes
are Approved
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transitory records not retained in the ordinary
course of business (used to accurately
produce minutes); 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 Adopted: 05-19-2026 291
Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Lead Dept. CW-063 Special Event Permits Expiration + 2
years
Yes: During
Class or
Program
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CW-063.1 Subject Files
2 years from
completion or
when no longer
required,
whichever is
longer

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CW-064
Surveys / Questionnaires (that the City
issues).

Responses, Reports / Summaries
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CW-066 Time Sheets / Time Cards / Time Logs
(With Employee Signatures) 6 years Mag, Mfr, OD, Ppr S / I 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 Adopted: 05-19-2026 292
Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Lead Dept. CW-066.5
Training EMPLOYEE RECORDS (If
Records are Created - filed by
Employee Name)
Required Information by Employee
for all Employee Training for
Separation + 5 years:

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualification
Documents
Separation + 5
years
Mag
LC §§1198.5, 6401.9(f), 6429(c); 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b)
Lead Dept.
(Presenting the
Training)
CW-067
Training Presented by Staff - ALL

COURSE RECORDS
Attendance Rosters, Sign-in Sheets,
Outlines / Materials:
includes Ethics, Fiscal & Financial,
Harassment, Workplace Violence,
Safety Training, Tailgates)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Ethics, Fiscal &
Financial Harassment & Workplace Violence
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 4 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); ,
53238.3(b); LC §6401.9(f)
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 Adopted: 05-19-2026 293
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 /
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets municipal
government auditing standards); 18 CFR
125.3; GC §34090
BWP /
Customer
Service /
Marketing
BWP-008 Armored Manifest Books 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
BWP /
Customer
Service /
Marketing
BWP-010 Bankruptcies - BWP Customers - WHERE A
CLAIM IS FILED 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not City records (account is closed and
bankruptcy noted in database)
BWP /
Customer
Service /
Marketing
BWP-011 Bill Inserts / Marketing 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
These are bank instruments, and not City
records; per bank agreement.

BWP /
Customer
Service /
Marketing
BWP-012
Collections / Master Collection List / Write
Offs / Collection Agency Assignments (/
associated disputes)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 05-19-2026 294
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-014 Conservation Records 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 BWP /
Customer
Service /
Marketing
BWP-016 Customer Account Adjustment Backup 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
BWP /
Customer
Service /
Marketing
BWP-017 Customer Receipts (Payment stubs /
receipts) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

BWP /
Customer
Service /
Marketing
BWP-018 Customer Service Database
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 BWP /
Customer
Service /
Marketing
BWP-020 Large Customer Meetings, Public Relations
(e.g. Warner Bros., etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 295
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-021
Life Support Application / Life Line (Seniors,
Disabled Persons, Low Income) / Burbank
Utility Service Subsidy (BUSS) for incomequalified customers Denial or
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
BWP /
Customer
Service /
Marketing
BWP-021.1
Medical Necessity Customers (Emergencies
/ Shut-offs - Customers who must have
electricity / water for critical medical
equipment)
Expiration +
2 years
Mag, Ppr,
Mfr, OD S / I 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
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data is interrelated; This data cannot be
destroyed without Council approval; GC
§34090
BWP /
Customer
Service /
Marketing
BWP-023 Miscellaneous Receipts 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference (meets municipal
government auditing standards); 18 CFR
125.3;GC §34090
Lead Dept. BWP-026 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BWP /
Customer
Service /
Marketing
BWP-027 Rebate Programs / Toilet Rebates, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference (meets municipal
government auditing standards); GC
§34090
BWP /
Customer
Service /
Marketing
BWP-028 Residential / Commercial Applications for
Service
Termination
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Adopted: 05-19-2026 296
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 Service Requests - Connects / Disconnects -
Electric / Water (entered into Database) Indefinite Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
Mag, Ppr,
Mfr, OD S / I Yes: After QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
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
Mag, Ppr,
Mfr, OD S / I 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
Mag, Ppr,
Mfr, OD S / I 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
Mag, Ppr,
Mfr, OD S / I 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
Mag, Ppr,
Mfr, OD S / I 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
Mag, Ppr,
Mfr, OD S / I 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 Adopted: 05-19-2026 297
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 /
Electric
Services /
Customer
Service
BWP-030
Electric Service Orders - Service
Confirmations / Complaints Database
/Customer Information System Database
Indefinite Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 / initials
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
BWP /
Electric
Services
BWP-035
Job Orders / WAM (Work / Asset
Management) / Lifecycle Works - Hard
Copies (Completed Paper Versions with
field notes)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
City preference; CCP §§338 et seq., 340 et
seq., 342, GC §34090
BWP /
Electric
Services
BWP-034 Job Orders Database / WAM (Work / Asset
Management) Database / Lifecycle Works
Indefinite -
Until
Superseded
or Updated
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 298
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-036.1 Lockout-Blockout / Lockout-Tagout 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of Limitations:

Contracts & Spec's=4 years, Wrongful
Death=comp. + 5 years, Developers=comp.
+ 10 years; CCP §§336(a), 337 et. seq., 18
CFR 125.3; GC §34090
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.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into
DigAlert Software; the Excavator, Operator
and the Regional Notification Center has
the obligation to retain the notice for 3
years; GC §§4216.2(f); 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 Adopted: 05-19-2026 299
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-040 Work Orders 10 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
City preference; May contain sewer records,
which are required for 5 years; SWRCB
Order 2022-0103-DWQ; CCP §§338 et
seq., 340 et seq., 342, GC §34090, 12168.7

BWP / FINANCE (BWP)
Financial
Services /
Accounting
BWP-041 Financial Services Database
Indefinite
(Minimum 10
years)
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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

BWP / BWP
Finance BWP-043.5 Vehicle Titles "Pink Slips" for BWP Vehicles Upon Sale of Vehicle Mag, Mfr,
OD, Ppr S / I Provided to new owner upon sale; GC §34090

BWP / POWER SUPPLY
BWP / Power
Supply BWP-044
California Energy Commission (CEC)
Licenses / Regulatory Correspondence that
is Tied to an Asset
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BWP / Power
Supply BWP-045 California Energy Commission (CEC) Reports 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 18 CFR 125.3; GC
§34090
BWP / Power
Supply BWP-047
Department of Energy (DOE) Licenses /
Regulatory Correspondence that is Tied to
an Asset
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 300
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-048 Department of Energy (DOE) Reports 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 18 CFR 125.3; GC
§34090
BWP / Power
Supply BWP-049 Environmental / Electrical Equipment Disposal - Hazardous Material P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

BWP / Power
Supply BWP-049.3
Environmental Records
(CARB with Cap-and-Trade Obligation)
Reports, Inspections, Audits, Enforcement,
Submittals, Plans, Training Records, Logs,
Procedures.
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 17 CCR § 95105; GC §34090 et seq.

BWP / Power
Supply BWP-049.4
Environmental Records
(EPA SPCC, EPA NPDES, EPA GHG,
SWRCB IGP and Vault Dewatering Permit,
Wastewater local permit, ) Reports,
Inspections, Audits, Enforcement,
Submittals, Plans, Training Records, Logs,
Procedures.
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
40 CFR § 98.3(g); 40 CFR § 112.7(e); 40
CFR § 122.41; GC §34090 et seq.

BWP / Power
Supply BWP-049.5
Environmental Records
(EPA Title V, SCAQMD, Cal ARP, CARB no
Cap-and-Trade Obligation) Reports,
Inspections, Audits, Enforcement,
Submittals, Plans, Training Records, Logs,
Procedures.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
40 CFR § 70.6(a)(3)(ii)(B); 17 CCR §
95105; GC §34090 et seq.

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

BWP / Power
Supply BWP-051
FERC (Federal Energy Regulatory
Commission) Inspections that are Tied to an
Asset
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 301
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 / Regulatory
Correspondence that is Tied to an Asset
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept. BWP-127 Generator Operations Logs / Inspections (all Generators) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 18 CFR 125.3. GC
§34090;
BWP / Power
Supply BWP-054 Logs / Diaries 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BWP / Power
Supply BWP-055 Manifest (EPA Standard) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 BWP / Power
Supply BWP-056 NERC (North American Energy Corporation) Audits 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BWP / Power
Supply BWP-057 Power Outage Report Database Indefinite Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 BWP / Power
Supply BWP-058 Power Outage Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; The database is
the original; GC §34090 et seq.

BWP / Power
Supply BWP-059 Power Production Operating Data Logs 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 302
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-060 Power Trading / Power Scheduling(Check Out Worksheets) Completion +
10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference auditing standards
are 5 years,; ; GC §34090
BWP / Power
Supply BWP-061 Power Trading / Power Scheduling(Confirmations, Invoices) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (audited every 6
years); GC §34090
BWP / Power
Supply BWP-062 Power Trading / Power Scheduling(Generation Worksheets) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (audited every 6
years); GC §34090
BWP / Power
Supply BWP-063 Power Trading / Power Scheduling(Pathing Sheets) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (audited every 6
years); GC §34090
BWP / Power
Supply BWP-064 Power Trading / Power Scheduling(Voice Recordings) 10 years Mag, Ppr Department Preference (audited every 6 years); GC §34090 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.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of Limitations:

Contracts & Spec's=4 years, Wrongful
Death=comp. + 5 years, Developers=comp.
+ 10 years; CCP §§336(a), 337 et. seq., GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 303
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-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.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 18 CFR 125.3; GC
§34090
BWP / Power
Supply BWP-070 Sampling / Circular / Strip Charts 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BWP / Power
Supply BWP-071 SCADA Database (Power) (Supervisory Control / Data Acquisition) - ECC Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; GC §§34090, 12168.7
BWP / Power
Supply BWP-072 SCADA Log Books P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BWP / Power
Supply BWP-074 Switching Order Logs 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 BWP / Power
Supply BWP-075 Utility Standards Superseded + 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 304
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-12
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-076 WECC (Western Electricity Coordination Council) Audits 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090

BWP / TECHNOLOGY
BWP /
Technology BWP-077 License - FCC P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BWP /
Technology BWP-080 Communications - Subject / Correspondence Files 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BWP /
Technology BWP-081
Concurrence Letters Supporting
Concurrence Letter that are a Condition of
City’s FCC License
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BWP /
Technology BWP-083 Fiber Optic / Network Drawings P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

BWP /
Technology BWP-084 Systems Support: Fiber optics / Communications / Leases Termination
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 305
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-13
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 DISTRIBUTION
BWP /
Water Dist. BWP-085.1 Backflow Testing / Cross Connection Testing 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; exceeds SWRCB
Cross-Connection Control Policy Handbook
Section 3.5.1 requires records be retained
for the previous three calendar years,; GC
§34090
BWP /
Water Dist. BWP-085 Chains of Custody: Bacteriological / Organics 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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) Disinfectant Residuals,
Disinfection Byproducts, / Disinfection
Byproduct Precursors)
12 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (10 years is
required); 40 CFR 141.33(a); 22 CCR
§§64470, 64537,
BWP /
Water Dist. BWP-087 Chains of Custody: Lead / Copper
12 years, , or
2 Compliance
Cycles,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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; 22 CCR 64690.80; 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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BWP /
Water Dist. BWP-092 Fire Hydrant Flow Tests (Development / Maintenance) - Database Indefinite -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (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 Adopted: 05-19-2026 306
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-14
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-093 Fire Hydrant Flow Tests (Development / Maintenance) - Paper 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (valves are
exercised every year); GC §34090
BWP /
Water Dist. BWP-095 Hydrant Meters - Rentals / Temporary (Pools, Construction) End of Rental
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 BWP /
Water Dist. BWP-094 Inspections for Underground Vaults
Next
Inspection +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (inspections are
conducted every year); 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

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (5 years meets DHS
requirements for water distribution
systems); CCP §§338 et seq., 340 et seq.,
342, GC §34090
Division
Providing
Service /
Work
BWP-099 Job Orders - All Information Entered in
CMMS Database
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq., 342,
GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 307
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-15
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-101 Log Book (Pump Houses) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BWP /
Water Dist. BWP-102 NPDES Monitoring Reports (Water Operations) Expiration +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Yes: Until
Expiration
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Monitoring records
required for 3 years; 40 CFR §§122.21,
122.41; CCP §337 et seq.

BWP /
Water Dist. BWP-104 Operating Permit P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Div. BWP-105 Operations / Maintenance Manuals / O&M Manuals
Disposal of
Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 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.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of Limitations:

Contracts & Spec's=4 years, Wrongful
Death=comp. + 5 years, 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.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; retained for
disaster preparedness purposes; GC
§34090
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Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-16
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-105.4 Public Notices - Potable Water (Tier 1, 2, / 3) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR §64470; GC §34090 BWP /
Water Dist. BWP-105.6 Reservoirs: Flushing, Disinfection / Cleaning
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD
Flushing, Disinfection, Inspection and
Cleaning is required for 3 years; 22 CCR
§64604(c); GC §34090
BWP /
Water Dist. BWP-106 SCADA Database (Water) (Supervisory Control / Data Acquisition) Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; GC §§34090, 12168.7
BWP /
Water Dist. BWP-107 Service Orders - Meter Location Maps P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BWP /
Water Dist. BWP-108 Source Water Analysis / Reports / Sampling:

Bacteriological / Organics 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 40 CFR 141.33(a)
BWP /
Water Dist. BWP-109 Source Water Analysis / Reports / Sampling: Chemical (Includes Chlorine Residuals) 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 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.) 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 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into
DigAlert Software; the Excavator, Operator
and the Regional Notification Center has
the obligation to retain the notice for 3
years; GC §§4216.2(f); GC §34090
City Clerk BWP-114 Urban Water Management Plans (UWMP) P Yes Mag, Mfr, OD, Ppr S / I 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 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 Adopted: 05-19-2026 309
Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-17
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Confidential; 42 USC 300i-2(c); GC §34090
et seq
BWP /
Water Dist. BWP-118 Water Production Reads / Reports (to State DHS / DWR) From
Reporting + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Required for 12
years or 2 compliance cycles; 40 CFR
141.33(a); 40 CFR 141.155. 22 CCR
§64470; 22 CCR §64483(g); GC §34090
BWP /
Water Dist. BWP-121 Water Survey Books P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 / Abandoned Wells) P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 310
Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City
Attorney CA-004 Amicus Briefs 2 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Department Preference; GC §34090
City
Attorney CA-005 Bankruptcies
Final
Resolution +
2 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Retained for auditing purposes; GC §34090
City
Attorney CA-006 Citations / Criminal Complaints
Incident
Date + 7
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
City Attorney is OFR for the Claim; GC
§34090.7
City
Attorney CA-007
Citations / Criminal Complaints: Misdemeanor -
Adult Marijuana / Cannabis - HS
§11357(b)(c)(d)(e) / HS §11360(b) (with
procedure in HS §11361.5)
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 Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop. /
Code
Enforcement
CA-008 Code Enforcement Files Current + 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (copies / preliminary
drafts); GC §34090.7
City
Attorney CA-008.5 Criminal Case Appeals
Final
Resolution
+25 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Retained for auditing purposes; 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 Adopted: 05-19-2026 311
Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 Case Files - Final
Settlement Agreements / 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.

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

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

After QC
& OD
Department Preference; Covers various statute
of limitations; CCP §§ 337 et seq.; GC §§945,
34090, 34090.6; PC §832.5
City
Attorney CA-012 Legal Research Memos / Legal Opinions Current + 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City
Attorney CA-012 Prosecution Declinations
Incident
Date + 2
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Retained for auditing purposes; GC §34090
City
Attorney CA-014 Potential Litigation
Incident
Date + 6
years
except: real
property or
sexual
abuse of
minor
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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 1 - 4 years for claims, 10 years
for property, sexual assault of minor dependent
upon date of incident; CCP §§ 312-365; 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 Adopted: 05-19-2026 312
Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-3 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City
Attorney CA-017.1 Third Party Subpoena Files 2 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
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 Adopted: 05-19-2026 313
Ver. 32.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 for some Municipal Government
actions is 3 - 6 months; CCP §§335 et seq,
349.4; GC §§34090, 54960.1(c)(1);
65009(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 Mag, Mfr,
OD, Ppr S / I 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Adopted: 05-19-2026 314
Ver. 32.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 / Contract includes all
contractual obligations (e.g. Amendments
/ Scope of Work / 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.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I 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 Adopted: 05-19-2026 315
Ver. 32.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 NONINFRASTRUCTURE) PSAs
(Professional Service Agreements),
Leases, Classroom, etc.

Agreement / Contract includes all
contractual obligations (e.g. Amendments
/ Scope of Work / 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
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I 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
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-007.1 Boards Applications - Unsuccessful / Commission Applications - Unsuccessful
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-007.2 Boards / Commission Applications -
Successful
End of Term +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-007.3 Boards / Commission History Book P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-007.4 Boards / Commission Maddy Act List 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-010 Charter / Amendments P
Mag, Mfr,
OD, Ppr S / I 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 Adopted: 05-19-2026 316
Ver. 32.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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).

Mang.

Services /
Risk
Manag.

CC-012 Claims Against the City (Forwarded to
Risk Management) 2 years Yes: Until Resolution
Mag, Mfr,
OD, Ppr S / I 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 of Office + 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
City maintains original statements; GC
§81009(e)&(g)
City Clerk CC-016.1
Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ELECTRONICALLY FILED
10 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Department preference; Only Campaign
Statements filed electronically are required
for 10 years; GC §81009(f)(g); GC §84615
City Clerk CC-017
Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS (Elected.

Includes City Council Members, Planning
Commission Members, City Manager, City
Treasurer, City Attorney - "87200 filers")
Termination of
Office + 7
years
Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
Department Preference; as of January 1,
2025, the FPPC is the Filing Officer for 87200
filers; City maintains copies only; original
statements are filed with FPPC; GC
§81009(f)&(g)
City Clerk CC-017.1
Economic Interest Filings (FPPC Form
602 or 635) - Lobbyist Authorization /
Reporting
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC Department preference; 2 CCR 18615(f) City Clerk CC-018 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC
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 Mag, Mfr, OD, Ppr S / I Yes: After QC Should post on website for 4 years; FPPC
Forms Retention Summary for Filing Officers;
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 Adopted: 05-19-2026 317
Ver. 32.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-019.1 FPPC Form 803 (Behested Payment
Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC
FPPC Regulation 18734(c); FPPC Forms
Retention Summary for Filing Officers; GC
§81009e
City Clerk CC-019.3 FPPC Form 805 (Agency Report of
Consultants) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC
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 Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; 2 CCR 18702.5(b)(3);
GC §34090; GC §81009(e)

CITY CLERK / ELECTIONS - CONSOLIDATED
City Clerk /
Elections CC-020
Candidate File: Campaign Disclosure
Statements (FPPC 400 Series / 501
Form) Nomination Papers, Candidate
Statements: SUCCESSFUL
CANDIDATES (Elected Officials)
Includes Successful Candidates that file
Form 460s / 470s electronically
P
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; Data that has been
maintained for at least 10 years may then be
archived in a secure format; 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)
City Clerk /
Elections CC-021
Candidate File: Campaign Disclosure
Statements (FPPC 400 Series / 501
Form) Nomination Papers, Candidate
Statements: UNSUCCESSFUL

CANDIDATES
Includes Unsuccessful Candidates that
file Form 460s / 470s electronically, /
those Without Committees that Don't File
Electronically
Date of
Election + 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; 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)
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 Adopted: 05-19-2026 318
Ver. 32.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 /
Elections CC-021.1
Campaign Disclosure Statements (FPPC
400 Series Forms, 501 Form):

UNSUCCESSFUL CANDIDATES,

ELECTRONICALLY FILED - WITH /
WITHOUT Committees
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Department preference; 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; Nomination
papers: CA law states term of office and 4
years after the expiration of EC §17100;
CCP§583.320(a)(3); GC §81009(b)&(g)
City Clerk /
Elections CC-022
Campaign Disclosure Statements (FPPC
400 Series Forms): THOSE NOT

REQUIRED TO FILE ORIGINAL WITH
CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC GC §81009(f)&(g)
City Clerk /
Elections CC-023
Campaign Disclosure Statements (FPPC
400 Series Forms): OTHER
COMMITTEES (PACS - not candidatecontrolled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC GC §81009©&(g)
City Clerk /
Elections CC-024
Elections - ADMINISTRATION Files
(Correspondence, Precinct Maps, County
Election Services, etc.)
4 years Mag, Ppr Department preference; GC §34090, BMC 2-3- 2301 - 2303
City Clerk /
Elections CC-025 Elections - HISTORICAL (Sample ballot, Certificate of Election, P
Mag, Mfr,
OD, Ppr S No Retained for Historical Value, GC §34090
City Clerk /
Elections CC-026.1
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination +
1 year after
petition
examination
Ppr
Not accessible to the public; If the insufficient
petition is NOT examined by the proponent(s),
it has a retention of 8 months after final
examination by the elections official, unless
there is a legal or FPPC proceeding. If the
petition is examined by the proponent(s), the
petition has a retention of 1 year after
examination. EC §§17200(b)(3), 17400
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 Adopted: 05-19-2026 319
Ver. 32.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 /
Elections CC-026.2
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determination
of
Insufficiency +
8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes
the determination of insufficiency / examines
the petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
City Clerk /
Elections CC-026.3 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT Results + 8
months 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

CITY CLERK / ELECTIONS - STAND-ALONE
City Clerk /
Elections CC-027
Assessment District Ballots / protest
letters, Envelopes - Prop. 218
proceedings
2 years Ppr GC §§53753(e)(2), 53755(d)
City Clerk /
Elections CC-028 Ballots - After Election 6 mo. Ppr EC §17302 City Clerk /
Elections CC-029 Ballots - After Recount 6 mo. Ppr EC §17306 City Clerk /
Elections CC-030 Challenged / Assisted Voters List 6 mo. Ppr If uncontested, EC §17304 City Clerk /
Elections CC-031 Inspector Receipts for Ballots 6 mo. Ppr EC 17302, 17306 City Clerk /
Elections CC-032 Precinct Officer Appointments 6 mo. Ppr EC §17503 City Clerk /
Elections CC-033 Roster of Voters
Date of
Election + 5
years
Mag, Mfr,
OD, Ppr EC §17300
City Clerk /
Elections CC-034 Tally Sheets, Logic / Accuracy Test Certifications 6 mo. Ppr EC §17304 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 Adopted: 05-19-2026 320
Ver. 32.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 /
Elections CC-035
Vote-by-Mail Applications, Absentee
Applications, Roster of Absentee
Applications
6 mo. Ppr EC §17505
City Clerk /
Elections CC-036 Vote-by-Mail Identification Envelopes, Absentee Identification Envelopes 6 mo. Ppr EC §17302 City Clerk /
Elections CC-037 Voter Index Copies used as the Voting Record at Polling Places 6 mo. Ppr EC §17304 City Clerk /
Elections CC-038 Voter Index Original
Date of
Election + 5
years
Ppr EC §17001
(End of Elections Section)
City Clerk CC-038.1 Enterprise System Catalogue (posted online) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-038.2 Ethics Training Certificates - All Required Filers
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.)
P
Mag, Mfr,
OD, Ppr S / I 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
/ Commissions, City Manager, City
Treasurer, City Clerk, / City Attorney
Termination +
6 years
Mag, Mfr,
OD, Ppr S / I 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
City Clerk CC-044.1 Meeting notes, Speaker Cards
When Minutes
Are
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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 Yes (all) Mag, Mfr,
OD, Ppr S / I 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 Adopted: 05-19-2026 321
Ver. 32.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-046 Municipal Code Amended Sections /
Pages 2 years Mag, Mfr, OD, Ppr S / I No Department preference; GC §34090 et seq.

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

City Clerk CC-047.2 Passport Receipt Books 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference (meets auditing
standards); GC §34090 et. seq.

City Clerk CC-047.3 Passport Transmittals 24 months Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
US Passport requirement to destroy forms
monthly once retention is met; GC §34090
Lead Dept. CC-048 Public Employee Fidelity Bonds
(Dishonesty, etc.)
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I 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
City Clerk CC-014
Recorded Documents: Deeds,
Easements, Encroachments, Real
Property, Dedications, Abandonments,
Covenants, Vacations, Rights of Ways
Includes Housing Authority
P
Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-049
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes - DVD-R / VCR
(ALL) / DVD-Rs:

City Council, Planning Commission,
Redevelopment / Housing Authority
Meetings:
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 Mag, Mfr, OD, Ppr S / I 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 Mag, Mfr,
OD, Ppr S / I 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 Adopted: 05-19-2026 322
Ver. 32.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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
Resolutions - City Council, Successor
Agency, RA (Redevelopment Agency),
HA (Housing Authority), Parking Authority,
Public Financing Authority, Youth
Endowment Services Fund Board,
Oversight Board
P Yes (all) Mag, Mfr,
OD, Ppr S / I No GC §34090 et. seq.

City Clerk CC-051.1 Secretary of State Statement of Facts / Registry of Public Agencies 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq.

Lead Dept.. CC-054 Subpoenas (forward to Lead
Departments) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Adopted: 05-19-2026 323
Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(City Council, Public Information Office)
Page CM-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 MANAGER / CITY COUNCIL
City
Manager /
City Council
CM-003
Proclamations / Commendations /
Certificates / Recognitions (includes
requests)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090

CITY MANAGER
City
Manager CM-004 Administrative Procedure History P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City
Manager CM-007 Subject Files - High Profile Issues 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

CITY MANAGER / PUBLIC INFORMATION OFFICE
City
Manager /
PIO
CM-010 Recordings - Videos / Recordings (nonCity Council meetings) 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 Adopted: 05-19-2026 324
Ver. 28.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
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.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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) /
Deposit Slips / Misc. Collection Books
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (meets auditing
standards); GC §34090
City
Treasurer CT-004 Daily Cash Balance 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets auditing
standards); GC §34090
City
Treasurer CT-005 Daily Investment Activity 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets auditing
standards); GC §34090
City
Treasurer CT-009 Fund Accounting Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (meets auditing
standards); GC §34090
City
Treasurer CT-011 Liens P
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City
Treasurer CT-013 Promissory Notes (Developers)
Loan Pay-off
or
Forgiveness
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Consolidated Plan
Requirements; Required for 3-4 years from
expenditure or performance report; 24 CFR
570.502(a)(7), GC §34090
City
Treasurer CT-015 Signature Cards / Plates Inactive + 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (meets auditing
standards); GC §34090
City
Treasurer CT-020.1 Wires / Wire Transfers (Veba, PEHP, RHS) 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 - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 05-19-2026 325
Ver. 28.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-021 Warrants (Cashed) - Numerical 5 years Mag, Mfr, OD, Ppr S / I 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 Adopted: 05-19-2026 326
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

COMMUNITY DEVELOPMENT / BUILDING AND SAFETY
CDD /
Building &
Safety
CD-009 Board of Building / Fire Code Appeals
AGENDAS, AGENDA PACKETS. 2 years
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
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:

Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
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 Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes taken to facilitate the writing of the
minutes can be destroyed after minutes have
been adopted; GC §34090 et seq.

CDD /
Building &
Safety
CD-002 Building Permit Application has Expired P
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD
Department Preference; CBC §§104.7, GC
§34090
CDD /
Building &
Safety
CD-003 Building Permit Database P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference -(required for Life of
the Building) Data is interrelated; CBC §§

1.8.4.3.1, 104.7, and 107.5 GC §34090, H&S
§19850
CDD /
Building &
Safety
CD-005 Building Permits (All Issued) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC &OD GC §34090, CBC §104.7, H&S §19850 CDD /
Building &
Safety
CD-006
Building Plans / Construction Documents -
Finalled - SINGLE FAMILY RESIDENTIAL -

SFR / APPURTENANCES
P Yes (all) Mag, Mfr,
OD, Ppr S / I 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 §§ 1.8.4.3.1, 104.7 –
104.7.4 and 107.5; H&S§19850, 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 Adopted: 05-19-2026 327
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CDD /
Building &
Safety
CD-007
Building Plans / 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 Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD
Department Preference; Law requires for the
life of the building for commercial only; CBC
§§ 1.8.4.3.1, 104.7 – 104.7.4 and 107.5;
H&S§19850, GC §34090
CDD /
Building &
Safety
CD-007.1 Business License Regulatory Permits /
Tobacco Dealers, etc. ("BL") 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; GC
§34090
CDD /
Building &
Safety
CD-018 Business Tax Revenue Applications ("BT") 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 et seq.

CDD /
Building &
Safety
CD-017 California Building Codes / Uniform Building
Codes (CBC, UBC, UPC, UEC, etc.) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §50022.6
CDD /
Building &
Safety
CD-020
Code Violations / Code Enforcement /
Abatement Case Files
(Includes appeals / Code Enforcement
Complaint Letters)
Resolved or
Terminated + 5
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Case is open until
satisfactorily resolved (some cases are not
resolved); 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary documents not retained in the
ordinary course of business; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 05-19-2026 328
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CDD /
Building &
Safety
CD-012 Contractors Licensed - Applications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
CDD /
Building &
Safety
CD-013 Grading Permits / Plans P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
CDD /
Building &
Safety
CD-004 Grading Plans / Soil Reports P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department Preference; GC §34090 CDD /
Building &
Safety
CD-024 Recorded Seismic Retrofit Notices /
Releases P
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
CDD /
Building &
Safety
CD-016 Requests / Permissions to Receive Copies
of Plans (to / from architects) 2 years Mag, Mfr, OD, Ppr S / I 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

COMMUNITY DEVELOPMENT / ECONOMIC DEVELOPMENT AND HOUSING CDD /
Economic
Develop. &
Housing
ED&H-009
20% Set Aside - Residential Rehabilitation
Loans - NO RECAPTURE / RESALE

RESTRICTIONS
Project
Completion + 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I 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 570.506; 24
CFR 92.508(a)(c)(2) & 570.502(a)(7), 982.158,
884.214; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 05-19-2026 329
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CDD /
Economic
Develop. &
Housing
ED&H-010 Acquisition File (Real Property) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
CDD /
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
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)(7), , 982.158,
884.214; GC §34090
City Clerk ED&H-015 Agency Formation, Policy, Financing P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Send originals to the City Clerk; Department
preference to retain copies permanently; GC
§34090.7
City Clerk ED&H-016 Alley Vacations P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Send originals to the City Clerk; Department
preference to retain copies permanently; GC
§34090.7
CDD /
Economic
Develop. &
Housing
ED&H-017
Applications for Loans: Denied / Not
Qualified / Rejected (First Time Home
Buyers, Rehabilitation, etc.)
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Federal regulations
require 3 years for all ineligible applications24
CFR § 982.158(f)(2); GC §34090 et seq.

CDD /
Economic
Develop. &
Housing
ED&H-011
Assessment / Maintenance / Landscape /
Lighting / Street Improvement District
Projects / Community Facilities Districts /
Business Improvement Districts
(FORMATION, BOUNDARIES)
P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference; Statute of Limitations
is 4 - 10 years (for Errors & Omissions); CCP
§§337. 337.1(a), 337.15, 343; GC §34090.7
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 05-19-2026 330
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 ED&H-019
Bonds: Debt Official Statements /
Certificates of Participations (COPs)
Includes Trustee Statements / Arbitrage
Payoff /
Defeasement
of Bond + 10
years
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of Limitations
for Bonds issued by local governments are
10 years; IRS bond auditing regulations state,
"…material records should generally be kept
for as long as the bonds are outstanding, plus
3 years after the final redemption date of the
bonds;” There are specific requirements for
disposal of unused bonds; CCP §§336 et seq.
337.5(a); 26 CFR 1.6001-1(e): 26 CFR § 1.148-
5(d)(6)(iii)(E); GC §43900 et seq. GC
§34090.7
CDD /
Economic
Develop. &
Housing
ED&H-019.1
Business Improvement Districts /
Community Facilities Districts -
Management / Administration
P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference; Statute of Limitations
is 4 - 10 years (for Errors & Omissions); CCP
§§337. 337.1(a), 337.15, 343; GC §34090.7
CDD /
Economic
Develop. &
Housing
ED&H-020
Business Improvement Districts / Tax
Assessment Districts Administration /
Promotion
Expiration of
Management
Plan + 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets auditing
standards); GC §34090
CDD /
Economic
Develop. &
Housing
ED&H-012
CDBG Affordable Housing Loans - NO

RECAPTURE / RESALE RESTRICTIONS
(Contract Agreements, Compliance
Monitoring)
Project
Completion + 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I 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 570.506; 24
CFR 92.508(a)(c)(2) & 570.502(a)(7), 570.502,
982.158, 884.214; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 05-19-2026 331
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CDD /
Economic
Develop. &
Housing
ED&H-013
CDBG Environmental Project Review
Records (Where Redevelopment is the
Lead Department)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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)(7),; GC §34090
CDD /
Economic
Develop. &
Housing
ED&H-021 Community Facilities Districts P
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090.7 CDD /
Economic
Develop. &
Housing
ED&H-022 Compliance Monitoring for Affordable
Housing Developers
Termination of
affordable
covenants or
restrictions + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send originals to the City Clerk; GC §34090.7 CDD /
Economic
Develop. &
Housing
ED&H-024
Economic Development (Issues / projects
will vary over time - e.g. Proposed Hotels,
etc.)
2 years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
CDD /
Economic
Develop. &
Housing
ED&H-024.5
Housing Plans: Consolidated Annual
Performance and Evaluation Review
(CAPER) / Comprehensive Housing
Affordability Strategy (CHAS) / Consolidated
Action Plan / Analysis of Impediments to
Fair Housing Choices / Citizen Participation
Plan / Action Plans, etc.

Superseded +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
24 CFR 91.105(h); 24 CFR 92.508(a); 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 Adopted: 05-19-2026 332
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CDD /
Economic
Develop. &
Housing
ED&H-025.1
Housing Programs: Homeownership
Housing Projects

CDBG / HOME
WITH Recapture / Resale Restrictions
5 years after
the Affordability
Period
Terminates, or
the Written
Agreement
Terminates,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S / I 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 570.506; 24
CFR 92.508(a)&(c) & 570.502(a), 982.158,
884.214; GC §34090
CDD /
Economic
Develop. &
Housing
ED&H-003 Landlord / Tenant FORMS / Housing
Concern Intake FORMS 4 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC &OD Department preference; GC §34090 et seq.

CDD /
Economic
Develop. &
Housing
ED&H-026 Leases / Rental Agreements 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., 24
CFR 570.506; GC §34090
CDD /
Economic
Develop. &
Housing
ED&H-028 Offerings of Property to the Agency / City
(not pursued) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 CDD /
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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Various benchmarks are placed using the
number of residential dwelling units on the
project site within the last five years; GC
§§34090, 66300.

CDD /
Economic
Develop. &
Housing
ED&H-030 Property - City / Agency Owned (Supporting
Documentation) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send originals of all deeds and title insurance
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 Adopted: 05-19-2026 333
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CDD /
Economic
Develop. &
Housing
ED&H-031 Proposals - Unsuccessful 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 CDD /
Economic
Develop. &
Housing
ED&H-032
Real Estate Appraisal Reports (Acquisition /
Sale): Property NOT purchased, Loans not
funded, etc.

Denial + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Not accessible to the
public; GC §§34090; 7928.705,
CDD /
Economic
Develop. &
Housing
ED&H-033 Real Estate Appraisal Reports (Acquisition /
Sale): Purchased Property, Funded Loans P
Yes:

Before
Purchase
Mag, Mfr,
OD, Ppr S / I 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
CDD /
Economic
Develop. &
Housing
ED&H-034 Receipts (Detail Backup) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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,) / City
Clerk has all Real Property records for
Permanent retention)
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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community
Development
/ Planning
ED&H-035.7
Redevelopment Projects / Project Areas
Environmental Documents / CEQA
Permits, EIRs, Categorical Exemptions,
Negative Declarations, etc.

Send to
Planning
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 Adopted: 05-19-2026 334
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

City Clerk ED&H-035.8
Redevelopment Projects / Project Areas
Real Property: Deeds, Easements,
Rights of Way
Send to City
Clerk
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 CDD /
Economic
Develop. &
Housing
ED&H-036 Relocation Files Settle + 5 years Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC &OD
Consistent with Claims; CCP §§ 337 et seq.;
GC §§ 945, 34090, 34090.6; PC §832.5
CDD /
Economic
Develop. &
Housing
ED&H-037 Right of Entry Agreements Expiration + 5
years
Yes (until
expired)
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (covers statute of
limitations for contractual obligations; CCP
§337 et seq., GC §34090
CDD /
Economic
Develop. &
Housing
ED&H-038 Sale of Property (Backup Documentation) P
Mag, Mfr,
OD, Ppr S / I
Yes: Yes:

After QC
& OD
Send originals of all deeds and title insurance
to the City Clerk; Department preference to
retain copies permanently; GC §34090.7
CDD /
Economic
Develop. &
Housing
ED&H-039 Site Clearance / Soils Remediation /
Mitigation P
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 CDD /
Economic
Develop. &
Housing
ED&H-041 Street Vacations - Where Redevelopment is
the Lead P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 COMMUNITY DEVELOPMENT / SECTION 8
CDD /
Section 8
Economic
Develop. &
Housing
ED&H-004.1 Section 8 Administrative Records - VMS,

SEMAP, AUDITS / HAP REGISTERS
Indefinite -
Minimum 7
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data is interrelated; GC §34090; HUD Notice
PIH 98-48, 99-49
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 Adopted: 05-19-2026 335
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CDD /
Section 8
Economic
Develop. &
Housing
ED&H-005 Section 8 Applications for Program -
Disqualified 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 24 CFR 982.158, GC §34090 CDD /
Section 8
Economic
Develop. &
Housing
ED&H-006 Section 8 Database (HAPPY)
Indefinite -
Minimum 7
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data is interrelated; GC §34090; HUD Notice
PIH 98-48, 99-49
CDD /
Section 8
Economic
Develop. &
Housing
ED&H-007 Section 8 Tenant Files - WITH Unpaid
Balances / Fraud P
Yes: While
Active
Participant
Mag, Mfr,
OD, Ppr S / I 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
CDD /
Section 8
Economic
Develop. &
Housing
ED&H-007.1 Section 8 Tenant Files - Income Verification, 50058s, Verifications Only 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; per HUD Bulletin CDD /
Section 8
Economic
Develop. &
Housing
ED&H-007.2 Section 8 Tenant Files - WITHOUT Unpaid
Balances / Fraud
Close of File +
7 years
Mag, Mfr,
OD, Ppr S / I 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
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 Adopted: 05-19-2026 336
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CDD /
Section 8
Economic
Develop. &
Housing
ED&H-008 Section 8 Waiting List (in Section 8
Database / HAPPY) 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 24 CFR 982.158, GC §34090

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

CDD /
Planning CD-033.2
Correspondence / staff notes that provide
insight into the project / 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
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not all internal communications and notes are
required to be saved; "E-mails that do not
provide insight into the project or the agency’s
CEQA compliance with respect to the project
— are not within the scope of section 21167.6,
subdivision (e) and need not be retained."
Golden Door Properties, LLC v. Superior Court
of San Diego County (2020) 53 Cal.App.5th
733; PRC 21167,6; GC §34090
CDD /
Planning CD-034
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc.)
Inside City boundaries
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Usually filed in the project file; Final
environmental determinations are required to
be kept a "reasonable period of time"; 14 CCR
§15095(c); GC §34090
CDD /
Planning CD-036 General Plan Working Papers Adoption of Plan + 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; 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 Adopted: 05-19-2026 337
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-12
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 CD-037 General Plan, Elements / Amendments P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference (Copies); GC
§34090.7
CDD /
Planning CD-038 Land Use Studies / Plans / Reports (Historical) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 CDD /
Planning CD-039 Master Plans, Specific Plans, Bikeway Plans, etc. P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CDD /
Planning CD-040 Open Space Records P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 CDD /
Planning CD-032 Planning BoardRESOLUTIONS P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

CDD /
Planning CD-041 Planning Project Database Indefinite - Permanent Yes Mag, Mfr, OD, Ppr Yes: After

QC & OD
Data Fields / Records are interrelated; GC
§34090
CDD /
Planning CD-042
Planning Project Files - Permanent
Entitlements - Incomplete, Withdrawn /
Expired
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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 Adopted: 05-19-2026 338
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-13
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CDD /
Planning CD-043
Planning Project Files - Permanent
Entitlements (Approved / 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.

P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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-043.5 Planning Project Files - Cancelled /
Expired / Withdrawn
Minimum
Cancellation,
Expiration or
Withdrawal + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Preliminary drafts not
retained in the ordinary course of business;
GC §34090
CDD /
Planning CD-044
Planning Project Files - Temporary
Entitlements
Christmas Tree lots, etc.

Expiration + 2
years
Yes:

During
Event
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Temporary uses; Department maintains
complete files for administrative purposes;
GC§§34090
CDD /
Planning CD-045 Preliminary Review File (No Final Application) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary
Documents (no application submitted); GC
§34090
CDD /
Planning CD-046 Project Log Index / Spreadsheet / Binders of Historic Actions P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CDD /
Planning CD-047
Regional Organizational Studies / Programs
where other Agencies are the Lead (e.g. Air
Quality Studies, etc.)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records; GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 05-19-2026 339
Ver. 45.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Page CD-14
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CDD /
Planning CD-050 Zoning Maps / Other Maps of Significant Historical Value P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; City Clerk Maintains
originals of all documents that were presented
to Council; GC §34090.7

COMMUNITY DEVELOPMENT / TRANSPORTATION
CDD /
Transport. CD-051 Acquisitions / Transportation Projects P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Send final originals to
City Clerk; GC §34090.7
CDD /
Transport. CD-052 Congestion Management Plan P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CDD /
Transport. CD-053 Environmental Assessments / Remediation / Transportation Projects P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CDD /
Transport. CD-054 Miscellaneous Transportation Records P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CDD /
Transport. CD-054.1 Parking Permits Expiration + 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CDD /
Transport. CD-056 Proposition A / C Local Return Program / Measure R / Measure M 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets grant auditing
standards); GC §34090
CDD /
Transport. CD-057 Rideshare Program / MTA Taxi Vouchers 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CDD /
Transport. CD-057.1 Trip Reduction Ordinance Annual Report P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 CDD /
Transport. CD-049 Trip Reduction Ordinance Data Collection Records 5 years Mag, Mfr, OD, Ppr S / I 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 Adopted: 05-19-2026 340
Ver. 62.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES (Accounting, Accts. Payable, Payroll, Purchasing, Revenue) Page FIN-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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
Financial
Services /
Accounting
FN-001 Assessment Districts - Financial
Documents 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 /
Accounting
FN-002
Audit Reports / Annual Comprehensive
Financial Report (ACFR) / related Audit
Opinions
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
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
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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets municipal
government auditing standards); GC §34090
Financial
Services /
Accounting
FN-005 Bank Statements - Trust Accounts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
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 / RDA
Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
for bonds issued by local governments are 10
years; IRS bond auditing regulations state,
"…material records should generally be kept for
as long as the bonds are outstanding, plus 3
years after the final redemption date of the
bonds; There are specific requirements for
disposal of unused bonds; CCP §§336,
337.5(2); 26 CFR 1.6001-1(e): 26 CFR § 1.148-
5(d)(6)(iii)(E); GC §43900 et seq.

Financial
Services /
Accounting
FN-007 Budget Files (by Department) 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 341
Ver. 62.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES (Accounting, Accts. Payable, Payroll, Purchasing, Revenue) Page FIN-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-008 Budgets - Adopted / Final 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Financial
Services /
Accounting
FN-010 Central Subject Files 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Financial
Services /
Accounting
FN-012 Consumer Deposits 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 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

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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)(7), GC §34090
Financial
Services /
Accounting
FN-016 Fixed Assets 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Includes permanent assets (for compliance with
GASB 34); GC §34090
Financial
Services /
Accounting
FN-017 Historical Records - Those of Significant
Historical Value 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 + 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.

BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 342
Ver. 62.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES (Accounting, Accts. Payable, Payroll, Purchasing, Revenue) Page FIN-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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-020
Reports: Annual State / 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 Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Financial
Services /
Accounting
FN-021 Request Interim Budget Appropriation /
Transfer
Audit + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090

FINANCIAL SERVICES / ACCOUNTS PAYABLE
Financial
Services /
Accounts
Payable
FN-025 1099's / 1096 / DE542 (California Report of
Independent Contractors), etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years after tax
is due or paid (longer for auditing & contractor
delinquency); Ca. FTB: 3 years; 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 /
Backup (Includes Invoices, Travel Expense
Reimbursements, CPR’s, Petty Cash)
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 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-031 Wire Transfers - All, including Payroll
(Veba, PEHP, RHS) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; For auditing purposes;
GC §34090, 26 CFR 1.6001-1
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 343
Ver. 62.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES (Accounting, Accts. Payable, Payroll, Purchasing, Revenue) Page FIN-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed 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 /
Accounts
Payable
FN-031 W-9s
Vendor
Inactive + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Meets IRS auditing standards; GC §34090

FINANCIAL SERVICES / PAYROLL
Financial
Services /
Payroll
FN-034
DE-6, DE-7, DE-9, DE-9C, DE-43, W-3, /
DE-166, 941 Forms, PERS / FICA
Adjustments / Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI,
Federal Tax Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after tax is
due or paid; Ca. FTB: 3 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR 516.5 -
516.6, 29USC 436, GC §34090
Financial
Services /
Payroll
FN-035 Deferred Compensation Benefits Payout
Reports 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
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 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, / Voided
Audit + 5
years
Mag, Mfr,
OD, Ppr S /I Yes: After QC & OD
Department preference (meets municipal
government auditing standards; GC §34090
Financial
Services /
Payroll
FN-040
Payroll Folders: Deduction Authorizations,
Beneficiary Designations Garnishments, W4s, etc.

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
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 05-19-2026 344
Ver. 62.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES (Accounting, Accts. Payable, Payroll, Purchasing, Revenue) Page FIN-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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